Microsoft Word 2010: Illustrated Complete (Illustrated (Course Technology))

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Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Microsof t Word 2010 ®

ILLUSTRATED Complete

Jennifer Duffy • Carol Cram

Australia • Brazil • Japan • Korea • Mexico • Singapore • Spain • United Kingdom • United States


Microsoft® Word 2010—Illustrated Complete

© 2011 Course Technology, Cengage Learning

Jennifer Duffy, Carol Cram

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Trademarks: Some of the product names and company names used in this book have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers. Microsoft and the Office logo are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Course Technology, Cengage Learning is an independent entity from Microsoft Corporation, and not affiliated with Microsoft in any manner. Library of Congress Control Number: 2010935209 ISBN-13: 978-0-538-74714-1 ISBN-10: 0-538-74714-5 Course Technology 20 Channel Center Street Boston, MA 02210 USA Cengage Learning is a leading provider of customized learning solutions with office locations around the globe, including Singapore, the United Kingdom, Australia, Mexico, Brazil, and Japan. Locate your local office at: international.cengage.com/region Cengage Learning products are represented in Canada by Nelson Education, Ltd. To learn more about Course Technology, visit www.cengage.com/coursetechnology To learn more about Cengage Learning, visit www.cengage.com Purchase any of our products at your local college store or at our preferred online store www.cengagebrain.com

Printed in the United States of America 1 2 3 4 5 6 7 8 9 18 17 16 15 14 13 12 11 10


Brief Contents Preface ..................................................................................................................................... x

Windows 7 Unit A: Getting Started with Windows 7 .............................................................................. Windows 1 Unit B: Understanding File Management ........................................................................... Windows 25

Office 2010 Unit A: Getting Started with Microsoft Office 2010 .......................................................................Office 1

Word 2010 Unit A: Creating Documents with Word 2010 ............................................................................... Word 1 Unit B: Editing Document s .......................................................................................................... Word 25 Unit C: F or mat ting Te x t and P ar agr aphs ..................................................................................... Word 49 Unit D: For mat ting Documen t s ................................................................................................... Word 77 Unit E: Creating and For mat ting Tables ..................................................................................... Word 105 Unit F: Illustrating Documents with Graphics............................................................................. Word 129 Unit G: Working with Themes and Building Blocks .................................................................... Word 153 Unit H: Merging Word Documents ............................................................................................ Word 177 Unit I: Developing Multipage Documents.................................................................................. Word 201 Unit J: Working with St yles and Templates................................................................................. Word 229 Unit K: Working with References .............................................................................................. Word 257 Unit L: Integrating Word with Other Programs .......................................................................... Word 281 Unit M: Exploring Advanced Graphics ....................................................................................... Word 305 Unit N: Building Forms .............................................................................................................. Word 329 Unit O: Collaborating with Coworkers ....................................................................................... Word 353 Unit P: Customizing Word ......................................................................................................... Word 378

Web Apps Appendix Web Apps: Working with Windows Live and Of fice Web Apps .......................... Web Apps 1 Glossary ........................................................................................................................Glossary 1 Index...............................................................................................................................Index 11

BRIEF CONTENTS iii Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Contents Preface ...............................................................................................................................................................x

Windows 7 Unit A: Getting Started with Windows 7 .............................................................................. Windows 1 Starting Windows 7.......................................................................................................................... Windows 2 Learning the Windows 7 Desktop ................................................................................................... Windows 4 What if my desktop looks different from these figures? Pointing and Clicking ...................................................................................................................... Windows 6 Using right-clicking Starting a Windows 7 Program ........................................................................................................ Windows 8 Searching for programs and files using the Start menu Working with Windows ................................................................................................................. Windows 10 Using the Quick Access toolbar Working with Multiple Windows .................................................................................................. Windows 12 Switching windows with Windows Aero Using Command Buttons, Menus, and Dialog Boxes ................................................................... Windows 14 Getting Help .................................................................................................................................. Windows 16 Finding other ways to get help Exiting Windows 7......................................................................................................................... Windows 18 Installing updates when you exit Windows Practice ........................................................................................................................................... Windows 20

Unit B: Understanding File Management ........................................................................... Windows 25 Understanding Folders and Files ................................................................................................... Windows 26 Plan your file organization Creating and Saving a File ............................................................................................................. Windows 28 Using Windows 7 libraries Exploring the Files and Folders on Your Computer ...................................................................... Windows 30 Sharing information with homegroups and libraries Changing File and Folder Views .................................................................................................... Windows 32 Opening, Editing, and Saving Files................................................................................................ Windows 34 Comparing Save and Save As Copying Files ................................................................................................................................. Windows 36 Copying files using Send to Moving and Renaming Files ......................................................................................................... Windows 38 Using drag and drop to copy or move files to new locations Searching for Files, Folders, and Programs .................................................................................... Windows 40 Performing more advanced searches Deleting and Restoring Files .......................................................................................................... Windows 42 Selecting more than one file Practice ........................................................................................................................................... Windows 44

Office 2010 Unit A: Getting Started with Microsoft Office 2010 ...................................................................Office 1 Understanding the Office 2010 Suite ....................................................................................................Office 2 Deciding which program to use Starting and Exiting an Office Program.................................................................................................Office 4 Using shortcut keys to move between Office programs Windows Live and Microsoft Office Web Apps iv CONTENTS Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Viewing the Office 2010 User Interface .................................................................................................Office 6 Using Backstage view Creating and Saving a File .....................................................................................................................Office 8 Using the Office Clipboard Opening a File and Saving It with a New Name .................................................................................Office 10 Working in Compatibility Mode Exploring File Open options Viewing and Printing Your Work.........................................................................................................Office 12 Customizing the Quick Access toolbar Creating a screen capture Getting Help and Closing a File ..........................................................................................................Office 14 Recovering a document Practice .................................................................................................................................................Office 16

Word 2010 Unit A: Creating Documents with Word 2010 .............................................................................Word 1 Under s tanding Word Processing Sof t ware .............................................................................................Word 2 Planning a document Exploring the Word Program Window ...................................................................................................Word 4 St ar t ing a Document ..............................................................................................................................Word 6 Saving a Document .................................................................................................................................Word 8 Windows Live and Microsoft Office Web Apps Selecting Text ........................................................................................................................................Word 10 Format ting Tex t Using t he Mini Toolbar .............................................................................................Word 12 Creating a Document Using a Template...............................................................................................Word 14 Using the Undo, Redo, and Repeat commands Viewing and Navigating a Document ..................................................................................................Word 16 Using Word document views Practice ..................................................................................................................................................Word 18

Unit B: Editing Document s .........................................................................................................Word 25 Cut ting and Pasting Text ......................................................................................................................Word 26 Using keyboard shortcuts Copying and Pasting Text .....................................................................................................................Word 28 Splitting the document window to copy and move items in a long document Using the Of fice Clipboard ...................................................................................................................Word 30 Copying and moving items between documents Finding and Replacing Tex t ..................................................................................................................Word 32 Navigating a document using the Go To command Checking Spelling and Grammar ........................................................................................................Word 34 Inserting text with AutoCorrect Researching Information .....................................................................................................................Word 36 Publishing a blog directly from Word Adding Hyperlinks ................................................................................................................................Word 38 E-mailing and faxing documents directly from Word Working with Document Proper ties.....................................................................................................Word 40 Viewing and modifying advanced document properties Practice ..................................................................................................................................................Word 42

Unit C: F or mat ting Te x t and P ar agr aphs ..................................................................................Word 49 For mat t ing with Fon t s .........................................................................................................................Word 50 Adding a drop cap Cop ying For ma t s U s ing t he For ma t P ain t er .......................................................................................Word 52 Underlining text Changing Line and Par agr aph Spacing ............................................................................................ Word 54 Formatting with Quick Styles Aligning Par agr aphs..............................................................................................................................Word 56 Formatting a document using themes CONTENTS v Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Wor k ing wi t h Tabs ...............................................................................................................................Word 58 Wor king wi t h Inden t s ..........................................................................................................................Word 60 Clearing formatting A dding Bulle t s and Number ing ...........................................................................................................Word 62 Creating multilevel lists Adding Border s and Shading ................................................................................................................Word 64 Highlighting text in a document Inser t ing Clip Ar t..................................................................................................................................Word 66 Practice ..................................................................................................................................................Word 68

Unit D: For mat ting Documen t s..................................................................................................Word 77 Set ting Document Margins ...................................................................................................................Word 78 Changing orientation, margin settings, and paper size Creating Sections and Columns ...........................................................................................................Word 80 Changing page layout settings for a section Inser ting Page Breaks ............................................................................................................................Word 82 Controlling automatic pagination Inser ting Page Numbers ........................................................................................................................Word 84 Moving around in a long document Inserting Quick Parts Adding Headers and Footers .................................................................................................................Word 86 Adding a custom header or footer to the gallery Inser ting a Table....................................................................................................................................Word 88 Adding Footnotes and Endnotes ..........................................................................................................Word 90 Inser ting Citations ...............................................................................................................................Word 92 Managing Sources and Creating a Bibliography ..................................................................................Word 94 Working with Web sources Practice ..................................................................................................................................................Word 96

Unit E: Creating and For mat ting Tables...................................................................................Word 105 Inser ting a Table..................................................................................................................................Word 106 Converting text to a table and a table to text Inser ting and Deleting Rows and Columns .......................................................................................Word 108 Copying and moving rows and columns Modif ying Rows and Columns ...........................................................................................................Word 110 Setting advanced table properties Sor ting Table Data...............................................................................................................................Word 112 Sorting lists and paragraphs Split ting and Merging Cells ................................................................................................................Word 114 Changing cell margins Per for ming Calculations in Tables .....................................................................................................Word 116 Working with formulas Applying a Table St yle .......................................................................................................................Word 118 Using tables to lay out a page Creating a Custom Format for a Table ...............................................................................................Word 120 Drawing a table Practice ................................................................................................................................................Word 122

Unit F: Illustrating Documents with Graphics ..........................................................................Word 129 Inser ting a Graphic ............................................................................................................................Word 130 Correcting pictures, changing colors, and applying artistic effects Sizing and Scaling a Graphic ..............................................................................................................Word 132 Cropping graphics Positioning a Graphic .........................................................................................................................Word 134 Removing the background from a picture Creating a Text Box .............................................................................................................................Word 136 Linking text boxes

vi CONTENTS Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Creating WordAr t ...............................................................................................................................Word 138 Enhancing graphic objects with styles and effects Drawing Shapes ..................................................................................................................................Word 140 Creating an illustration in a drawing canvas Creating a Char t .................................................................................................................................Word 142 Creating SmartArt graphics Finalizing Page Layout ........................................................................................................................Word 144 Practice ................................................................................................................................................Word 146

Unit G: Working with Themes and Building Blocks .................................................................Word 153 Applying Quick St yles to Text ............................................................................................................Word 154 Saving a document as a Web page Applying a Theme ...............................................................................................................................Word 156 Changing the default theme Customizing a Theme .........................................................................................................................Word 158 Inser ting a Sidebar ..............................................................................................................................Word 160 Inser ting Quick Par ts ..........................................................................................................................Word 162 Adding a Cover Page ...........................................................................................................................Word 164 Creating Building Blocks ....................................................................................................................Word 166 Renaming a building block and editing other properties Inser ting Building Blocks ....................................................................................................................Word 168 Practice ................................................................................................................................................Word 170

Unit H: Merging Word Documents ..........................................................................................Word 177 Understanding Mail Merge .................................................................................................................Word 178 Creating a Main Document ................................................................................................................Word 180 Using a mail merge template Designing a Data Source .....................................................................................................................Word 182 Merging with an Outlook data source Entering and Editing Records .............................................................................................................Word 184 Adding Merge Fields ...........................................................................................................................Word 186 Matching fields Merging Data ......................................................................................................................................Word 188 Creating Labels....................................................................................................................................Word 190 Printing individual envelopes and labels Sor ting and Filtering Records .............................................................................................................Word 192 Inserting individual merge fields Practice ................................................................................................................................................Word 194

Unit I: Developing Multipage Documents................................................................................. Word 201 Building a Document in Outline View ...............................................................................................Word 202 Working in Outline View Word ..........................................................................................................Word 204 Navigating a Document ......................................................................................................................Word 206 Using bookmarks Generating a Table of Contents ..........................................................................................................Word 208 Marking Entries for an Index ..............................................................................................................Word 210 Generating an Index ...........................................................................................................................Word 212 Inser ting Footers in Multiple Sections................................................................................................Word 214 Using text flow options Inser ting Headers in Multiple Sections ..............................................................................................Word 216 Understanding headers, footers, and sections Finalizing a Multipage Document ......................................................................................................Word 218 Modifying a table of contents Practice ................................................................................................................................................Word 220

Unit J: Working with St yles and Templates ..............................................................................Word 229 Exploring St yles and Templates ..........................................................................................................Word 230 Understanding the Normal style CONTENTS vii Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Modif ying Predefined St yles ...............................................................................................................Word 232 Revealing style formatting Creating Paragraph St yles ...................................................................................................................Word 234 Creating Character and Linked St yles ................................................................................................Word 236 Identifying paragraph, character, and linked styles Creating Custom List and Table St yles ...............................................................................................Word 238 Creating a Quick St yle Set ..................................................................................................................Word 240 Managing St yles ..................................................................................................................................Word 242 Renaming and deleting styles Creating a Template ............................................................................................................................Word 244 Default location for user templates Revising and At taching a Template ...................................................................................................Word 246 Practice ................................................................................................................................................Word 248

Unit K: Working with References ............................................................................................Word 257 Working with AutoCorrect ................................................................................................................Word 258 Accessing AutoFormat options in the AutoCorrect dialog box Customizing Footnotes ......................................................................................................................Word 260 Inserting endnotes Using the Translate Feature ................................................................................................................Word 262 Exploring the Research task pane Working with Citations .....................................................................................................................Word 264 Modif ying Citations and Managing Sources ......................................................................................Word 266 Generating a Bibliography ..................................................................................................................Word 268 Creating a Table of Figures..................................................................................................................Word 270 Table of authorities Working with Equations .....................................................................................................................Word 272 Practice ................................................................................................................................................Word 274

Unit L: Integrating Word with Other Programs .......................................................................Word 281 Exploring Integration Methods ..........................................................................................................Word 282 Embedding an Excel Worksheet .........................................................................................................Word 284 Linking an Excel Char t .......................................................................................................................Word 286 Using the Object dialog box to create a linked file Embedding a PowerPoint Slide ...........................................................................................................Word 288 Creating a PowerPoint presentation from a Word outline Inser ting a Word File and Hyperlinks.................................................................................................Word 290 Impor ting a Table from Access ...........................................................................................................Word 292 Managing Document Links ................................................................................................................Word 294 Merging with an Access Data Source .................................................................................................Word 296 Opening a merge document Practice ................................................................................................................................................Word 298

Unit M: Exploring Advanced Graphics .....................................................................................Word 305 Working with Text Ef fects ..................................................................................................................Word 306 Creating and Modifying Screenshots .................................................................................................Word 308 Modif ying a Picture ...........................................................................................................................Word 310 Using advanced positioning options Removing the Background from a Picture .........................................................................................Word 312 Compressing pictures Using Ar tistic Ef fects and Layering Options ......................................................................................Word 314 Creating Smar t Ar t Graphics ...............................................................................................................Word 316 Editing Clip Ar t ...................................................................................................................................Word 318 Aligning, Distributing, and Rotating Graphics ..................................................................................Word 320 Practice ................................................................................................................................................Word 322

Unit N: Building Forms .............................................................................................................Word 329 Constructing a Form Template ...........................................................................................................Word 330 Adding Text Content Controls ..........................................................................................................Word 332 viii CONTENTS Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Adding Date Picker and Check Box Content Controls ......................................................................Word 334 Adding Drop-Down and Picture Content Controls ...........................................................................Word 336 Adding a Building Block Gallery Content Control ............................................................................Word 338 Inserting Legacy Tools Controls .........................................................................................................Word 340 ActiveX controls Format ting and Protecting a Form .....................................................................................................Word 342 Protecting documents with formatting and editing restrictions Filling in a Form as a User ..................................................................................................................Word 344 Editing a form template Practice ................................................................................................................................................Word 346

Unit O: Collaborating with Coworkers .....................................................................................Word 353 Exploring Collaboration Options .......................................................................................................Word 354 Including Comments in a Document ................................................................................................Word 356 Tracking Changes................................................................................................................................Word 358 Track Changes and the Clipboard Working with Tracked Changes .........................................................................................................Word 360 Distributing documents for revision Managing Reviewers ...........................................................................................................................Word 362 Comparing Documents .....................................................................................................................Word 364 Using Advanced Find and Replace Options .......................................................................................Word 366 Signing a Document Digitally ............................................................................................................Word 368 Acquiring a digital ID Practice ................................................................................................................................................Word 370

Unit P: Customizing Word ........................................................................................................Word 378 Creating a New Tab .............................................................................................................................Word 379 Customizing the Quick Access toolbar Customizing But tons ..........................................................................................................................Word 381 Modif ying Word Options ...................................................................................................................Word 383 Creating and using custom dictionaries Creating Keyboard Shor tcuts ..............................................................................................................Word 385 Finding keyboard shortcuts Adding a Watermark and a Page Border .............................................................................................Word 387 Working with Document Windows....................................................................................................Word 389 Saving in Alternate File Formats .........................................................................................................Word 391 Applying Word Help ...........................................................................................................................Word 393 Getting Help from the Internet Practice ................................................................................................................................................Word 395

Web Apps Appendix Web Apps: Working with Windows Live and Of fice Web Apps .......................... Web Apps 1 Exploring How to Work Online from Windows Live ..................................................................... Web Apps 2 Obtaining a Windows Live ID and Signing In to Windows Live .................................................. Web Apps 4 Verifying your Windows Live ID Uploading Files to Windows Live .................................................................................................. Web Apps 6 Working with the PowerPoint Web App ........................................................................................ Web Apps 8 Creating Folders and Organizing Files on SkyDrive ..................................................................... Web Apps 10 Adding People to Your Network and Sharing Files....................................................................... Web Apps 12 Sharing files on SkyDrive Working with the Excel Web App ................................................................................................ Web Apps 14 Exploring other Office Web Apps Windows Live and Microsoft Office Web Apps Quick Reference................................................. Web Apps 16

Glossary ....................................................................................................................................Glossary 1 Index .......................................................................................................................................... Index 11

CONTENTS ix Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Preface Welcome to Microsoft® Word 2010—Illustrated Complete. If this is your first experience with the Illustrated series, you’ll see that this book has a unique design: each skill is presented on two facing pages, with steps on the left and screens on the right. The layout makes it easy to learn a skill without having to read a lot of text and flip pages to see an illustration.

Each two-page spread focuses on a single skill.

UNIT

This book is an ideal learning tool for a wide range of learners—the “rookies” will find the clean design easy to follow and focused with only essential information presented, and the “hotshots” will appreciate being able to move quickly through the lessons to find the information they need without reading a lot of text. The design also makes this a great reference after the course is over! See the illustration on the right to learn more about the pedagogical and design elements of a typical lesson.

A Word 2010

STEPS TROUBLE If you don’t see the extension .docx as part of the filename, the setting in Windows to display file extensions is not active.

A case scenario motivates the the steps and puts learning in context.

Saving a Document To store a document permanently so you can open it and edit it at another time, you must save it as a file. When you save a document you give it a name, called a filename, and indicate the location where you want to store the file. Files created in Word 2010 are automatically assigned the .docx file extension to distinguish them from files created in other software programs. You can save a document using the Save button on the Quick Access toolbar or the Save command on the File tab. Once you have saved a document for the first time, you should save it again every few minutes and always before printing so that the saved file is updated to reflect your latest changes. You save your memo using a descriptive filename and the default file extension.

1. Click the Save button

on the Quick Access toolbar

The first time you save a document, the Save As dialog box opens, as shown in Figure A-5. The default filename, Memorandum, appears in the File name text box. The default filename is based on the first few words of the document. The default file extension, .docx, appears in the Save as type list box. Table A-3 describes the functions of some of the buttons in the Save As dialog box.

2. Type WD A-Morocco Tour Memo in the File name text box The new filename replaces the default filename. Giving your documents brief descriptive filenames makes it easier to locate and organize them later. You do not need to type .docx when you type a new filename.

3. Navigate to the drive and folder where you store your Data Files You can navigate to a different drive or folder in several ways. For example, you can click a drive or folder in the Address bar or the navigation pane to go directly to that location. Click the double arrow in the Address bar to display a list of drives and folders. You can also double-click a drive or folder in the folder window to change the active location. When you are finished navigating to the drive or folder where you store your Data Files, that location appears in the Address bar. Your Save As dialog box should resemble Figure A-6.

What’s New In This Edition • Fully Updated. Highlights the new features of Microsoft Word 2010 and, features updated examples and exercises throughout including coverage on tools to create research papers, including adding citations, endnotes, and bibliographies. Extensive coverage of new graphics features including Background Removal, screenshots, and Artistic Effects; exploring the new Navigation pane and the Selection and Visibility pane; exploring Open Type Features, using new paste options to integrate other applications into Word; and creating custom Ribbons. A new appendix covers cloud computing concepts and using Microsoft Office Web Apps.

Introduction briefly explains why the lesson skill is important.

QUICK TIP To save a document so it can be opened in an older version of Word, click the Save as type list arrow, then click Word 97-2003 Document (*.doc).

4. Click Save The document is saved to the drive and folder you specified in the Save As dialog box, and the title bar displays the new filename, WD A-Morocco Tour Memo.docx.

5. Place the insertion point before conference in the first sentence, type large, then press [Spacebar] You can continue to work on a document after you have saved it with a new filename.

6. Click Your change to the memo is saved. After you save a document for the first time, you must continue to save the changes you make to the document. You also can press [Ctrl][S] to save a document.

Windows Live and Microsoft Office Web Apps All Office programs include the capability to incorporate feedback— called online collaboration—across the Internet or a company network. Using cloud computing (work done in a virtual environment), you can take advantage of Web programs called Microsoft Office Web Apps, which are simplified versions of the programs found in the Microsoft Office 2010 suite. Because these programs are online, they take up no computer disk space and are accessed using Windows

Word 8

Live SkyDrive, a free service from Microsoft. Using Windows Live SkyDrive, you and your colleagues can create and store documents in a “cloud” and make the documents available to whomever you grant access. To use Windows Live SkyDrive, you need a free Windows Live ID, which you obtain at the Windows Live Web site. You can find more information in the “Working with Windows Live and Office Web Apps” appendix.

Creating Documents with Word 2010

Tips and troubleshooting advice, right where you need it–next to the step itself.

Clues to Use boxes provide useful information related to the lesson skill.

• Maps to SAM 2010. This book is designed to work with SAM (Skills Assessment Manager) 2010. SAM Assessment contains performance-based, hands-on SAM exams for each unit of this book, and SAM Training provides hands-on training for skills covered in x Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

the book. Some exercises are available in SAM Projects, which is auto-grading software that provides both students and instructors with immediate, detailed feedback (SAM sold separately.) See page xii for more information on SAM.

Assignments

Large screen shots keep students on track as they complete steps

Brightly colored tabs indicate which section of the book you are in.

FIGURE A-5: Save As dialog box

Active folder or drive

Click to create a new folder in the active folder or drive

Active library

• Concepts Review consist of multiple choice, matching, and screen identification questions.

Active folder

Default filename and file extension are selected

Folders and files in the active folder or drive (yours will differ)

Word 2010

Click to change the file type

Location of Data Files (yours may differ)

Your dialog box may show the files and folders in the active drive or folder

New filename

TABLE A-3: Save As dialog box buttons

use to

Back

Navigate back to the last location shown in the Address bar Navigate to the location that was previously shown in the Address bar

Forward Organize

New folder Change your view

Open a menu of commands related to organizing the selected file or folder, including Cut, Copy, Delete, Rename, and Properties Create a new folder in the current folder or drive Change the way folder and file information is shown in the folder window in the Save As dialog box; click the Change your view button to toggle between views, or click the list arrow to open a menu of view options


Tables provide helpful summaries of key terms, buttons, or keyboard shortcuts.

• Skills Reviews are hands-on, step-by-step exercises that review the skills covered in each lesson in the unit. • Independent Challenges are case projects requiring critical thinking and application of the unit skills. The Independent Challenges increase in difficulty, with the first one in each unit being the easiest. Independent Challenges 2 and 3 become increasingly open-ended, requiring more independent problem solving.

FIGURE A-6: File to be saved to the Unit A folder

button

The lessons use Quest Specialty Travel, a fictional adventure travel company, as the case study. The assignments on the light yellow pages at the end of each unit increase in difficulty. Assignments include:

Word 9

• SAM Projects is live-in-the-application autograding software that provides immediate and detailed feedback reports to students and instructors. Some exercises in this book are available in SAM Projects. (Purchase of a SAM Projects pincode is required.) • Real Life Independent Challenges are practical exercises in which students create documents to help them with their every day lives. • Advanced Challenge Exercises set within the Independent Challenges provide optional steps for more advanced students. • Visual Workshops are practical, selfgraded capstone projects that require independent problem solving.

xi Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

About SAM SAM is the premier proficiency-based assessment and training environment for Microsoft Office. Web-based software along with an inviting user interface provide maximum teaching and learning flexibility. SAM builds students’ skills and confidence with a variety of real-life simulations, and SAM Projects’ assignments prepare students for today’s workplace. The SAM system includes Assessment, Training, and Projects, featuring page references and remediation for this book as well as Course Technology’s Microsoft Office textbooks. With SAM, instructors can enjoy the flexibility of creating assignments based on content from their favorite Microsoft Office books or based on specific course objectives. Instructors appreciate the scheduling and reporting options that have made SAM the market-leading online testing and training software for over a decade. Over 2,000 performance-based questions and matching Training simulations, as well as tens of thousands of objective-based questions from many Course Technology texts, provide instructors with a variety of choices across multiple applications from the introductory level through the comprehensive level. The inclusion of hands-on Projects guarantee that student knowledge will skyrocket from the practice of solving real-world situations using Microsoft Office software.

SAM Assessment • Content for these hands-on, performance-based tasks includes Word, Excel, Access, PowerPoint, Internet Explorer, Outlook, and Windows. Includes tens of thousands of objective-based questions from many Course Technology texts.

Simulation of Office application Task instruction appears here Click to view previous task

Click to view next task

SAM Training • Observe mode allows the student to watch and listen to a task as it is being completed. • Practice mode allows the student to follow guided arrows and hear audio prompts to help visual learners know how to complete a task. • Apply mode allows the student to prove what they’ve learned by completing a task using helpful instructions.

SAM Projects • Live-in-the-application assignments in Word, Excel, Access and PowerPoint that help students be sure they know how to effectively communicate, solve a problem or make a decision. • Students receive detailed feedback on their project within minutes. • Additionally, teaches proper file management techniques. • Ensures that academic integrity is not compromised, with unique anti-cheating detection encrypted into the data files. xii Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Instructor Resources The Instructor Resources CD is Course Technology’s way of putting the resources and information needed to teach and learn effectively into your hands. With an integrated array of teaching and learning tools that offer you and your students a broad range of technologybased instructional options, we believe this CD represents the highest quality and most cutting edge resources available to instructors today. The resources available with this book are: • Instructor’s Manual—Available as an electronic file, the Instructor’s Manual includes detailed lecture topics with teaching tips for each unit. • Sample Syllabus—Prepare and customize your course easily using this sample course outline. • PowerPoint Presentations—Each unit has a corresponding PowerPoint presentation that you can use in lecture, distribute to your students, or customize to suit your course. • Figure Files—The figures in the text are provided on the Instructor Resources CD to help you illustrate key topics or concepts. You can create traditional overhead transparencies by printing the figure files. Or you can create electronic slide shows by using the figures in a presentation program such as PowerPoint. • Solutions to Exercises—Solutions to Exercises contains every file students are asked to create or modify in the lessons and endof-unit material. Also provided in this section, there is a document outlining the solutions for the end-of-unit Concepts Review, Skills Review, and Independent Challenges. An Annotated Solution File and Grading Rubric accompany each file and can be used together for quick and easy grading.

• Data Files for Students—To complete most of the units in this book, your students will need Data Files. You can post the Data Files on a file server for students to copy. The Data Files are available on the Instructor Resources CD-ROM, the Review Pack, and can also be downloaded from cengagebrain.com. For more information on how to download the Data Files, see the inside back cover. Instruct students to use the Data Files List included on the Review Pack and the Instructor Resources CD. This list gives instructions on copying and organizing files. • ExamView—ExamView is a powerful testing software package that allows you to create and administer printed, computer (LAN-based), and Internet exams. ExamView includes hundreds of questions that correspond to the topics covered in this text, enabling students to generate detailed study guides that include page references for further review. The computer-based and Internet testing components allow students to take exams at their computers, and also saves you time by grading each exam automatically.

Content for Online Learning. Course Technology has partnered with the leading distance learning solution providers and class-management platforms today. To access this material, visit www.cengage.com/webtutor and search for your title. Instructor resources include the following: additional case projects, sample syllabi, PowerPoint presentations, and more. For additional information, please contact your sales representative. For students to access this material, they must have purchased a WebTutor PIN-code specific to this title and your campus platform. The resources for students might include (based on instructor preferences): topic reviews, review questions, practice tests, and more. xiii Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Acknowledgements Instructor Advisory Board We thank our Instructor Advisory Board who gave us their opinions and guided our decisions as we updated our texts for Microsoft Office 2010. They are as follows: Terri Helfand, Chaffey Community College

Marian Meyer, Central New Mexico Community College

Barbara Comfort, J. Sargeant Reynolds Community College

Audrey Styer, Morton College

Brenda Nielsen, Mesa Community College

Richard Alexander, Heald College

Sharon Cotman, Thomas Nelson Community College

Xiaodong Qiao, Heald College

Student Advisory Board We also thank our Student Advisory Board members, who shared their experiences using the book and offered suggestions to make it better: Latasha Jefferson, Thomas Nelson Community College, Gary Williams, Thomas Nelson Community College, Stephanie Miller, J. Sargeant Reynolds Community College, Sarah Styer, Morton Community College, Missy Marino, Chaffey College

Author Acknowledgements Jennifer Duffy Many talented people at Course Technology worked tirelessly to shape this book—thank you all. I am especially grateful to Pam Conrad, editor extraordinaire, whose dedication, wisdom, and precision are evident on every page. Carol Cram This book is made possible through the combined efforts of many amazing people, most notably my developmental editor Pam Conrad whose wit, wisdom, and patience are a constant source of wonder to me. I’d also like to thank my husband Gregg and daughter Julia who make everything I do possible.

xiv Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.

Read This Before You Begin Frequently Asked Questions What are Data Files? A Data File is a partially completed Word document or another type of file that you use to complete the steps in the units and exercises to create the final document that you submit to your instructor. Each unit opener page lists the Data Files that you need for that unit.

Where are the Data Files? Your instructor will provide the Data Files to you or direct you to a location on a network drive from which you can download them. For information on how to download the Data Files from cengagebrain.com, see the inside back cover.

What software was used to write and test this book? This book was written and tested using a typical installation of Microsoft Office 2010 Professional Plus on a computer with a typical installation of Microsoft Windows 7 Ultimate. The browser used for any Web-dependent steps is Internet Explorer 8.

Do I need to be connected to the Internet to complete the steps and exercises in this book? Some of the exercises in this book require that your computer be connected to the Internet. If you are not connected to the Internet, see your instructor for information on how to complete the exercises.

What do I do if my screen is different from the figures shown in this book? This book was written and tested on computers with monitors set at a resolution of 1024 ⫻ 768. If your screen shows more or less information than the figures in the book, your monitor is probably set at a higher or lower resolution. If you don't see something on your screen, you might have to scroll down or up to see the object identified in the figures. The Ribbon—the blue area at the top of the screen—in Microsoft Office 2010 adapts to different resolutions. If your monitor is set at a lower resolution than 1024 ⫻ 768, you might not see all of the buttons shown in the figures. The groups of buttons will always appear, but the entire group might be condensed into a single button that you need to click to access the buttons described in the instructions.

Learning on the Go. Always Available…Always Relevant. Our fast-paced world is driven by technology. You know because you are an active participant—always on the go, always keeping up with technological trends, and always learning new ways to embrace technology to power your life. Let CourseCasts, hosted by Ken Baldauf of Florida State University, be your guide into weekly updates in this ever-changing space. These timely, relevant podcasts are produced weekly and are available for download at http://coursecasts.course.com or directly from iTunes (search by CourseCasts). CourseCasts are a perfect solution to getting students (and even instructors) to learn on the go! xv Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.


UNIT

A Windows 7

Get ting Star ted with Windows 7

Files You Will Need:

The Windows 7 operating system lets you use your computer. Windows 7 shares many

No files needed.

you will find it easier to use the programs that run on your computer. In this unit, you learn

features with other Windows programs, so once you learn how to work with Windows 7, to start Windows 7 and work with windows and other screen objects. You work with icons that represent programs and files, and you move and resize windows. As you use your computer, you will often have more than one window on your screen, so it’s important that you learn how to manage them. As you complete this unit, you create a simple drawing in a program called Paint to help you learn how to use buttons, menus, and dialog boxes. After finding assistance in the Windows 7 Help and Support system, you end your Windows 7 session.

As a new Oceania tour manager for Quest Specialty Travel (QST), you need to

develop basic Windows skills to keep track of tour bookings.

OBJECTIVES

Start Windows 7 Learn the Windows 7 desktop Point and click Start a Windows 7 program Work with windows Work with multiple windows Use command buttons, menus, and dialog boxes Get help Exit Windows 7


UNIT

A Windows 7

STEPS

Star ting Windows 7 Windows 7 is an operating system, which is a program that lets you run your computer. A program is a set of instructions written for a computer. When you turn on your computer, the Windows 7 operating system starts automatically. If your computer did not have an operating system, you wouldn’t see anything on the screen when you turn it on. For each user, the operating system can reserve a special area called a user account where each user can keep his or her own files. If your computer is set up for more than one user, you might need to log in, or select your user account name when the computer starts. If you are the only user on your computer, you won’t have to select an account. You might also need to enter a password, a special sequence of numbers and letters each user can create. A password allows you to enter and use the files in your user account area. Users cannot see each others’ account areas without their passwords, so passwords help keep your computer information secure. After you log in, you see a welcome message, and then the Windows 7 desktop. You will learn about the desktop in the next lesson. Your supervisor, Evelyn Swazey, asks you to start learning about the Windows 7 operating system.

1. Push your computer’s power button, which might look like or monitor is not turned on, press its power button to turn it on

TROUBLE If you do not see a screen that lets you choose a user account, go to Step 3.

TROUBLE If you clicked the wrong user in Step 2, change to the correct user by clicking the Switch user button on the password screen.

TROUBLE If you type your password incorrectly, you see “The user name or password is incorrect.” Click OK to try again. To help you remember, Windows shows the Password Hint that you entered when you created your password.

Windows 2

, then if the

On a desktop computer, the power button is probably on the front panel. On a laptop computer it’s most likely at the top of the keys on your keyboard. After a few moments, a Starting Windows message appears. Then you might see a screen that lets you choose a user account, as shown in Figure A-1.

2. Click a user name if necessary The name you click represents your user account that lets you use the computer. The user account may have your name assigned to it, or it might have a general name, like Student, or Lab User. A password screen may appear. If necessary, ask your instructor or technical support person which user account and password you should use.

3. Type your password if necessary, using uppercase and lowercase letters as necessary, as shown in Figure A-2 Passwords are case sensitive, which means that if you type any letter using capital letters when lowercase letters are needed, Windows will not allow you to access your account. For example, if your password is “book”, typing “Book” or “BOOK” will not let you enter your account. As you type your password, its characters appear as a series of dots on the screen. This makes it more difficult for anyone watching you to see your password, giving you additional security.

4. Click the Go button You see a welcome message, and then the Windows 7 desktop, shown in Figure A-3.

Getting Started with Windows 7


Name and picture represent each user’s account on this computer

Windows 7

FIGURE A-1: Selecting a user name

You might have a different version of Windows 7

Ease of access button shows accessibility options

FIGURE A-2: Password screen

Password appears as dots for security

Go button

FIGURE A-3: Windows 7 desktop


Windows 3


UNIT

A Windows 7

DETAILS

Learning the Windows 7 Desktop After Windows 7 starts up, you see the Windows 7 desktop. The desktop consists of a shaded or picture background with small graphics called icons. Icons are small images that represent items such as the Recycle Bin on your computer. You can rearrange, add, and delete desktop icons. Like an actual desktop, the Windows 7 desktop acts as your work area. You can use the desktop to manage the files and folders on your computer. A file is a collection of stored information, such as a letter, video, or program. A folder is a container that helps you organize your files, just like a cardboard folder on your desk. If you’re using a new installation of Windows, the desktop might show only a Recycle Bin icon in the upper-left corner and the taskbar, the horizontal bar at the bottom of your screen. Evelyn asks you to explore the Windows 7 desktop to begin learning how to communicate with your computer.

Windows 7 computers show these desktop elements. Refer to Figure A-4. • Start button The Start button is your launching point when you want to communicate with your computer. You can use the Start button to start programs, to open windows that show you the contents of your computer, and to end your Windows session and turn off your computer. QUICK TIP If your taskbar is a different color than the one in Figure A-4, your computer might have different settings. This won’t affect your work in this chapter.

• Taskbar The taskbar is the horizontal bar at the bottom of the desktop. The taskbar contains the Start button as well as other buttons representing programs, folders, and files. You can use these buttons to immediately open programs or view files and programs that are on your computer.

• Notification area The notification area at the right side of the taskbar contains icons that represent informational messages and programs you might find useful. It also contains information about the current date and time. Some programs automatically place icons here so they are easily available to you. The notification area also displays pop-up messages when something on your computer needs your attention.

• Recycle Bin Like the wastepaper basket in your office, the Recycle Bin is where you place the files and folders that you don’t need anymore and want to delete. All objects you place in the Recycle Bin stay there until you empty it. If you put an object there by mistake, you can easily retrieve it, as long as you haven’t emptied the bin.

• Desktop background The desktop background is the shaded area behind your desktop objects. You can change the desktop background to show different colors or even pictures.

You might see the following on your desktop: • Icons and shortcuts On the desktop background, you can place icons called shortcuts, which you can double-click to access programs, files, folders, and devices that you use frequently. That way, they are immediately available to you.

• Gadgets Gadgets are optional programs that present helpful or entertaining information on your desktop. They include items such as clocks, current news headlines, calendars, picture albums, and weather reports. Some gadgets come with Windows 7 and you can easily place them on your desktop. You can download additional gadgets from the Internet. Figure A-5 shows a desktop that has a desktop background picture and shortcuts to programs, folders, and devices, as well as four gadgets. Windows 4



Windows 7

FIGURE A-4: Windows 7 desktop after a new Windows installation

Recycle Bin

Desktop background

Buttons representing programs, files, and folders

Notification area

Start button Taskbar

FIGURE A-5: Windows 7 desktop with shortcuts, gadgets, and a picture background

Shortcuts to devices Shortcuts to folders Gadgets for time, weather, currency rates, and news headlines

Shortcuts to programs Desktop background picture

Taskbar icons

What if my desktop looks different from these figures? If you are using a computer that has been used by others, a different version of Windows 7, or a computer in a school lab, your desktop might be a different color, it might have a different design on it, or it

might have different shortcuts and gadgets. Your Recycle Bin might be in a different desktop location. Don’t be concerned with these differences. They will not interfere with your work in these units.


Windows 5


UNIT

A Windows 7

STEPS

Pointing and Clicking After you start Windows 7 and see the desktop, you can communicate with Windows using a pointing device. A pointing device controls the movement of the mouse pointer on your computer screen. The mouse pointer is a small arrow or other symbol that moves on the screen. The mouse pointer’s shape changes depending on where you point and on the options available to you when you point. Your pointing device could be a mouse, trackball, touchpad, pointing stick, on-screen touch pointer, or a tablet. Figure A-6 shows some common pointing devices. A pointing device might be attached to your computer with a wire, connect wirelessly using an electronic signal, or it might be built into your computer. There are five basic pointing device actions you use to communicate with your computer: pointing, As you clicking, double-clicking, dragging, and right-clicking. Table A-1 describes each action. prepare to work on your tour schedule, you communicate with your computer using the basic pointing device actions.

1. Locate the mouse pointer on the desktop, then move your pointing device left, right, up, and down The mouse pointer moves in the same direction as your pointing device.

2. Move your pointing device so the mouse pointer is over the Recycle Bin You are pointing to the Recycle Bin. The pointer shape is the Select pointer . The Recycle Bin icon becomes highlighted, looking as though it is framed in a box with a lighter color background and a border. QUICK TIP Use the tip of the pointer when pointing to an object.

3. While pointing to the Recycle Bin, press and quickly release the left mouse button once, then move the pointer away from the Recycle Bin Click a desktop icon once to select it, and then the interior of the border around it changes color. When you select an icon, you signal Windows 7 that you want to perform an action. You can also use pointing to identify screen items.

4. Point to (but do not click) the Internet Explorer button

on the taskbar

The button border appears and an informational message called a ScreenTip identifies the program the button represents.

5. Move the mouse pointer over the time and date in the notification area in the lowerright corner of the screen, read the ScreenTip, then click once A pop-up window appears, containing a calendar and a clock displaying the current date and time. TROUBLE You need to doubleclick quickly, with a fast click-click, without moving the mouse. If a window didn’t open, try again with a faster click-click.

6. Place the tip of the mouse pointer over the Recycle Bin, then quickly click twice You double-clicked the Recycle Bin. A window opens, showing the contents of the Recycle Bin, shown in Figure A-7. The area near the top of the screen is the Address bar, which shows the name of the item you have opened. If your Recycle Bin contains any discarded items, they appear in the white area below the Address bar. You can use single clicking to close a window.

7. Place the tip of the mouse pointer over the Close button in the upper-right corner of the Recycle Bin window, notice the Close ScreenTip, then click once The Recycle Bin window closes. You can use dragging to move icons on the desktop.

QUICK TIP You’ll use dragging in other Windows 7 programs to move folders, files, and other objects to new locations.

Windows 6

8. Point to the Recycle Bin icon, press and hold down the left mouse button, move the pointing device (or drag your finger over the touchpad) so the object moves right about an inch, as shown in Figure A-8, then release the mouse button You dragged the Recycle Bin icon to a new location.

9. Repeat Step 8 to drag the Recycle Bin back to its original location



FIGURE A-7: Recycle Bin window

Close button Address bar Mouse

Windows 7

FIGURE A-6: Pointing devices

Trackball Your window may show objects here

Touchpad

Pointing stick

FIGURE A-8: Dragging the Recycle Bin icon

Releasing mouse button moves object to this location TABLE A-1: Five pointing device actions

action

how to

use for

Pointing

Move the pointing device to position the tip of the pointer over an object, option, or item

Highlighting objects or options, or displaying informational boxes called ScreenTips

Clicking

Quickly press and release the left mouse button once

Selecting objects or commands, opening menus or items on the taskbar

Double-clicking

Quickly press and release the left mouse button twice

Opening programs, folders, or files represented by desktop icons

Dragging

Point to an object, press and hold down the left mouse button, move the object to a new location, then release the mouse button

Moving objects, such as icons on the desktop

Right-clicking

Point to an object, then press and release the right mouse button

Displaying a shortcut menu containing options specific to the object

Using right-clicking For some actions, you click items using the right mouse button, known as right-clicking. You can right-click almost any icon on your desktop to open a shortcut menu. A shortcut menu lists common commands for an object. A command is an instruction to perform a task, such as emptying the Recycle Bin. The shortcut menu commands depend on the object you right-click. Figure A-9 shows the shortcut menu that appears if you right-click the Recycle Bin. Then you click (with the left mouse button) a shortcut menu command to issue that command.

FIGURE A-9: Right-click to show shortcut menu


Windows 7


UNIT

A Windows 7

STEPS

Star ting a Windows 7 Program The Windows 7 operating system lets you operate your computer and see the programs and files it contains. But to do your work, you’ll need application programs. Application programs let you create letters, financial summaries, and other useful documents as well as view Web pages on the Internet and send and receive e-mail. Some application programs, called accessories, come with Windows 7. (See Table A-2 for some examples of accessories that come with Windows 7.) To use an application program, you must start (or open) it so you can see and use its tools. With Windows 7 you start application programs using the Start menu. A menu is a list of related commands. You use the Start menu to open the All Programs menu, which contains all the application programs on your computer. You can see some programs on the All Programs menu; some are in folders you have to click first. To start a program, you click its name on the All Programs menu. Evelyn asks you to explore the Paint accessory program for creating brochure graphics.

1. Click the Start button

on the taskbar in the lower-left corner of screen

The Start menu opens, showing frequently used programs on the left side. The gray area on the right contains links to folders and other locations you are likely to use frequently. It also lets you get help and shut down your computer. See Figure A-10. Not all the programs available on your computer are shown.

2. Point to All Programs This menu shows programs installed on your computer. Your program list will differ, depending on what you (or your lab) have installed on your machine. Some program names are immediately available, and others are inside folders.

3. Click the Accessories folder A list of Windows accessory programs appears, as shown in Figure A-11. The program names are indented to the right from the Accessories folder, meaning that they are inside that folder.

4. Move the

pointer over Paint and click once

The Paint program window opens on your screen, as shown in Figure A-12. When Windows opens an application program, it starts the program from your computer’s hard disk, where it’s permanently stored. Then it places the program in your computer’s memory so you can use it.

5. If your Paint window fills the screen completely, click the Restore Down button the upper-right corner of the window

in

If your Paint window doesn’t look like Figure A-12, point to the lower-right corner of the window until the , then drag until it matches the figure. pointer becomes

Searching for programs and files using the Start menu If you need to find a program, folder, or file on your computer quickly, the Search programs and files box on the Start menu can help. Click the Start button, then type the name of the item you want to find in the Search programs and files box. As you type, Windows 7

Windows 8

lists all programs, documents, e-mail messages, and files that contain the text you typed in a box above the Search box. The items appear as links, which means you only have to click the hand pointer on the item you want, and Windows 7 opens it.



FIGURE A-11: Accessories folder on All

Windows 7

FIGURE A-10: Start menu

Programs menu Accessories folder Frequently used programs Start menu (your menu may differ)

Links to folders, files, settings, and features you are likely to use often

Start button

Accessory programs in folder

Search programs and files box

FIGURE A-12: Paint program window

TABLE A-2: Some Windows 7 Accessory programs

accessory program name

use to

Math Input Panel

Interpret math expressions handwritten on a tablet and create a formula suitable for printing or inserting in another program

Notepad

Create text files with basic text formatting

Paint

Create and edit drawings using lines, shapes, and colors

Snipping Tool

Capture an image of any screen area that you can save to use in a document

Sticky Notes

Create short text notes that you can use to set reminders or create to-do lists for yourself

Windows Explorer

View and organize the files and folders on your computer

WordPad

Type letters or other text documents with formatting


Windows 9


UNIT

A Windows 7

DETAILS

Working with Windows When you start an application program, its program window opens, showing you the tools you need to use the program. A new, blank file also opens. In the Paint program, you create a drawing that you can save as a file and print. All windows in the Windows 7 operating system have similar window elements. Once you can use a window in one program, you can then work with windows in many other programs. As you develop your tour marketing plans, you work with the open Paint window using Windows 7 elements.

Many windows have the following common elements. Refer to Figure A-13: •

QUICK TIP If your Ribbon looks different from Figure A-13, your window is a little narrower. A narrow window collapses some buttons so you can only see group names. In that case, you might need to click a group name to see buttons.

STEPS

•

•

•

At the top of every open window, you see a title bar, a transparent or solid-colored strip that contains the name of the program and document you opened. This document has not been saved, so it has the temporary name “Untitled.” On the right side of the title bar, you see three icons. The Minimize button temporarily hides the window, making it a button on the taskbar. The program is still running, but its window is hidden until you click its taskbar button to display it again. The Maximize button enlarges the window to fill the entire computer screen. If a window is already maximized, the Maximize button changes to the Restore Down button . Restoring a closes the program. To use window reduces it to the last nonmaximized size. The Close button it later, you need to start it again. Many windows have a scroll bar on the right side and/or on the bottom of the window. You click the scroll bar elements to show parts of your document that are hidden below the bottom edge or off to the right side of the screen. See Table A-3 to learn the parts of a scroll bar. Just below the title bar, at the top of the Paint window, is the Ribbon, a strip that contains tabs. Tabs are pages that contain buttons that you click to perform actions. The Paint window has two tabs, the Home tab and the View tab. Tabs are divided into groups of command buttons. The Home tab has five groups: Clipboard, Image, Tools, Shapes, and Colors. Some programs have menus, words you click to show lists of commands, and toolbars, containing program buttons. The Quick Access toolbar, in the upper-left corner of the window, lets you quickly perform common actions such as saving a file.

1. Click the Paint window Minimize button

TROUBLE If your screen resolution is set higher than 1024 ⫻ 768, you might not see a scroll box. You can continue with the lesson.

QUICK TIP To quickly restore down the selected window, press and hold down the key and then press the down arrow key.

The program is now represented only by its button on the taskbar. See Figure A-14. The taskbar button for the Paint program now has a gradient background with blue and white shading . Taskbar buttons for closed . programs have a solid blue background

2. Click the taskbar button representing the Paint program The program window reappears.

3. Drag the Paint scroll box down, notice the lower edge of the Paint canvas that appears, then click the Paint Up scroll arrow until you see the top edge of the canvas In the Ribbon, the Home tab is in front of the View tab.

4. Point to the View tab with the tip of the mouse pointer, then click the View tab once The View tab moves in front of the Home tab and shows commands for viewing your drawings. The View tab has three groups: Zoom, Show or hide, and Display.

5. Click the Home tab 6. Click the Paint window Maximize button The window fills the screen and the Maximize button becomes the Restore Down button

.

7. Click the Paint window’s Restore Down button The Paint window returns to its previous size on the screen.

Windows 10



Window control buttons

Quick Access toolbar Paint program button

Title bar

Windows 7

FIGURE A-13: Paint program window elements

Ribbon Tabs

Scroll bar

Groups

New blank document

FIGURE A-14: Taskbar showing Paint program button

Paint program button with gradient background indicates program is open

TABLE A-3: Parts of a scroll bar

name Scroll box

looks like (Size may vary)

Drag to scroll quickly through a long document Click to scroll up or down in small amounts

Scroll arrows Shaded area

use for

(Above and below scroll box)

Click to move up or down by one screen

Using the Quick Access toolbar On the left side of the title bar, the Quick Access toolbar lets you perform common tasks with just one click. The Save button saves the changes you have made to a document. The Undo button lets you reverse (undo) the last action you performed. The Redo

button reinstates the change you just undid. Use the Customize Quick Access Toolbar button to add other frequently used buttons to the toolbar, move the toolbar below the Ribbon, or hide the Ribbon.


Windows 11


UNIT

A Windows 7

STEPS

Working with Multiple Windows Windows 7 lets you work with more than one program at a time. If you open two or more programs, a window opens for each one. You can work with each open program window, going back and forth between them. The window in front is called the active window. Any other open window behind the active window is called an inactive window. For ease in working with multiple windows, you can move, arrange, make them smaller or larger, minimize, or restore them so they’re not in the way. To resize a window, drag a window’s edge, called its border. You can also use the taskbar to switch between windows. See Table A-4 for a summary of taskbar actions. Keeping the Paint program open, you open the WordPad program and work with the Paint and WordPad program windows.

1. With the Paint window open, click the Start button Accessories folder, then click WordPad QUICK TIP To click an inactive window to make it active, click its title bar, window edge, or a blank area. To move a window, you must drag its title bar.

QUICK TIP To instantly minimize all inactive windows, point to the active window’s title bar, and quickly “shake” the window back and forth. This feature is called Aero Shake.

TROUBLE Point to any edge of a window until you or see the pointer and drag to make it larger or smaller in one direction only.

, point to All Programs, click the

The WordPad window opens in front of the Paint window. See Figure A-15. The WordPad window is in front, indicating that it is the active window. The Paint window is the inactive window. On the taskbar, the gradient backgrounds on the WordPad and Paint program buttons on the taskbar tell you that both programs are open. You want to move the WordPad window out of the way so you can see both windows at once.

2. Point to a blank part of the WordPad window title bar, then drag the WordPad window so you can see more of the Paint window 3. Click once on the Paint window’s title bar The Paint window is now the active window and appears in front of the WordPad window. You can make any window active by clicking it. You can use the taskbar to do the same thing. You can also move among open program windows by pressing and holding down the [Alt] key on your keyboard and pressing the [Tab] key. A small window opens in the middle of the screen, showing miniature versions of each open program window. Each time you press [Tab], you select the next open program window. When you release [Tab] and [Alt], the selected program window becomes active.

4. On the taskbar, click the WordPad window button The WordPad window is now active. When you open multiple windows on the desktop, you may need to resize windows so they don’t get in the way of other open windows. You can use dragging to resize a window.

5. Point to the lower-right corner of the WordPad window until the pointer becomes then drag up and to the left about an inch to make the window smaller

,

Windows 7 has a special feature that lets you automatically resize a window so it fills half the screen.

6. Point to the WordPad window title bar, drag the window to the left side of the screen until the mouse pointer reaches the screen edge and the left half of the screen turns a transparent blue color, then release the mouse button The WordPad window “snaps” to fill the left side of the screen.

7. Point to the Paint window title bar, then drag the window to the right side of the screen until it snaps to fill the right half of the screen The Paint window fills the right side of the screen. The Snap feature makes it easy to arrange windows side by side to view the contents of both at the same time.

8. Click the WordPad window Close button the Paint window’s title bar

then click the Maximize button

in

The WordPad program closes, so you can no longer use its tools unless you open it again. The Paint program window remains open and fills the screen. Windows 12



Paint window is the inactive window

WordPad window in front of Paint window

Windows 7

FIGURE A-15: WordPad window in front of Paint window

WordPad window is the active window

Paint and WordPad icons have gradient backgrounds

TABLE A-4: Using the Windows taskbar

to

do this

Add buttons to taskbar

Drag a program name from the Start menu over the taskbar, until a ScreenTip reads Pin to Taskbar

Change order of taskbar buttons

Drag any icon to a new taskbar location

See a list of recent documents opened in a taskbar program

Right-click taskbar program button

Close a document using the taskbar

Point to taskbar button, point to document name in jump list, then click Close button

Minimize all open windows

Click Show desktop button to the right of taskbar date and time

Redisplay all minimized windows

Click Show desktop button to the right of taskbar date and time

Make all windows transparent (Aero only)

Point to Show desktop button to the right of taskbar date and time

See preview of documents in taskbar (Aero only)

Point to taskbar button for open program

Switching windows with Windows Aero Windows Aero is a set of special effects for Windows 7. If your windows have transparent “glass” backgrounds like those shown in the figures in this book, your Aero feature is turned on. Your windows show subtle animations when you minimize, maximize, and move windows. When you arrange windows using Aero, your windows can appear in a three-dimensional stack that you can quickly view without having to click the taskbar. To achieve this effect, called Aero Flip 3D, press and hold [Ctrl][ ], then press [Tab]. Press [Tab]

repeatedly to move through the stack, then press [Enter] to enlarge the document in the front of the stack. In addition, when you point to a taskbar button, Aero shows you small previews of the document, photo, or video—a feature called Aero Peek. Aero is turned on automatically when you start Windows, if you have an appropriate video card and enough computer memory to run Aero. If it is not on, to turn on the Aero feature, right-click the desktop, left-click Personalize, then select one of the Aero Themes.


Windows 13


UNIT

A Windows 7

STEPS QUICK TIP If you need to move the oval, use the keyboard arrow keys to move it left, right, up, or down.

TROUBLE Don’t be concerned if your object isn’t exactly like the one in the figure.

Using Command But tons, Menus, and Dialog Boxes When you work in an open program window, you communicate with the program using command buttons, menus, and dialog boxes. Command buttons let you issue instructions to modify program objects. Command buttons are sometimes organized on a Ribbon into tabs, and then into groups like those in the Paint window. Some command buttons have text on them, and others only have icons that represent what they do. Other command buttons reveal menus, lists of commands you can choose. And some command buttons open up a dialog box, a window with controls that lets you tell Windows what you want. Table A-5 lists the common types of controls you find in dialog boxes. You use command buttons, menus, and dialog boxes to communicate with the Paint program.

1. In the Shapes group on the Home tab, click the Rectangle button 2. In the Colors group, click the Gold button , move the pointer over the white drawing area, called the canvas, then drag to draw a rectangle a similar size to the one in Figure A-16 in the 3. In the Shapes group, click the Oval button , click the Green color button Colors group, then drag a small oval above the rectangle, using Figure A-16 as a guide in the Tools group, click the Light turquoise color button 4. Click the Fill with color icon inside the oval, click the Purple color button, then click in the Colors group, click inside the rectangle, and compare your drawing to Figure A-16 5. In the Image group, click the Select list arrow, then click Select all, as shown in Figure A-17 The Select menu has several menu commands. The Select all command selects the entire drawing, as indicated by the dotted line surrounding the white drawing area.

6. In the Image group, click the Rotate or flip button, then click Rotate right 90º 7. Click the Paint menu button just below the title bar, then click Print The Print dialog box opens, as shown in Figure A-18. This dialog box lets you choose a printer, specify which part of your document or drawing you want to print, and choose how many copies you want to print. The default, or automatically selected, number of copies is 1, which is what you want. TROUBLE If you prefer not to print your document, click Cancel.

8. Click Print The drawing prints on your printer. You decide to close the program without saving your drawing.

9. Click

, click Exit, then click Don’t Save

TABLE A-5: Common dialog box controls

element

example

description

Text box

A box in which you type text or numbers

Spin box

A box with up and down arrows; click arrows or type to increase or decrease value

Option button

A small circle you click to select the option

Check box

Turns an option on when checked or off when unchecked

List box

A box that lets you select an option from a list of options

Command button

A button that completes or cancels the selected settings

Windows 14



FIGURE A-16: Rectangle and oval shapes with fill

Windows 7

FIGURE A-17: Select list arrow

Select list arrow Select menu

Select all command

FIGURE A-18: Print dialog box

Your printer name may differ

One cop is the default


Windows 15


UNIT

A Windows 7

STEPS TROUBLE If your computer is not connected to the Internet, you will see an alert at the top of the Help window. You can continue with the steps in this lesson.

Get ting Help As you use Windows 7, you might feel ready to learn more about it, or you might have a problem and need some advice. You can open the Windows 7 Help and Support to find information you need. You can browse Help and Support topics by clicking a category, such as “Learn about Windows Basics.” Within this category, you see more specific categories. Each category has topics in blue or purple text called links that you can click to learn more. You can also search Help and Support by typing one or more descriptive words called keywords, such as “taskbar,” to ask Windows to find topics related to your keywords. The Help toolbar contains icons that give you more Help options. Table A-6 describes the Help toolbar icons. You use Windows 7 help to learn more about Windows and the WordPad accessory.

1. Click the Start button Support

, then on the right side of the Start menu, click Help and

The Windows Help and Support window opens, as shown in Figure A-19. A search box appears near the top of the window. Three topics appear as blue or purple text, meaning that they are links. Below them, you see descriptive text and a link to a Web site that contains more information about Windows.

2. Under Not sure where to start?, position the hand pointer Basics, then click once

over Learn about Windows

Several categories of Windows Basics topics appear, with links under each one. QUICK TIP If you are using a mouse with a scroll wheel, you can use the scroll wheel to scroll up and down. If you are using a touchpad, the right side of your touchpad might let you scroll.

QUICK TIP Search text is not case sensitive. Typing wordpad, Wordpad, or WordPad finds the same results.

3. Under Desktop fundamentals, click The desktop (overview) Help and Support information about the desktop appears, divided into several categories. Some of the text appears as a blue or purple link.

4. Drag the scroll box down to view the information, then drag the scroll box back to the top of the scroll bar You decide to learn more about the taskbar.

5. Under The desktop (overview), click the blue or purple text The taskbar (overview), then scroll down and read the information about the taskbar 6. Click in the Search Help text box, type wordpad, then click the Search Help button A list of links related to the WordPad accessory program appears. See Figure A-20.

7. Click Using WordPad, scroll down if necessary, then click Create, open, and save documents 8. Scroll down and view the information, clicking any other links that interest you 9. Click the Close button in the upper-right corner of the Windows Help and Support window The Windows Help and Support window closes.

TABLE A-6: Help toolbar icons

help toolbar icon

Windows 16

name

action

Help and Support home

Displays the Help and Support Home page

Print

Prints the currently-displayed help topic

Browse Help

Displays a list of Help topics organized by subject

Ask

Describes other ways to get help

Options

Lets you print, browse, search, set Help text size, and adjust settings



Link to Windows Web site

Suggested topic links

FIGURE A-20: Results of a search on WordPad

Search Help box

Windows 7

FIGURE A-19: Windows Help and Support window

Suggested topic links (your links may differ)

Finding other ways to get help As you use Windows 7, you might want more help than you can find by clicking links or searching. You will find many other methods in the Windows Help and Support Home window. Click the Windows website link to locate blogs (Web logs, which are personal commentaries), downloads, Windows 7 video tours, and other current Windows 7 resources. Click the Ask button in the Help and Support window toolbar to learn about Windows Remote Assistance, which lets you

connect with another computer, perhaps that of a trusted friend or instructor, so they can operate your computer using an Internet connection. The same window lets you open Microsoft Answers. Microsoft Answers is a website the lets you search forums (electronic gathering places where anyone can add questions and answers on computer issues), Microsoft help files, and even on-screen video demonstrations about selected topics.


Windows 17


UNIT

A Windows 7

STEPS

Exiting Windows 7 When you finish working on your computer, save and close any open files, close any open programs, close any open windows, and exit (or shut down) Windows 7. Table A-7 shows several options for ending your Windows 7 sessions. Whichever option you choose, it’s important to shut down your computer in an orderly way. If you turn off or unplug the computer while Windows 7 is running, you could lose data or damage Windows 7 and your computer. If you are working in a computer lab, follow your instructor’s directions and your lab’s policies for ending your Windows 7 session. You have examined the basic ways you can use Windows 7, so you are ready to end your Windows 7 session.


on the taskbar

The lower-right corner of the Start menu lets you shut down your computer. It also displays a menu with other options for ending a Windows 7 session. TROUBLE If a previous user has customized your computer, your button and menu commands might be in different locations. For example, the Power button may show “Restart,” and “Shut down” may appear on the menu.

2. Point to the Power button list arrow

, as shown in Figure A-21

The Power button menu lists other shutdown options.

3. If you are working in a computer lab, follow the instructions provided by your instructor or technical support person for ending your Windows 7 session. If you are working on your own computer, click Shut down or the option you prefer for ending your Windows 7 session 4. After you shut down your computer, you may also need to turn off your monitor and other hardware devices, such as a printer, to conserve energy

Installing updates when you exit Windows Sometimes, after you shut down your machine, you might find that your machine does not shut down immediately. Instead, Windows might install software updates. If your power button shows this yellow icon , that means that Windows will install updates on your next

Windows 18

shutdown. If you see a window indicating that updates are being installed, do not unplug or press the power switch to turn off your machine. Allow the updates to install completely. After the updates are installed, your computer will shut down, as you originally requested.



Windows 7

FIGURE A-21: Shutting down your computer

Power button menu showing shutdown options

Power button

Yellow icon appears here if updates will be installed on shutdown

Power button list arrow

TABLE A-7: Options for ending a Windows 7 session

option

description

click

Shut down

Completely turns off your computer

Start button, Shut down

Switch user

Locks your user account and displays the Welcome screen so another user can log on

Start button, Power button list arrow, Switch user

Log off

Closes all windows, programs, and documents, then displays the Log in screen

Start button, Power button list arrow, Log off

Lock

Locks computer so only current user (or administrator) can use it

Start button, Power button list arrow, Lock

Restart

Shuts down your computer, then restarts it

Start button, Power button list arrow, Restart

Sleep

Puts computer in a low-power state while preserving your session in the computer’s memory

Start button, Power button list arrow, Sleep

Hibernate

Turns off computer drives and screens but saves image of your work; when you turn machine on, it starts where you left off

Start button, Power button list arrow, Hibernate


Windows 19


Practice

For current SAM information, including versions and content details, visit SAM Central (http://www.cengage.com/samcentral). If you have a SAM user profile, you may have access to hands-on instruction, practice, and assessment of the skills covered in this unit. Since various versions of SAM are supported throughout the life of this text, check with your instructor for the correct instructions and URL/Web site for accessing assignments.

UNIT

A

Windows 7

Concepts Review

Label the elements of the Windows 7 window shown in Figure A-22. FIGURE A-22 1 2

7

3

4 5

6

Match each term with the statement that best describes it. 8. 9. 10. 11. 12. 13. 14.

Accessory Keyword Trackball Active window Password Operating system Taskbar

a. b. c. d. e. f. g.

A sequence of numbers and letters users create to keep information secure The window in front of other windows Horizontal strip at bottom of screen that contains buttons A pointing device Application program that comes with Windows 7 Descriptive word you use to search Windows Help and Support A program necessary to run your computer

Select the best answer from the list of choices. 15. What part of a window shows the name of the program you opened? a. Title bar c. Ribbon b. Scroll bar d. Quick Access toolbar

Windows 20



Windows 7

16. You use the Maximize button to: a. Restore a window to a previous size. c. Temporarily hide a window. b. Expand a window to fill the entire screen. d. Scroll down a window. 17. Which of the following is not an accessory program? a. Snipping Tool c. WordPad b. Paint d. Windows 7 18. Which button do you click to reduce an open window to a button on the taskbar? a. Maximize button c. Minimize button b. Restore Down button d. Close button 19. Right-clicking is an action that: a. Starts a program. c. Displays a shortcut menu. b. Requires a password. d. Opens the taskbar. 20. The Windows 7 feature that shows windows with transparent “glass” backgrounds is: a. Paint. c. Taskbar. b. Aero. d. Sticky Notes. 21. Windows 7 is a(n): a. Accessory program. c. Operating system. b. Application program. d. Gadget.

Skills Review 1. Start Windows 7. a. If your computer and monitor are not running, press your computer’s and your monitor’s power buttons. b. If necessary, click the user name that represents your user account. c. Enter a password if necessary, using correct uppercase and lowercase letters. 2. Learn the Windows 7 desktop. a. Examine the Windows 7 desktop to identify the Start button, the taskbar, the notification area, the Recycle Bin, the desktop background, desktop icons, and gadgets, if any. 3. Point and click. a. On the Windows desktop, select the Recycle Bin. b. Open the Start menu, then close it. c. Open the clock and calendar on the right side of the taskbar. d. Click the desktop to close the calendar. e. Open the Recycle Bin window, then close it. 4. Start a Windows 7 program. a. Use the Start button to open the Start menu. b. Open the All Programs menu. c. On the All Programs menu, open the Accessories folder. d. Open the WordPad accessory. 5. Work with Windows. a. Minimize the WordPad window. b. Redisplay it using a taskbar button. c. In the WordPad window, click the WordPad button in the Ribbon, then click the About WordPad command. (Hint: The WordPad button is next to the Home tab.) d. Close the About WordPad window. e. Maximize the WordPad window, then restore it down. f. Display the View tab in the WordPad window.


Windows 21


UNIT Review (continued) Skills

A

6. Work with multiple windows. Windows 7 a. Leaving WordPad open, open Paint. b. Make the WordPad window the active window. c. Make the Paint window the active window. d. Minimize the Paint window. e. Drag the WordPad window so it automatically fills the left side of the screen. f. Redisplay the Paint window. g. Drag the Paint window so it automatically fills the right side of the screen. h. Close the WordPad window, maximize the Paint window, then restore down the Paint window. 7. Use command buttons, menus, and dialog boxes. FIGURE A-23 a. In the Paint window, draw a red triangle, similar to Figure A-23. b. Use the Fill with color button to fill the triangle with a gold color. c. Draw a green rectangle just below the triangle. d. Use the Fill with color button to fill the green triangle with a light turquoise color. e. Fill the drawing background with purple and compare your drawing with Figure A-23. f. Use the Select list arrow and menu to select the entire drawing, then use the Rotate or flip command to rotate the drawing left 90°. g. Close the Paint program without saving the drawing. 8. Get help. a. Open the Windows Help and Support window. b. Open the “How to get started with your computer” topic. c. Open the “First week tasks” topic, click a link called “Create a user account”, then read the topic information. d. In the Search Help text box, search for help about user accounts. e. Find the link that describes what a user account is and click it. f. Read the topic, then close the Windows Help and Support window. 9. Exit Windows 7. a. Shut down your computer using the Shut down command or the command for your work or school setting. b. Turn off your monitor.

Independent Challenge 1 You work for Will’s Percussion, an Oregon manufacturer of drums and drumsticks. The company ships percussion instruments and supplies to music stores and musicians in the United States and Canada. The owner, Will, gives seminars at drummer conventions on how to avoid repetitive stress injuries to the hands and arms. He knows this can also be a big problem for computer users as well, so he asks you to research the topic and write some guidelines for the company’s employees. a. b. c. d. e.

Start your computer, log on to Windows 7 if necessary, then open Windows Help and Support. Click the Learn about Windows Basics link. In the Learn about your computer section, read the topic about using your mouse. At the bottom of the topic, read the Tips for using your mouse safely. Using pencil and paper, write a short memo to Will listing, in your own words, the most important tips for avoiding soreness or injury when using a mouse. Close the Windows Help and Support window, then exit Windows.

Independent Challenge 2 You are the new manager for Katharine Anne’s Designs, a business that supplies floral arrangements to New York businesses. The company maintains four delivery vans that supply flowers to various locations. Katharine asks you to investigate how the Windows 7 Calculator accessory can help her company be a responsible energy consumer. Windows 22



Windows 7

Independent Challenge 2 (continued) a. Start your computer, log on to Windows 7 if necessary, then open the Windows 7 accessory called Calculator. b. Drag the Calculator window to place it in the lower-left corner of the desktop just above the FIGURE A-24 taskbar. c. Minimize the Calculator window, then redisplay it. d. Click to enter the number 87 on the Calculator. e. Click the division sign (/) button. f. Click the number 2. g. Click the equals sign button (⫽), and write the result shown in the Calculator window on a piece of paper. See Figure A-24. h. Click the Help menu in the Calculator window, then click View Help. In the Using Calculator window, determine the three ways of entering calculations in the Calculator. Write the three methods on your handwritten list. i. Close the Help window. Advanced Challenge Exercise ■ Open the View menu on the Calculator window, and click Date calculation. ■ Click the list arrow under Select the date calculation you want, then click Calculate the difference between two dates. ■ Write how Katharine’s business might use this to calculate the length of time it takes a customer to pay an invoice. ■ Click the View menu, point to Worksheets, then click Fuel economy (mpg). ■ Click in the Distance (miles) text box and enter 100; click in the Fuel used (gallons) text box and type 5, then use the Calculate button to calculate the mileage. ■ Write a short paragraph on how Katharine can use this feature to help calculate her van mileage. ■ Click the View menu and return to the Basic view. ■ Try to click the Calculator window’s Maximize button. Note the result and add this fact to your document. j. Close the Calculator, then exit Windows.

Independent Challenge 3 You are the office manager for Peter’s Pet Shipping, a service business in Vancouver, BC that specializes in air shipping of cats and dogs to Canada and the northern United States. It’s important to know the temperature in the destination city, so that the animals won’t be in danger from extreme temperatures when they are unloaded from the aircraft. Peter has asked you to find a way to easily monitor temperatures in destination cities. You decide to use a Windows gadget so you can see current temperatures in Celsius on your desktop. To complete this Independent Challenge, you need an Internet connection. You also need permission to add gadgets to the Windows Desktop. If you are working in a computer lab, check with your instructor or technical support person. a. Start your computer, log on to Windows 7 if necessary, then click the Start button, open the All Programs menu, then click Desktop Gadget Gallery. b. Double-click the Weather gadget, then close the Gallery window. c. Move the pointer over the Weather gadget on the desktop, then notice the small buttons that appear on its right side. d. Click the Larger size button (the middle button). e. Click the Options button (the third button down) to open the weather options window. f. In the Select current location text box, type Juneau, Alaska, then click the Search button. g. Verify that the window shows the current location as “Juneau, Alaska.” h. Click the Celsius option button, then click OK. i. To close the gadget, point to the gadget, then click the Close button (the top button). j. Write Peter a memo outlining how you can use the Windows Weather gadget to help keep pets safe, then exit Windows.


Windows 23


UNITLife Independent Challenge Real

A

As a professional photographer, you often evaluate pictures. You decide to explore a Windows Desktop gadget that will let you display a slide Windows 7 show on your desktop using photos you choose. To complete this Independent Challenge, you need an Internet connection. You also need permission to add gadgets to the Windows Desktop. If you are working in a computer lab, check with your instructor or technical support person. a. Start your computer, log on to Windows 7 if necessary, click the Start button, open the All Programs menu, then click Desktop Gadget Gallery. b. Double-click the Slide Show gadget, then close the Gallery window. c. Move the pointer over the Slide Show gadget on the desktop, then notice the small buttons that appear on its right side. d. Click the Larger size button (the second button down). e. Click the Options button (the third button down) to open the Slide Show options window. f. Click the Folder list arrow and click the My Pictures folder. If you do not have pictures on your computer, click the Sample Pictures folder. g. Click the Show each picture list arrow and select a duration. h. Click the Transition between pictures list arrow and select a transition. i. If you want the pictures to be in random order, click the Shuffle pictures check box. j. Click OK. Advanced Challenge Exercise ■ Place the mouse pointer over the Slide Show window, then right-click. ■ Point to Opacity and left-click an opacity level, then move the mouse pointer over the desktop. Adjust the opacity to the level you prefer. ■ Drag the gadget to the desktop location you choose. k. View your slide show, click the Slide Show window’s Close button, then exit Windows.

Visual Workshop As owner of Icons Plus, an icon design business, you decide to customize your desktop and resize your Help window to better suit your needs as you work with Paint. Organize your screen as shown in Figure A-25. Note the position of the Recycle Bin, the location of the Paint window, and the size and location of the Help and Support window. Write a paragraph summarizing how you used clicking and dragging to make your screen look like Figure A-25. Then exit Windows. FIGURE A-25

Windows 24



UNIT

B Windows 7

Understanding File Management


To work with the folders and files on your computer, you need to understand how your

No files needed.

the information you need. These skills are called file management skills. When you cre-

computer stores them. You should also know how to organize them so you can always find ate a document and save it as a file, it is important that you save the file in a place where you can find it later. To keep your computer files organized, you will need to copy, move, and rename them. When you have files you don’t need any more, it’s a good idea to move or delete them so your computer has only current files.

Your supervisor, Evelyn

Swazey, asks you to learn how to manage your computer files so you can begin creating and organizing documents for the upcoming Oceania tours.

OBJECTIVES

Understand folders and files Create and save a file Explore the files and folders on your computer Change file and folder views Open, edit, and save files Copy files Move and rename files Search for files, folders, and programs Delete and restore files


UNIT

B Windows 7

DETAILS

Understanding Folders and Files As you work with your computer programs, you create and save files, such as letters, drawings, or budgets. When you save files, you usually save them inside folders, which are storage areas on your computer. You use folders to group related files, as with paper folders in a file cabinet. The files and folders on your computer are organized in a file hierarchy, a system that arranges files and folders in different levels, like the branches of a tree. Figure B-1 shows a sample file hierarchy. Evelyn asks you to look at some important facts about files and folders to help you store your Oceania tour files.

Use the following guidelines as you organize files using your computer’s file hierarchy: • Use folders and subfolders to organize files As you work with your computer, you can add folders to your hierarchy and rename them to help you organize your work. You should give folders unique names that help you easily identify them. You can also create subfolders, which are folders that are inside of other folders. Windows comes with several existing folders, such as My Documents, My Music, and My Pictures, that you can use as a starting point. QUICK TIP You can also start Windows Explorer by clicking the Windows Explorer button on the taskbar.

• View files in windows You view your computer contents by opening a window, like the one in Figure B-2. A window is divided into sections. The Navigation pane on the left side of the window shows the folder structure on your computer. When you click a folder in the Navigation pane, you see its contents in the File list on the right side. The Details pane at the bottom of the window provides information about selected files in the File list. A window actually opens in an accessory program called Windows Explorer, although the program name does not appear on the window. You can open this program from the Start menu, or just double-click a folder to open its window and view its contents.

• Understand file addresses A window also contains an Address bar, an area just below the title bar that shows the location, or address, of the files that appear in the File list. An address is a sequence of folder names separated by the symbol that describes a file’s location in the file hierarchy. An address shows the folder with the highest hierarchy level on the left and steps through each hierarchy level toward the right, sometimes called a path. For example, the My Documents folder might contain a subfolder named Notes. In this case, the Address bar would show My Documents Notes. Each location between the symbols represents a level in the file hierarchy. QUICK TIP Remember that you single-click a folder or subfolder in the Address bar to show its contents. But in the File list, you double-click a subfolder to open it.

• Navigate upward and downward using the Address bar and File list You can use the Address bar and the File list to move up or down in the hierarchy one or more levels at a time. To navigate upward in your computer’s hierarchy, you can click a folder or subfolder name in the Address bar. For example, in Figure B-2, you would move up in the hierarchy by clicking once on Users in the Address bar. Then the File list would show the subfolders and files inside the Users folder. To navigate downward in the hierarchy, double-click a subfolder in the File list. The path in the Address bar then shows the path to that subfolder.

• Navigate upward and downward using the Navigation pane You can also use the Navigation pane to navigate among folders. Move the mouse pointer over the Navigathe folder’s tion pane, then click the small triangles or to the left of a folder name to show or hide contents under the folder name. Subfolders appear indented under the folders that contain them, showing that they are inside that folder. Figure B-2 shows a folder named Users in the Navigation pane. The subfolders Katharine, Public, and Your User Name are inside the Users folder.

Windows 26



Windows 7

FIGURE B-1: Sample folder and file hierarchy

My Documents

Correspondence

Quest Specialty Travel

Tour Brochures

Tour Guide Bio.docx

Tours

Tour Calendars

French Polynesia June Tour Tour Brochure.docx Calendar.docx

Tour Proposals

Tuvalu Tour Tokelau Tour Niue Tour Proposal.docx Proposal.docx Proposal.docx

FIGURE B-2: Windows Explorer window

Address shows path to Your User Name folder in file hierarchy

Click Users to move up one level in hierarchy Double-click any folder to move one level down in hierarchy

Navigation pane

Users folder File list shows contents of selected Your User Name folde

Subfolders inside the Your User Name folder

Details pane

Plan your file organization As you manage your files, you should plan how you want to organize them. First, identify the types of files you work with, such as images, music, and reports. Think about the content, such as personal, business, clients, or projects. Then think of a folder organization that will help you find them later. For example, use subfolders in the My Pictures folder to separate family photos from business photos or to

group them by year. In the My Documents folder, you might group personal files in one subfolder and business files in another subfolder. Then create additional subfolders to further separate sets of files. You can always move files among folders and rename folders. You should periodically reevaluate your folder structure to make sure that it continues to meet your needs.


Windows 27


UNIT

B Windows 7

STEPS

Creating and Saving a File After you start a program and create a new file, the file exists only in your computer’s random access memory (RAM), which is a temporary storage location. RAM only contains information when your computer is on. When you turn off your computer, it automatically clears the contents of RAM. So you need to save a new file onto a storage device that permanently stores the file so that you can open, change, and use it later. One important storage device is your computer’s hard disk built into your computer. Another popular option is a USB flash drive, a small, portable storage device. Evelyn asks you to use the WordPad accessory program to create a short summary of an Oceania tour planning meeting and save it.

1. Start Windows if necessary, click the Start button Programs, click Accessories, then click WordPad

on the taskbar, point to All

The WordPad program opens. Near the top of the screen you see the Ribbon containing command buttons, similar to those you used in Paint in Unit A. The Home tab appears in front. A new, blank document appears in the document window. The blinking insertion point shows you where the next character you type will appear.

2. Type Meeting Notes, October 11, then press [Enter] WordPad inserts a new blank line and places the insertion point at the beginning of the next line. TROUBLE If you make a typing mistake, press [Backspace] to delete the character to the left of the insertion point.

TROUBLE If you don’t have a USB flash drive, save the document in the My Documents folder instead.

3. Type The 2013 tour will visit:, press [Enter], type Australia, press [Enter], type Micronesia, press [Enter], type New Zealand, press [Enter], then type your name; see Figure B-3 4. Click the WordPad button on the upper-left side of the window below the title bar, then click Save on the WordPad menu The first time you save a file using the Save button, the Save As dialog box opens. Use this dialog box to name the document file and choose a storage location for it. The Save As dialog box has many of the same elements as a Windows Explorer window, including an Address bar, a Navigation pane, and a File list. Below the Address bar, the toolbar contains command buttons you can click to perform actions. In the Address bar, you can see that WordPad chose the Documents library (which includes the My Documents folder) as the storage location.

5. Plug your USB flash drive into a USB port

on your computer, if necessary

On a laptop computer, the USB port is on the left or right side of your computer. On a desktop computer, the USB port is on the front panel (you may need to open a small door to see it), or on the back panel.

6. In the Navigation pane scroll bar, click the Down scroll arrow Computer and any storage devices listed under it

as needed to see

Under Computer, you see the storage locations available on your computer, such as Local Disk (C:) (your hard drive) and Removable Disk (H:) (your USB drive name and letter might differ). These storage locations act like folders because you can open them and store files in them. TROUBLE If your Save As dialog box or title bar does not show the .rtf file extension, open any Windows Explorer window, click Organize in the toolbar, click Folder and search options, click the View tab, then under Files and Folders, click to remove the check mark from Hide extensions for known file types.

Windows 28

7. Click the name for your USB flash drive The files and folders on your USB drive, if any, appear in the File list. The Address bar shows the location where the file will be saved, which is now Computer > Removable Disk (H:) (or the name of your drive). You need to give your document a meaningful name so you can find it later.

8. Click in the Filename text box to select the default name Document, type Oceania Meeting, compare your screen to Figure B-4, then click Save The document is saved as a file on your USB flash drive. The filename Oceania Meeting.rtf appears in the title bar at the top of the window. The “.rtf” at the end of the filename is the file extension. A file extension is a three- or four-letter sequence, preceded by a period, that identifies the file as a particular type of document, in this case Rich Text Format, to your computer. The WordPad program creates files using the RTF format. Windows adds the .rtf file extension automatically after you click Save.

9. Click the Close button

on the WordPad window

The WordPad program closes. Your meeting minutes are now saved on your USB flash drive.



Windows 7

FIGURE B-3: Saving a document

WordPad button

FIGURE B-4: Save As dialog box

After you click Save, your Oceania Meeting.rtf file will be saved at this address

Toolbar

Folders on USB flash drive (your folders will differ) Storage devices on your computer (yours will differ) New filename

Using Windows 7 libraries The Navigation pane contains not only files and folders, but also Libraries. A library gathers files and folders from different locations on your computer and displays them in one location. For example, you might have pictures in several different folders on your storage devices. You can add these folder locations to your Pictures library. Then when you want to see all your pictures, you open your Pictures library, instead of several different folders. The picture files stay in their original locations, but their names appear in the Pictures library. A library is not a folder that stores files, but rather a way of viewing similar types of documents that you have stored in multiple locations on your computer. Figure B-5 shows the four libraries that come with Windows 7: Documents, Music, Pictures, and Videos. To help you distinguish between library locations and actual folder locations, library names differ from actual folder names. For example, the My Documents folder is on your hard drive, but the library name is Documents. To add a location to a library, click the blue locations link (at the top of the File list) in the library you want to add to, click the Add button, navigate to the folder location you want to add,

then click Include folder. If you delete a file or folder from a library, you delete them from their source locations. If you delete a library, you do not delete the files in it. The Documents Library that comes with Windows already has the My Documents folder listed as a save location. So if you save a document to the Documents library, it is automatically saved to your My Documents folder. FIGURE B-5: Libraries


Windows 29


UNIT

B Windows 7

STEPS TROUBLE If you don’t see the colored bar, click the More Options list arrow on the menu bar, then click Tiles.

TROUBLE If you do not have a USB flash drive, click the Documents library in the Navigation pane instead.

Exploring the Files and Folders on Your Computer In the last lesson, you navigated to your USB flash drive as you worked in the Save As dialog box. But even if you’re not saving a document, you will want to examine your computer and its existing folder and file structure. That way, you’ll know where to save files as you work with Windows application programs. In a Windows Explorer window, you can navigate through your computer contents using the File list, the Address bar, and the Navigation pane. As you prepare for the Oceania tours, you look at the files and folders on your computer.


on the taskbar, then click Computer

Your computer’s storage devices appear in a window, as shown in Figure B-6, including hard drives; devices with removable storage, such as CD and DVD drives or USB flash drives; and portable devices such as personal digital assistants (PDAs). Table B-1 lists examples of different drive types. A colored bar shows you how much space has been taken up on your hard drive. You decide to move down a level in your computer’s hierarchy and see what is on your USB flash drive.

2. In the File list, double-click Removable Disk (H:) (or the drive name and letter for your USB flash drive) You see the contents of your USB flash drive, including the Oceania Meeting.rtf file you saved in the last lesson. You decide to navigate one level up in the file hierarchy.

3. In the Address bar, click Computer You return to the Computer window showing your storage devices. You decide to look at the contents of your hard drive.

4. In the Navigation pane, click Local Disk (C:) The contents of your hard drive appear in the File list. The Users folder contains a subfolder for each user who has a user account on this computer. Recall that you double-click items in the File list to open them. In the Address bar and in the Navigation pane, you only need to single-click.

5. In the File list, double-click the Users folder You see folders for each user registered on your computer. You might see a folder with your user account name on it. Each user’s folder contains that person’s documents. User folder names are the log-in names that were entered when your computer was set up. When a user logs in, the computer allows that user access to the folder with the same user name. If you are using a computer with more than one user, you might not have permission to view other users’ folders. There is also a Public folder that any user can open. QUICK TIP Click the Back button, to the left of the Address bar, to return to the window you last viewed. In the Address bar, click to the right of a folder name to see a list of the subfolders. If the folder is open, its name appears in bold.

Windows 30

6. Double-click the folder with your user name on it Depending on how your computer is set up, this folder might be labeled with your name; however, if you are using a computer in a lab or a public location, your folder might be called Student or Computer User or something similar. You see a list of folders, such as My Documents, My Music, and others. See Figure B-7.

7. Double-click My Documents You see the folders and documents you can open and work with. In the Address bar, the path to the My Documents folder is Computer Local Disk (C:) Users Your User Name My Documents. You decide to return to the Computer window.

8. In the Navigation pane, click Computer You moved up three levels in your hierarchy. You can also move one level up at a time in your file hierarchy by pressing the [Backspace] key on your keyboard. You once again see your computer’s storage devices.



Colored bar indicates the hard drive is about one-third full

Your computer’s storage devices might differ

Path to your User Name folder contents

Windows 7

FIGURE B-7: Your User Name folder

FIGURE B-6: Computer window showing storage devices

Your User Name folder contents might differ

TABLE B-1: Drive names and icons

drive type

drive icon

drive name

hard drive

C:

CD drive

Next available drive letter, such as D:

DVD drive

Next available drive letter, such as E:

USB flash drive

Next available drive letter, such as F, G:, or H:

Sharing information with homegroups and libraries Windows 7 lets you create a homegroup, a named set of computers that can share information. If your computer is in a homegroup with other Windows 7 computers, you can share libraries and printers with those computers. Click Start, then click Control Panel. Under Network and Internet, click Choose homegroup and sharing options. Click to place a check mark next to the libraries and printers you want to share, then click Save changes. To share libraries that you have created on your computer with others in your homegroup, click Start, click your user name, then in the Navigation pane, click the library you want to share, click Share with on the toolbar, then click the sharing option you want, as shown in Figure B-8.

FIGURE B-8: Sharing a library


Windows 31


UNIT

B Windows 7

STEPS

Changing File and Folder Views As you view your folders and files, you might want to see as many items as possible in a window. At other times, you might want to see details about each item. Windows 7 lets you choose from eight different views, which are appearance choices for your folder contents. Each view provides different information about the files and folders in different ways. You can list your folders and files by using several different-sized icons or in lists. You can also sort them to change the order in which the folders and files are listed. If you want to see what a file looks like, but don’t want to open the file, you can see a preview of it in the window. As you plan the Oceania tour, you review picture files in various views.

1. In the Navigation pane, under Libraries, click Pictures, then in the File list, double-click the Sample Pictures folder You opened the Sample Pictures folder, which is inside your Pictures library.

2. In the toolbar, click the More options list arrow next to the Change your view icon The list of available views appears in a shortcut menu. See Figure B-9. QUICK TIP You can also click the Change your view button (not its list arrow) repeatedly to cycle through five of the eight views.

3. Click Large Icons In this view, the pictures appear as large-sized icons in the File list, as shown in Figure B-10. For image files, this view is very helpful. You can click any view name or you can drag a slider control to move through each of the available views.

4. Click the Change your view More options list arrow then drag it so it’s next to Details

again, point to the slider

,

As you drag, Live Preview shows you how each view looks in your folder. In Details view, you can see filenames, the date that files were created or modified, and other information. In Details view, you can also control the order in which the folders and files appear. In the Name column heading, you see a small triangle . This indicates that the sample pictures are in alphabetical order (A, B, C,…). QUICK TIP Click a column heading a second time to reverse the order.

QUICK TIP The Navigation pane also contains Favorites, which are links to folders you use frequently. To add a folder to your Favorites list, open the folder in the File list. Right-click the Favorites link in the Navigation pane, then left-click Add current location to Favorites.

Windows 32

5. Click the Name column heading The items now appear in descending (Z, Y, X,…) order. The icon in the column header changes to .

6. Click the Show the preview pane button

in the toolbar

The Preview pane opens on the right side of the screen. The Preview pane is an area on the right side of a window that shows you what a selected file looks like without opening it. It is especially useful for document files so you can see the first few paragraphs of a large document.

7. Click the name of your USB flash drive in the Navigation pane, then click the Oceania Meeting.rtf filename in the File list A preview of the Oceania Meeting file you created earlier in this unit appears in the Preview pane. The WordPad file is not open, but you can still see its contents. The Details pane gives you information about the selected file. See Figure B-11.

8. Click the Hide the preview pane button The Preview pane closes.

9. Click the window’s Close button



FIGURE B-9: More options shortcut menu showing views

Windows 7

Slider

FIGURE B-10: Sample pictures library as large icons

Your pictures might differ

FIGURE B-11: Preview of selected Oceania Meeting.rtf file

Show the preview pane button

Selected document

Preview pane shows preview of selected document

USB flash drive selected

Details pane


Windows 33


UNIT

B Windows 7

STEPS

Opening, Editing, and Saving Files Once you have created a file and saved it with a name in a folder on a storage device, you can easily open it and edit (make changes to) it. For example, you might want to add or delete text to a document, or change the color in a drawing. Then you save the file again so that it contains your latest changes. Usually you save a file with the same filename and in the same location as the original, which replaces the existing file with the latest, updated version. When you save a file you have changed, you use the Save command. Evelyn asks you to complete the meeting notes.

1. Click the Start button on the taskbar, point to All Programs, click the Accessories folder, then click WordPad If you use WordPad frequently, it’s name might appear on the left side of the Start menu. If it does, you can click it there to open it.

2. Click the WordPad button TROUBLE If you are not using a USB flash drive, click an appropriate storage location in the Navigation pane.

QUICK TIP You can also doubleclick the filename in the File list to open the file.

, then click Open

The Open dialog box opens. It has the same sections as the Save As dialog box and the Windows Explorer windows you used earlier in this unit. You decide to navigate to the location where you saved your Oceania Meeting.rtf file so you can open it.

3. Scroll down in the Navigation pane if necessary until you see Computer, then click Removable Disk (H:) (or the drive name and letter for your USB flash drive) The contents of your USB flash drive appear in the File list, as shown in Figure B-12.

4. Click Oceania Meeting.rtf in the File list, then click Open The document you created earlier opens.

5. Click to the right of the “d” in New Zealand, press [Enter], then type Evelyn Swazey closed the meeting. The edited document includes the text you just typed. See Figure B-13.

QUICK TIP Instead of using the WordPad menu and Save command to save a document, you can also click the Save button. in the Quick Access toolbar at the top of the WordPad window.

6. Click the WordPad button

, then click Save, as shown in Figure B-14

WordPad saves the document with your most recent changes, using the filename and location you specified when you saved it for the first time. When you save an existing file, the Save As dialog box does not open.

7. Click

, then click Exit

Comparing Save and Save As The WordPad menu has two save command options—Save and Save As. When you first save a file, the Save As dialog box opens (whether you choose Save or Save As). Here you can select the drive and folder where you want to save the file and enter its filename. If you edit a previously saved file, you can save the file to the same location with the same filename using the Save command. The Save command

Windows 34

updates the stored file using the same location and filename without opening the Save As dialog box. In some situations, you might want to save another copy of the existing document using a different filename or in a different storage location. To do this, open the document, use the Save As command, and then navigate to a different location, and/or edit the name of the file.



Windows 7

FIGURE B-12: Navigating in the Open dialog box

The folders on your drive will differ

FIGURE B-13: Edited document

Added text

FIGURE B-14: Saving a revised document


Windows 35


UNIT

B Windows 7

STEPS

Copying Files As you have learned, saving a file in a location on your hard drive stores it so you can open it later. But sometimes you will want to make a copy of a file. For example, you might want to put a copy on a USB flash drive so you can open the file on another machine or share a file with a friend or colleague. Or you might want to create a copy as a backup, or replacement, in case something happens to your original file. You copy files and folders using the Copy command and then place the copy in another location using the Paste command. You cannot have two copies of a file with the same name in the same folder. If you attempt to do this, Windows 7 will ask you if you want to replace the first one then gives you a chance to give the second copy a different name. Evelyn asks you to create a backup copy of the meeting notes document you created and paste it in a new folder you create on your USB flash drive.

1. Click the Start button on the taskbar, then click Computer 2. In the File list, double-click Removable Disk (H:) (or the drive name and letter for your USB flash drive) First you create the new folder Evelyn needs.

3. In the toolbar, click the New folder button A new folder appears in the File list, with its name, New folder, selected. Because the folder name is selected, any text you type replaces the selected text as the folder name.

4. Type Meeting Notes, then press [Enter] You named the new folder Meeting Notes. Next, you copy your original Oceania Meeting.rtf file. QUICK TIP You can also copy a file by right-clicking the file in the File list and then clicking Copy. To use the keyboard, press and hold [Ctrl] and press [C], then release both keys.

QUICK TIP To paste using the keyboard, press and hold [Ctrl] and press [V], then release both keys.

Windows 36

5. In the File list, click the Oceania Meeting.rtf document you saved earlier, click the Organize button on the toolbar, then click Copy, as shown in Figure B-15 When you use the Copy command, Windows 7 places a duplicate copy of the file in an area of your computer’s random access memory called the clipboard, ready to paste, or place, in a new location. Copying and pasting a file leaves the file in its original location. The copied file remains on the clipboard until you copy something else or end your Windows 7 session.

6. In the File list, double-click the Meeting Notes folder The folder opens.

7. Click the Organize button on the toolbar, then click Paste A copy of your Oceania Meeting.rtf file is pasted into your new Meeting Notes folder. See Figure B-16. You now have two copies of the Oceania Meeting.rtf file: one on your USB flash drive in the main folder, and a copy of the file in a folder called Meeting Notes on your USB flash drive. The file remains on the clipboard so you can paste it again to other locations if you like.



Windows 7

FIGURE B-15: Copying a file

FIGURE B-16: Duplicate file pasted into Meeting Notes folder

Copying files using Send to You can also copy and paste a file to an external storage device using the Send to command. In a window, right-click the file you want to copy, point to Send to, then in the shortcut menu, click the name of the device where you want to send a copy of the file. This

leaves the original file on your hard drive and creates a copy on the external device, all with just one command. See Table B-2 for a short summary of other shortcut menu commands.

TABLE B-2: Selected Send to menu commands

menu option

use to

menu option

use to

Compressed (zipped) folder

Create a new compressed (smaller) file with a .zip file extension

Documents

Copy the file to the Documents library

Desktop (create shortcut)

Create a shortcut (link) for the file on the desktop

DVD RW Drive (D:)

Copy the file to your computer’s DVD drive

Mail recipient

Create an e-mail with the file attached to it (only if you have an e-mail program on your computer)

Removable Disk (H:)

Copy the file to your removable disk (H:)


Windows 37


UNIT

B Windows 7

STEPS QUICK TIP You can also cut a file by right-clicking the file in the File list and then clicking Cut. To use the keyboard, press and hold [Ctrl] and press [X], then release both keys.

QUICK TIP You can also paste a file by right-clicking an empty area in the File list and then clicking Paste. To use the keyboard, press and hold [Ctrl] and press [V], then release both keys.

Moving and Renaming Files As you work with files, you might need to move files or folders to another location. You can move one or more files or folders. You might move them to a different folder on the same drive or a different drive. When you move a file, the file is transferred to the new location and no longer exists in its original location. You can move a file using the Cut and Paste commands. After you create a file, you might find that the original name you gave the file isn’t clear anymore, so you can rename it to make it more descriptive or accurate. You decide to move your original Oceania Meeting.rtf document to your Documents library. After you move it, you decide to edit the filename so it better describes the file contents.

1. In the Address bar, click Removable Disk (H:) (or the drive name and letter for your USB flash drive) 2. Click the Oceania Meeting.rtf document to select it 3. Click the Organize button on the toolbar, then click Cut The icon representing the cut file becomes lighter in color, indicating you have cut it, as shown in Figure B-17. You navigate to your Documents library, in preparation for pasting the cut document there.

4. In the Navigation Pane, under Libraries, click Documents 5. Click the Organize button on the toolbar, then click Paste The Oceania Meeting.rtf document appears in your Documents library. See Figure B-18. The filename could be clearer, to help you remember that it contains notes from your meeting.

6. With the Oceania Meeting.rtf file selected, click the Organize button on the toolbar, then click Rename The filename is highlighted. In a window, the file extension cannot change because it identifies the file to WordPad. If you delete the file extension, the file cannot be opened. You could type a new name to replace the old one, but you decide to add the word “Notes” to the end of the filename instead.

7. Click the after the “g” in “Meeting”, press [Spacebar], then type Notes, as shown in Figure B-19, then press [Enter] You changed the name of the document copy in the Documents library. The filename now reads Oceania Meeting Notes.rtf.

8. Close the window

Windows 38



Windows 7

FIGURE B-17: Cutting a file

Icon is lighter, indicating you have cut the file

FIGURE B-18: Pasted file in Documents library

Pasted file

FIGURE B-19: Renaming a file

Renamed file

Using drag and drop to copy or move files to new locations You can also use the mouse to copy a file and place the copy in a new location. Drag and drop is a technique in which you use your pointing device to drag a file or folder into a different folder and then drop it, or let go of the mouse button, to place it in that folder. Using drag and drop does not copy your file to the clipboard. If you drag and drop a file to a folder on another drive, Windows copies the file. See Figure B-20. However, if you drag and drop a file to a folder on the same drive, Windows 7 moves the file into that folder instead. If you want to move a file to another drive, hold down [Shift] while you drag and drop. If you want to copy a file to another folder on the same drive, hold down [Ctrl] while you drag and drop.

FIGURE B-20: Copying a file using drag and drop


Windows 39


UNIT

B Windows 7

STEPS

Searching for Files, Folders, and Programs After copying or moving folders and files, you might forget where you stored a particular folder or file, its name, or both. Or you might need help finding a program on your computer. Windows Search helps you quickly find any file, folder, or program. You must type one or more letter sequences or words that help Windows 7 identify the item you want. The search text you type is called your search criteria. Your search criteria can be a filename, part of a filename, or any other characters you choose. Windows 7 will find files with that information in its name or with that information inside the file. For example, if you type “word,” Windows 7 will find the program Microsoft Word, any documents with “word” in its title, or any document with “word” inside the file. To search your entire computer, including its attached drives, you can use the Search box on the Start menu. To search within a particular folder, you can use the Search box in a Windows Explorer window. You want to locate the copy of the Oceania Meeting Notes.rtf document so you can print it for a colleague.


on the taskbar

The Search programs and files box at the bottom of the Start menu already contains the insertion point, ready for you to type search criteria. You begin your search by typing a part of a word that is in the filename.

2. Type me

QUICK TIP Search text is not case sensitive. Typing lowercase “mee”, you will still find items that start with “Mee” or “mee”.

TROUBLE Your file might open in another program on your computer that reads RTF files. You can continue with the lesson.

TROUBLE If you do not have a USB flash drive, click another storage location in the Navigation pane.

Even before you finish typing the word “meeting”, the Start menu lists all programs, files, and Control Panel items that have the letters “me” in their title or somewhere inside the file or the file properties. See Figure B-21. Your search results will differ, depending on the programs and files on your computer. File properties are details that Windows stores about a file. Windows arranges the search results into categories.

3. Type e The search results narrow to only the files that contain “mee”. The search results become more specific every time you add more text to your criteria finding the two versions of your meeting notes file. See Figure B-22.

4. Point to the Oceania Meeting.rtf filename under Files The ScreenTip shows the file location. This Oceania Meeting.rtf file is on the USB flash drive. The filenames are links to the document. You only need to single-click a file to open it.

5. Under Documents, click Oceania Meeting Notes.rtf The file opens in WordPad.

6. Click the Close button

in the program window’s title bar

You can search in a folder or on a drive using the search box in any Windows Explorer window.

7. Click , click Computer, in the Navigation pane click Removable Disk (H:) (or the drive name and letter for your USB flash drive) 8. Click the Search Removable Disk (H:) text box, to the right of the Address bar 9. Type mee to list all files and folders on your USB flash drive that contain “mee” The search criterion, mee, is highlighted in the filenames. The results include the folder called Meeting Notes and the file named Oceania Meeting.rtf. Because you navigated to your USB flash drive, Windows only lists the document version that is on that drive. See Figure B-23.

10. Double-click Oceania Meeting.rtf in the File list to open the document file in WordPad, view the file, close WordPad, then close the Windows Explorer window

Windows 40



Search criterion

FIGURE B-22: Searching on criterion “mee”

Windows 7

FIGURE B-21: Searching on criterion “me”

Search results narrow down to fewer documents (your search results will differ)

Search results divided into categories (your search results will differ)

FIGURE B-23: Searching using the Search Computer text box in folder window

Search criterion in Search Computer text box

Search results

Search criterion highlighted

Performing more advanced searches To locate all files that have the same file extension (such as .rtf), type the file extension as your search criterion. If you want to locate files created by a certain person, use the first name, last name, or first and last name as your search criteria. If you want to locate files created on a certain date, type the date (for example, 7/9/2012) as

your search criterion. If you remember the title in a document, type the title as your search criterion. If you have created e-mail contacts in your Contacts folder, you can type the person’s name to find his or her e-mail address.


Windows 41


UNIT

B Windows 7

STEPS

Deleting and Restoring Files If you no longer need a folder or file, you can delete (or remove) it from the storage device. By regularly deleting files and folders you no longer need and emptying the Recycle Bin, you free up valuable storage space on your computer. This also keeps your computer uncluttered. Windows 7 places folders and files you delete from your hard drive in the Recycle Bin. If you delete a folder, Windows 7 removes the folder as well as all files and subfolders stored in it. If you later discover that you need a deleted file or folder, you can restore it to its original location, but only if you have not yet emptied the Recycle Bin. Emptying the Recycle Bin permanently removes the deleted folders and files from your computer. However, files and folders you delete from a removable drive, such as a USB flash drive, do not go to the Recycle Bin. They are immediately and permanently deleted and cannot be restored. You delete the meeting notes copy saved in the Documents library and then restore it.


on the taskbar, then click Documents

Your Documents library opens.

2. Click Oceania Meeting Notes.rtf to select it, click the Organize button on the toolbar, then click Delete The Delete File dialog box opens so you can confirm the deletion, as shown in Figure B-24.

3. Click Yes You deleted the file from the Documents library. Windows moved it into the Recycle Bin. QUICK TIP If the Recycle Bin icon does not contain crumpled paper, then it is empty.

4. Click the Minimize button Bin icon

on the window’s title bar and examine the Recycle

The Recycle Bin icon appears to contain crumpled paper. This tells you that the Recycle Bin contains deleted folders and files.

5. Double-click the Recycle Bin icon on the desktop The Recycle Bin window opens and displays any previously deleted folders and files, including the Oceania Meeting Notes.rtf file. QUICK TIP To delete a file completely in one action, click the file to select it, press and hold [Shift], then press [Delete]. A message will ask if you want to permanently delete the file. If you click Yes, Windows deletes the file without sending it to the Recycle Bin. Use caution, however, because you cannot restore the file.

Windows 42

6. Click the Oceania Meeting Notes.rtf file to select it, then click the Restore this item button on the Recycle Bin toolbar, as shown in Figure B-25 The file returns to its original location and no longer appears in the Recycle Bin window.

7. In the Navigation pane, click the Documents library The Documents library window contains the restored file. You decide to permanently delete this file.

8. Click the Oceania Meeting Notes.rtf file, press the [Delete] key on your keyboard, then click Yes in the Delete File dialog box The Oceania Meeting Notes.rtf file moves from the Documents library to the Recycle Bin. You decide to permanently delete all documents in the Recycle Bin. NOTE: If you are using a computer that belongs to someone else, or that is in a computer lab, make sure you have permission to empty the Recycle Bin before proceeding with the next step.

9. Minimize the window, double-click the Recycle Bin, click the Empty the Recycle Bin button on the toolbar, click Yes in the dialog box, then close all open windows



Windows 7

FIGURE B-24: Delete File dialog box

FIGURE B-25: Restoring a file from the Recycle Bin

Selecting more than one file You might want to select a group of files or folders in order to cut, copy, or delete them all at once. To select a group of items that are next to each other in a window, click the first item in the group, press and hold [Shift], then click the last item in the group. Both items you click and all the items between them become selected. To

select files that are not next to each other, click the first file, press and hold [Ctrl], then click the other items you want to select as a group. Then you can copy, cut, or delete the group of files or folders you selected.


Windows 43


Practice UNIT

B

Windows 7

Concepts Review


Label the elements of the Windows 7 window shown in Figure B-26. FIGURE B-26 1 7

2

3

4

6

5


File management File extension Address bar Path Library Toolbar File hierarchy

a. b. c. d. e. f. g.

Shows file’s path Structure of files and folders organized in different levels Describes a file’s location in the file hierarchy Skills that help you organize your files and folders Contains buttons in a Windows Explorer window A three- or four-letter sequence, preceded by a period, that identifies the type of file Gathers files and folders from different computer locations

Select the best answer from the list of choices. 15. The way your files appear in the Details window is determined by the: a. Path. c. Subfolder. b. View. d. Criterion. 16. When you move a file: a. It remains in its original location. c. It is copied to another location. b. It is no longer in its original location. d. It is no longer in your file hierarchy. 17. The text you type in the Search programs and files box on the Start menu is called: a. Search criteria. c. Sorting. b. RAM. d. Clipboard. Windows 44



Windows 7

18. Which of the following is not a window section? a. Address bar c. Navigation pane b. File list d. Clipboard 19. Which part of a window lets you see a file’s contents without opening the file? a. File list c. Navigation pane b. Preview pane d. Address bar 20. In a file hierarchy, a folder inside another folder is called a: a. Subfolder. c. Clipboard. b. Internal hard disk. d. Path. 21. After you delete a file from your hard disk, it is automatically placed in the: a. USB flash drive. c. Recycle bin. b. Clipboard. d. Search box. 22. When you copy a file, it is automatically placed on the: a. Preview pane. c. Hierarchy. b. My Documents folder. d. Clipboard.

Skills Review 1. Understand folders and files. a. Assume that you sell books as a home business. How would you organize your folders and files using a file hierarchy? How would you use folders and subfolders? Draw a diagram and write a short paragraph explaining your answer. 2. Create and save a file. a. Connect your USB flash drive to a USB port on your computer, then open WordPad from the All Programs menu. b. Type Marketing Plan: Oceania Tours as the title, then start a new line. c. Type your name, then press [Enter] twice. d. Create the following list: Brochures Direct e-mail Web ads Travel conventions e. Save the WordPad file with the filename Oceania Marketing Plan.rtf on your USB flash drive. f. View the filename in the WordPad title bar, then close WordPad. 3. Explore the files and folders on your computer. a. Open a Windows Explorer window that shows the contents of your computer. b. Use the File list to navigate to your USB flash drive. (If you do not have a USB flash drive, navigate to your Documents library using the Navigation pane.) c. Use the Address bar to navigate to Computer again. d. Use the Navigation pane to navigate to your hard drive. e. Use the File list to open the Users folder, and then open the folder that represents your user name. f. Open the My Documents folder. (Hint: The path is Local Disk (C:) Users [Your User Name] My Documents.) g. Use the Navigation pane to navigate back to your computer contents. 4. Change file and folder views. a. Navigate to your USB flash drive using the method of your choice. b. View its contents as large icons. c. Use the View slider to view the drive contents in all the other seven views. d. Use the Change your view button to cycle through the five available views. e. Open the Preview pane, then click a file and view its preview. Repeat with two more files. f. Close the Preview pane.


Windows 45


UNIT Review (continued) Skills

B

5. Open, edit, and save files. Windows 7 WordPad. a. Open b. Use the Open dialog box to open the Oceania Marketing Plan.rtf document you created. c. After the text “Travel conventions,” add a line with the text Canadian magazines. d. Save the document and close WordPad. 6. Copy files. a. In the Windows Explorer window, navigate to your USB flash drive if necessary. b. Copy the Oceania Marketing Plan.rtf document. c. Create a new folder named Marketing on your USB flash drive, then open the folder. (If you don’t have a USB flash drive, create the folder in your Documents library.) d. Paste the document copy in the new folder. 7. Move and rename files. a. Navigate to your USB flash drive. b. Select the original Oceania Marketing Plan.rtf document, then cut it. c. Navigate to your Documents library and paste the file there. d. Rename the file Oceania Marketing Plan - Backup.rtf. 8. Search for files, folders, and programs. a. Use the Search programs and files box on the Start menu to enter the search criterion ma. b. Change your search criterion so it reads mar. c. Open the backup copy of your Oceania Marketing Plan document from the Start menu, then close WordPad. d. In Windows Explorer, navigate to your Documents library, then use the criterion mar in the Search Documents box. e. Open the backup copy of the Oceania Marketing Plan document from the File list, then close WordPad. 9. Delete and restore files. a. Navigate to your Documents library if necessary. b. Delete the Oceania Marketing Plan - Backup.rtf file. c. Open the Recycle Bin, and restore the document to its original location, navigate to your Documents library, then move the Oceania Marketing Plan - Backup file to your USB flash drive.

Independent Challenge 1 To meet the needs of pet owners in your town, you have opened a pet-sitting business named PetCare. Customers hire you to care for their pets in their own homes when the pet owners go on vacation. To promote your new business, you want to develop a newspaper ad and a flyer. a. Connect your USB flash drive to your computer, if necessary. b. Create a new folder named PetCare on your USB flash drive. c. In the PetCare folder, create two subfolders named Advertising and Flyers. d. Use WordPad to create a short ad for your local newspaper that describes your business: • Use the name of the business as the title for your document. • Write a short paragraph about the business. Include a fictitious location, street address, and phone number. • After the paragraph, type your name. e. Save the WordPad document with the filename Newspaper Ad in the Advertising folder, then close the document and exit WordPad. f. Open a Windows Explorer window, and navigate to the Advertising folder. g. View the contents in at least three different views, then choose the view option that you prefer. h. Copy the Newspaper Ad.rtf file, and paste a copy in the Flyers folder. i. Rename the copy Newspaper Ad Backup.rtf. j. Close the folder.

Windows 46



As a freelance editor for several national publishers, you depend on your computer to meet critical deadlines. Whenever you encounter a computer problem, you contact a computer consultant who helps you resolve the problem. This consultant asked you to document, or keep records of, your computer’s current settings.

Windows 7

Independent Challenge 2

a. b. c. d.

Connect your USB flash drive to your computer, if necessary. Open the Computer window so that you can view information on your drives and other installed hardware. View the window contents using three different views, then choose the one you prefer. Open WordPad and create a document with the title My Hardware Documentation and your name on separate lines. e. List the names of the hard drive (or drives), devices with removable storage, and any other hardware devices, installed on the computer you are using. Also include the total size and amount of free space on your hard drive(s) and removable storage drive(s). (Hint: If you need to check the Computer window for this information, use the taskbar button for the Computer window to view your drives, then use the WordPad taskbar button to return to WordPad.)

Advanced Challenge Exercise ■ Navigate your computer’s file hierarchy, and determine its various levels. ■ On paper, draw a diagram showing your file hierarchy, starting with Computer at the top, and going down at least four levels if available. f. Save the WordPad document with the filename My Hardware Documentation on your USB flash drive. g. Preview your document, print your WordPad document, then close WordPad.

Independent Challenge 3 You are an attorney at Lopez, Rickland, and Willgor, a large law firm. You participate in your firm’s community outreach program by speaking at career days in area high schools. You teach students about career opportunities available in the field of law. You want to create a folder structure on your USB flash drive to store the files for each session. a. Connect your USB flash drive to your computer, then open the window for your USB flash drive. b. Create a folder named Career Days. c. In the Career Days folder, create a subfolder named Mather High. Advanced Challenge Exercise ■ In the Mather High folder, create subfolders named Class Outline and Visual Aids. ■ Rename the Visual Aids folder Class Handouts. ■ Create a new folder named Interactive Presentations in the Class Handouts subfolder. d. Close the Mather High window. e. Use WordPad to create a document with the title Career Areas and your name on separate lines, and the following list of items: Current Opportunities: Attorney Corrections Officer Forensic Scientist Paralegal Judge f. Save the WordPad document with the filename Careers Listing.rtf in the Mather High folder. (Hint: After you switch to your USB flash drive in the Save As dialog box, open the Career Days folder, then open the Mather High folder before saving the file.) g. Close WordPad.


Windows 47


UNIT Independent Challenge 3 (continued)

B

h. Open WordPad and the Careers Listing document again, then add Court Reporter to the bottom of the list, then Windows save7 the file and close WordPad. i. Using pencil and paper, draw a diagram of your new folder structure. j. Use the Start menu to search your computer using the search criterion car. Locate the Careers Listing.rtf document in the list, and use the link to open the file. k. Close the file.

Real Life Independent Challenge Think of a hobby or volunteer activity that you do now, or one that you would like to do. You will use your computer to help you manage your plans or ideas for this activity. a. Using paper and a pencil, sketch a folder structure using at least two subfolders that you could create on your USB flash drive to contain your documents for this activity. b. Connect your USB flash drive to your computer, then open the window for your USB flash drive. c. Create the folder structure for your activity, using your sketch as a reference. d. Think of at least three tasks that you can do to further your work in your chosen activity. e. Open WordPad and create a document with the title Next Steps at the top of the page and your name on the next line. f. List the three tasks, then save the file in one of the folders you created on your USB flash drive, using the title To Do.rtf. g. Close WordPad, then open a Windows Explorer window for the folder where you stored the document. h. Create a copy of the file, give the copy a new name, then place a copy of the document in your Documents library. i. Delete the document copy from your Documents library. j. Open the Recycle Bin window, and restore the document to the Documents library.

Visual Workshop You are a technical support specialist at Emergency Services. The company supplies medical staff members to hospital emergency rooms in Los Angeles. You need to respond to your company’s employee questions quickly and thoroughly. You decide that it is time to evaluate and reorganize the folder structure on your computer. That way, you’ll be able to respond more quickly to staff requests. Create the folder structure shown in Figure B-27 on your USB flash drive. As you work, use WordPad to prepare a simple outline of the steps you follow to create the folder structure. Add your name to the document, and store it in an appropriate location. FIGURE B-27

Tech Support

Medical System

Scheduling

Records

Active

Windows 48

Admin System

Evaluation

Contacts

Backups

Archived



UNIT

A Office 2010

Get ting Star ted with Microsof t Of fice 2010


Microsoft Office 2010 is a group of software programs designed to help you create documents,

OFFICE A-1.xlsx

you can work quickly and efficiently to create professional-looking results. You use different

collaborate with coworkers, and track and analyze information. Each program is designed so Office programs to accomplish specific tasks, such as writing a letter or producing a sales presentation, yet all the programs have a similar look and feel. Once you become familiar with one program, you’ll find it easy to transfer your knowledge to the others.

This unit

introduces you to the most frequently used programs in Office, as well as common features they all share.

OBJECTIVES

Understand the Office 2010 suite Start and exit an Office program View the Office 2010 user interface Create and save a file Open a file and save it with a new name View and print your work Get Help and close a file


UNIT

A Office 2010

DETAILS STEPS

Understanding the Of fice 2010 Suite Microsoft Office 2010 features an intuitive, context-sensitive user interface, so you can get up to speed faster and use advanced features with greater ease. The programs in Office are bundled together in a group called a suite (although you can also purchase them separately). The Office suite is available in several configurations, but all include Word, Excel, and PowerPoint. Other configurations include Access, Outlook, Publisher, and other programs. Each program in Office is best suited for completing specific types of tasks, though there is some overlap in capabilities.

The Office programs covered in this book include: • Microsoft Word 2010 When you need to create any kind of text-based document, such as a memo, newsletter, or multipage report, Word is the program to use. You can easily make your documents look great by inserting eye-catching graphics and using formatting tools such as themes, which are available in most Office programs. Themes are predesigned combinations of color and formatting attributes you can apply to a document. The Word document shown in Figure A-1 was formatted with the Solstice theme.

• Microsoft Excel 2010 Excel is the perfect solution when you need to work with numeric values and make calculations. It puts the power of formulas, functions, charts, and other analytical tools into the hands of every user, so you can analyze sales projections, calculate loan payments, and present your findings in style. The Excel worksheet shown in Figure A-1 tracks personal expenses. Because Excel automatically recalculates results whenever a value changes, the information is always up to date. A chart illustrates how the monthly expenses are broken down.

• Microsoft PowerPoint 2010 Using PowerPoint, it’s easy to create powerful presentations complete with graphics, transitions, and even a soundtrack. Using professionally designed themes and clip art, you can quickly and easily create dynamic slide shows such as the one shown in Figure A-1.

• Microsoft Access 2010 Access helps you keep track of large amounts of quantitative data, such as product inventories or employee records. The form shown in Figure A-1 was created for a grocery store inventory database. Employees use the form to enter data about each item. Using Access enables employees to quickly find specific information such as price and quantity without hunting through store shelves and stockrooms.

Microsoft Office has benefits beyond the power of each program, including: • Common user interface: Improving business processes Because the Office suite programs have a similar interface, or look and feel, your experience using one program’s tools makes it easy to learn those in the other programs. In addition, Office documents are compatible with one another, meaning that you can easily incorporate, or integrate, an Excel chart into a PowerPoint slide, or an Access table into a Word document.

• Collaboration: Simplifying how people work together Office recognizes the way people do business today, and supports the emphasis on communication and knowledge sharing within companies and across the globe. All Office programs include the capability to incorporate feedback—called online collaboration—across the Internet or a company network.

Office 2

Getting Started with Microsoft Office 2010


FIGURE A-1: Microsoft Office 2010 documents

Office 2010

Newsletter created in Word

Checkbook register created in Excel

Store inventory form created in Access

Tourism presentation created in PowerPoint

Deciding which program to use Every Office program includes tools that go far beyond what you might expect. For example, although Excel is primarily designed for making calculations, you can use it to create a database. So when you’re planning a project, how do you decide which Office program to use? The general rule of thumb is to use the program best suited for your intended task, and make use of supporting tools in the program if you need them. Word is best for creating text-based documents, Excel is best for making mathematical calculations,

PowerPoint is best for preparing presentations, and Access is best for managing quantitative data. Although the capabilities of Office are so vast that you could create an inventory in Excel or a budget in Word, you’ll find greater flexibility and efficiency by using the program designed for the task. And remember, you can always create a file in one program, and then insert it in a document in another program when you need to, such as including sales projections (Excel) in a memo (Word).


Office 3


UNIT

A Office 2010

STEPS QUICK TIP You can also launch a program by double-clicking a desktop icon or clicking the program name on the Start menu.

QUICK TIP It is not necessary to close one program before opening another.

QUICK TIP As you work in Windows, your computer adapts to your activities. You may notice that after clicking the Start button, the name of the program you want to open appears in the Start menu above All Programs; if so, you can click it to start the program.

TROUBLE If you don’t have Access installed on your computer, proceed to the next lesson.

Star ting and Exiting an Of fice Program The first step in using an Office program is to open, or launch, it on your computer. The easiest ways to launch a program are to click the Start button on the Windows taskbar or to double-click an icon on your desktop. You can have multiple programs open on your computer simultaneously, and you can move between open programs by clicking the desired program or document button on the taskbar or by using the [Alt][Tab] keyboard shortcut combination. When working, you’ll often want to open multiple programs in Office and switch among them as you work. Begin by launching a few Office programs now.


on the taskbar

The Start menu opens. If the taskbar is hidden, you can display it by pointing to the bottom of the screen. Depending on your taskbar property settings, the taskbar may be displayed at all times, or only when you point to that area of the screen. For more information, or to change your taskbar properties, consult your instructor or technical support person.

2. Click All Programs, scroll down if necessary in the All Programs menu, click Microsoft Office as shown in Figure A-2, then click Microsoft Word 2010 Word 2010 starts, and the program window opens on your screen.

3. Click on the taskbar, click All Programs, click Microsoft Office, then click Microsoft Excel 2010 Excel 2010 starts, and the program window opens, as shown in Figure A-3. Word is no longer visible, but it remains open. The taskbar displays a button for each open program and document. Because this Excel document is active, or in front and available, the Excel button on the taskbar appears slightly lighter.

4. Point to the Word program button

on the taskbar, then click

The Word program window is now in front. When the Aero feature is turned on in Windows 7, pointing to a program button on the taskbar displays a thumbnail version of each open window in that program above the program button. Clicking a program button on the taskbar activates that program and the most recently active document. Clicking a thumbnail of a document activates that document.

5. Click on the taskbar, click All Programs, click Microsoft Office, then click Microsoft PowerPoint 2010 PowerPoint 2010 starts and becomes the active program.

6. Click the Excel program button

on the taskbar

Excel is now the active program.

7. Click on the taskbar, click All Programs, click Microsoft Office, then click Microsoft Access 2010 Access 2010 starts and becomes the active program. Now all four Office programs are open at the same time.

8. Click Exit on the navigation bar in the Access program window, as shown in Figure A-4 Access closes, leaving Excel active and Word and PowerPoint open.

Using shortcut keys to move between Office programs As an alternative to the Windows taskbar, you can use a keyboard shortcut to move among open Office programs. The [Alt][Tab] keyboard combination lets you either switch quickly to the next open program or file or choose one from a gallery. To switch immediately to the next open program or file, press [Alt][Tab]. To choose from all open programs and files, press and hold [Alt], then press and release

Office 4

[Tab] without releasing [Alt]. A gallery opens on screen, displaying the filename and a thumbnail image of each open program and file, as well as of the desktop. Each time you press [Tab] while holding [Alt], the selection cycles to the next open file or location. Release [Alt] when the program, file, or location you want to activate is selected.



FIGURE A-2: Start menu

FIGURE A-3: Excel program window and Windows taskbar

Office 2010

All programs menu (yours will look different)

Start button

Taskbar Word program Excel program button on the button on the taskbar taskbar

FIGURE A-4: Access program window

File tab

Navigation bar

Exit command

Windows Live and Microsoft Office Web Apps All Office programs include the capability to incorporate feedback— called online collaboration—across the Internet or a company network. Using cloud computing (work done in a virtual environment), you can take advantage of Web programs called Microsoft Office Web Apps, which are simplified versions of the programs found in the Microsoft Office 2010 suite. Because these programs are online, they take up no computer disk space and are accessed using

Windows Live SkyDrive, a free service from Microsoft. Using Windows Live SkyDrive, you and your colleagues can create and store documents in a “cloud” and make the documents available to whomever you grant access. To use Windows Live SkyDrive, you need a free Windows Live ID, which you obtain at the Windows Live Web site. You can find more information in the “Working with Windows Live and Office Web Apps” appendix.


Office 5


UNIT

A Office 2010

STEPS QUICK TIP In addition to the standard tabs on the Ribbon, contextual tabs open when needed to complete a specific task; they appear in an accent color and close when no longer needed. To minimize the display of the buttons and commands on tabs, click the Minimize the Ribbon button on the right end of the Ribbon.

Viewing the Of fice 2010 User Inter face One of the benefits of using Office is that the programs have much in common, making them easy to learn and making it simple to move from one to another. Individual Office programs have always shared many features, but the innovations in the Office 2010 user interface mean even greater similarity among them all. That means you can also use your knowledge of one program to get up to speed in another. A user interface is a collective term for all the ways you interact with a software program. The user interface in Office 2010 provides intuitive ways to choose commands, work with files, and navigate in the program window. Familiarize yourself with some of the common interface elements in Office by examining the PowerPoint program window.

1. Click the PowerPoint program button

on the taskbar

PowerPoint becomes the active program. Refer to Figure A-5 to identify common elements of the Office user interface. The document window occupies most of the screen. In PowerPoint, a blank slide appears in the document window, so you can build your slide show. At the top of every Office program window is a title bar that displays the document name and program name. Below the title bar is the Ribbon, which displays commands you’re likely to need for the current task. Commands are organized onto tabs. The tab names appear at the top of the Ribbon, and the active tab appears in front. The Ribbon in every Office program includes tabs specific to the program, but all Office programs include a File tab and Home tab on the left end of the Ribbon.

2. Click the File tab The File tab opens, displaying Backstage view. The navigation bar on the left side of Backstage view contains commands to perform actions common to most Office programs, such as opening a file, saving a file, and closing the current program. Just above the File tab is the Quick Access toolbar, which also includes buttons for common Office commands.

3. Click the File tab again to close Backstage view and return to the document window, then click the Design tab on the Ribbon QUICK TIP Live Preview is available in many galleries and menus throughout Office.

QUICK TIP If you accidentally click a theme, click the Undo button on the Quick Access toolbar.

QUICK TIP You can also use the Zoom button in the Zoom group on the View tab to enlarge or reduce a document’s appearance.

To display a different tab, you click the tab on the Ribbon. Each tab contains related commands arranged into groups to make features easy to find. On the Design tab, the Themes group displays available design themes in a gallery, or visual collection of choices you can browse. Many groups contain a dialog box launcher, an icon you can click to open a dialog box or task pane from which to choose related commands.

4. Move the mouse pointer over the Angles theme in the Themes group as shown in Figure A-6, but do not click the mouse button The Angles theme is temporarily applied to the slide in the document window. However, because you did not click the theme, you did not permanently change the slide. With the Live Preview feature, you can point to a choice, see the results right in the document, and then decide if you want to make the change.

5. Move

If you had clicked the Angles theme, it would be applied to this slide. Instead, the slide remains unchanged.

6. Point to the Zoom slider level reads 166%

on the status bar, then drag

to the right until the Zoom

The slide display is enlarged. Zoom tools are located on the status bar. You can drag the slider or click the Zoom In or Zoom Out buttons to zoom in or out on an area of interest. Zooming in, or choosing a higher percentage, makes a document appear bigger on screen, but less of it fits on the screen at once; zooming out, or choosing a lower percentage, lets you see more of the document but at a reduced size.

7. Drag Office 6

away from the Ribbon and towards the slide

on the status bar to the left until the Zoom level reads 73%



FIGURE A-5: PowerPoint program window

Quick Access toolbar

Title bar Tabs

Ribbon

Office 2010

Clipboard dialog box launcher

Document window

FIGURE A-6: Viewing a theme with Live Preview

Angles theme

Mouse pointer Live Preview of Angles theme applied to document

Zoom slider Zoom In button

Zoom level

Zoom Out button

Using Backstage view Backstage view in each Microsoft Office program offers “one stop shopping” for many commonly performed tasks, such as opening and saving a file, printing and previewing a document, defining document properties, sharing information, and exiting a program.

Backstage view opens when you click the File tab in any Office program, and while features such as the Ribbon, Mini toolbar, and Live Preview all help you work in your documents, the File tab and Backstage view help you work with your documents.


Office 7


UNIT

A Office 2010

STEPS

Creating and Saving a File When working in a program, one of the first things you need to do is to create and save a file. A file is a stored collection of data. Saving a file enables you to work on a project now, then put it away and work on it again later. In some Office programs, including Word, Excel, and PowerPoint, a new file is automatically created when you start the program, so all you have to do is enter some data and save it. In Access, you must expressly create a file before you enter any data. You should give your files meaningful names and save them in an appropriate location so that they’re easy to find. Use Word to familiarize yourself with the process of creating and saving a document. First you’ll type some notes about a possible location for a corporate meeting, then you’ll save the information for later use.

1. Click the Word program button on the taskbar 2. Type Locations for Corporate Meeting, then press [Enter] twice The text appears in the document window, and the insertion point blinks on a new blank line. The insertion point indicates where the next typed text will appear.

3. Type Las Vegas, NV, press [Enter], type Orlando, FL, press [Enter], type Boston, MA, press [Enter] twice, then type your name Compare your document to Figure A-7. QUICK TIP A filename can be up to 255 characters, including a file extension, and can include upper- or lowercase characters and spaces, but not ?, “, /, \, , *, |, or :.

QUICK TIP Saving a file to the Desktop creates a desktop icon that you can double-click to both launch a program and open a document.

QUICK TIP To create a new blank file when a file is open, click the File tab, click New on the navigation bar, then click Create near the bottom of the document preview pane.

Office 8



Because this is the first time you are saving this document, the Save As dialog box opens, as shown in Figure A-8. The Save As dialog box includes options for assigning a filename and storage location. Once you save a file for the first time, clicking saves any changes to the file without opening the Save As dialog box, because no additional information is needed. The Address bar in the Save As dialog box displays the default location for saving the file, but you can change it to any location. The File name field contains a suggested name for the document based on text in the file, but you can enter a different name.

5. Type OF A-Potential Corporate Meeting Locations The text you type replaces the highlighted text. (The “OF A-” in the filename indicates that the file is created in Office Unit A. You will see similar designations throughout this book when files are named. For example, a file named in Excel Unit B would begin with “EX B-” .)

6. In the Save As dialog box, use the Address bar or Navigation Pane to navigate to the drive and folder where you store your Data Files Many students store files on a flash drive, but you can also store files on your computer, a network drive, or any storage device indicated by your instructor or technical support person.

7. Click Save The Save As dialog box closes, the new file is saved to the location you specified, then the name of the document appears in the title bar, as shown in Figure A-9. (You may or may not see the file extension “.docx” after the filename.) See Table A-1 for a description of the different types of files you create in Office, and the file extensions associated with each.

TABLE A-1: Common filenames and default file extensions

file created in

is called a

and has the default extension

Word

document

.docx

Excel

workbook

.xlsx

PowerPoint

presentation

.pptx

Access

database

.accdb



FIGURE A-7: Document created in Word

Save button

Office 2010

Your name should appear here Insertion point


Address bar Navigation Pane; your links and folders may differ File name field; your computer may not display file extensions

FIGURE A-9: Saved and named Word document

Filename appears in title bar

Using the Office Clipboard You can use the Office Clipboard to cut and copy items from one Office program and paste them into others. The Office Clipboard can store a maximum of 24 items. To access it, open the Office Clipboard task pane by clicking the dialog box launcher in the Clipboard group on the Home tab. Each time you copy a selection, it

is saved in the Office Clipboard. Each entry in the Office Clipboard includes an icon that tells you the program it was created in. To paste an entry, click in the document where you want it to appear, then click the item in the Office Clipboard. To delete an item from the Office Clipboard, right-click the item, then click Delete.


Office 9


UNIT

A Office 2010

STEPS QUICK TIP Click Recent on the navigation bar to display a list of recent workbooks; click a file in the list to open it.

Opening a File and Saving It with a New Name In many cases as you work in Office, you start with a blank document, but often you need to use an existing file. It might be a file you or a coworker created earlier as a work in progress, or it could be a complete document that you want to use as the basis for another. For example, you might want to create a budget for this year using the budget you created last year; you could type in all the categories and information from scratch, or you could open last year’s budget, save it with a new name, and just make changes to update it for the current year. By opening the existing file and saving it with the Save As command, you create a duplicate that you can modify to your heart’s content, while the original file remains intact. Use Excel to open an existing workbook file, and save it with a new name so the original remains unchanged.

1. Click the Excel program button the navigation bar

on the taskbar, click the File tab, then click Open on

The Open dialog box opens, where you can navigate to any drive or folder accessible to your computer to locate a file.

2. In the Open dialog box, navigate to the drive and folder where you store your Data Files The files available in the current folder are listed, as shown in Figure A-10. This folder contains one file.

TROUBLE Click Enable Editing on the Protected View bar near the top of your document window if prompted.

QUICK TIP The Save As command works identically in all Office programs, except Access; in Access, this command lets you save a copy of the current database object, such as a table or form, with a new name, but not a copy of the entire database.

3. Click OFFICE A-1.xlsx, then click Open The dialog box closes, and the file opens in Excel. An Excel file is an electronic spreadsheet, so it looks different from a Word document or a PowerPoint slide.

4. Click the File tab, then click Save As on the navigation bar The Save As dialog box opens, and the current filename is highlighted in the File name text box. Using the Save As command enables you to create a copy of the current, existing file with a new name. This action preserves the original file and creates a new file that you can modify.

5. Navigate to the drive and folder where you store your Data Files if necessary, type OF A-Budget for Corporate Meeting in the File name text box, as shown in Figure A-11, then click Save A copy of the existing workbook is created with the new name. The original file, Office A-1.xlsx, closes automatically.

6. Click cell A19, type your name, then press [Enter], as shown in Figure A-12 In Excel, you enter data in cells, which are formed by the intersection of a row and a column. Cell A19 is at the intersection of column A and row 19. When you press [Enter], the cell pointer moves to cell A20.



Your name appears in the workbook, and your changes to the file are saved.

Working in Compatibility Mode Not everyone upgrades to the newest version of Office. As a general rule, new software versions are backward compatible, meaning that documents saved by an older version can be read by newer software. To open documents created in older Office versions, Office 2010 includes a feature called Compatibility Mode. When you use Office 2010 to open a file created in an earlier version of Office, “Compatibility Mode” appears in the title bar, letting you know the file was created in an earlier but usable version of the program. If

Office 10

you are working with someone who may not be using the newest version of the software, you can avoid possible incompatibility problems by saving your file in another, earlier format. To do this in an Office program, click the File tab, click Save As on the navigation bar, click the Save as type list arrow in the Save As dialog box, then click an option on the list. For example, if you’re working in Excel, click Excel 97-2003 Workbook format in the Save as type list to save an Excel file so that it can be opened in Excel 97 or Excel 2003.



FIGURE A-10: Open dialog box

Available files in this folder

Office 2010

Open button Open list arrow FIGURE A-11: Save As dialog box

Save as type list arrow

New filename

FIGURE A-12: Your name added to the workbook

Address for cell A19 formed by column A and row 19

Cell A19; type your name here

Exploring File Open options You might have noticed that the Open button on the Open dialog box includes an arrow. In a dialog box, if a button includes an arrow you can click the button to invoke the command, or you can click the arrow to choose from a list of related commands. The Open list arrow includes several related commands, including Open Read-Only and Open as Copy. Clicking Open Read-Only opens a file that you

can only save with a new name; you cannot save changes to the original file. Clicking Open as Copy creates a copy of the file already saved and named with the word “Copy” in the title. Like the Save As command, these commands provide additional ways to use copies of existing files while ensuring that original files do not get changed by mistake.


Office 11


UNIT

A Office 2010

STEPS

Viewing and Printing Your Work Each Microsoft Office program lets you switch among various views of the document window to show more or fewer details or a different combination of elements that make it easier to complete certain tasks, such as formatting or reading text. Changing your view of a document does not affect the file in any way, it affects only the way it looks on screen. If your computer is connected to a printer or a print server, you can easily print any Office document using the Print button on the Print tab in Backstage view. Printing can be as simple as previewing the document to see exactly what a document will look like when it is printed and then clicking the Print button. Or, you can customize the print job by printing only selected pages or making other choices. Experiment with changing your view of a Word document, and then preview and print your work.

1. Click the Word program button

on the taskbar

Word becomes the active program, and the document fills the screen.

2. Click the View tab on the Ribbon In most Office programs, the View tab on the Ribbon includes groups and commands for changing your view of the current document. You can also change views using the View buttons on the status bar.

3. Click the Web Layout button in the Document Views group on the View tab The view changes to Web Layout view, as shown in Figure A-13. This view shows how the document will look if you save it as a Web page.

4. Click the Print Layout button on the View tab You return to Print Layout view, the default view in Word.

5. Click the File tab, then click Print on the navigation bar QUICK TIP You can add the Quick Print button to the Quick Access toolbar by clicking the Customize Quick Access Toolbar button, then clicking Quick Print. The Quick Print button prints one copy of your document using the default settings.

The Print tab opens in Backstage view. The preview pane on the right side of the window automatically displays a preview of how your document will look when printed, showing the entire page on screen at once. Compare your screen to Figure A-14. Options in the Settings section enable you to change settings such as margins, orientation, and paper size before printing. To change a setting, click it, and then click the new setting you want. For instance, to change from Letter paper size to Legal, click Letter in the Settings section, then click Legal on the menu that opens. The document preview is updated as you change the settings. You also can use the Settings section to change which pages to print and even the number of pages you print on each sheet of printed paper. If you have multiple printers from which to choose, you can change from one installed printer to another by clicking the current printer in the Printer section, then clicking the name of the installed printer you want to use. The Print section contains the Print button and also enables you to select the number of copies of the document to print.

6. Click the Print button in the Print section A copy of the document prints, and Backstage view closes.

Customizing the Quick Access toolbar You can customize the Quick Access toolbar to display your favorite commands. To do so, click the Customize Quick Access Toolbar button in the title bar, then click the command you want to add. If you don’t see the command in the list, click More Commands to open the Quick Access Toolbar tab of the current program’s Options dialog box. In the Options dialog box, use the Choose commands from list to choose a category, click the desired command in the list on the left, click Add to add it to the Quick Access toolbar, then click

Office 12

OK. To remove a button from the toolbar, click the name in the list on the right in the Options dialog box, then click Remove. To add a command to the Quick Access toolbar on the fly, simply right-click the button on the Ribbon, then click Add to Quick Access Toolbar on the shortcut menu. To move the Quick Access toolbar below the Ribbon, click the Customize Quick Access Toolbar button, and then click Show Below the Ribbon.



FIGURE A-13: Web Layout view

Web Layout button

Office 2010

View buttons on status bar

FIGURE A-14: Print tab in Backstage view

Print button Click to select a different installed printer

Preview of document Settings section

Creating a screen capture A screen capture is a digital image of your screen, as if you took a picture of it with a camera. For instance, you might want to take a screen capture if an error message occurs and you want Technical Support to see exactly what’s on the screen. You can create a screen capture using features found in Windows 7 or Office 2010. Windows 7 comes with the Snipping Tool, a separate program designed to capture whole screens or portions of screens. To open the Snipping Tool, click it on the Start menu or click All Programs, click Accessories, then click Snipping Tool. After opening the Snipping Tool, drag the pointer on the screen to select the area of the screen you want to capture. When you release the mouse button, the screen capture opens in the Snipping Tool window, and

you can save, copy, or send it in an e-mail. In Word, Excel, and PowerPoint 2010, you can capture screens or portions of screens and insert them in the current document using the Screenshot button on the Insert tab. And finally, you can create a screen capture by pressing [PrtScn]. (Keyboards differ, but you may find the [PrtScn] button in or near your keyboard’s function keys.) Pressing this key places a digital image of your screen in the Windows temporary storage area known as the Clipboard. Open the document where you want the screen capture to appear, click the Home tab on the Ribbon (if necessary), then click the Paste button on the Home tab. The screen capture is pasted into the document.


Office 13


UNIT

A Office 2010

STEPS TROUBLE If the Table of Contents pane doesn’t appear on the left in the Help window, click the Show Table of Contents button on the Help toolbar to show it.

QUICK TIP You can also open the Help window by clicking the Microsoft Office Word Help button to the right of the tabs on the Ribbon.

QUICK TIP You can print the entire current topic by clicking the on Print button the Help toolbar, then clicking Print in the Print dialog box.

Get ting Help and Closing a File You can get comprehensive help at any time by pressing [F1] in an Office program. You can also get help in the form of a ScreenTip by pointing to almost any icon in the program window. When you’re finished working in an Office document, you have a few choices regarding ending your work session. You can close a file or exit a program by using the File tab or by clicking a button on the title bar. Closing a file leaves a program running, while exiting a program closes all the open files in that program as well as the program itself. In all cases, Office reminds you if you try to close a file or exit a program and your document contains unsaved changes. Explore the Help system in Microsoft Office, and then close your documents and exit any open programs.

1. Point to the Zoom button on the View tab of the Ribbon A ScreenTip appears that describes how the Zoom button works and explains where to find other zoom controls.

2. Press [F1] The Word Help window opens, as shown in Figure A-15, displaying the home page for help in Word on the right and the Table of Contents pane on the left. In both panes of the Help window, each entry is a hyperlink you can click to open a list of related topics. The Help window also includes a toolbar of useful Help commands and a Search field. The connection status at the bottom of the Help window indicates that the connection to Office.com is active. Office.com supplements the help content available on your computer with a wide variety of up-to-date topics, templates, and training. If you are not connected to the Internet, the Help window displays only the help content available on your computer.

3. Click the Creating documents link in the Table of Contents pane The icon next to Creating documents changes, and a list of subtopics expands beneath the topic.

4. Click the Create a document link in the subtopics list in the Table of Contents pane The topic opens in the right pane of the Help window, as shown in Figure A-16.

5. Click Delete a document under “What do you want to do?” in the right pane The link leads to information about deleting a document.

6. Click the Accessibility link in the Table of Contents pane, click the Accessibility features in Word link, read the information in the right pane, then click the Help window Close button 7. Click the File tab, then click Close on the navigation bar; if a dialog box opens asking whether you want to save your changes, click Save The Potential Corporate Meeting Locations document closes, leaving the Word program open.

8. Click the File tab, then click Exit on the navigation bar Word closes, and the Excel program window is active.

9. Click the File tab, click Exit on the navigation bar to exit Excel, click the PowerPoint program button on the taskbar if necessary, click the File tab, then click Exit on the navigation bar to exit PowerPoint Excel and PowerPoint both close.

Office 14



FIGURE A-15: Word Help window

Help toolbar

Search field

Office 2010

The colors of your links may differ if the links have been visited previously

FIGURE A-16: Create a document Help topic

Print button

Icon indicates expanded topic

Create a document topic

Create a document link Click to read how to perform the action described

Recovering a document Each Office program has a built-in recovery feature that allows you to open and save files that were open at the time of an interruption such as a power failure. When you restart the program(s) after an interruption, the Document Recovery task pane opens on the left side of your screen displaying both original and recovered versions of the files that were open. If you’re not sure which file to open

(original or recovered), it’s usually better to open the recovered file because it will contain the latest information. You can, however, open and review all versions of the file that were recovered and save the best one. Each file listed in the Document Recovery task pane displays a list arrow with options that allow you to open the file, save it as is, delete it, or show repairs made to it during recovery.


Office 15


Practice


Concepts Review

Label the elements of the program window shown in Figure A-17. FIGURE A-17 1

7

2

6 3

4

5

Match each project with the program for which it is best suited. 8. 9. 10. 11.

Microsoft Access Microsoft Excel Microsoft Word Microsoft PowerPoint

a. b. c. d.

Corporate convention budget with expense projections Business cover letter for a job application Department store inventory Presentation for city council meeting

Independent Challenge 1 You just accepted an administrative position with a local independently owned produce vendor that has recently invested in computers and is now considering purchasing Microsoft Office for the company. You are asked to propose ways Office might help the business. You produce your document in Word. a. Start Word, then save the document as OF A-Microsoft Office Document in the drive and folder where you store your Data Files. b. Type Microsoft Word, press [Enter] twice, type Microsoft Excel, press [Enter] twice, type Microsoft PowerPoint, press [Enter] twice, type Microsoft Access, press [Enter] twice, then type your name. c. Click the line beneath each program name, type at least two tasks suited to that program (each separated by a comma), then press [Enter]. Advanced Challenge Exercise ■ Press the [PrtScn] button to create a screen capture. ■ Click after your name, press [Enter] to move to a blank line below your name, then click the Paste button in the Clipboard group on the Home tab. d. Save the document, then submit your work to your instructor as directed. e. Exit Word. Office 16



UNIT

A Word 2010



Microsoft Word 2010 is a word processing program that makes it easy to create a variety of

WD A-1.docx

papers, blog posts, business cards, résumés, financial reports, and other documents that

professional-looking documents, from simple letters and memos to newsletters, research include multiple pages of text and sophisticated formatting. In this unit, you will explore the editing and formatting features available in Word and create two documents.

You have

been hired to work in the Marketing Department at Quest Specialty Travel (QST), a tour company that specializes in cultural tourism and adventure travel. Shortly after reporting to your new office, Ron Dawson, the vice president of marketing, asks you to use Word to create a memo to the marketing staff and a fax to one of the tour developers.

OBJECTIVES

Understand word processing software Explore the Word program window Start a document Save a document Select text Format text using the Mini toolbar Create a document using a template View and navigate a document


UNIT

A Word 2010

DETAILS

Under s tanding Word Processing Sof t ware A word processing program is a software program that includes tools for entering, editing, and formatting text and graphics. Microsoft Word is a powerful word processing program that allows you to create and enhance a wide range of documents quickly and easily. Figure A-1 shows the first page of a report created using Word and illustrates some of the Word features you can use to enhance your documents. The electronic files you create using Word are called documents. One of the benefits of using Word is that document files can be stored on a hard disk, CD, flash drive, or other storage device, making them easy to transport, exchange, and revise. Before beginning your memo to the marketing staff, you explore the editing and formatting features available in Word.

You can use Word to accomplish the following tasks: • Type and edit text The Word editing tools make it simple to insert and delete text in a document. You can add text to the middle of an existing paragraph, replace text with other text, undo an editing change, and correct typing, spelling, and grammatical errors with ease.

• Copy and move text from one location to another Using the more advanced editing features of Word, you can copy or move text from one location and insert it in a different location in a document. You also can copy and move text between documents. This means you don’t have to retype text that is already entered in a document.

• Format text and paragraphs with fonts, colors, and other elements The sophisticated formatting tools in Word allow you to make the text in your documents come alive. You can change the size, style, and color of text, add lines and shading to paragraphs, and enhance lists with bullets and numbers. Creatively formatting text helps to highlight important ideas in your documents.

• Format and design pages The page-formatting features in Word give you power to design attractive newsletters, create powerful résumés, and produce documents such as research papers, business cards, CD labels, and books. You can change the paper size and orientation of your documents, organize text in columns, and control the layout of text and graphics on each page of a document. For quick results, Word includes preformatted cover pages, pull quotes, and headers and footers, as well as galleries of coordinated text, table, and graphic styles that you can rely on to give documents a polished look. If you are writing a research paper, Word makes it easy to manage reference sources and create footnotes, endnotes, and bibliographies.

• Enhance documents with tables, charts, diagrams, and graphics Using the powerful graphics tools in Word, you can spice up your documents with pictures, photographs, lines, shapes, and diagrams. You also can illustrate your documents with tables and charts to help convey your message in a visually interesting way.

• Use Mail Merge to create form letters and mailing labels The Word Mail Merge feature allows you to send personalized form letters to many different people. You can also use Mail Merge to create mailing labels, directories, e-mail messages, and other types of documents.

• Share documents securely The security features in Word make it quick and easy to remove comments, tracked changes, and unwanted personal information from your files before you share them with others. You can also add a password or a digital signature to a document and convert a file to a format suitable for publishing on the Web.

Word 2



FIGURE A-1: A report created using Word

Add headers to every page Add lines Insert graphics

Add bullets to lists

Word 2010

Format the size and appearance of text

Create charts

Create columns of text

Align text in paragraphs evenly

Create tables

Add page numbers in footers

Planning a document Before you create a new document, it’s a good idea to spend time planning it. Identify the message you want to convey, the audience for your document, and the elements, such as tables or charts, you want to include. You should also think about the tone and look of your document—are you writing a business letter, which should be written in a pleasant, but serious tone and have a formal appearance, or are you creating a flyer that must be colorful, eye-catching, and fun to

read? The purpose and audience for your document determine the appropriate design. Planning the layout and design of a document involves deciding how to organize the text, selecting the fonts to use, identifying the graphics to include, and selecting the formatting elements that will enhance the message and appeal of the document. For longer documents, such as newsletters, it can be useful to sketch the layout and design of each page before you begin.


Word 3


UNIT

A Word 2010

STEPS

Exploring the Word Program Window When you start Word, a blank document appears in the document window in Print Layout view. examine the elements of the Word program window.

You

1. Start Word The Word program window opens, as shown in Figure A-2. The blinking vertical line in the document window is the insertion point. It indicates where text appears as you type.

2. Move the mouse pointer around the Word program window The mouse pointer changes shape depending on where it is in the Word program window. You use pointers to move the insertion point or to select text to edit. Table A-1 describes common pointers in Word. QUICK TIP

3. Place the mouse pointer over a button on the Ribbon

The buttons visible on your Ribbon may differ.

When you place the mouse pointer over a button or some other elements of the Word program window, a ScreenTip appears. A ScreenTip is a label that identifies the name of the button or feature, briefly describes its function, conveys any keyboard shortcut for the command, and includes a link to associated help topics, if any.

Using Figure A-2 as a guide, find the elements described below in your program window: •

• •

QUICK TIP To display a different tab, you simply click its name on the Ribbon.

•

TROUBLE

•

Click the View Ruler at the top button of the vertical scroll bar to display the rulers if they are not already displayed.

•

•

•

• •

Word 4

The title bar displays the name of the document and the name of the program. Until you give a new document a different name, its temporary name is Document1. The title bar also contains resizing buttons and the program Close button. These buttons are common to all Windows programs. The Quick Access toolbar contains buttons for saving a document and for undoing, redoing, and repeating a change. You can modify the Quick Access toolbar to include the commands you use frequently. The File tab provides access to Backstage view, where you manage files and the information about them. Backstage view includes commands related to working with documents, such as opening, printing, and saving a document. The File tab also provides access to resources for help using Word and to the Word Options dialog box, which is used to customize the way you use Word. The Ribbon contains the Word tabs. Each tab on the Ribbon includes buttons for commands related to editing and formatting, documents. The commands are organized in groups. For example, the Home tab includes the Clipboard, Font, Paragraph, Styles, and Editing groups. The Ribbon also includes the Microsoft Word Help button, which you use to access the Word Help system. The document window displays the current document. You enter text and format your document in the document window. The rulers appear in the document window in Print Layout view. The horizontal ruler displays left and right document margins as well as the tab settings and paragraph indents, if any, for the paragraph in which the insertion point is located. The vertical ruler displays the top and bottom document margins. The vertical scroll bar and the horizontal scroll bar are used to display different parts of the document in the document window. The scroll bars include scroll boxes and scroll arrows, which you can use to scroll through a document. The status bar displays the page number of the current page, the total number of pages and words in the document, and the status of spelling and grammar checking. It also includes the view buttons, the Zoom level button, and the Zoom slider. You can customize the status bar to display other information. The view buttons on the status bar allow you to display the document in Print Layout, Full Screen Reading, Web Layout, Outline, or Draft view. The Zoom level button and the Zoom slider provide quick ways to enlarge and decrease the size of the document in the document window, making it easy to zoom in on a detail of a document or to view the layout of the document as a whole.



FIGURE A-2: Elements of the Word program window

Quick Access toolbar

Microsoft Word Help button

File tab Title bar

Ribbon Tab

I-beam pointer

Scroll box

Insertion point

Word 2010

Horizontal ruler

Document window Vertical scroll bar Status bar

Scroll arrow Add-Ins tab (may not appear on your computer)

Group

View buttons Zoom level Zoom slider

TABLE A-1: Common mouse pointers in Word

name

pointer

I-beam pointer Click and Type pointers, including left-align and center-align

use to Move the insertion point in a document or to select text

or

Move the insertion point to a blank area of a document in Print Layout or Web Layout view; double-clicking with a Click and Type pointer automatically applies the paragraph formatting (alignment and indentation) required to position text or a graphic at that location in the document

Selection pointer

Click a button or other element of the Word program window; appears when you point to elements of the Word program window

Right-pointing arrow pointer

Select a line or lines of text; appears when you point to the left edge of a line of text in the document window

Hand pointer

Open a hyperlink; appears when you point to a hyperlink in a task pane or when you press [Ctrl] and point to a hyperlink in a document

Hide white space pointer

Hide the white space in the top and bottom margins of a document in Print Layout view

Show white space pointer

Show the white space in the top and bottom margins of a document in Print Layout view


Word 5


UNIT

A Word 2010

STEPS TROUBLE If you press the wrong key, press [Backspace] to erase the mistake, then try again.

St ar t ing a Document You begin a new document by simply typing text in a blank document in the document window. Word includes a word-wrap feature so that as you type Word automatically moves the insertion point to the next line of the document when you reach the right margin. You only press [Enter] when you want to start a new paragraph or insert a blank line. You type a quick memo to the marketing staff.

1. Type Memorandum, then press [Enter] twice Each time you press [Enter] the insertion point moves to the start of the next line.

2. Type TO:, then press [Tab] twice Pressing [Tab] moves the insertion point several spaces to the right. You can use the [Tab] key to align the text in a memo header or to indent the first line of a paragraph.

3. Type QST Managers, then press [Enter] The insertion point moves to the start of the next line. QUICK TIP Wavy lines and other automatic feature markers appear on screen but do not print.

TROUBLE To reverse an AutoCorrect adjustment, immediately click the Undo buton the Quick ton Access toolbar.

4. Type: FROM: [Tab] [Tab] Ron Dawson [Enter] DATE: [Tab] [Tab] July 7, 2013 [Enter] RE: [Tab] [Tab] Marketing Meeting [Enter] [Enter] Red or green wavy lines may appear under the words you typed, indicating a possible spelling or grammar error. Spelling and grammar checking is one of the many automatic features you will encounter as you type. Table A-2 describes several of these automatic features. You can correct any typing errors you make later.

5. Type The next marketing staff meeting will be held on the 11th of July at 1 p.m. in the conference room on the ground floor., then press [Spacebar] As you type, notice that the insertion point moves automatically to the next line of the document. You also might notice that Word automatically changed “11th” to “11th” in the memo. This feature is called AutoCorrect. AutoCorrect automatically makes typographical adjustments and detects and adjusts typing errors, certain misspelled words (such as “taht” for “that”), and incorrect capitalization as you type.

6. Type Heading the agenda will be the launch of our new High Atlas Trek, a rigorous ten-day walking tour of the sunny valleys, remote Berber villages, and steep slopes of Morocco’s High Atlas, scheduled for September 2015. When you type the first few characters of “September,” the Word AutoComplete feature displays the complete word in a ScreenTip. AutoComplete suggests text to insert quickly into your documents. You can ignore AutoComplete for now. Your memo should resemble Figure A-3. QUICK TIP If you want uniform spacing between lines and paragraphs, apply the No Spacing style to the document by clicking the No Spacing button in the Styles group on the Home tab before you begin to type. Alternatively, select the text and then click the No Spacing button.

7. Press [Enter], then type Kai Haketa is in Marrakech hammering out the details. A preliminary draft of the tour brochure is attached. Bring your creative ideas for launching this exciting new tour to the meeting. When you press [Enter] and type the new paragraph, notice that Word adds more space between the paragraphs than it does between the lines in each paragraph. This is part of the default style for paragraphs in Word, called the Normal style.

8. Position the pointer after for (but before the space) in the last line of the first paragraph, then click Clicking moves the insertion point after “for.”

9. Press [Backspace] three times, then type to depart in Pressing [Backspace] removes the character before the insertion point.

10. Move the insertion point before staff in the first sentence, then press [Delete] six times to remove the word “staff” and the space after it Pressing [Delete] removes the character after the insertion point. Figure A-4 shows the revised memo. Word 6



FIGURE A-3: Memo text in the document window

Memo title Blank lines between paragraphs Memo header

Word 2010

Text wraps to the next line (yours may wrap differently)

FIGURE A-4: Edited memo text

Text inserted in the memo No Spacing style

Normal style leaves more space between paragraphs than between lines

Red, wavy underline indicates a possible spelling error

TABLE A-2: Automatic features that appear as you type in Word

feature

what appears

to use

AutoComplete

A ScreenTip suggesting text to insert appears as you type

Press [Enter] to insert the text suggested by the ScreenTip; continue typing to reject the suggestion

AutoCorrect

A small blue box appears when you place the pointer over text corrected by AutoCorrect; an AutoCorrect Options button appears when you point to the blue box

Word automatically corrects typos, minor spelling errors, and capitalization, and adds typographical symbols (such as © and ™) as you type; to reverse an AutoCorrect adjustment, click the AutoCorrect Options list arrow, then click the option that will undo the action

Spelling and Grammar

A red wavy line under a word indicates a possible misspelling; a green wavy line under text indicates a possible grammar error

Right-click red- or green-underlined text to display a shortcut menu of correction options; click a correction option to accept it and remove the wavy underline


Word 7


UNIT

A Word 2010

STEPS TROUBLE If you don’t see the extension .docx as part of the filename, the setting in Windows to display file extensions is not active.

Saving a Document To store a document permanently so you can open it and edit it at another time, you must save it as a file. When you save a document you give it a name, called a filename, and indicate the location where you want to store the file. Files created in Word 2010 are automatically assigned the .docx file extension to distinguish them from files created in other software programs. You can save a document using the Save button on the Quick Access toolbar or the Save command on the File tab. Once you have saved a document for the first time, you should save it again every few minutes and always before printing so that the saved file is updated to reflect your latest changes. You save your memo using a descriptive filename and the default file extension.



The first time you save a document, the Save As dialog box opens, as shown in Figure A-5. The default filename, Memorandum, appears in the File name text box. The default filename is based on the first few words of the document. The default file extension, .docx, appears in the Save as type list box. Table A-3 describes the functions of some of the buttons in the Save As dialog box.

2. Type WD A-Morocco Tour Memo in the File name text box The new filename replaces the default filename. Giving your documents brief descriptive filenames makes it easier to locate and organize them later. You do not need to type .docx when you type a new filename.

3. Navigate to the drive and folder where you store your Data Files You can navigate to a different drive or folder in several ways. For example, you can click a drive or folder in the Address bar or the navigation pane to go directly to that location. Click the double arrow in the Address bar to display a list of drives and folders. You can also double-click a drive or folder in the folder window to change the active location. When you are finished navigating to the drive or folder where you store your Data Files, that location appears in the Address bar. Your Save As dialog box should resemble Figure A-6. QUICK TIP To save a document so it can be opened in an older version of Word, click the Save as type list arrow, then click Word 97-2003 Document (*.doc).

4. Click Save The document is saved to the drive and folder you specified in the Save As dialog box, and the title bar displays the new filename, WD A-Morocco Tour Memo.docx.

5. Place the insertion point before conference in the first sentence, type large, then press [Spacebar] You can continue to work on a document after you have saved it with a new filename.

6. Click Your change to the memo is saved. After you save a document for the first time, you must continue to save the changes you make to the document. You also can press [Ctrl][S] to save a document.

Windows Live and Microsoft Office Web Apps All Office programs include the capability to incorporate feedback— called online collaboration—across the Internet or a company network. Using cloud computing (work done in a virtual environment), you can take advantage of Web programs called Microsoft Office Web Apps, which are simplified versions of the programs found in the Microsoft Office 2010 suite. Because these programs are online, they take up no computer disk space and are accessed using Windows

Word 8

Live SkyDrive, a free service from Microsoft. Using Windows Live SkyDrive, you and your colleagues can create and store documents in a “cloud” and make the documents available to whomever you grant access. To use Windows Live SkyDrive, you need a free Windows Live ID, which you obtain at the Windows Live Web site. You can find more information in the “Working with Windows Live and Office Web Apps” appendix.




Active folder or drive

Click to create a new folder in the active folder or drive

Active library Active folder

Default filename and file extension are selected

Folders and files in the active folder or drive (yours will differ)

Word 2010

Click to change the file type

FIGURE A-6: File to be saved to the Unit A folder

Location of Data Files (yours may differ)

Your dialog box may show the files and folders in the active drive or folder

New filename

TABLE A-3: Save As dialog box buttons

button

use to

Back

Navigate back to the last location shown in the Address bar

Forward

Navigate to the location that was previously shown in the Address bar Organize

Open a menu of commands related to organizing the selected file or folder, including Cut, Copy, Delete, Rename, and Properties

New folder

Create a new folder in the current folder or drive

Change your view

Change the way folder and file information is shown in the folder window in the Save As dialog box; click the Change your view button to toggle between views, or click the list arrow to open a menu of view options


Word 9


UNIT

A Word 2010

STEPS

Selecting Text Before deleting, editing, or formatting text, you must select the text. Selecting text involves clicking and dragging the I-beam pointer across the text to highlight it. You also can click in the margin to the left of text with the pointer to select whole lines or paragraphs. Table A-4 describes the many ways to select text. You revise the memo by selecting text and replacing it with new text.

1. Click the Show/Hide ¶ button

in the Paragraph group

Formatting marks appear in the document window. Formatting marks are special characters that appear on your screen but do not print. Common formatting marks include the paragraph symbol (¶), which shows the end of a paragraph—wherever you press [Enter]; the dot symbol (·), which represents a space—wherever you press [Spacebar]; and the arrow symbol ( ), which shows the location of a tab stop—wherever you press [Tab]. Working with formatting marks turned on can help you to select, edit, and format text with precision. QUICK TIP You deselect text by clicking anywhere in the document window.

2. Click before QST Managers, then drag the pointer over the text to select it The words are selected, as shown in Figure A-7. For now, you can ignore the faint toolbar that appears over text when you first select it.

3. Type Marketing Staff The text you type replaces the selected text.

4. Double-click Ron, type your first name, double-click Dawson, then type your last name Double-clicking a word selects the entire word. TROUBLE If you delete text by mistake, immediately click the Undo on the button Quick Access toolbar to restore the deleted text to the document.

5. Place the pointer in the margin to the left of the RE: line so that the pointer changes to , click to select the line, then type RE: [Tab] [Tab] Launch of new Morocco trekking tour Clicking to the left of a line of text with the

pointer selects the entire line.

6. Select sunny in the third line of the first paragraph, type green, select steep slopes, then type stunning granite peaks 7. Select the sentence Kai Haketa is in Marrakech hammering out the details. in the second paragraph, then press [Delete] Selecting text and pressing [Delete] removes the text from the document.

QUICK TIP Always save before and after editing text.

Word 10

8. Click

, then click the Save button


Formatting marks are turned off, and your changes to the memo are saved. The Show/Hide ¶ button is a toggle button, which means you can use it to turn formatting marks on and off. The edited memo is shown in Figure A-8.



FIGURE A-7: Text selected in the memo

Selected text

Left document margin

Word 2010

FIGURE A-8: Edited memo with replacement text

Replacement text

TABLE A-4: Methods for selecting text

to select

use the pointer to

Any amount of text

Drag over the text

A word

Double-click the word

A line of text

Click with the

A sentence

Press and hold [Ctrl], then click the sentence

A paragraph

Triple-click the paragraph or double-click with the

A large block of text

Click at the beginning of the selection, press and hold [Shift], then click at the end of the selection

Multiple nonconsecutive selections

Select the first selection, then press and hold [Ctrl] as you select each additional selection

An entire document

Triple-click with the pointer to the left of any text; press [Ctrl][A]; or click the Select button in the Editing group on the Home tab, and then click Select All

pointer to the left of the line

pointer to the left of the paragraph


Word 11


UNIT

A Word 2010

STEPS TROUBLE If the Mini toolbar disappears, rightclick the selection to display it again.

Format ting Tex t Using t he Mini Toolbar Formatting text is a fast and fun way to spruce up the appearance of a document and highlight important information. You can easily change the font, color, size, style, and other attributes of text by selecting the text and clicking a command on the Home tab. The Mini toolbar, which appears faintly above text when you first select it, also includes commonly used text and paragraph formatting commands. You enhance the appearance of the memo by formatting the text using the Mini toolbar. When you are finished, you preview the memo for errors and then print it.

1. Double-click Memorandum The Mini toolbar appears in ghosted fashion over the selected text. When you point to the Mini toolbar, it becomes solid, as shown in Figure A-9. You click a formatting option on the Mini toolbar to apply it to the selected text. Table A-5 describes the function of the buttons on the Mini toolbar. The buttons on the Mini toolbar are also available on the Ribbon.

2. Click the Center button

on the Mini toolbar

The word “Memorandum” is centered between the left and right document margins. QUICK TIP Click the Shrink Font button to decrease the font size.

3. Click the Grow Font button on the Mini toolbar eight times, then click the Bold button on the Mini toolbar Each time you click the Grow Font button the selected text is enlarged. Applying bold to the text makes it thicker and darker.

4. Select TO:, click

, select FROM:, click

, select DATE:, click

, select RE:, then click

Bold is applied to the heading text.

5. Click the blank line between the RE: line and the body text, then click the Bottom Border button in the Paragraph group A single-line border is added between the heading and the body text in the memo. QUICK TIP You can customize your Quick Access toolbar to include the Quick Print button, which prints a document using the default print settings.

6. Save the document, click the File tab, then click Print Information related to printing the document appears on the Print tab in Backstage view. Options for printing the document appear on the left side of the Print tab and a preview of the document as it will look when printed appears on the right side, as shown in Figure A-10. Before you print a document, it’s a good habit to examine it closely so you can identify and correct any problems.

7. Click the Zoom In button for errors

five times, then proofread your document carefully

The document is enlarged in print preview. If you notice errors in your document, you need to correct them before you print. To do this, press [Esc] or click the Home tab to close Backstage view, correct any mistakes, save your changes, click the File tab, and then click the Print command again to be ready to print the document.

8. Click the Print button on the Print tab A copy of the memo prints using the default print settings. To change the current printer, change the number of copies to print, select what pages of a document to print, or modify another print setting, you simply change the appropriate setting on the Print tab before clicking the Print button.

9. Click the File tab, then click Close The document closes, but the Word program window remains open.

Word 12



FIGURE A-9: Mini toolbar

Bottom Border button

Bold button on Ribbon and Mini toolbar

Center button on Ribbon and Mini toolbar

Mini toolbar

Word 2010

FIGURE A-10: Preview of the completed memo

File tab Preview of how document will look when printed

Click to print

Print command

Text is enlarged, bold, and centered

Options for changing the default print settings

Bottom border added between heading and body text Text is bold

TABLE A-5: Buttons on the Mini toolbar

button

use to

button

use to

Change the font of text

Italicize text

Change the font size of text

Underline text

Make text larger

Center text between the margins

Make text smaller

Apply colored highlighting to text

Decrease the indent level of a paragraph

Change the color of text

Increase the indent level of a paragraph

Copy the formats applied to text to other text

Apply bold to text


Word 13


UNIT

A Word 2010

STEPS QUICK TIP To create a new blank document, click Create.

Creating a Document Using a Template Word includes many templates that you can use to create faxes, letters, reports, brochures, and other professionally designed documents quickly. A template is a formatted document that contains placeholder text,which you replace with your own text. To create a document that is based on a template, you use the New command on the File tab, and then select a template to use. You can then customize the document and save it with a new filename. You want to fax a draft of the Morocco tour brochure to Kai Haketa, the tour developer for Africa. You use a template to create a fax cover sheet.

1. Click the File tab, then click New The New tab opens in Backstage view, as shown in Figure A-11.

2. Click Sample templates in the Available Templates section, scroll down the list of Available Templates, then click Oriel Fax A preview of the Oriel Fax template appears in the preview section.

QUICK TIP Double-clicking a template icon also opens a new document based on the template.

3. Click Create The Oriel Fax template opens as a new document in the document window. It contains placeholder text, which you can replace with your own information.

4. Click [Pick the date] The placeholder text is selected and appears inside a content control. A content control is an interactive object that you use to customize a document with your own information. A content control might include placeholder text, a drop-down list of choices, or a calendar. To deselect a content control, you click a blank area of the document.

5. Click the Pick the date list arrow A calendar opens below the content control. You use the calendar to select the date you want to appear on your document—simply click a date on the calendar to enter that date in the document. You can use the arrows to the left and right of the month and year to scroll the calendar and display a different month.

6. Click the Today button on the calendar The current date replaces the placeholder text.

7. Click [TYPE THE RECIPIENT NAME], type Kai Haketa, Guest, click [Type the recipient fax number], then type 1-212-44-555-1510 You do not need to drag to select the placeholder text in a content control, you can simply click it. The text you type replaces the placeholder text. QUICK TIP You can delete a content control by right-clicking it, and then clicking Remove Content Control on the menu that opens.

8. Click [Type the recipient phone number], press [Delete] twice, press [Backspace] seven times, then type HOTEL MARRAKECH, ROOM 1275 The recipient phone number content control is removed from the document.

9. If the text in the From line is not your name, drag to select the text, then type your name When the document is created, Word automatically enters the user name identified in the Word Options dialog box in the From line. This text is not placeholder text, so you have to drag to select it.

10. Replace the remaining heading placeholder text with the text shown in Figure A-12, delete the CC: content control, click the File tab, click Save As, then save the document as WD A-Kai Fax to the drive and folder where you store your Data Files The document is saved with the filename WD A-Kai Fax.

Word 14



FIGURE A-11: New tab in Backstage view

Preview of the selected template

Click to open an existing document

Types of templates available with an active Internet connection (yours may differ)

Word 2010

Click to see list of installed templates

Click to create a new blank document

FIGURE A-12: Document created using the Oriel fax template

Placeholder text is replaced with customized text

Using the Undo, Redo, and Repeat commands Word remembers the editing and formatting changes you make so that you can easily reverse or repeat them. You can reverse the last action you took by clicking the Undo button on the Quick Access toolbar, or you can undo a series of actions by clicking the Undo list arrow and selecting the action you want to reverse. When you undo an action using the Undo list arrow, you also undo all the actions above it in the list—that is, all actions that were performed after the action you selected. Similarly, you can keep the change you just reversed by using the Redo button

on the Quick Access toolbar. The Redo button appears only immediately after clicking the Undo button to undo a change. If you want to repeat an action you just completed, you can use the Repeat button on the Quick Access toolbar. For example, inserts “thank you” at the if you just typed “thank you,” clicking location of the insertion point. If you just applied bold, clicking applies bold to the currently selected text. You also can repeat the last action you took by pressing [F4].


Word 15


UNIT

A Word 2010

STEPS

Viewing and Navigating a Document The Word Zoom feature lets you enlarge a document in the document window to get a close-up view of a detail or reduce the size of the document in the document window for an overview of the layout as a whole. You zoom in and out on a document using the tools in the Zoom group on the View tab and the Zoom level buttons and Zoom slider on the status bar. You find it is helpful to zoom in and out on the document as you finalize the fax cover sheet.

1. Click the down scroll arrow at the bottom of the vertical scroll bar until COMMENTS: is near the top of your document window The scroll arrows or scroll bars allow you to scroll through a document. You scroll through a document when you want to display different parts of the document in the document window. You can also scroll by clicking the scroll bar above and below the scroll box, or by dragging the scroll box up or down in the scroll bar. In longer documents, you can click the Previous Page button or the Next Page button on the scroll bar to display the document page by page.

QUICK TIP You can also click the Zoom button in the Zoom group on the View tab to open the Zoom dialog box.

2. Click [Type comments], then type A draft copy of the High Atlas tour brochure is attached. Please revise the text for accuracy. The photos are for placement only. Have you hired a photographer yet? on the status bar 3. Click the Zoom level button The Zoom dialog box opens. You use the Zoom dialog box to select a zoom level for displaying the document in the document window.

4. Click the Whole page option button, then click OK The entire document is displayed in the document window.

5. Click the text at the bottom of the page to move the insertion point to the bottom of the page, click the View tab, then click the Page Width button in the Zoom group The document is enlarged to the width of the document window. When you enlarge a document, the area where the insertion point is located appears in the document window.

6. Click in the Urgent box, type x, then click the One Page button in the Zoom group The entire document is displayed in the document window.

7. Click Fax to move the insertion point to the upper-right corner of the page, then move the Zoom slider to the right until the Zoom percentage is 100%, as shown in Figure A-13 Moving the Zoom slider to the right enlarges the document in the document window. Moving the zoom slider to the left allows you to see more of the page at a reduced size. You can also move the Zoom slider by clicking a point on the Zoom slide, or by clicking the Zoom Out and Zoom In buttons. TROUBLE Your company name content control might include the name of a company, such as Microsoft. Right-click it and then click Remove Content Control, or select the text and press [Delete].

8. Click the Zoom In button three times, right-click the vertical placeholder [Type the sender company name], click Remove Content Control, right-click [Type the company address], click Remove Content Control, click [Type the company phone number], then type Quest Specialty Travel, San Diego, CA The text you type replaces the vertical placeholder text. You do not always need to replace the placeholder text with the type of information suggested in the content control.

9. Click

, click the 100% option button, click OK, then save the document

The completed fax cover sheet is shown in Figure A-14.

10. Submit the document to your instructor, close the file, then exit Word Word 16



FIGURE A-13: Zoom slider

Vertical placeholder text

Word 2010

Zoom button and slider at 100%

FIGURE A-14: Completed fax cover sheet

Using Word document views Document views are different ways of displaying a document in the document window. Each Word view provides features that are useful for working on different types of documents. The default view, Print Layout view, displays a document as it will look on a printed page. Print Layout view is helpful for formatting text and pages, including adjusting document margins, creating columns of text, inserting graphics, and formatting headers and footers. Also useful is Draft view, which shows a simplified layout of a document, without margins, headers and footers, or graphics. When you want to quickly type, edit, and format text, it’s often easiest to work in Draft view. Other Word views are helpful for performing specialized tasks. Full Screen Reading view displays document text so that it is easy to

read and annotate. You can easily highlight content, add comments, and track and review changes in Full Screen Reading view. Web Layout view allows you to format Web pages or documents that will be viewed on a computer screen. In Web Layout view, a document appears just as it will when viewed with a Web browser. Finally, Outline view is useful for editing and formatting longer documents that include multiple headings. Outline view allows you to reorganize text by moving the headings. You switch between views by clicking the view buttons on the status bar or by using the commands on the View tab. Changing views does not affect how the printed document will appear. It simply changes the way you view the document in the document window.


Word 17


Practice


Concepts Review

Label the elements of the Word program window shown in Figure A-15. FIGURE A-15 1 6

2 3 4

5

Match each term with the statement that best describes it. 7. 8. 9. 10. 11. 12. 13. 14.

Template Formatting marks Status bar Ribbon AutoComplete Horizontal ruler AutoCorrect Zoom slider

a. b. c. d. e. f. g. h.

Provides access to Word commands A formatted document that contains placeholder text Displays tab settings and paragraph indents Enlarges and reduces the document in the document window Suggests text to insert into a document Displays the number of pages in the current document Fixes certain errors as you type Special characters that appear on screen but do not print

Select the best answer from the list of choices. 15. Which tab includes buttons for formatting text? a. View c. Insert b. Page Layout d. Home 16. Which of the following shows the number of words in the document? a. The status bar c. The title bar b. The Mini toolbar d. The Ribbon 17. Which element of the Word program window shows the settings for the top and bottom document margins? a. Vertical scroll bar c. Vertical ruler b. View tab d. Status bar 18. Which of the following is not included in a ScreenTip for a command? a. Description of the function of the command c. Keyboard shortcut for the command b. Link to a help topic on the command d. Alternative location of the command

Word 18



19. Which view is best for annotating text with comments and highlighting? a. Full Screen Reading view c. Print Layout view b. Draft view d. Outline view 20. What is the default file extension for a document created in Word 2010? a. .dot c. .dotx b. .doc d. .docx

Skills Review


Word 2010

1. Explore the Word program window. a. Start Word. b. Identify as many elements of the Word program window as you can without referring to the unit material. c. Click the File tab, then click the Info, Recent, New, Print, Save & Send, and Help commands. d. Click each tab on the Ribbon, review the groups and buttons on each tab, then return to the Home tab. e. Point to each button on the Home tab and read the ScreenTips. f. Click the view buttons to view the blank document in each view, then return to Print Layout view. g. Use the Zoom slider to zoom all the way in and all the way out on the document, then return to 100%. 2. Start a document. a. In a new blank document, type FAX at the top of the page, then press [Enter] two times. b. Type the following, pressing [Tab] as indicated and pressing [Enter] at the end of each line: To: [Tab] [Tab] Matthew Donner From: [Tab] [Tab] Your Name Date: [Tab] [Tab] Today’s date Re: [Tab] [Tab] Reservation confirmation Pages: [Tab] [Tab] 1 Fax: [Tab] [Tab] (802) 555-5478 c. Press [Enter] again, then type Thank you for your interest in our summer festival weekend package, which includes accommodations for three nights in downtown Toronto, continental breakfast, and a festival pass. Rooms are still available during the following festivals: International Jazz Festival, Comedy Festival, Toronto Fringe Festival, and the Festival of Arts. Please see the attached schedule for festival dates and details. d. Press [Enter], then type To make a reservation, please call me at (416) 555-7482. I will need payment in full by the 3rd of June to hold a room. No one knows how to celebrate summer like Torontonians! e. Insert Grand Prix Festival, before International Jazz Festival. f. Using the [Backspace] key, delete 1 in the Pages: line, then type 2. g. Using the [Delete] key, delete festival in the last sentence of the first paragraph. 3. Save a document. a. Click the Save button on the Quick Access toolbar. b. Save the document as WD A-Donner Fax with the default file extension to the drive and folder where you store your Data Files. c. After your name, type a comma, press [Spacebar], then type Global Toronto d. Save the document. 4. Select text. a. Turn on formatting marks. b. Select the Re: line, then type Re: [Tab] [Tab] Summer Festival Weekend Package c. Select three in the first sentence, then type two. d. Select 3rd of June in the second sentence of the last paragraph, type 15th of May, select room, then type reservation. e. Delete the sentence No one knows how to celebrate summer like Torontonians! f. Turn off the display of formatting marks, then save the document. Word 19


Skills Review (continued) FIGURE A-16 5. Format text using the Mini toolbar. a. Select FAX, then click the Grow Font button on the Mini toolbar 11 times. b. Apply bold to the word FAX, then center it on the page. c. Apply a bottom border under the word FAX. d. Apply bold to the following words in the fax heading: To:, From:, Date:, Re:, Pages:, and Fax:. e. Preview the document using the Print command. f. Zoom in on the document, then proofread the fax. g. Correct any typing errors in your document, then save the document. Compare your document to Figure A-16. h. Submit the fax to your instructor, then close the document. 6. Create a document using a template. a. Click the File tab, click New, then click Sample templates. b. Create a new document using the Origin Fax template. c. Insert today’s date using the date content control. d. If your name is not on the From line, select the text in the From content control, then type your name. e. Click the “Type the sender phone number” placeholder text, press [Delete]; click the “Type the sender fax number” placeholder text, type 555-5748; click the ”Type the sender company name” placeholder text, then type Global Toronto. f. Type Janice Richard to replace the “To:” placeholder text; select “Phone:”, type Re; type Sold out summer packages to replace the “Type the recipient phone number” placeholder text; type 555-1176 to replace the “Type the recipient fax number” placeholder text; then type Toronto Chamber of Commerce to replace the “Type the recipient company name” placeholder text. g. Save the document with the filename WD A-Sold Out Fax to the drive and folder where you store your Data Files. 7. View and navigate a document. a. Scroll down until Comments is near the top of your document window. b. Replace the Comments placeholder text with the following text: Packages for the following summer festivals are sold out: First Peoples’ Festival, Chamber Music Festival, and Dragon Boat Race Festival. We had expected these packages to be less popular than those for the bigger festivals, but interest has been FIGURE A-17 high. Next year, we will increase our bookings for these festivals by 30%. c. Use the Zoom dialog box to view the Whole Page. d. Click Comments to move the insertion point to the middle of the page, then use the Zoom slider to set the Zoom percentage at approximately 100%. e. Scroll to the bottom of the page, click in the Please Recycle box, type x if one is not added automatically when you click the box, then save your changes. f. Preview the document, then correct any errors, saving changes if necessary. Compare your document to Figure A-17. Submit the document to your instructor, close the file, then exit Word.

Word 20




If you have a SAM 2010 user profile, an autogradable SAM version of this assignment may be available at http://www.cengage.com/sam2010. Check with your instructor to confirm that this assignment is available in SAM. To use the SAM version of this assignment, log into the SAM 2010 Web site and download the instruction and start files.

Yesterday you interviewed for a job as marketing director at Chelsea Design Services. You spoke with several people at the company, including Rena Gupta, chief executive officer, whose business card is shown in Figure A-18. You need to write a follow-up letter to Ms. Gupta, thanking her for the interview and expressing your interest in the company and the position. She also asked you to send her some samples of your marketing work, which you will enclose with the letter. FIGURE A-18

Word 2010

a. Start Word and save a new blank document as WD A-Gupta Letter to the drive and folder where you store your Data Files. b. Begin the letter by clicking the No Spacing button in the Styles group. You use this button to apply the No Spacing style to the document so that your document does not include extra space between paragraphs. c. Type a personal letterhead for the letter that includes your name, address, telephone number, and e-mail address. If Word formats your e-mail address as a hyperlink, right-click your e-mail address, then click Remove Hyperlink. (Note: Format the letterhead after you finish typing the letter.) d. Three lines below the bottom of the letterhead, type today’s date. e. Four lines below the date, type the inside address, referring to Figure A-18 for the address information. Be sure to include the recipient’s title, company name, and full mailing address in the inside address. f. Two lines below the inside address, type Dear Ms. Gupta: for the salutation. g. Two lines below the salutation, type the body of the letter according to the following guidelines: • In the first paragraph, thank her for the interview. Then restate your interest in the position and express your desire to work for the company. Add any specific details you think will enhance the power of your letter. • In the second paragraph, note that you are enclosing three samples of your work, and explain something about the samples you are enclosing. • Type a short final paragraph. h. Two lines below the last body paragraph, type a closing, then four lines below the closing, type the signature block. Be sure to include your name in the signature block. i. Two lines below the signature block, type an enclosure notation. (Hint: An enclosure notation usually includes the word “Enclosures” or the abbreviation “Enc.” followed by the number of enclosures in parentheses.) j. Format the letterhead with bold, centering, and a bottom border. k. Save your changes. l. Preview the letter, submit it to your instructor, then close the document and exit Word.

Independent Challenge 2 Your company has recently installed Word 2010 on its company network. As the training manager, it’s your responsibility to teach employees how to use the new software productively. Now that they have begun working with Word 2010, several employees have asked you about sharing documents with colleagues using Windows Live SkyDrive. In response, you wrote a memo to all employees explaining Windows Live SkyDrive, some of its features, and how to register for a Windows Live ID. You now need to format the memo before distributing it. a. Start Word, open the file WD A-1.docx from the drive and folder where you store your Data Files, then read the memo to get a feel for its contents. b. Save the file as WD A-SkyDrive Memo to the drive and folder where you store your Data Files.


Word 21


Independent Challenge 2 (continued) FIGURE A-19 c. Replace the information in the memo header with the information shown in Figure A-19. Make sure to include your name in the From line and the current date in the Date line. d. Apply bold to To:, From:, Date:, and Re:. e. Increase the size of WORD TRAINING MEMORANDUM to match Figure A-19, center the text on the page, add a border below it, then save your changes.

Advanced Challenge Exercise ■ Using the Font list on the Mini toolbar, apply a different font to WORD TRAINING MEMORANDUM. Make sure to select a font that is appropriate for a business memo. ■ Using the Font Color button on the Mini toolbar, change the color of WORD TRAINING MEMORANDUM to an appropriate color. ■ Save a copy of the memo in Word 97-2003 Document (*.doc) format as WD A-SkyDrive Memo ACE to the drive or folder where you store your Data Files. (Hint: Use the Save as type list arrow in the Save As dialog box.) f. Preview the memo, submit it to your instructor, then close the document and exit Word.

Independent Challenge 3 You are an expert on global warming. The president of the National Park Association, Nathan Cummings, has asked you to be the keynote speaker at an upcoming conference on the impact of climate change on the national parks, to be held in Glacier National Park. You use one of the Word letter templates to write a letter to Mr. Cummings accepting the invitation and confirming the details. Your letter to Mr. Cummings should reference the following information: • The conference will be held August 4–6, 2013, at the Many Glacier Hotel in the park. • You have been asked to speak for an hour on Saturday, August 5, followed by one half hour for questions. • Mr. Cummings suggested the lecture topic “Melting Glaciers, Changing Ecosystems.” • Your talk will include a 45-minute slide presentation. • The National Park Association will make your travel arrangements. • Your preference is to arrive at Glacier Park International Airport in Kalispell on the morning of Friday, August 4, and to depart on Monday, August 7. You would like to rent a car at the airport for the drive to the Many Glacier Hotel. • You want to fly in and out of the airport closest to your home. a. Start Word, open the File tab, click New, click Sample templates, and then select an appropriate letter template. Save the document as WD A-Cummings Letter to the drive and folder where you store your Data Files. b. Replace the placeholders in the letterhead with your personal information. Include your name, address, phone number, and e-mail address. Delete any placeholders that do not apply. (Hints: Depending on the template you choose, the letterhead might be located at the top or on the side of the document. You can press [Enter] when typing in a horizontal placeholder to add an additional line of text. You can also change the format of text typed in a placeholder. If your e-mail address appears as a hyperlink, right-click the e-mail address and click Remove Hyperlink.) c. Use the Pick the date content control to select the current date. d. Replace the placeholders in the inside address. Be sure to include Mr. Cumming’s title and the name of the organization. Make up a street address and zip code. e. Type Dear Mr. Cummings: for the salutation. f. Using the information listed previously, type the body of the letter: • In the first paragraph, accept the invitation to speak. • In the second paragraph, confirm the important conference details, confirm your lecture topic, and provide any relevant details. Word 22



Independent Challenge 3 (continued) • In the third paragraph, state your travel preferences. • Type a short final paragraph. g. Type Sincerely, for the closing, then include your name in the signature block. h. Adjust the formatting of the letter as necessary. For example, remove bold formatting or change the font color of text to a more appropriate color.

Word 2010

Advanced Challenge Exercise ■ Zoom in on the title “Melting Glaciers, Changing Ecosystems”, delete the quotation marks, then apply italics to the title. ■ Select one word in the letter, such as an adjective, and replace it with another similar word to improve the meaning of the sentence. ■ Correct your spelling and grammar errors, if any, by right-clicking any red- or green-underlined text and then choosing from the options on the shortcut menu. ■ View the letter in Full Screen Reading view, then click the Close button to return to Print Layout view. i. Proofread your letter, make corrections as needed, then save your changes. j. Submit the letter to your instructor, close the document, then exit Word.

Real Life Independent Challenge This Independent Challenge requires an Internet connection. The computer keyboard has become as essential an office tool as the pencil. The more adept you become at touch typing—the fastest and most accurate way to type—the more comfortable you will be working with computers and the more saleable your office skills to a potential employer. The Internet is one source of information on touch typing, and many Web sites include free typing tests and online tutorials to help you practice and improve your typing skills. In this independent challenge, you will take an online typing test to check your typing skills. You will then research the fundamentals of touch typing and investigate some of the ergonomic factors important to becoming a productive keyboard typist. a. Use your favorite search engine to search the Internet for information on typing. Use the keywords typing and typing ergonomics to conduct your search. b. Review the Web sites you find. Choose a site that offers a free online typing test, take the test, then print the Web page showing the results of your typing test if requested to do so by your instructor. c. Start Word and save a new blank document as WD A-Touch Typing to the drive and folder where you store your Data Files. d. Type your name at the top of the document. e. Type a brief report on the results of your research. Your report should answer the following questions: • What are the URLs of the Web sites you visited to research touch typing and keyboard ergonomics? (Hint: A URL is a Web page’s address. An example of a URL is www.course.com.) • What are some benefits of using the touch typing method? • Which keys should the fingers of the left and right hands rest on when using the touch typing method? • What ergonomic factors are important to keep in mind while typing? f. Save your changes to the document, preview and submit it to your instructor, then close the document and exit Word.


Word 23


Visual Workshop Create the cover letter shown in Figure A-20. Before beginning to type, click the No Spacing button in the Styles group on the Home tab. Add the bottom border to the letterhead after typing the letter. Save the document as WD A-Lee Cover Letter to the drive and folder where you store your Data Files, submit the letter to your instructor, then close the document and exit Word.

FIGURE A-20

Word 24



UNIT

B Word 2010


Editing Document s The sophisticated editing features in Word make it easy to revise and polish your documents. In this unit, you learn how to revise an existing file by opening it, copying and mov-

WD B-1.docx

ing text, and then saving the document as a new file. You also learn how to perfect your

WD B-2.docx

documents using proofing tools and how to quickly prepare a document for distribution to

WD B-3.docx WD B-4.docx WD B-5.docx

the public.

You have been asked to edit and finalize a press release for a QST promo-

tional lecture series. The press release should provide information about the series so that

WD B-6.docx

newspapers, radio stations, and other media outlets can announce it to the public. QST press

WD B-7.docx

releases are disseminated by fax and by e-mail. Before distributing the file electronically to your lists of press contacts and local QST clients, you add several hyperlinks and then strip the file of private information.

OBJECTIVES

Cut and paste text Copy and paste text Use the Office Clipboard Find and replace text Check spelling and grammar Research information Add hyperlinks Work with document properties


UNIT

B Word 2010

STEPS

Cut ting and Pasting Text The editing features in Word allow you to move text from one location to another in a document. Moving text is often called cut and paste. When you cut text, it is removed from the document and placed on the Clipboard, a temporary storage area for text and graphics that you cut or copy from a document. You can then paste, or insert, text that is stored on the Clipboard in the document at the location of the insertion point. You cut and paste text using the Cut and Paste buttons in the Clipboard group on the Home tab. You also can move selected text by dragging it to a new location using the mouse. This operation is called drag and drop. You open the press release that was drafted by a colleague, save it with a new filename, and then reorganize the information in the press release using the cut-and-paste and drag-and-drop methods.

1. Start Word, click the File tab, click Open, navigate to the drive and folder where you store your Data Files, click WD B-1.docx, then click Open The document opens. Once you have opened a file, you can edit it and use the Save or the Save As command to save your changes. You use the Save command when you want to save the changes you make to a file, overwriting the file that is stored on a disk. You use the Save As command when you want to leave the original file intact and create a duplicate file with a different filename, file extension, or location.

2. Click the File tab, click Save As, type WD B-Lecture PR in the File name text box, then click Save You can now make changes to the press release file without affecting the original file.

3. Replace Ron Dawson with your name, scroll down until the headline “Helen Moffit to Speak...” is at the top of your document window, then click the Show/Hide ¶ button in the Paragraph group on the Home tab to display formatting marks 4. Select Alaskan guide Gilbert Coonan, (including the comma and the space after it) in the third body paragraph, then click the Cut button in the Clipboard group The text is removed from the document and placed on the Clipboard. Word uses two different clipboards: the system Clipboard (the Clipboard), which holds just one item, and the Office Clipboard, which holds up to 24 items. The last item you cut or copy is always added to both clipboards. You’ll learn more about the Office Clipboard in a later lesson.

5. Place the insertion point before African (but after the space) in the first line of the third paragraph, then click the Paste button in the Clipboard group The text is pasted at the location of the insertion point, as shown in Figure B-1. The Paste Options button appears below text when you first paste it in a document. You’ll learn more about the Paste Options button in the next lesson. For now, you can ignore it.

6. Press and hold [Ctrl], click the sentence Ticket prices include lunch. in the fourth paragraph, then release [Ctrl] The entire sentence is selected.

7. Press and hold the mouse button over the selected text until the pointer changes to The pointer’s vertical line is the insertion point. You drag the pointer to position the insertion point where you want the text to be inserted when you release the mouse button. TROUBLE If you make a mistake, click the Undo on the button Quick Access toolbar, then try again.

8. Drag the pointer’s vertical line to the end of the fifth paragraph (between the period and the paragraph mark) as shown in Figure B-2, then release the mouse button The selected text is moved to the location of the insertion point. It is convenient to move text using the dragand-drop method when the locations of origin and destination are both visible on the screen. Text is not placed on the Clipboard when you drag and drop it.

9. Deselect the text, then click the Save button Word 26


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FIGURE B-1: Moved text with Paste Options button

Word 2010

Pasted text

Paste Options button

FIGURE B-2: Dragging and dropping text in a new location

Text being moved from here…

… to location of vertical line

Using keyboard shortcuts A shortcut key is a function key, such as [F1], or a combination of keys, such as [Ctrl][S], that you press to perform a command. For example, instead of using the Cut, Copy, and Paste commands on the Ribbon or the Mini toolbar, you can use the keyboard shortcuts [Ctrl][X] to cut text, [Ctrl][C] to copy text, and [Ctrl][V] to paste text. You can also press [Ctrl][S] to save changes to a document instead of

clicking the Save button on the Quick Access toolbar or clicking Save on the File tab. Becoming skilled at using keyboard shortcuts can help you quickly accomplish many of the tasks you perform in Word. If a keyboard shortcut is available for a command, then it is listed in the ScreenTip for that command.

Editing Document s

Word 27


UNIT

B Word 2010

STEPS QUICK TIP You can also cut or copy text by rightclicking the selected text, and then clicking the Cut or Copy command on the menu that opens.

QUICK TIP If you don’t like the result of a paste option, try another option or click the , Undo button and then paste the text again.

Copying and Pasting Text Copying and pasting text is similar to cutting and pasting text, except that the text you copy is not removed from the document. Rather, a copy of the text is placed on the Clipboard, leaving the original text in place. You can copy text to the Clipboard using the Copy button in the Clipboard group on the Home tab, or you can copy text by pressing [Ctrl] as you drag the selected text from one location to another. You continue to edit the press release by copying text from one location to another.

1. Select Travel Luncheon in the headline, then click the Copy button Clipboard group

in the

A copy of the selected text is placed on the Clipboard, leaving the original text you copied in place.

2. Place the insertion point before season in the third paragraph, then click the Paste button in the Clipboard group “Travel Luncheon” is inserted before “season,” as shown in Figure B-3. Notice that the pasted text is formatted differently than the paragraph in which it was inserted.

3. Click the Paste Options button, move the mouse over each button on the menu that opens to read its ScreenTip, then click the Keep Text Only (T) button The formatting of “Travel Luncheon” is changed to match the rest of the paragraph. The buttons on the Paste Options menu allow you to change the formatting of pasted text. You can choose to keep the original formatting (Keep Source Formatting), match the destination formatting (Merge Formatting), or paste the text unformatted (Keep Text Only).

4. Select www.questspecialtytravel.com in the fifth paragraph, press and hold [Ctrl], then press and hold the mouse button until the pointer changes to 5. Drag the pointer’s vertical line to the end of the last paragraph, placing it between site and the period, release the mouse button, then release [Ctrl] The text is copied to the last paragraph. Since the formatting of the text you copied is the same as the formatting of the destination paragraph, you can ignore the Paste Options button. Text is not copied to the Clipboard when you copy it using the drag-and-drop method.

6. Place the insertion point before www.questspecialtytravel.com in the last paragraph, type at followed by a space, then save the document Compare your document with Figure B-4.

Splitting the document window to copy and move items in a long document If you want to copy or move items between parts of a long document, it can be useful to split the document window into two panes. This allows you to display the item you want to copy or move in one pane and the destination for the item in the other pane. To split a window, click the Split button in the Window group on the View tab, drag the horizontal split bar that appears to the location you want to split the window, and then click. Once the document window is split

Word 28

into two panes, you can drag the split bar to resize the panes and use the scroll bars in each pane to display different parts of the document. To copy or move an item from one pane to another, you can use the Cut, Copy, and Paste commands, or you can drag the item between the panes. When you are finished editing the document, double-click the split bar to restore the window to a single pane, or click the Remove Split button in the Window group on the View tab.

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FIGURE B-3: Text pasted in document

Word 2010

Formatting of the pasted text matches the headline text FIGURE B-4: Copied text in document

Formatting of pasted text matches surrounding text

Text was copied from here…

… to here

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Word 29


UNIT

B Word 2010

STEPS QUICK TIP You can set the Office Clipboard to open automatically when you cut or copy two items consecutively by clicking Options in the Clipboard task pane, and then selecting Show Office Clipboard Automatically.

Using the Of fice Clipboard The Office Clipboard allows you to collect text and graphics from files created in any Office program and insert them into your Word documents. It holds up to 24 items and, unlike the system Clipboard, the items on the Office Clipboard can be viewed. To display the Office Clipboard, you simply click the launcher in the Clipboard group on the Home tab. You add items to the Office Clipboard using the Cut and Copy commands. The last item you collect is always added to both the system Clipboard and the Office Clipboard. You use the Office Clipboard to move several sentences in your press release.

1. Click the launcher

in the Clipboard group

The Office Clipboard opens in the Clipboard task pane. It contains the Travel Luncheon item you copied in the last lesson.

2. Select the sentence San Diego Union-Tribune travel editor ... (including the space after the period) in the last paragraph, right-click the selected text, then click Cut on the menu that opens The sentence is cut to the Office Clipboard.

3. Select the sentence A detailed schedule is... (including the ¶ mark), right-click the selected text, then click Cut The Office Clipboard displays the items you cut or copied, as shown in Figure B-5. The icon next to each item indicates the items are from a Word document. The last item collected is displayed at the top of the Clipboard task pane. As new items are collected, the existing items move down the task pane.

4. Place the insertion point at the end of the second paragraph (after “Quarter.” but before the ¶ mark), then click the San Diego Union-Tribune... item on the Office Clipboard Clicking an item on the Office Clipboard pastes the item in the document at the location of the insertion point. Items remain on the Office Clipboard until you delete them or close all open Office programs. Also, if you add a 25th item to the Office Clipboard, the first item you collected is deleted.

5. Place the insertion point at the end of the third paragraph (after “Duong.”), then click the A detailed schedule is... item on the Office Clipboard The sentence is pasted into the document.

6. Select the fourth paragraph, which begins with the sentence This is the first event... (including the ¶ mark), right-click the selected text, then click Cut The paragraph is cut to the Office Clipboard.

7. Place the insertion point at the beginning of the third paragraph (before “Our...”), click the Paste button in the Clipboard group on the Home tab, then press [Backspace] The sentences from the “This is the first...” paragraph are pasted at the beginning of the “Our speaker list...” paragraph. You can paste the last item collected using either the Paste command or the Office Clipboard.

8. Place the insertion point at the end of the third paragraph (after “www.questspecialtytravel. com.” and before the ¶ mark), then press [Delete] twice Two ¶ symbols and the corresponding blank lines between the third and fourth paragraphs are deleted.

9. Click the Show/Hide ¶ button QUICK TIP To delete an individual item from the Office Clipboard, click the list arrow next to the item, then click Delete.

Word 30


Compare your press release with Figure B-6. Note that many Word users prefer to work with formatting marks on at all times. Experiment to see which method you prefer.

10. Click the Clear All button on the Clipboard task pane to remove the items from the Office Clipboard, click the Close button on the Clipboard task pane, press [Ctrl][Home], then save the document Pressing [Ctrl][Home] moves the insertion point to the top of the document.

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FIGURE B-5: Office Clipboard in Clipboard task pane

Clipboard task pane

Items stored on the Office Clipboard (yours may include additional items)

Word 2010

Click to change display options for the Office Clipboard

FIGURE B-6: Revised press release

Click to paste all the items on the Office Clipboard

Last item collected

First item moves down as more items are collected

Copying and moving items between documents You can also use the system and Office Clipboards to copy and move items between documents. To do this, open both documents and the Clipboard task pane in the program window. With multiple documents open, copy or cut an item from one document and then switch to the other document and paste the item. To switch

between open documents, point to the Word icon on the taskbar, and then click the document you want to appear in the document window. You can also display more than one document at the same time by clicking the Arrange All button or the View Side by Side button in the Window group on the View tab.

Editing Document s

Word 31


UNIT

B Word 2010

STEPS TROUBLE If any of the Search Options check boxes are selected in your Find and Replace dialog box, deselect them. If Format appears under the Find what or Replace with text box, click in the text box, then click the No Formatting button.

QUICK TIP To find, review, and replace each occurrence individually, click Find Next.

Finding and Replacing Tex t The Find and Replace feature in Word allows you to automatically search for and replace all instances of a word or phrase in a document. For example, you might need to substitute “tour” for “trip.” To manually locate and replace each instance of “trip” in a long document would be very time-consuming. Using the Replace command you can find and replace all occurrences of specific text at once, or you can choose to find and review each occurrence individually. You also can use the Find command to locate and highlight every occurrence of a specific word or phrase in a document. QST has decided to change the name of the lecture series from “Travel Luncheon Series” to “Travel Lecture Series.” You use the Replace command to search the document for all instances of “Luncheon” and replace them with “Lecture.”

1. Click the Replace button in the Editing group, then click More in the Find and Replace dialog box The Find and Replace dialog box opens and expands, as shown in Figure B-7.

2. Type Luncheon in the Find what text box “Luncheon” is the text that will be replaced.

3. Press [Tab], then type Lecture in the Replace with text box “Lecture” is the text that will replace “Luncheon.”

4. Click the Match case check box in the Search Options section to select it Selecting the Match case check box tells Word to find only exact matches for the uppercase and lowercase characters you entered in the Find what text box. You want to replace all instances of “Luncheon” in the proper name “Travel Luncheon Series.” You do not want to replace “luncheon” when it refers to a lunchtime event.

5. Click Replace All Clicking Replace All changes all occurrences of “Luncheon” to “Lecture” in the press release. A message box reports three replacements were made.

6. Click OK to close the message box, then click Close in the Find and Replace dialog box Word replaced “Luncheon” with “Lecture” in three locations, but did not replace “luncheon.”

QUICK TIP Alternately, you can also use the Find tab in the Find and Replace dialog box to find text in a document.

7. Click the Find button in the Editing group Clicking the Find button opens the Navigation pane, which is used to browse a longer document by headings, by pages, or by specific text or objects. The Find command allows you to quickly locate all instances of text in a document. You use it to verify that Word did not replace “luncheon.”

8. Type luncheon in the Search document text box in the Navigation pane, then scroll up until the headline is at the top of the document window The word “luncheon” is highlighted and selected in the document, as shown in Figure B-8.

9. Click the Close button in the Navigation pane, press [Ctrl][Home], then save the document The highlighting is removed from the text when you close the Navigation pane.

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FIGURE B-7: Find and Replace dialog box

Find only complete words Use wildcards (*) in a search string

Replace only exact matches of uppercase and lowercase characters

Word 2010

Find words that sound like the Find what text Find and replace all forms of a word

FIGURE B-8: Found text highlighted in document

Navigation pane Search document text box List shows each match and its surrounding text Found text is highlighted

Navigating a document using the Go To command Rather than scrolling to move to a different place in a longer document, you can use the Go To command to quickly move the insertion point to a specific location. To move to a specific page, section, line, table, graphic, or other item in a document, you use the Go To tab in the Find and Replace dialog box. To open the Find and

Replace dialog box with the Go To tab active, click the Page number button on the status bar. On the Go To tab in the Find and Replace dialog box, select the type of item you want to find in the Go to what list box, enter the relevant information about that item, and then click Go To or Next to move the insertion point to the item.

Editing Document s

Word 33


UNIT

B Word 2010

STEPS TROUBLE If Word flags your name as misspelled, right-click it, then click Ignore All. If Moffit is not flagged as misspelled, skip to Step 3.

QUICK TIP To change the language used by the Word proofing tools, click the Language button in the Language group on the Review tab, click Set Proofing Language, then click the language you prefer on the menu that opens.

TROUBLE You might need to correct other spelling and grammar errors.

QUICK TIP If Word does not offer a valid correction, correct the error yourself.

Checking Spelling and Grammar When you finish typing and revising a document, you can use the Spelling and Grammar command to search the document for misspelled words and grammar errors. The Spelling and Grammar checker flags possible mistakes, suggests correct spellings, and offers remedies for grammar errors such as subject–verb agreement, repeated words, and punctuation. You use the Spelling and Grammar checker to search your press release for errors. Before beginning the search, you set the Spelling and Grammar checker to ignore words, such as Moffit, that you know are spelled correctly.

1. Right-click Moffit in the headline A menu that includes suggestions for correcting the spelling of “Moffit” opens. You can correct individual spelling and grammar errors by right-clicking text that is underlined with a red or green wavy line and selecting a correction. Although “Moffit” is not in the Word dictionary, it is spelled correctly in the document.

2. Click Ignore All Clicking Ignore All tells Word not to flag “Moffit” as misspelled.

3. Press [Ctrl][Home], click the Review tab, then click the Spelling & Grammar button in the Proofing group The Spelling and Grammar: English (U.S.) dialog box opens, as shown in Figure B-9. The dialog box identifies “inagural” as misspelled and suggests possible corrections for the error. The word selected in the Suggestions box is the correct spelling.

4. Click Change Word replaces the misspelled word with the correctly spelled word. Next, the dialog box identifies “Gaslamp” as a misspelled word and suggests the correction “Gas lamp.” The proper name “Gaslamp Quarter” is spelled correctly in the document.

5. Click Ignore Once Word ignores the spelling. Next, the dialog box indicates that “are” is repeated in a sentence.

6. Click Delete Word deletes the second occurrence of the repeated word. Next, the dialog box flags a subject–verb agreement error and suggests using “is” instead of “are,” as shown in Figure B-10. The phrase selected in the Suggestions box is correct.

7. Click Change Word replaces “are” with “is” in the sentence, and the Spelling and Grammar dialog box closes. Keep in mind that the Spelling and Grammar checker identifies many common errors, but you cannot rely on it to find and correct all spelling and grammar errors in your documents. Always proofread your documents carefully.

8. Click OK to complete the spelling and grammar check, press [Ctrl][Home], then save the document

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FIGURE B-9: Spelling and Grammar: English (U.S.) dialog box

Ignores this occurrence of the word

Word identified as misspelled

Ignores all occurrences of the word Adds the word to the Word dictionary

Suggested correction

Changes the word to the selected correction

Word 2010

Adds the misspelled word and the correction to the AutoCorrect list

Changes all occurrences of the word to the selected correction

FIGURE B-10: Grammar error identified in Spelling and Grammar dialog box

Grammar error identified

Possible corrections

Displays an explanation of the grammar rule used to identify the error

Check indicates grammar is being checked too

Inserting text with AutoCorrect As you type, AutoCorrect automatically corrects many commonly misspelled words. By creating your own AutoCorrect entries, you can set Word to insert text that you type often, such as your name or contact information, or to correct words you misspell frequently. For example, you could create an AutoCorrect entry so that the name “Ronald T. Dawson” is automatically inserted whenever you type “rtd” followed by a space. You create AutoCorrect entries and customize other AutoCorrect and AutoFormat options using the AutoCorrect dialog box. To open the AutoCorrect dialog box, click the File tab, click Options, click Proofing in the Word Options dialog box that opens, and then click AutoCorrect Options. On the AutoCorrect tab in the AutoCorrect dialog box, type the text you want to be corrected automatically in the Replace text box (such as

“rtd”), type the text you want to be inserted in its place automatically in the With text box (such as “Ronald T. Dawson”), and then click Add. The AutoCorrect entry is added to the list. Click OK to close the AutoCorrect dialog box, and then click OK to close the Word Options dialog box. Word inserts an AutoCorrect entry in a document when you press [Spacebar] or a punctuation mark after typing the text you want Word to correct. For example, Word inserts “Ronald T. Dawson” when you type “rtd” followed by a space. If you want to remove an AutoCorrect entry you created, simply open the AutoCorrect dialog box, select the AutoCorrect entry you want to remove in the list, click Delete, click OK, and then click OK to close the Word Options dialog box.

Editing Document s

Word 35


UNIT

B Word 2010

STEPS QUICK TIP You can also click the Research button in the Proofing group to open the Research task pane.

QUICK TIP To look up synonyms for a different word, type the word in the Search for text box, then click the green Start searching button.

Researching Information The Word Research feature allows you to quickly search reference sources and the World Wide Web for information related to a word or phrase. Among the reference sources available in the Research task pane is a Thesaurus, which you can use to look up synonyms for awkward or repetitive words. When you are working with an active Internet connection, the Research task pane also provides access to dictionary and translation sources, as well as to Web search engines such as Bing. After proofreading your document for errors, you decide the press release would read better if several adjectives were more descriptive. You use the Thesaurus to find synonyms.

1. Scroll down until the headline is displayed at the top of your screen 2. Select noted in the first sentence of the third paragraph, then click the Thesaurus button in the Proofing group on the Review tab The Research task pane opens, as shown in Figure B-11. “Noted” appears in the Search for text box, and possible synonyms for “noted” are listed under the Thesaurus: English (U.S.) heading in the task pane.

3. Point to prominent in the list of synonyms A box containing a list arrow appears around the word.

4. Click the list arrow, click Insert on the menu that opens, then close the Research task pane “Prominent” replaces “noted” in the press release.

5. Right-click innumerable in the first sentence of the first paragraph, point to Synonyms on the menu that opens, then click numerous “Numerous” replaces “innumerable” in the press release.

6. Select the four paragraphs of body text, then click the Word Count button in the Proofing group The Word Count dialog box opens, as shown in Figure B-12. The dialog box lists the number of pages, words, characters, paragraphs, and lines included in the selected text. Notice that the status bar also displays the number of words included in the selected text and the total number of words in the entire document. If you want to view the page, character, paragraph, and line count for the entire document, make sure nothing is selected in your document, and then click Word Count in the Proofing group. QUICK TIP To add or remove available reference sources, click Research options in the Research task pane.

Word 36

7. Click Close, press [Ctrl][Home], then save the document 8. Click the File tab, click Save As, type WD B-Lecture PR Public in the File name text box, then click Save The WD B-Lecture PR file closes, and the WD B-Lecture PR Public file is displayed in the document window. You will modify this file to prepare it for electronic release to the public.

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FIGURE B-11: Research task pane

Click to select a different reference source Possible meaning for the selected word

Word selected in the document

Word 2010

Synonyms for the active meaning of the word

Click to add or change reference sources

FIGURE B-12: Word Count dialog box

Your paragraph count may differ

Publishing a blog directly from Word A blog, which is short for weblog, is an informal journal that is created by an individual or a group and available to the public on the Internet. A blog usually conveys the ideas, comments, and opinions of the blogger and is written using a strong personal voice. The person who creates and maintains a blog, the blogger, typically updates the blog daily. If you have or want to start a blog, you can configure Word to link to your blog site so that you can write, format, and publish blog entries directly from Word. To create a new blog post, click the File tab, click New, then double-click Blog post to open a predesigned blog post document

that you can customize with your own text, formatting, and images. You can also publish an existing document as a blog post by opening the document, clicking the File tab, clicking Save & Send, and then clicking Publish as Blog Post. In either case, Word prompts you to log onto your personal blog account. To blog directly from Word, you must first obtain a blog account with a blog service provider. Resources, such as the Word Help system and online forums, provide detailed information on obtaining and registering your personal blog account with Word.

Editing Document s

Word 37


UNIT

B Word 2010

STEPS QUICK TIP By default, Word automatically creates a hyperlink to an e-mail address or URL when you type the address or URL in a document.

Adding Hyperlinks A hyperlink is text or a graphic that, when clicked, “jumps” the viewer to a different location or program. When a document is viewed on screen, hyperlinks allow readers to link (or jump) to a Web page, an e-mail address, a file, or a specific location in a document. When you create a hyperlink in a document, you select the text or graphic you want to use as a hyperlink and then you specify the location you want to jump to when the hyperlink is clicked. You create a hyperlink using the Hyperlink button in the Links group on the Insert tab. Text that is formatted as a hyperlink appears as colored, underlined text. Hundreds of people on your lists of press and client contacts will receive the press release by e-mail or Internet fax. To make it easier for these people to access additional information about the series, you add several hyperlinks to the press release.

1. Select your name, click the Insert tab, then click the Hyperlink button in the Links group The Insert Hyperlink dialog box opens, as shown in Figure B-13. You use this dialog box to specify the location of the Web page, file, e-mail address, or position in the current document you want to jump to when the hyperlink—in this case, your name—is clicked.

2. Click E-mail Address in the Link to section The Insert Hyperlink dialog box changes so you can create a hyperlink to your e-mail address.

3. Type your e-mail address in the E-mail address text box, type Travel Lecture Series in the Subject text box, then click OK As you type, Word automatically adds mailto: in front of your e-mail address. After you close the dialog box, the hyperlink text—your name—is formatted in blue and underlined. QUICK TIP To remove a hyperlink, right-click it, then click Remove Hyperlink. Removing a hyperlink removes the link, but the text remains.

4. Press and hold [Ctrl], then click the your name hyperlink An e-mail message addressed to you with the subject “Travel Lecture Series” opens in the default e-mail program. People can use this hyperlink to send you an e-mail message.

5. Close the e-mail message window The hyperlink text changes to purple, indicating the hyperlink has been followed.

6. Scroll down, select Gaslamp Quarter in the second paragraph, click the Hyperlink button, click Existing File or Web Page in the Link to section, type www.gaslamp.org in the Address text box, then click OK As you type the Web address, Word automatically adds “http://” in front of “www.” The text “Gaslamp Quarter” is formatted as a hyperlink to the Gaslamp Quarter Association home page at www.gaslamp.org. When clicked, the hyperlink will open the Web page in the default browser window.

7. Select detailed schedule in the last sentence of the third paragraph, click the Hyperlink button, type www.questspecialtytravel.com in the Address text box, then click OK The text “detailed schedule” is formatted as a hyperlink to the QST Web site. If you point to a hyperlink in Word, the link to location appears in a ScreenTip. You can edit ScreenTip text to make it more descriptive. QUICK TIP You can also edit the hyperlink destination or the hyperlink text.

8. Right-click Quarter in the Gaslamp Quarter hyperlink, click Edit Hyperlink, click ScreenTip in the Edit Hyperlink dialog box, type Map, parking, and other information about the Gaslamp Quarter in the ScreenTip text box, click OK, click OK, save your changes, then point to the Gaslamp Quarter hyperlink in the document The ScreenTip you created appears above the Gaslamp Quarter hyperlink, as shown in Figure B-14.

TROUBLE If you are not working with an active Internet connection, skip this step.

9. Press [Ctrl], click the Gaslamp Quarter hyperlink, click the Word icon on the taskbar, press [Ctrl], click the detailed schedule hyperlink, verify that the links opened in separate tabs in your browser, close the tabs, then click the Word icon on the taskbar to return to the press release document in Word Before distributing a document, it’s important to test each hyperlink to verify it works as you intended.

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FIGURE B-13: Insert Hyperlink dialog box

Create a hyperlink to a Web page or file

Text selected to be formatted as a hyperlink

Create a hyperlink to a location in the current file Create a hyperlink to a new blank document

Files in the current drive or folder (yours may differ)

Word 2010

Create a hyperlink to an e-mail address

FIGURE B-14: Hyperlinks in the document

Purple text indicates the hyperlink has been followed ScreenTip for the Gaslamp Quarter hyperlink

Hyperlinks are colored and underlined

E-mailing and faxing documents directly from Word Word includes several options for distributing and sharing documents over the Internet directly from within Word, including e-mailing and faxing documents. When you e-mail a document from within Word, the document is sent as an attachment to an e-mail message using your default e-mail program. To e-mail a file, open the file in Word, click the File tab, click Save & Send, and then select one of the options under Send Using E-mail on the Save & Send tab. You can choose to attach the document as a Word file, a .pdf file, or an .xps file, or to send it as an Internet fax. When you click an option, a

message window opens that includes the filename of the current file as the message subject and the file as an attachment. Type the e-mail address(es) of the recipient(s) in the To and Cc text boxes, any message you want in the message window, and then click Send on the message window toolbar to send the message. The default e-mail program sends a copy of the document to each recipient. Note that faxing a document directly from Word requires registration with a third-party Internet fax service. Fax services generally charge a monthly or per page fee for sending and receiving faxes.

Editing Document s

Word 39


UNIT

B Word 2010

STEPS QUICK TIP To create or modify document properties for a file, type in the Document Properties panel text boxes.

Working with Document Proper ties Before you distribute a document electronically to people outside your organization, it’s wise to make sure the file does not include embedded private or confidential information. The Info tab in Backstage view includes tools for stripping a document of sensitive information, for securing its authenticity, and for guarding it from unwanted changes once it is distributed to the public. One of these tools, the Document Inspector, detects and removes unwanted private or confidential information from a document. Before sending the press release to the public, you remove all identifying information from the file.

1. Press [Ctrl][Home], then click the File tab Backstage view opens with the Info tab displayed. The Information pane, in the middle of the tab, includes options related to stripping the file of private information. See Table B-1. The preview pane, on the right side of the tab, displays basic information about the document. Notice that the file contains document properties. You might want to remove these before you distribute the press release to the public.

2. Click the Properties button in the preview pane, then click Show Document Panel The Document Properties panel opens above the document window, as shown in Figure B-15. It shows the standard document properties for the press release. Document properties are user-defined details about a file that describe its contents and origin, including the name of the author, the title of the document, and keywords that you can assign to help organize and search your files. You decide to remove this information from the file before you distribute it electronically.

3. Click the File tab, click the Check for Issues button, then click Inspect Document, clicking Yes if prompted to save changes The Document Inspector dialog box opens. You use this dialog box to indicate which private or identifying information you want to search for and remove from the document.

4. Make sure all the check boxes are selected, then click Inspect QUICK TIP A document property, such as author name, might appear automatically in a content control in a document. Stripping a file of document properties does not remove this information from a content control.

After a moment, the Document Inspector dialog box changes to indicate that the file contains document properties.

5. Click Remove All next to Document Properties, then click Close The standard document property information is removed from the press release document.

6. Click the Properties button in the preview pane, then click Show Document Panel The Document Properties panel opens and shows that the document properties have been removed from the file.

7. Click the Close button in the Document Properties panel, save the document, submit it to your instructor, close the file, then exit Word The completed press release is shown in Figure B-16.

TABLE B-1: Options on the Info tab

option

use to

Protect Document

Mark a document as final so that it is read-only and cannot be edited; encrypt a document so that a password is required to open it; restrict what kinds of changes can be made to a document and by whom; and add a digital signature to a document to verify its integrity

Check for Issues

Detect and remove unwanted information from a document, including document properties and comments; check for content that people with disabilities might find difficult to read; and check the document for features that are not supported by previous versions of Microsoft Word

Manage versions

Browse through and delete draft versions of unsaved files

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FIGURE B-15: Document Properties panel

Your file location will differ

Document properties assigned by Ron Dawson when the original file was created

Document Properties panel

Word 2010

FIGURE B-16: Completed press release for electronic distribution

Viewing and modifying advanced document properties The Document Properties panel includes summary information about the document that you enter to suit your needs. To view more detailed document properties, including those entered automatically by Word when the document is created, click the Document Properties button in the Document Properties panel, and then click Advanced Properties to open the Properties dialog box. You can also click the Properties button on the Info tab and then click Advanced Properties to open the Properties dialog box. The General, Statistics, and Contents tabs of the Properties dialog box display information about the file that is automatically created and updated by Word. The General tab shows the file type, location, size, and date and time the file was created and last modified; the Statistics tab displays information about revisions to the document along with the number

of pages, words, lines, paragraphs, and characters in the file; and the Contents tab shows the title of the document. You can define other document properties using the Properties dialog box Summary and Custom tabs. The Summary tab shows information similar to the information shown in the Document Properties panel. The Custom tab allows you to create new document properties, such as client, project, or date completed. To create a custom property, select a property name in the Name list box on the Custom tab, use the Type list arrow to select the type of data you want for the property, type the identifying detail (such as a project name) in the Value text box, and then click Add. When you are finished viewing or modifying the document properties, click OK to close the Properties dialog box, then click the Close button on the Document Properties panel.

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Practice Concepts Review


Label the elements of the Word program window shown in Figure B-17. FIGURE B-17 5 1 2

4

3

Match each term with the statement that best describes it. 6. 7. 8. 9. 10. 11. 12. 13. 14.

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Paste Shortcut key System Clipboard Document properties Office Clipboard Cut Thesaurus Hyperlink Blog

a. b. c. d. e. f. g. h. i.

Command used to insert text stored on the Clipboard into a document Temporary storage area for up to 24 items collected from Office files Temporary storage area for only the last item cut or copied from a document A function key or a combination of keys that perform a command when pressed Text or a graphic that jumps the reader to a different location or program when clicked An informal journal that is available to the public on the Internet User-defined details about a file that describe its contents and origin Feature used to suggest synonyms for words Command used to remove text from a document and place it on the Clipboard

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Select the best answer from the list of choices.

Word 2010

15. Which of the following statements is not true? a. You can view the contents of the Office Clipboard. b. The Office Clipboard can hold more than one item. c. The last item cut or copied from a document is stored on the system Clipboard. d. When you move text by dragging it, a copy of the text you move is stored on the system Clipboard. 16. What is the keyboard shortcut for the Paste command? a. [Ctrl][P] c. [Ctrl][V] b. [Ctrl][X] d. [Ctrl][C] 17. Which command is used to display a document in two panes in the document window? a. Split c. Arrange All b. New Window d. Two Pages 18. To locate and select all instances of a word in a document, which command do you use? a. Find c. Highlight b. Search d. Replace 19. A hyperlink cannot be linked to which of the following? a. ScreenTip c. Web page b. Document d. E-mail address 20. Which of the following is an example of a document property? a. Permission c. Language b. URL d. Keyword

Skills Review 1. Cut and paste text. a. Start Word, click the File tab, then open the file WD B-2.docx from the drive and folder where you store your Data Files. b. Save the document with the filename WD B-WAOS 2013 PR. c. Select Your Name and replace it with your name. d. Display paragraph and other formatting marks in your document if they are not already displayed. e. Use the Cut and Paste buttons to switch the order of the two sentences in the fourth paragraph (which begins New group shows...). f. Use the drag-and-drop method to switch the order of the second and third paragraphs. g. Adjust the spacing if necessary so that there is one blank line between paragraphs, then save your changes. 2. Copy and paste text. a. Use the Copy and Paste buttons to copy WAOS 2011 from the headline and paste it before the word map in the third paragraph. b. Change the formatting of the pasted text to match the formatting of the third paragraph, then insert a space between 2011 and map if necessary. c. Use the drag-and-drop method to copy WAOS from the third paragraph and paste it before the word group in the second sentence of the fourth paragraph, then save your changes. 3. Use the Office Clipboard. a. Use the launcher in the Clipboard group to open the Clipboard task pane. b. Scroll so that the first body paragraph is displayed at the top of the document window. c. Select the fifth paragraph (which begins Studio location maps...) and cut it to the Office Clipboard. d. Select the third paragraph (which begins Wilmington is easily accessible...) and cut it to the Office Clipboard. e. Use the Office Clipboard to paste the Studio location maps... item as the new fourth paragraph. f. Use the Office Clipboard to paste the Wilmington is easily accessible... item as the new fifth paragraph. g. Adjust the spacing if necessary so there is one blank line between each of the six body paragraphs. h. Turn off the display of formatting marks, clear and close the Office Clipboard, then save your changes.

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Skills Review (continued) 4. Find and replace text. a. Using the Replace command, replace all instances of 2011 with 2013. b. Replace all instances of tenth with twelfth. c. Replace all instances of the abbreviation st with street, taking care to replace whole words only when you perform the replace. (Hint: Deselect Match case if it is selected.) d. Use the Find tab in the Find and Replace dialog box to find all instances of st in the document and to make sure no errors occurred when you replaced st with street. (Hint: Deselect the Find whole words only check box.) e. Save your changes to the press release. 5. Check spelling and grammar and research information. a. Switch to the Review tab. b. Move the insertion point to the top of the document, then use the Spelling and Grammar command to search for and correct any spelling and grammar errors in the press release. (Hint: Riverwalk is not misspelled.) c. Use the Thesaurus to replace thriving in the second paragraph with a different suitable word. d. Check the word count of the press release. e. Proofread your press release, correct any errors, then save your changes. 6. Add hyperlinks. a. Save the document as WD B-WAOS 2013 PR Public, then switch to the Insert tab. b. Select your name, then open the Insert Hyperlink dialog box. c. Create a hyperlink to your e-mail address with the subject WAOS 2013. d. Test the your name hyperlink, then close the message window that opens. (Hint: Press [Ctrl], then click the hyperlink.) e. Select NEA in the last paragraph of the press release, then create a hyperlink to the Web page FIGURE B-18 with the URL www.nea.gov. f. Right-click the NEA hyperlink, then edit the hyperlink ScreenTip to become Information on the National Endowment for the Arts. g. Point to the NEA hyperlink to view the new ScreenTip, then save your changes. h. If you are working with an active Internet connection, press [Ctrl], click the NEA hyperlink, view the NEA home page in the browser window, then close the browser window. 7. Work with document properties. a. Click the File tab, click the Properties button on the preview pane, then open the Document Properties panel to view the document properties for the press release. b. Click the File tab to return to Backstage view with the Info tab displayed, then use the Check for Issues command to run the Document Inspector. c. Remove the document property data, click the Home tab, close the Document Properties panel, then save your changes. The finished press release is shown in Figure B-18. d. Save the document, submit it to your instructor, close the file, then exit Word.

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Because of your success in revitalizing a historic theatre in Wellington, New Zealand, you were hired as the director of The Canberra Lyric Theatre in Canberra, Australia, to breathe life into its theatre revitalization efforts. After a year on the job, you are launching your first major fund-raising drive. You’ll create a fund-raising letter for the Lyric Theatre by modifying a letter you wrote for the theatre in Wellington.

Word 2010

a. Start Word, open the file WD B-3.docx from the drive and folder where you store your Data Files, then save it as WD B-Lyric Fundraising Letter. FIGURE B-19 b. Replace the theatre name and address, the date, the inside address, and the salutation with the text shown in Figure B-19. c. Use the Replace command to replace all instances of Wellington with Canberra. d. Use the Replace command to replace all instances of Town Hall with Lyric. e. Use the Replace command to replace all instances of New Zealanders with Australians. f. Use the Find command to locate the word considerable, then use the Thesaurus to replace the word with a synonym. g. Move the fourth body paragraph so that it becomes the second body paragraph. h. Create an AutoCorrect entry that inserts Executive Director whenever you type exd. i. Replace Your Name with your name in the signature block, select Title, then type exd followed by a space. j. Use the Spelling and Grammar command to check for and correct spelling and grammar errors. k. Delete the AutoCorrect entry you created for exd. (Hint: Open the AutoCorrect dialog box, select the AutoCorrect entry you created, then click [Delete].) Advanced Challenge Exercise ■ Open the Document Properties panel, add your name as the author, change the title to Canberra Lyric Theatre, add the keyword fund-raising, then add the comment Letter for the capital campaign. ■ Open the Properties dialog box, review the properties on the Summary tab, then review the paragraph, line, word, and character count on the Statistics tab. ■ On the Custom tab, add a property named Project with the value Capital Campaign, then close the dialog box and the Document Properties panel. l. Proofread the letter, correct any errors, save your changes, submit a copy to your instructor, close the document, then exit Word.

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Independent Challenge 2 An advertisement for job openings in Denver caught your eye and you have decided to apply. The ad, shown in Figure B-20, was printed in last weekend’s edition of your local newspaper. Instead of writing a cover letter from scratch, you revise a draft of a cover letter you wrote several years ago for a summer internship position. FIGURE B-20 a. Read the ad shown in Figure B-20 and decide which position to apply for. Choose the position that most closely matches your qualifications. b. Start Word, open WD B-4.docx from the drive and folder where you store your Data Files, then save it as WD B-Cover Letter. c. Replace the name, address, telephone number, and e-mail address in the letterhead with your own information. d. Remove the hyperlink from the e-mail address. e. Replace the date with today’s date, then replace the inside address and the salutation with the information shown in Figure B-20. f. Read the draft cover letter to get a feel for its contents. g. Rework the text in the body of the letter to address your qualifications for the job you have chosen to apply for in the following ways: • Delete the third paragraph. • Adjust the first sentence of the first paragraph as follows: specify the job you are applying for, including the position code, and indicate where you saw the position advertised. • Move the first sentence in the last paragraph, which briefly states your qualifications and interest in the position, to the end of the first paragraph, then rework the sentence to describe your current qualifications. • Adjust the second paragraph as follows: describe your work experience and skills. Be sure to relate your experience and qualifications to the position requirements listed in the advertisement. Add a third paragraph if your qualifications are extensive. • Adjust the final paragraph as follows: politely request an interview for the position and provide your phone number and e-mail address. h. Include your name in the signature block. i. When you are finished revising the letter, check it for spelling and grammar errors, and correct any mistakes. Make sure to remove any hyperlinks. j. Save your changes to the letter, submit the file to your instructor, close the document, then exit Word.

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Independent Challenge 3 As administrative director of continuing education, you drafted a memo to instructors asking them to help you finalize the course schedule for next semester. Today, you’ll examine the draft and make revisions before distributing it as an e-mail attachment. a. Start Word, open the file WD B-5.docx from the drive and folder where you store your Data Files, then save it as WD B-Business Courses Memo. b. Replace Your Name with your name in the From line, then scroll down until the first body paragraph is at the top of the screen.

c. Use the [Delete] key to merge the first two paragraphs into one paragraph. d. Use the Office Clipboard to reorganize the list of twelve-week courses so that the courses are listed in alphabetical order, then clear and close the Office Clipboard. e. Use the drag-and-drop method to reorganize the list of one-day seminars so that the seminars are listed in alphabetical order. f. Select the phrase “Web site” in the first paragraph, then create a hyperlink to the URL www.course.com with the ScreenTip Spring 2014 Business Courses. g. Select “e-mail me” in the last paragraph, then create a hyperlink to your e-mail address with the subject Final Business Course Schedule. h. Use the Spelling and Grammar command to check for and correct spelling and grammar errors. i. Use the Document Inspector to strip the document of document property information, ignore any other content that is flagged by the Document Inspector, then close the Document Inspector. j. Proofread the memo, correct any errors, save your changes, submit a copy to your instructor, close the document, then exit Word.

Word 2010

Advanced Challenge Exercise ■ Use the Split command on the View tab to split the window under the first body paragraph, then scroll until the last paragraph of the memo is displayed in the bottom pane. ■ Use the Cut and Paste buttons to move the sentence If you are planning to teach... from the first body paragraph to become the first sentence in the last paragraph of the memo. ■ Double-click the split bar to restore the window to a single pane.

Real Life Independent Challenge This Independent Challenge requires an Internet connection. Reference sources—dictionaries, thesauri, style and grammar guides, and guides to business etiquette and procedure—are essential for day-to-day use in the workplace. Much of this reference information is available on the World Wide Web. In this independent challenge, you will locate reference sources on the Web and use some of them to look up definitions, synonyms, and antonyms for words. Your goal is to familiarize yourself with online reference sources so you can use them later in your work. a. Start Word, open the file WD B-6.docx from the drive and folder where you store your Data Files, then save it as WD B-Web Reference Sources. This document contains the questions you will answer about the Web reference sources you find. You will type your answers to the questions in the document. b. Replace the placeholder text at the top of the Web Reference Sources document with your name and the date. c. Use your favorite search engine to search the Web for grammar and style guides, dictionaries, and thesauri. Use the keywords grammar, usage, dictionary, glossary, and thesaurus to conduct your search. d. Complete the Web Reference Sources document, then proofread it and correct any mistakes. e. Save the document, submit a copy to your instructor, close the document, then exit Word.

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Visual Workshop Open WD B-7.docx from the drive and folder where you store your Data Files, then save the document as WD B-Visa Letter. Replace the placeholders for the date, letterhead, inside address, salutation, and closing with the information shown in Figure B-21, then use the Office Clipboard to reorganize the sentences to match Figure B-21. Correct spelling and grammar errors, remove the document property information from the file, then submit a copy to your instructor.

FIGURE B-21

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UNIT

C Word 2010


F or mat ting Te x t and P ar agr aphs Formatting can enhance the appearance of a document, create visual impact, and help illustrate a document’s structure. The formatting of a document can also set a tone, allow-

WD C-1.docx

ing readers to know at a glance if the document is business-like, informal, or fun. In this

WD C-2.docx

unit you learn how to format text using fonts and a variety of paragraph-formatting

WD C-3.docx WD C-4.docx WD C-5.docx WD C-6.docx

effects, such as borders, shading, and bullets. You also learn how to illustrate a document with clip art.

You have finished drafting the text for a two-page flyer advertising last

minute specials for October tours. Now, you need to format the flyer so it is attractive and highlights the significant information.

OBJECTIVES

Format with fonts Copy formats using the Format Painter Change line and paragraph spacing Align paragraphs Work with tabs Work with indents Add bullets and numbering Add borders and shading Insert clip art


UNIT

C Word 2010

STEPS

For mat t ing with Fon t s Formatting text with fonts is a quick and powerful way to enhance the appearance of a document. A font is a complete set of characters with the same typeface or design. Arial, Times New Roman, Courier, Tahoma, and Calibri are some of the more common fonts, but there are hundreds of others, each with a specific design and feel. Another way to change the appearance of text is to increase or decrease its font size. Font size is measured in points. A point is 1⁄ 72 of an inch. You change the font and font size of the body text, title, and headings in the flyer. You select fonts and font sizes that enhance the sales tone of the document and help to structure the flyer visually for readers.

1. Start Word, open the file WD C-1.docx from the drive and folder where you store your Data Files, then save it as WD C-Last Minute Deals

QUICK TIP There are two types of fonts: serif fonts have a small stroke, called a serif, at the ends of characters; sans serif fonts do not have a serif. Garamond is a serif font. Trebuchet MS is a sans serif font.

QUICK TIP You can also type a font size in the Font Size text box.

Notice that the name of the font used in the document, Calibri, is displayed in the Font list box in the Font group. The word “(Body)” in the Font list box indicates Calibri is the font used for body text in the current theme, the default theme. A theme is a related set of fonts, colors, styles, and effects that is applied to an entire document to give it a cohesive appearance. The font size, 11, appears in the Font Size list box in the Font group.

2. Scroll the document to get a feel for its contents, press [Ctrl][Home], press [Ctrl][A] to select the entire document, then click the Font list arrow in the Font group The Font list, which shows the fonts available on your computer, opens as shown in Figure C-1. The font names are formatted in the font. Font names can appear in more than one location on the font list.

3. Drag the pointer slowly down the font names in the Font list, drag the scroll box to scroll down the Font list, then click Garamond Dragging the pointer down the font list allows you to preview how the selected text will look in the highlighted font. Clicking a font name applies the font. The font of the flyer changes to Garamond.

4. Click the Font Size list arrow in the Font group, drag the pointer slowly up and down the Font Size list, then click 12 Dragging the pointer over the font sizes allows you to preview how the selected text will look in the highlighted font size. Clicking 12 increases the font size of the selected text to 12 points.

5. Select the title Quest Specialty Travel Last Minute Travel Deals, click the Font list arrow, scroll to and click Trebuchet MS, click the Font Size list arrow, click 22, then click the Bold button in the Font group The title is formatted in 22-point Trebuchet MS bold. QUICK TIP To use a different set of theme colors, click the Page Layout tab, click the Theme Colors button in the Themes group, then select a different color set.

6. Click the Font Color list arrow

in the Font group

A gallery of colors opens. It includes the set of theme colors in a range of tints and shades as well as a set of standard colors. You can point to a color in the gallery to preview it applied to the selected text.

7. Click the Purple, Accent 4, Darker 25% color as shown in Figure C-2, then deselect the text The color of the title text changes to purple. The active color on the Font Color button also changes to purple.

8. Select the heading Rajasthan Desert Safari, then, using the Mini toolbar, click the Font list arrow, click Trebuchet MS, click the Font Size list arrow, click 14, click , click , then deselect the text The heading is formatted in 14-point Trebuchet MS bold with a purple color. Notice that when you use the buttons on the Mini toolbar to format text, you cannot preview the formatting options in the document.

9. Press [Ctrl][Home], then click the Save button


Compare your document to Figure C-3.

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F or mat ting Te x t and P ar agr aphs


FIGURE C-1: Font list

Fonts used in the default theme List of recently used fonts (your list may differ)

FIGURE C-2: Font Color Palette

Font list arrow

Font Color list arrow

Font Size list arrow

Name of color appears as a ScreenTip Click to create a custom color

Word 2010

Alphabetical list of all fonts on your computer (your list may differ)

FIGURE C-3: Document formatted with fonts

Title formatted in 22-point Trebuchet MS, bold, purple Body text formatted in 12-point Garamond Heading formatted in 14-point Trebuchet MS, bold, purple

Adding a drop cap A fun way to illustrate a document with fonts is to add a drop cap to a paragraph. A drop cap is a large initial capital letter, often used to set off the first paragraph of an article. To create a drop cap, place the insertion point in the paragraph you want to format, click the Insert tab, and then click the Drop Cap button in the Text group to open a menu of Drop cap options. Preview and select one of the options on the menu, or click Drop Cap Options to open the Drop Cap dialog box, shown in Figure C-4. In the Drop Cap dialog box, select the position, font, number of lines to drop, and the distance you want the drop cap to be from the paragraph text, and then click OK. The drop cap is added to the paragraph as a graphic object. Once a drop cap is inserted in a paragraph, you can modify it by selecting it and then changing the settings in the Drop Cap dialog box. For even more interesting effects, you can enhance a drop cap with font color, font styles, or font effects. You can also fill the graphic object with shading or add a border around it. To enhance a drop cap, first select it, and then experiment with the formatting options available in the Font dialog box and in the Borders and Shading dialog box.

FIGURE C-4: Drop Cap dialog box


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UNIT

C Word 2010

STEPS

Cop ying For ma t s U s ing t he For ma t P ain t er You can dramatically change the appearance of text by applying different font styles, font effects, and character-spacing effects. For example, you can use the buttons in the Font group to make text darker by applying bold or to make text slanted by applying italic. When you are satisfied with the formatting of certain text, you can quickly apply the same formats to other text using the Format Painter. The Format Painter is a powerful Word feature that allows you to copy all the format settings applied to selected text to other text that you want to format the same way. You spice up the appearance of the text in the document by applying different font styles and effects.

1. Select immediate booking is essential in the first body paragraph, click the Bold button on the Mini toolbar, select the entire paragraph, then click the Italic button “Immediate booking is essential” is bold, and the entire paragraph is formatted in italic. QUICK TIP To change the case of selected text from lowercase to uppercase—and visa versa—click the Change Case button in the Font group, and then select the case style you want to use.

2. Select Last Minute Travel Deals, then click the launcher

in the Font group

The Font dialog box opens, as shown in Figure C-5. You can use options on the Font tab to change the font, font style, size, and color of text, and to add an underline and apply font effects to text.

3. Scroll down the Size list, click 48, click the Font color list arrow, click the Olive Green, Accent 3, Darker 25% color in the Theme Colors, then click the Text Effects button The Format Text Effects dialog box opens. You use this dialog box to apply text effects, such as shadows, outlines, and reflections, to text.

4. Click Shadow, click the Presets list arrow, click Offset Diagonal Bottom Right in the Outer section, click Close, click OK, then deselect the text The text is larger, green, and has a shadow effect.

5. Select Last Minute Travel Deals, right-click, click Font on the menu that opens, click the Advanced tab, click the Scale list arrow, click 80%, click OK, then deselect the text You use the Advanced tab in the Font dialog box to change the scale, or width, of the selected characters, to alter the spacing between characters, or to raise or lower the characters. Decreasing the scale of the characters makes them narrower and gives the text a tall, thin appearance, as shown in Figure C-6.

6. Scroll down, select the subheading Camel Safari, then, using the Mini toolbar, click the Font , click the list arrow, click Trebuchet MS, click , click , click the Font Color list arrow Olive Green, Accent 3, Darker 25% color in the Theme Colors, then deselect the text The subheading is formatted in Trebuchet MS, bold, italic, and green. TROUBLE Move the pointer over the document text to see the pointer.

7. Select Camel Safari, then click the Format Painter button The pointer changes to

in the Clipboard group

.

8. Scroll down, select Maharaja Experience with the

pointer, then deselect the text

The subheading is formatted in Trebuchet MS, bold, italic, and green, as shown in Figure C-7.

9. Scroll up as needed, select Rajasthan Desert Safari, then double-click Double-clicking the Format Painter button allows the Format Painter to remain active until you turn it off. By keeping the Format Painter active, you can apply formatting to multiple items. QUICK TIP You can also press [Esc] to turn off the Format Painter.

10. Scroll down, select the headings Everest Base Camp Trek, Cycling in Provence, and pointer, click to turn off the Format Painter, then Inca Highlands Explorer with the save your changes The headings are formatted in 14-point Trebuchet MS bold with a purple font color.

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FIGURE C-5: Font tab in Font dialog box

Font, font style, and font size options Font color and underline style options Font effects options Preview of selected font and font effects

Word 2010

Text Effects button

FIGURE C-6: Font and character spacing effects applied to text

Title formatted in 48-point, green, with a shadow effect and a character scale of 80%

Paragraph formatted in italic

FIGURE C-7: Formats copied and applied using the Format Painter

Format Painter button

Subheading formatted in Trebuchet MS, bold, italic, green

Same formats copied and applied to subheading using the Format Painter

Underlining text Another creative way to call attention to text and to jazz up the appearance of a document is to apply an underline style to words you want to highlight. The Underline list arrow in the Font group displays straight, dotted, wavy, dashed, and mixed underline styles, along with a gallery of colors to choose from. To apply an underline to text, simply select it, click the Underline list arrow, and then select an underline style from the list. For a wider variety of underline

styles, click More Underlines in the list, and then select an underline style in the Font dialog box. You can change the color of an underline at any time by selecting the underlined text, clicking the Underline list arrow, pointing to Underline Color, and then choosing from the options in the color gallery. If you want to remove an underline from text, select the underlined text, and then click the Underline button.


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UNIT

C Word 2010

STEPS

Changing Line and Par agr aph Spacing Increasing the amount of space between lines adds more white space to a document and can make it easier to read. Adding space before and after paragraphs can also open up a document and improve its appearance. You use the Line and Paragraph Spacing list arrow in the Paragraph group on the Home tab to quickly change line spacing. To change paragraph spacing, you use the Spacing options in the Paragraph group on the Page Layout tab. Line and paragraph spacing are measured in points. You increase the line spacing of several paragraphs and add extra space under each heading to give the flyer a more open feel. You work with formatting marks turned on, so you can see the paragraph marks (¶).

1. Press [Ctrl][Home], click the Show/Hide ¶ button in the Paragraph group, place the insertion point in the italicized paragraph under the title, then click the Line and in the Paragraph group on the Home tab Paragraph Spacing list arrow The Line Spacing list opens. This list includes options for increasing the space between lines. The check mark on the Line Spacing list indicates the current line spacing.

2. Click 1.15 QUICK TIP Word recognizes any string of text that ends with a paragraph mark as a paragraph, including titles, headings, and single lines in a list.

QUICK TIP You can also type a number in the Before and After text boxes.

TROUBLE If your [F4] key does not work, use the After up arrow to apply 6 pts of space to the headings listed in Steps 6 and 7, then continue with Step 8.

QUICK TIP Adjusting the space between paragraphs is a more precise way to add white space to a document than inserting blank lines.

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The space between the lines in the paragraph increases to 1.15 lines. Notice that you do not need to select an entire paragraph to change its paragraph formatting; simply place the insertion point in the paragraph you want to format.

3. Select the five-line list that begins with “Trip Dates Cost”, click

, then click 1.5

The line spacing between the selected paragraphs changes to 1.5. To change the paragraph-formatting features of more than one paragraph, you must select the paragraphs.

4. Scroll down, place the insertion point in the heading Rajasthan Desert Safari, then click the Page Layout tab The paragraph spacing settings for the active paragraph are shown in the Before and After text boxes in the Paragraph group on the Page Layout tab.

5. Click the After up arrow in the Spacing section in the Paragraph group so that 6 pt appears Six points of space are added after the Rajasthan Desert Safari heading paragraph.

6. Scroll down, place the insertion point in the heading Everest Base Camp Trek, then press [F4] Pressing [F4] repeats the last action you took. In this case, six points of space are added after the Everest Base Camp Trek heading. Note that using [F4] is not the same as using the Format painter. Pressing [F4] repeats only the last action. You can use the Format Painter at any time to apply multiple format settings.

7. Scroll down, select Cycling in Provence, press and hold [Ctrl], select Inca Highlands Explorer, release [Ctrl], then press [F4] When you press [Ctrl] as you select items, you can select and format multiple items at once. Six points of space are added after each heading.

8. Press [Ctrl][Home], place the insertion point in Last Minute Travel Deals, click the Before up arrow in the Spacing section in the Paragraph group twice so that 12 pt appears The second line of the title has 12 points of space before it. Compare your document with Figure C-8.

9. Click the Home tab, click

, then save your changes



FIGURE C-8: Line and paragraph spacing applied to document

12 points of space added before Last Minute Travel Deals heading

Spacing section shows paragraph spacing for the paragraph where the insertion point is located

Word 2010

Insertion point (your placement may vary)

Line spacing is 1.15

Line spacing is 1.5

6 points of space added after the heading

Formatting with Quick Styles You can also apply multiple format settings to text in one step by applying a style. A style is a set of formats, such as font, font size, and paragraph alignment, that are named and stored together. Formatting a document with styles is a quick and easy way to give it a professional appearance. To make it even easier, Word includes sets of styles, called Quick Styles, that are designed to be used together in a document to make it attractive and readable. A Quick Style set includes styles for a title, several heading levels, body text, quotes, and lists. The styles in a Quick Style set use common fonts, colors, and formats so that using the styles together in a document gives the document a cohesive look. To view the active set of Quick Styles, click the More button in the Styles group on the Home tab to expand the Quick Styles gallery, shown in Figure C-9. As you move the pointer over each style in the gallery, a preview of the style is applied to the selected text. To apply a style to the selected text, you simply click the style in the Quick Styles gallery. To remove a style from selected text, you click the Clear Formatting button in the Font group or in the Quick Styles gallery. If you want to change the active set of Quick Styles to a Quick Style set with a different design, click the Change Styles button in the Styles group, point to Style Set, and then select the Quick Style set that best suits your document’s content, tone, and audience.

When you change the Quick Style set, a complete set of new fonts and colors is applied to the entire document. You can also change the color scheme or font used in the active Quick Style set by clicking the Change Styles button, pointing to Colors or to Fonts, and then selecting from the available color schemes or font options. FIGURE C-9: Quick Styles gallery


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STEPS TROUBLE Click the View Ruler at the button top of the vertical scroll bar to display the rulers if they are not already displayed.

Aligning Par agr aphs Changing paragraph alignment is another way to enhance a document’s appearance. Paragraphs are aligned relative to the left and right margins in a document. By default, text is left-aligned, which means it is flush with the left margin and has a ragged right edge. Using the alignment buttons in the Paragraph group, you can right-align a paragraph—make it flush with the right margin—or center a paragraph so that it is positioned evenly between the left and right margins. You can also justify a paragraph so that both the left and right edges of the paragraph are flush with the left and right margins. You change the alignment of several paragraphs at the beginning of the flyer to make it more visually interesting.

1. Replace Your Name, Today’s Date with your name, a comma, and the date 2. Select your name, the comma, and the date, then click the Align Text Right button the Paragraph group

in

The text is aligned with the right margin. In Page Layout view, the place where the white and shaded sections of the horizontal ruler meet shows the left and right margins.

3. Place the insertion point between your name and the comma, press [Delete] to delete the comma, then press [Enter] The new paragraph containing the date is also right-aligned. Pressing [Enter] in the middle of a paragraph creates a new paragraph with the same text and paragraph formatting as the original paragraph.

4. Select the two-line title, then click the Center button


The two paragraphs that make up the title are centered between the left and right margins. QUICK TIP Click the Align Text Left button in the Paragraph group to left-align a paragraph.

5. Scroll down as needed, place the insertion point in the Rajasthan Desert Safari heading, then click The Rajasthan Desert Safari heading is centered.

6. Place the insertion point in the italicized paragraph under the title, then click the Justify button in the Paragraph group The paragraph is aligned with both the left and right margins, as shown in Figure C-10. When you justify a paragraph, Word adjusts the spacing between words so that each line in the paragraph is flush with the left and the right margins.

7. Place the insertion point in Rajasthan Desert Safari, then click the launcher Paragraph group

in the

The Paragraph dialog box opens, as shown in Figure C-11. The Indents and Spacing tab shows the paragraph format settings for the paragraph where the insertion point is located. You can check or change paragraph format settings using this dialog box.

8. Click the Alignment list arrow, click Left, click OK, then save your changes The Rajasthan Desert Safari heading is left-aligned.

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FIGURE C-10: Modified paragraph alignment

Right margin on the ruler

Right-aligned Center-aligned

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Justified

Left-aligned

FIGURE C-11: Indents and Spacing tab in Paragraph dialog box

Alignment options

Spacing above and below paragraph options

Line spacing options

Preview of selected settings

Formatting a document using themes Changing the theme applied to a document is another powerful and efficient way to tailor a document’s look and feel, particularly when a document is formatted with a Quick Style set. By default, all documents created in Word are formatted with the default Office theme—which uses Calibri as the font for the body text—but you can change the theme at any time to fit the content, tone, and purpose of a document. When you change the theme for a document, a complete set of new theme colors, fonts, and effects is applied to the whole document. To preview how various themes look when applied to the current document, click the Themes button in the Themes group on the Page Layout tab, and then move the pointer over each theme in the gallery and notice how the document changes. When you click the theme you like, all document content that uses theme colors, all text

that is formatted with a style, including default body text, and all table styles and graphic effects change to the colors, fonts, and effects used by the theme. In addition, the gallery of colors changes to display the set of theme colors, and the active Quick Style set changes to employ the theme colors and fonts. Note that changing the theme does not affect the formatting of text to which font formatting has already been applied, nor does it change any standard or custom colors used in the document. If you want to tweak the document design further, you can modify it by applying a different set of theme colors, heading and body text fonts, or graphic effects. To do this, simply click the Theme Colors, Theme Fonts, or Theme Effects button in the Themes group, move the pointer over each option in the gallery to preview it in the document, and then click the option you like best.


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STEPS

Wor k ing wi t h Tabs Tabs allow you to align text at a specific location in a document. A tab stop is a point on the horizontal ruler that indicates the location at which to align text. By default, tab stops are located every 1⁄2" from the left margin, but you can also set custom tab stops. Using tabs, you can align text to the left, right, or center of a tab stop, or you can align text at a decimal point or insert a bar character. Table C-1 describes the different types of tab stops. You set tabs using the horizontal ruler or the Tabs dialog box. You use tabs to format the summary information on last minute tour deals so it is easy to read.

1. Scroll as needed, then select the five-line list beginning with “Trip Dates Cost” Before you set tab stops for existing text, you must select the paragraphs for which you want to set tabs.

2. Point to the tab indicator

at the left end of the horizontal ruler

The icon that appears in the tab indicator indicates the active type of tab; pointing to the tab indicator displays a ScreenTip with the name of the active tab type. By default, left tab is the active tab type. Clicking the tab indicator scrolls through the types of tabs and indents. QUICK TIP To remove a tab stop, drag it up or down off the ruler.

3. Click the tab indicator to see each of the available tab and indent types, make Left Tab the active tab type, click the 1" mark on the horizontal ruler, then click the 3½" mark on the horizontal ruler A left tab stop is inserted at the 1" mark and the 3½" on the horizontal ruler. Clicking the horizontal ruler inserts a tab stop of the active type for the selected paragraph or paragraphs.

4. Click the tab indicator twice so the Right Tab icon the horizontal ruler

is active, then click the 5" mark on

A right tab stop is inserted at the 5" mark on the horizontal ruler, as shown in Figure C-12.

5. Place the insertion point before Trip in the first line in the list, press [Tab], place the insertion point before Dates, press [Tab], place the insertion point before Cost, then press [Tab] Inserting a tab before “Trip” left-aligns the text at the 1" mark, inserting a tab before “Dates” left-aligns the text at the 3½" mark, and inserting a tab before “Cost” right-aligns “Cost” at the 5" mark.

6. Insert a tab at the beginning of each remaining line in the list QUICK TIP Place the insertion point in a paragraph to see the tab stops for that paragraph on the horizontal ruler.

The paragraphs left-align at the 1" mark.

7. Insert a tab before each Oct. in the list, then insert a tab before each $ in the list The dates left-align at the 3½" mark. The prices right-align at the 5" mark.

8. Select the five lines of tabbed text, drag the right tab stop to the 5½" mark on the horizontal ruler, then deselect the text Dragging the tab stop moves it to a new location. The prices right-align at the 5½" mark.

QUICK TIP Double-click a tab stop on the ruler to open the Tabs dialog box.

9. Select the last four lines of tabbed text, click the launcher in the Paragraph group, then click the Tabs button at the bottom of the Paragraph dialog box The Tabs dialog box opens, as shown in Figure C-13. You can use the Tabs dialog box to set tab stops, change the position or alignment of existing tab stops, clear tab stops, and apply tab leaders to tabs. Tab leaders are lines that appear in front of tabbed text.

10. Click 3.5" in the Tab stop position list box, click the 2 option button in the Leader section, click Set, click 5.5" in the Tab stop position list box, click the 2 option button in the Leader section, click Set, click OK, deselect the text, then save your changes A dotted tab leader is added before each 3.5" and 5.5" tab stop in the last four lines of tabbed text, as shown in Figure C-14.

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FIGURE C-12: Left and right tab stops on the horizontal ruler

Left tab stops

Right Tab icon in tab indicator

Right tab stop

Word 2010

FIGURE C-13: Tabs dialog box

Click the tab stop you want to modify

Leader options Apply the selected settings to the selected tab stop

Clears the selected tab stop Clears all tab stops

FIGURE C-14: Tab leaders

Tab leader

Tabbed text left-aligned with left tab stop

Tabbed text right-aligned with right tab stop

TABLE C-1: Types of tabs

tab

use to

Left tab

Set the start position of text so that text runs to the right of the tab stop as you type

Center tab

Set the center align position of text so that text stays centered on the tab stop as you type

Right tab

Set the right or end position of text so that text moves to the left of the tab stop as you type

Decimal tab

Set the position of the decimal point so that numbers align around the decimal point as you type

Bar tab

Insert a vertical bar at the tab position


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STEPS QUICK TIP Press [Tab] at the beginning of a paragraph to indent the first line ½".

Wor king wi t h Inden t s When you indent a paragraph, you move its edge in from the left or right margin. You can indent the entire left or right edge of a paragraph, just the first line, or all lines except the first line. The indent markers on the horizontal ruler indicate the indent settings for the paragraph in which the insertion point is located. Dragging an indent marker to a new location on the ruler is one way to change the indentation of a paragraph; changing the indent settings in the Paragraph group on the Page Layout tab is another; and using the indent buttons in the Paragraph group on the Home tab is a third. Table C-2 describes different types of indents and some of the methods for creating each. You indent several paragraphs in the flyer.

1. Press [Ctrl][Home], place the insertion point in the italicized paragraph under the title, then click the Increase Indent button in the Paragraph group on the Home tab The entire paragraph is indented ½" from the left margin, as shown in Figure C-15. The indent marker also moves to the ½" mark on the horizontal ruler. Each time you click the Increase Indent button, the left edge of a paragraph moves another ½" to the right.

2. Click the Decrease Indent button


The left edge of the paragraph moves ½" to the left, and the indent marker moves back to the left margin. TROUBLE Take care to drag only the First Line Indent marker. If you make a mistake, click the Undo but, then try ton again.

3. Drag the First Line Indent marker

to the ¼" mark on the horizontal ruler

Figure C-16 shows the First Line Indent marker being dragged. The first line of the paragraph is indented ¼". Dragging the First Line Indent marker indents only the first line of a paragraph.

4. Scroll to the bottom of page 1, place the insertion point in the quotation, click the Page Layout tab, click the Indent Left text box in the Paragraph group, type .5, click the Indent Right text box, type .5, then press [Enter] The left and right edges of the paragraph are indented ½" from the margins, as shown in Figure C-17.

5. Press [Ctrl][Home], place the insertion point in the italicized paragraph, then click the launcher in the Paragraph group The Paragraph dialog box opens. You can use the Indents and Spacing tab to check or change the alignment, indentation, and paragraph and line spacing settings applied to a paragraph.

6. Click the Special list arrow, click (none), click OK, then save your changes The first line indent is removed from the paragraph.

Clearing formatting If you are unhappy with the way text is formatted, you can use the Clear Formatting command to return the text to the default format settings. The default format includes font and paragraph formatting: text is formatted in 11-point Calibri, and paragraphs are left-aligned with 1.15 point line spacing, 10 points of space below, and no indents. To clear formatting from text and return it to the default format, select the text you want to clear, and then click the Clear

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Formatting button in the Font group on the Home tab. If you prefer to return the text to the default font and remove all paragraph formatting, making the text 11-point Calibri, left-aligned, single spaced, with no paragraph spacing or indents, select the text and then simply click the No Spacing button in the Styles group on the Home tab.



FIGURE C-15: Indented paragraph

Increase Indent button

First Line Indent marker

Decrease Indent button

Hanging Indent marker

Right Indent marker

Left Indent marker

Word 2010

Indented paragraph FIGURE C-16: Dragging the First Line Indent marker

First Line Indent marker being dragged to the 1/4" mark

Dotted line shows position of First Line Indent marker FIGURE C-17: Paragraph indented from the left and right

Paragraph indented ½" from left margin

Paragraph indented ½" from right margin

TABLE C-2: Types of indents

indent type: description

to create

Left indent: The left edge of a paragraph is moved in from the left margin

on the ruler to the right to the Drag the Left Indent marker position where you want the left edge of the paragraph to align

Right indent: The right edge of a paragraph is moved in from the right margin

on the ruler to the left to the Drag the Right Indent marker position where you want the right edge of the paragraph to align

First line indent: The first line of a paragraph is indented more than the subsequent lines

Drag the First Line Indent marker on the ruler to the right to the position where you want the first line of the paragraph to begin; or activate the First Line in the tab indicator, and then click the ruler at the position Indent marker where you want the first line of the paragraph to begin

Hanging indent: The subsequent lines of a paragraph are indented more than the first line

Drag the Hanging Indent marker on the ruler to the right to the position where you want the hanging indent to begin; or activate the Hanging Indent in the tab indicator, and then click the ruler at the position where marker you want the second and remaining lines of the paragraph to begin

Negative indent (or Outdent): The left edge of a paragraph is moved to the left of the left margin

on the ruler to the left to the Drag the Left Indent marker position where you want the negative indent to begin


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STEPS QUICK TIP To change the style, font, number format, and alignment of the numbers in a list, right-click the list, point to Numbering, then click Define New Number Format.

QUICK TIP To remove a bullet or number, select the paragraph(s), then click . or

A dding Bulle t s and Number ing Formatting a list with bullets or numbering can help to organize the ideas in a document. A bullet is a character, often a small circle, that appears before the items in a list to add emphasis. Formatting a list as a numbered list helps illustrate sequences and priorities. You can quickly format a list with bullets or numbering by using the Bullets and Numbering buttons in the Paragraph group on the Home tab. You format the lists in your flyer with numbers and bullets.

1. Scroll until the Everest Base Camp Trek heading is at the top of your screen 2. Select the three-line list of 3-day add-ons, click the Home tab, then click the Numbering in the Paragraph group list arrow The Numbering Library opens, as shown in Figure C-18. You use this list to choose or change the numbering style applied to a list. You can drag the pointer over the numbering styles to preview how the selected text will look if the numbering style is applied.

3. Click the numbering style shown in Figure C-18 The paragraphs are formatted as a numbered list.

4. Place the insertion point after Pokhara — Valley of Lakes, press [Enter], then type Temples of Janakpur Pressing [Enter] in the middle of the numbered list creates a new numbered paragraph and automatically renumbers the remainder of the list. Similarly, if you delete a paragraph from a numbered list, Word automatically renumbers the remaining paragraphs.

5. Click 1 in the list Clicking a number in a list selects all the numbers, as shown in Figure C-19.

6. Click the Bold button

in the Font group

The numbers are all formatted in bold. Notice that the formatting of the items in the list does not change when you change the formatting of the numbers. You can also use this technique to change the formatting of bullets in a bulleted list. QUICK TIP To use a symbol or a picture for a bullet character, click Define New Bullet in the Bullet list, and then select from the options in the Define New Bullet dialog box.

7. Select the list of items under “Last minute participants in the Everest Base Camp trek...”, then click the Bullets button in the Paragraph group The four paragraphs are formatted as a bulleted list using the most recently used bullet style.

8. Click a bullet in the list to select all the bullets, click the Bullets list arrow in the Paragraph group, click the check mark bullet style, click the document to deselect the text, then save your changes The bullet character changes to a check mark, as shown in Figure C-20.

Creating multilevel lists You can create lists with hierarchical structures by applying a multilevel list style to a list. To create a multilevel list, also called an outline, begin by applying a multilevel list style using the Multilevel List list arrow in the Paragraph group on the Home tab, then type your outline, pressing [Enter] after each item. To demote items to a lower level of importance in the outline, place the insertion point in the item, then click the Increase Indent button in the Paragraph

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group on the Home tab. Each time you indent a paragraph, the item is demoted to a lower level in the outline. Similarly, you can use the Decrease Indent button to promote an item to a higher level in the outline. You can also create a hierarchical structure in any bulleted or numbered list by using and to demote and promote items in the list. To change the multilevel list style applied to a list, select the list, click , and then select a new style.



FIGURE C-18: Numbering list

Numbering list arrow Choose this numbering style

Word 2010

Click to change the style, format, and alignment of the numbers in a list

FIGURE C-19: Numbered list

Bullets button

Numbers selected in numbered list

FIGURE C-20: Check mark bullets

Numbers are bold

Check mark bullets applied to list


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STEPS

Adding Border s and Shading Borders and shading can add color and splash to a document. Borders are lines you add above, below, to the side, or around words or paragraphs. You can format borders using different line styles, colors, and widths. Shading is a color or pattern you apply behind words or paragraphs to make them stand out on a page. You apply borders and shading using the Borders button and the Shading button in the Paragraph group on the Home tab. You enhance the tabbed text of the last minute tours schedule by adding shading to it. You also apply a border around the tabbed text to set it off from the rest of the document.

1. Press [Ctrl][Home], then scroll down until the tabbed text is at the top of your screen 2. Select the five paragraphs of tabbed text, click the Shading list arrow in the Paragraph group on the Home tab, click the Purple, Accent 4, Lighter 60% color, then deselect the text Light purple shading is applied to the five paragraphs. Notice that the shading is applied to the entire width of the paragraphs, despite the tab settings.

3. Select the five paragraphs, drag the Left Indent marker to the ¾" mark on the horizontal ruler, drag the Right Indent marker to the 5¾" mark, then deselect the text The shading for the paragraphs is indented from the left and right, which makes it look more attractive, as shown in Figure C-21.

4. Select the five paragraphs, click the Bottom Border list arrow group, click Outside Borders, then deselect the text

in the Paragraph

A black outside border is added around the selected text. The style of the border added is the most recently used border style, in this case the default, a thin black line.

5. Select the five paragraphs, click the Outside Borders list arrow , then click Borders and Shading the No Border list arrow

, click No Border, click

The Borders and Shading dialog box opens, as shown in Figure C-22. You use the Borders tab to change the border style, color, and width, and to add boxes and lines to words or paragraphs.

6. Click the Box box in the Setting section, scroll down the Style list, click the double-line style, click the Color list arrow, click the Purple, Accent 4, Darker 25% color, click the Width list arrow, click 1½ pt, click OK, then deselect the text A 1½-point dark purple double-line border is added around the tabbed text.

7. Select the five paragraphs, click the Bold button in the Font group, click the Font in the Font group, click the Purple, Accent 4, Darker 25% color, then Color list arrow deselect the text The text changes to bold dark purple.

8. Select the first line in the tabbed text, click the launcher in the Font group, click the Font tab if it is not the active tab, scroll and click 14 in the Size list, click the Font color list arrow, click the Olive Green, Accent 3, Darker 50% color, click the Small caps check box in the Effects section, click OK, deselect the text, then save your changes The text in the first line of the tabbed text is enlarged and changed to green small caps, as shown in Figure C-23. When you change text to small caps, the lowercase letters are changed to uppercase letters in a smaller font size.

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FIGURE C-21: Shading applied to the tabbed text

Indent markers show width of the shaded paragraphs

Shading applied to paragraphs

Word 2010

FIGURE C-22: Borders tab in Borders and Shading dialog box

Preview of border settings Select border formats before applying them in the Preview area

Click buttons or edges of preview to apply borders Choose to apply the settings to a paragraph or to selected text Click to change the location of the border relative to the text Choose a line style

FIGURE C-23: Borders and shading applied to the document

Text formatted in green, small caps

Text formatted in bold, purple

Double-line, 1½-point, purple, box border

Highlighting text in a document The Highlight tool allows you to mark and find important text in a document. Highlighting is transparent color that is applied to text using the Highlight pointer . To highlight text, click the Text Highlight Color list arrow in the Font group on the Home tab, select a color, then use the I-beam part of the pointer to

select the text you want to highlight. Click to turn off the Highlight pointer. To remove highlighting, select the highlighted text, click , then click No Color. Highlighting prints, but it is used most effectively when a document is viewed on screen.


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STEPS QUICK TIP You must be working with an active Internet connection to complete this lesson.

Inser t ing Clip Ar t Clip art is a collection of graphic images that you can insert into a document. Clip art images are stored in the Clip Organizer, which is a library of the clips—media files such as graphics, photographs, sounds, movies, and animations—that come with Word. You can add a clip to a document using the Clip Art command on the Insert tab. Once you insert a clip art image, you can wrap text around it, resize it, enhance it, and move it to a different location. You illustrate the second page of the document with a clip art image.

1. Scroll to the top of page 2, place the insertion point before Everest Base Camp Trek, click the Insert tab, then click the Clip Art button in the Illustrations group The Clip Art task pane opens. You can use this task pane to search for clips related to a keyword.

2. Select the text in the Search for text box if necessary, type Himalayas, make sure the Include Office.com content check box has a check mark, click the Results should be list arrow, make sure All media types has a check mark, then click Go Clips that have the keyword “Himalayas” associated with them appear in the Clip Art task pane, as shown in Figure C-24.

TROUBLE Select a different clip if the clip shown in Figure C-24 is not available to you. You can also search using the keyword “mountain.”

3. Point to the clip called out in Figure C-24, click the list arrow that appears next to the clip, click Insert on the menu, then close the Clip Art task pane The clip is inserted at the location of the insertion point. When a graphic is selected, the active tab changes to the Picture Tools Format tab. This tab contains commands used to adjust, enhance, arrange, and size graphics. The white circles that appear on the square edges of the graphic are the sizing handles.

4. Type 3.1 in the Shape Height text box in the Size group on the Picture Tools Format tab, then press [Enter] The size of the graphic is reduced. When you decreased the height of the graphic, the width decreased proportionally. You can also resize a graphic proportionally by dragging a corner sizing handle. Now that the graphic is smaller, you can see that it was inserted at the location of the insertion point. Until you apply text wrapping to a graphic, it is part of the line of text in which it was inserted (an inline graphic). To move a graphic independently of text, you must make it a floating graphic.

QUICK TIP To position a graphic using precise measurements, click the Position button, click More Layout Options, then adjust the settings on the Position tab in the Layout dialog box.

5. Click the Position button in the Arrange group, then click Position in Middle Center with Square Text Wrapping The graphic is moved to the middle of the page and the text wraps around it. Applying text wrapping to the graphic made it a floating graphic. A floating graphic can be moved anywhere on a page.

6. Position the pointer over the graphic, when the pointer changes to drag the graphic up and to the left so its top aligns with the top of the paragraph under the Everest Base Camp Trek heading as shown in Figure C-25, then release the mouse button The graphic is moved to the upper-left corner of the page.

7. Click the Position button in the Arrange group, then click Position in Top Right with Square Text Wrapping The graphic is moved to the upper-right corner of the page.

TROUBLE If your document is longer than two pages, reduce the size of the clip art graphic by dragging the lower-left corner sizing handle up and to the right.

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8. Click the Picture Effects button in the Picture Styles group, point to Reflection, point to each reflection style to see a preview of the style applied to the graphic, then click Tight Reflection, touching A reflection effect is applied to the graphic.

9. Click the View tab, then click the Two Pages button The completed document is shown in Figure C-26.

10. Save your changes, submit the document to your instructor, then close the document and exit Word F or mat ting Te x t and P ar agr aphs


FIGURE C-24: Clip Art task pane

Type search keyword here

Select type of clips

Select to include content from Office.com

Word 2010

Clips with the keyword “Himalayas”

Select this clip

Search for clips online FIGURE C-25: Graphic being moved to a new location

Faded image shows graphic as it is being dragged; position the graphic as shown here

Move pointer Sizing handles

FIGURE C-26: Completed document

Text wrapped around graphic

Reflection effect


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Practice


Concepts Review

Label each element of the Word program window shown in Figure C-27. FIGURE C-27

1 7 2 6 3 5 4


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Inline graphic Shading Point Style Floating graphic Highlight Bullet Border

a. b. c. d. e. f. g. h.

Transparent color that is applied to text to mark it in a document A unit of measurement equal to 1/72 of an inch An image that text wrapping has been applied to A character that appears at the beginning of a paragraph to add emphasis A line that can be applied above, below, or to the sides of a paragraph Color or pattern that is applied behind text to make it look attractive A set of format settings An image that is inserted as part of a line of text




Word 2010

16. What is Calibri? a. A character format c. A font b. A style d. A text effect 17. Which type of indent results in subsequent lines of a paragraph being indented more than the first line? a. Right indent c. Negative indent b. First line indent d. Hanging indent 18. What is the most precise way to increase the amount of white space between two paragraphs? a. Indent the paragraphs b. Change the font size c. Change the before paragraph spacing for the second paragraph d. Change the line spacing of the paragraphs 19. Which button is used to align a paragraph with both the left and right margins? a. c. b. d. 20. Which dialog box is used to change the scale of characters? a. Tabs c. Paragraph b. Font d. Borders and Shading

Skills Review 1. Format with fonts. a. Start Word, open the file WD C-2.docx from the drive and folder where you store your Data Files, save it as WD C-Arlington EDA Report, then scroll through the document to get a feel for its contents. b. Press [Ctrl][A], then format the text in 12-point Californian FB. Choose a different serif font if Californian FB is not available to you. c. Press [Ctrl][Home], format the report title Town of Arlington in 28-point Berlin Sans FB Demi. Choose a different sans serif font if Berlin Sans FB Demi is not available to you. d. Change the font color of the report title to Red, Accent 2. e. Format the subtitle Economic Development Authority Report Executive Summary in 16-point Berlin Sans FB Demi, then press [Enter] before Executive in the subtitle. f. Format the heading Mission Statement in 14-point Berlin Sans FB Demi with the Red, Accent 2 font color. g. Press [Ctrl][Home], then save your changes to the report. 2. Copy formats using the Format Painter. a. Use the Format Painter to copy the format of the Mission Statement heading to the following headings: Guiding Principles, Issues, Proposed Actions. b. Show formatting marks, then format the paragraph under the Mission Statement heading in italic. c. Format Years Population Growth, the first line in the four-line list under the Issues heading, in bold, small caps, with Red, Accent 2, Darker 50% font color. d. Change the font color of the next two lines under Years Population Growth to Red, Accent 2, Darker 50%. e. Format the line Source: Office of State Planning in italic, then save your changes. 3. Change line and paragraph spacing. a. Change the line spacing of the three-line list under the first body paragraph to 1.5 lines. b. Add 6 points of space after the title Town of Arlington. Add 18 points of space before and 6 points of space after the Executive Summary line in the subtitle. c. Add 12 points of space after the Mission Statement heading, then add 12 points of space after each additional heading in the report (Guiding Principles, Issues, Proposed Actions).


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Skills Review (continued) d. Add 6 points of space after each paragraph in the list under the Guiding Principles heading. e. Change the line spacing of the four-line list under the Issues heading that begins with Years Population Growth to 1.15. f. Add 6 points of space after each paragraph under the Proposed Actions heading. g. Press [Ctrl][Home], then save your changes to the report. 4. Align paragraphs. a. Press [Ctrl][A] to select the entire document, then justify all the paragraphs. b. Center the three-line report title. c. Press [Ctrl][End], type your name, press [Enter], type the current date, then right-align your name and the date. d. Save your changes to the report. 5. Work with tabs. a. Scroll up and select the four-line list of population information under the Issues heading. b. Set left tab stops at the 2" mark and the 3¾" mark. c. Insert a tab at the beginning of each line in the list. d. In the first line, insert a tab before Population. In the second line, insert a tab before 4.5%. In the third line, insert a tab before 53%. e. Select the first three lines, then drag the second tab stop to the 3" mark on the horizontal ruler. f. Press [Ctrl][Home], then save your changes to the report. 6. Work with indents. a. Indent the paragraph under the Mission Statement heading ½" from the left and ½" from the right. b. Indent the first line of the paragraph under the Guiding Principles heading ½". c. Indent the first line of the three body paragraphs under the Issues heading ½". d. Press [Ctrl][Home], then save your changes to the report. 7. Add bullets and numbering. a. Apply bullets to the three-line list under the first body paragraph. Change the bullet style to small black circles if that is not the current bullet symbol. b. Change the font color of the bullets to Red, Accent 2. c. Scroll down until the Guiding Principles heading is at the top of your screen. d. Format the six-paragraph list under Guiding Principles as a numbered list. e. Format the numbers in 14-point Berlin Sans FB Demi, then change the font color to Red, Accent 2. f. Scroll down until the Proposed Actions heading is at the top of your screen, then format the paragraphs under the heading as a bulleted list using check marks as the bullet style. g. Change the font color of the bullets to Red, Accent 2, press [Ctrl][Home], then save your changes to the report. 8. Add borders and shading. a. Add a 1-point Orange, Accent 6, Darker 25% border below the Mission Statement heading. b. Use the Format Painter or the F4 key to add the same border to the other headings in the report (Guiding Principles, Issues, Proposed Actions). c. Under the Issues heading, select the first three lines of tabbed text, which are formatted in red, then apply Orange, Accent 6, Lighter 40% shading to the paragraphs. d. Select the first three lines of tabbed text again if necessary, then add a 1½ -point Orange, Accent 6, Darker 25% single line box border around the paragraphs. e. Indent the shading and border around the paragraphs 1¾" from the left and 1¾" from the right. f. Turn off formatting marks, then save your changes. 9. Insert clip art. a. Press [Ctrl][Home], then open the Clip Art task pane. b. Search for clips related to the keyword town.

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Skills Review (continued) c. Insert the clip shown in Figure C-28, then close the Clip Art task pane. (Note: An active Internet connection is needed to select the clip shown in the figure. Select a different clip if this one is not available to you. It is best to select a clip that is similar in shape to the clip shown in Figure C-28.) d. Select the graphic if necessary, then drag the upper-right sizing handle down and to the left so that the graphic is about 3" wide. e. Use the Position command to position the clip art in the top left with square text wrapping. f. Use the Shape Width text box in the Size group on the Format tab to change the width of the graphic to 2.2". g. Apply an Offset Diagonal Bottom Right shadow style to the graphic. h. Save your changes to the document, submit it to your instructor, close the file, and then exit Word.

Word 2010

FIGURE C-28


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Independent Challenge 1 You are an estimator for GreenHome Construction in Springfield, Illinois. You have drafted an estimate for a home renovation job, and need to format it. It’s important that your estimate have a clean, striking design, and reflect your company’s professionalism.


a. Start Word, open the file WD C-3.docx from FIGURE C-29 the drive and folder where you store your Data Files, save it as WD C-GreenHome Construction, then read the document to get a feel for its contents. Figure C-29 shows how you will format the letterhead. b. Select the entire document, change the style to No Spacing, then change the font to 12-point Times New Roman. c. In the first line of the letterhead, format Green Home in 30-point Arial Black, then apply all caps. Format Green with the Olive Green, Accent 3, Darker 50% font color, format Home with the Olive Green, Accent 3 font color, then delete the space between the two words. Format Construction in 30-point Arial with an Olive Green, Accent 3, Darker 50% font color, then apply italic. (Hint: Type 30 in the Font Size text box, then press [Enter].) d. Format the next line in 10-point Arial with an Olive Green, Accent 3, Darker 50% font color. e. Center the two-line letterhead. f. Add a 2¼-point dotted Olive Green, Accent 3, Darker 50% border below the address line paragraph. g. With the insertion point in the address line, open the Borders and Shading dialog box, click Options to open the Border and Shading Options dialog box, change the Bottom setting to 5 points, then click OK twice to adjust the location of the border relative to the line of text. h. Format the title Proposal of Renovation in 14-point Arial Black, then center the title. i. Format the following headings (including the colons) in 11-point Arial Black: Date, Work to be performed for and at, Scope of work, Payment schedule, and Agreement. j. Select the 14-line list under Scope of work that begins with Demo of all..., then change the paragraph spacing to add 4 points of space after each paragraph in the list. (Hint: Select 0 pt in the After text box, type 4, then press Enter.) k. With the list selected, set a right tab stop at the 6¼" mark, insert tabs before every price in the list, then apply dotted line tab leaders. l. Format the list as a numbered list, then apply bold to the numbers. m. Apply bold to the two lines, Total estimated job cost... and Approximate job time... below the list. n. Replace Your Name with your name in the signature block, select the signature block (Respectfully submitted through your name), set a left tab stop at the 3¼" mark, then indent the signature block using tabs. o. Examine the document carefully for formatting errors, and make any necessary adjustments. p. Save the document, submit it to your instructor, then close the file and exit Word.

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Independent Challenge 2 Your employer, the Lange Center for Contemporary Arts in Halifax, Nova Scotia, is launching a membership drive. Your boss has written the text for a flyer advertising Lange membership, and asks you to format it so that it is eye catching and attractive.

Word 2010

a. Open the file WD C-4.docx FIGURE C-30 from the drive and folder where you store your Data Files, save it as WD C-Membership Drive 2013, then read the document. Figure C-30 shows how you will format the first several paragraphs of the flyer. b. Select the entire document, change the style to No Spacing, then change the font to 11-point Arial Narrow. c. Center the first line, Membership Drive, and apply shading to the paragraph. Choose a dark custom shading color of your choice for the shading color. (Hint: Click More Colors, then select a color from the Standard or Custom tab.) Format the text in 26-point Arial Narrow, bold, with a white font color. Expand the character spacing by 10 points. (Hint: Use the Advanced tab in the Font dialog box. Set the Spacing to Expanded, and then type 10 in the By text box.) d. Format the second line, 2013, in 36-point Arial Black. Expand the character spacing by 25 points, and change the character scale to 250%. Center the line. e. Format each What we do for... heading in 12-point Arial, bold. Change the font color to the same custom color used for shading the title. (Note: The color now appears in the Recent Colors section of the Font Color gallery.) Add a single-line ½-point black border under each heading. f. Format each subheading (Gallery, Lectures, Library, All members..., and Membership Levels) in 10-point Arial, bold. Add 3 points of spacing before each paragraph. (Hint: Select 0 in the Before text box, type 3, then press Enter.) g. Indent each body paragraph ¼", except for the lines under the What we do for YOU heading. h. Format the four lines under the All members... subheading as a bulleted list. Use a bullet symbol of your choice, and format the bullets in the custom font color. i. Indent the five lines under the Membership Levels heading ¼". For these five lines, set left tab stops at the 1¼" mark and the 2" mark on the horizontal ruler. Insert tabs before the price and before the word All in each of the five lines. j. Format the name of each membership level (Artistic, Conceptual, etc.) in 10-point Arial, bold, italic, with the custom font color. k. Format the For more information heading in 14-point Arial, bold, with the custom font color, then center the heading. l. Center the last two lines, replace Your Name with your name, then apply bold to your name. Advanced Challenge Exercise ■ Change the font color of 2013 to a dark gray, and add a shadow effect. ■ Add a shadow effect to each What we do for... heading. ■ Add a 3-point dotted black border above the For more information heading. m. Examine the document carefully for formatting errors, and make any necessary adjustments. n. Save the flyer, submit it to your instructor, then close the file and exit Word.


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Independent Challenge 3 One of your responsibilities as program coordinator at Solstice Mountain Sports is to develop a program of winter outdoor learning and adventure workshops. You have drafted a memo to your boss to update her on your progress. You need to format the memo so it is professional looking and easy to read. a. Start Word, open the file WD C-5.docx from the drive and folder where you store your Data Files, then save it as WD C-Solstice Winter Memo. FIGURE C-31 b. Select the heading Solstice Mountain Sports Memorandum, apply the Quick Style Title to it, then center the heading. (Hint: Open the Quick Style gallery, then click the Title style.) c. In the memo header, replace Today’s Date and Your Name with the current date and your name. d. Select the four-line memo header, set a left tab stop at the ¾" mark, then insert tabs before the date, the recipient’s name, your name, and the subject of the memo. e. Apply the Quick Style Strong to Date:, To:, From:, and Re:. f. Apply the Quick Style Heading 2 to the headings Overview, Workshops, Accommodations, Fees, and Proposed winter programming. g. Under the Fees heading, apply the Quick Style Emphasis to the words Workshop fees and Accommodations fees. h. Add a clip art graphic of a snowflake to the first page, wrap text around the graphic, then resize it and position it so it fits into the memo header below the title and aligns with the right margin. i. On the second page of the document, format the list under the Proposed winter programming heading as a multilevel list. Figure C-31 shows the hierarchical structure of the outline. (Hint: Apply a multilevel list style, then use the Increase Indent and Decrease Indent buttons to change the level of importance of each item.) j. Change the outline numbering style to the bullet numbering style shown in Figure C-31 if a different style is used in your outline. k. Add a clip art graphic of a snowboarder or skier to page 2. Select a graphic that fits the tone of the document. Wrap text around the graphic, then resize it and position it so it aligns with the right margin. Advanced Challenge Exercise ■ Zoom out on the memo so that two pages are displayed in the document window, then, using the Change Styles button, change the style set to Modern. ■ Using the Change Case button, change the title Solstice Mountain Sports Memorandum so that only the initial letter of each word is capitalized. Resize and reposition the clip art as needed so that it fits in the memo header and the title still fits on one line. ■ Using the Themes button, change the theme applied to the document. Select a theme that works with the clip art graphics you chose. ■ Using the Theme Fonts button, change the fonts to a font set of your choice. Choose fonts that allow the document to fit on two pages. ■ Using the Theme Colors button, change the colors to a color palette of your choice. ■ Apply different styles and adjust other formatting elements as necessary to make the memo attractive, eye catching, and readable. The finished memo should fit on two pages. l. Save the document, submit it to your instructor, then close the file and exit Word. Word 74



Real Life Independent Challenge The fonts you choose for a document can have a major effect on the document’s tone. Not all fonts are appropriate for use in a business document, and some fonts, especially those with a definite theme, are appropriate only for specific purposes. In this Independent Challenge, you will use font formatting and other formatting features to design a letterhead and a fax coversheet for yourself or your business. The letterhead and coversheet should not only look professional and attract interest, but also say something about the character of your business or your personality. Figure C-32 shows an example of a business letterhead.

Word 2010

a. Start Word, and save a new blank document as WD C-Personal Letterhead to the drive and folder where you store your Data Files. b. Type your name or the name of your business, your address, your phone number, your fax number, and your Web site or e-mail address. c. Format your name or the name of your business in a font that expresses your personality or says something about the nature of your business. Use fonts, font colors, font effects, borders, shading, paragraph formatting, and other formatting features to design a letterhead that is appealing and professional. d. Save your changes, submit the document to your instructor, then close the file. e. Open a new blank document, and save it as WD C-Personal Fax Coversheet. Type FAX, your name or the name of your business, your address, your phone number, your fax number, and your Web site or e-mail address at the top of the document. f. Type a fax header that includes the following: Date; To; From; Re; Number of pages, including cover sheet; and Comments. g. Format the information in the fax coversheet using fonts, font effects, borders, shading, paragraph formatting, and other formatting features. Since a fax coversheet is designed to be faxed, all fonts and other formatting elements should be black. h. Save your changes, submit the document to your instructor, close the file, then exit Word.

FIGURE C-32


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Visual Workshop Open the file WD C-6.docx from the drive and folder where you store your Data Files. Create the menu shown in Figure C-33. (Hints: Find the clip art graphic using the keyword diner, then use the sizing handles to resize the graphic to be approximately 1.5" tall and 4.4" wide. Choose a different appropriate clip art graphic if the graphic shown in the figure is not available. Use Berlin Sans FB Demi and Calibri, or similar fonts, for the text. Change the font size of the café name to 28 points, the font size of Daily Specials to 18 points, the font size of the days to 14 points, and the font size of the descriptions to 12 points. Format the prices using tabs and leader lines. Use paragraph spacing to adjust the spacing between paragraphs so that all the text fits on one page. Make other adjustments as needed so your menu is similar to the one shown in Figure C-33.) Save the menu as WD C-Nina’s Trackside, then submit a copy to your instructor.

FIGURE C-33

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UNIT

D Word 2010


For mat ting Documen t s The page-formatting features of Word allow you to lay out and design documents of all types, including reports, brochures, newsletters, and research documents. In this unit, you

WD D-1.docx

learn how to change the document margins, add page numbers, insert headers and footers,

WD D-2.docx

and format text in columns. You also learn how to work with the Word reference features to

WD D-3.docx WD D-4.docx WD D-5.docx

add footnotes, insert citations, and create a bibliography.

You have written and

formatted the text for an informational report for QST clients about staying healthy while

WD D-6.docx

traveling. You are now ready to format the pages. You plan to organize the text in columns,

WD D-7.docx

to illustrate the report with a table, and to add footnotes and a bibliography.

OBJECTIVES

Set document margins Create sections and columns Insert page breaks Insert page numbers Add headers and footers Insert a table Add footnotes and endnotes Insert citations Manage sources and create a bibliography


UNIT

D Word 2010


Set ting Document Margins Changing a document’s margins is one way to change the appearance of a document and control the amount of text that fits on a page. The margins of a document are the blank areas between the edge of the text and the edge of the page. When you create a document in Word, the default margins are 1" at the top, bottom, left, and right sides of the page. You can adjust the size of a document’s margins using the Margins command on the Page Layout tab or using the rulers. The report should be a four-page document when finished. You begin by reducing the size of the document margins so that more text fits on each page.

1. Start Word, open the file WD D-1.docx from the drive and folder where you store your Data Files, then save it as WD D-Healthy Traveler The report opens in Print Layout view.

2. Scroll through the report to get a feel for its contents, then press [Ctrl][Home] The report is currently five pages long. Notice that the status bar indicates the page where the insertion point is located and the total number of pages in the document.

3. Click the Page Layout tab, then click the Margins button in the Page Setup group The Margins menu opens. You can select predefined margin settings from this menu, or you can click Custom Margins to create different margin settings. QUICK TIP You can also click the launcher in the Page Setup group to open the Page Setup dialog box.

4. Click Custom Margins The Page Setup dialog box opens with the Margins tab displayed, as shown in Figure D-1. You can use the Margins tab to change the top, bottom, left, or right document margin, to change the orientation of the pages from portrait to landscape, and to alter other page layout settings. Portrait orientation means a page is taller than it is wide; landscape orientation means a page is wider than it is tall. This report uses portrait orientation. You can also use the Orientation button in the Page Setup group on the Page Layout tab to change the orientation of a document.

5. Click the Top down arrow three times until 0.7" appears, then click the Bottom down arrow until 0.7" appears The top and bottom margins of the report will be .7". Notice that the margins in the Preview section of the dialog box change as you adjust the margin settings. QUICK TIP The minimum allowable margin settings depend on your printer and the size of the paper you are using. Word displays a warning message if you set margins that are too narrow for your printer.

6. Press [Tab], type .7 in the Left text box, press [Tab], then type .7 in the Right text box The left and right margins of the report will also be .7". You can change the margin settings by using the arrows or by typing a value in the appropriate text box.

7. Click OK The document margins change to .7", as shown in Figure D-2. The location of each margin (right, left, top, and bottom) is shown on the horizontal and vertical rulers at the intersection of the white and shaded areas. You can also change a margin setting by using the pointer to drag the intersection to a new location on the ruler.

8. Click the View tab, then click the Two Pages button in the Zoom group The first two pages of the document appear in the document window.

9. Scroll down to view all five pages of the report, press [Ctrl][Home], click the Page Width button in the Zoom group, then save your changes

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For mat ting Documen t s


FIGURE D-1: Margins tab in Page Setup dialog box

Default margin settings

Select gutter position

Set gutter margin Select page orientation

Set mirror margins and other page layout options

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Preview of margin settings

Select part of document to apply settings to

FIGURE D-2: Report with smaller margins

Ruler shows location of left margin Ruler shows location of right margin

Ruler shows location of top margin

Document margins are narrower than the original default margins

Document is five pages long Page 1 is the active page

Changing orientation, margin settings, and paper size By default, the documents you create in Word use an 81/2" ⫻ 11" paper size in portrait orientation with the default margin settings. You can change the orientation, margin settings, and paper size to common settings using the Orientation, Margins, and Size buttons in the Page Setup group on the Page Layout tab. You can also adjust these settings and others in the Page Setup dialog box. For example, to change the layout of multiple pages, use the Multiple pages list arrow on the Margins tab to create pages that use mirror margins, that include two pages per sheet of paper, or that are formatted using a book fold. Mirror margins are used in a document with facing pages, such as a magazine, where the margins on the left page

of the document are a mirror image of the margins on the right page. Documents with mirror margins have inside and outside margins, rather than right and left margins. Another type of margin is a gutter margin, which is used in documents that are bound, such as books. A gutter adds extra space to the left, top, or inside margin to allow for the binding. Add a gutter to a document by adjusting the setting in the Gutter position text box on the Margins tab. To change the size of the paper used, use the Paper size list arrow on the Paper tab to select a standard paper size, or enter custom measurements in the Width and Height text boxes.


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UNIT

D Word 2010

STEPS QUICK TIP Use the Customize Status Bar menu to turn on and off the display of information in the status bar.

QUICK TIP When you insert a section break at the beginning of a paragraph, Word inserts the break at the end of the previous paragraph. A section break stores the formatting information for the preceding section.

QUICK TIP When you delete a section break, you delete the section formatting of the text before the break. That text becomes part of the following section, and it assumes the formatting of that section.

Creating Sections and Columns Dividing a document into sections allows you to format each section of the document with different page layout settings. A section is a portion of a document that is separated from the rest of the document by section breaks. Section breaks are formatting marks that you insert in a document to show the end of a section. Once you have divided a document into sections, you can format each section with different column, margin, page orientation, header and footer, and other page layout settings. By default, a document is formatted as a single section, but you can divide a document into as many sections as you like. You insert a section break to divide the document into two sections, and then format the text in the second section in two columns. First, you customize the status bar to display section information.

1. Right-click the status bar, click Section on the Customize Status Bar menu that opens (if it is not already checked), then click the document to close the menu The status bar indicates the insertion point is located in section 1 of the document.

2. Click the Home tab, then click the Show/Hide ¶ button


Turning on formatting marks allows you to see the section breaks you insert in a document.

3. Place the insertion point before the heading General Considerations, click the Page Layout tab, then click the Breaks button in the Page Setup group The Breaks menu opens. You use this menu to insert different types of section breaks. See Table D-1.

4. Click Continuous Word inserts a continuous section break, shown as a dotted double line, above the heading. The document now has two sections. Notice that the status bar indicates the insertion point is in section 2.

5. Click the Columns button in the Page Setup group The columns menu opens. You use this menu to format text using preset column formats or to create custom columns.

6. Click More Columns to open the Columns dialog box 7. Select Two in the Presets section, click the Spacing down arrow twice until 0.3" appears as shown in Figure D-3, then click OK Section 2 is formatted in two columns of equal width with .3" of spacing between, as shown in Figure D-4. Formatting text in columns is another way to increase the amount of text that fits on a page.

8. Click the View tab, click the Two Pages button in the Zoom group, scroll down to examine all four pages of the document, press [Ctrl][Home], then save the document The text in section 2—all the text below the continuous section break—is formatted in two columns. Text in columns flows automatically from the bottom of one column to the top of the next column.

TABLE D-1: Types of section breaks

section

function

Next page

Begins a new section and moves the text following the break to the top of the next page

Continuous

Begins a new section on the same page

Even page

Begins a new section and moves the text following the break to the top of the next even-numbered page

Odd page

Begins a new section and moves the text following the break to the top of the next odd-numbered page

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FIGURE D-3: Columns dialog box

Change the number of columns

Select a preset format for columns

Select to add a line between columns Set space between columns Set custom widths and spacing for columns Preview of current settings

Select to create columns of equal width

Word 2010

Select part of document to apply format to

FIGURE D-4: Continuous section break and columns

Text in section 1 is formatted in one column Insertion point in section 2

Continuous section break

Text in section 2 is formatted in two columns

Section 2 is the Document is now active section four pages long

Columns of text

Changing page layout settings for a section Dividing a document into sections allows you to vary the layout of a document. In addition to applying different column settings to sections, you can apply different margins, page orientation, paper size, vertical alignment, header and footer, page numbering, footnotes, endnotes, and other page layout settings. For example, if you are formatting a report that includes a table with many columns, you might want to change the table’s page orientation to landscape so that it is easier to read. To do this, you would insert a section break before and after the table to create a section that contains only the table, and then you would change the page orientation of the section that contains the table to landscape. If the table does not fill the page, you could also change the vertical alignment of the table

so that it is centered vertically on the page. To do this, use the Vertical alignment list arrow on the Layout tab of the Page Setup dialog box. To check or change the page layout settings for an individual section, place the insertion point in the section, then open the Page Setup dialog box. Select any options you want to change, click the Apply to list arrow, click This section, then click OK. When you select This section in the Apply to list box, the settings are applied to the current section only. If you select Whole document in the Apply to list box, the settings are applied to all the sections in the document. Use the Apply to list arrow in the Columns dialog box or the Footnote and Endnote dialog box to change those settings for a section.


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UNIT

D Word 2010

STEPS

Inser ting Page Breaks As you type text in a document, Word inserts an automatic page break (also called a soft page break) when you reach the bottom of a page, allowing you to continue typing on the next page. You can also force text onto the next page of a document by using the Breaks command to insert a manual page break (also called a hard page break). You insert manual page breaks where you know you want to begin each new page of the report.

1. Click the Page Width button, scroll to the bottom of page 1, place the insertion point before the heading Malaria: A Serious …, click the Page Layout tab, then click the Breaks button in the Page Setup group The Breaks menu opens. You also use this menu to insert page, column, and text-wrapping breaks. Table D-2 describes these types of breaks. QUICK TIP To control the flow of text between columns, insert a column break to force the text after the break to the top of the next column.

QUICK TIP You can also doubleclick a page break to select it, and then press [Delete] to delete it. You know the page break is selected when both the words and the paragraph mark at the end of the page break are selected.

QUICK TIP You can balance columns of unequal length on a page by inserting a continuous section break at the end of the last column on the page.

2. Click Page Word inserts a manual page break before “Malaria: A Serious Health Risk for Travelers” and moves all the text following the page break to the beginning of the next page, as shown in Figure D-5. The page break appears as a dotted line in Print Layout view when formatting marks are displayed. Page break marks are visible on the screen but do not print.

3. Scroll down, place the insertion point before the heading Preventive Options… on page 2, press and hold [Ctrl], then press [Enter] Pressing [Ctrl][Enter] is a fast way to insert a manual page break. The heading is forced to the top of the third page.

4. Scroll to the bottom of page 3, place the insertion point before the heading Insurance for Travelers on page 3, then press [Ctrl][Enter] The heading is forced to the top of the fourth page.

5. Scroll up, click to the left of the page break on page 2 with the selection pointer select the page break, then press [Delete]

to

The manual page break is deleted and the text from pages 2 and 3 flows together. You can also use the selection pointer to click to the left of a section or a column break to select it.

6. Place the insertion point before the heading Medical Kit…. on page 2, then press [Ctrl][Enter] The heading is forced to the top of the third page.

7. Click the View tab, click the Two Pages button in the Zoom group, scroll to view all four pages of the document, then save your changes Pages 3 and 4 are shown in Figure D-6.

Controlling automatic pagination Another way to control the flow of text between pages (or between columns) is to apply pagination settings to specify where Word positions automatic page breaks. For example, you might want to make sure an article appears on the same page as its heading, or you might want to prevent a page from breaking in the middle of the last paragraph of a report. To manipulate automatic pagination, simply select the paragraphs(s) or line(s) you want to control, click the launcher in the Paragraph group on the Home or Page Layout tab, click the Line and Page Breaks tab in the Paragraph dialog box, select one or more of the following settings in the Pagination section, and then click OK. Pagination settings include the following: • Keep with next setting—apply to any paragraph you want to appear together with the next paragraph on a single page in

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order to prevent the page from breaking between the paragraphs. • Keep lines together setting—apply to selected paragraph or lines to prevent a page from breaking in the middle of a paragraph or between certain lines. • Page break before setting—apply to specify that a selected paragraph follows an automatic page break. • Widow/Orphan control setting—turned on by default in the Pagination section of the dialog box. This setting ensures that at least two lines of a paragraph appear at the top and bottom of every page. In other words, it prevents a page from beginning with just the last line of a paragraph (a widow), and prevents a page from ending with only the first line of a new paragraph (an orphan).



FIGURE D-5: Manual page break in document

Manual page break

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Insertion point on page 2 of document

Text that follows break is forced onto the next page

FIGURE D-6: Pages 3 and 4

Manual page break

TABLE D-2: Types of breaks

break

function

Page

Forces the text following the break to begin at the top of the next page

Column

Forces the text following the break to begin at the top of the next column

Text Wrapping

Forces the text following the break to begin at the beginning of the next line


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UNIT

D Word 2010

STEPS QUICK TIP Point to Current Position to insert a page number field at the location of the insertion point.

Inser ting Page Numbers If you want to number the pages of a multiple-page document, you can insert a page number field to add a page number to each page. A field is a code that serves as a placeholder for data that changes in a document, such as a page number or the current date. When you use the Page Number button on the Insert tab to add page numbers to a document, you insert the page number field at the top, bottom, or side of any page, and Word automatically numbers all the pages in the document for you. You insert a page number field so that page numbers will appear centered between the margins at the bottom of each page in the document.

1. Press [Ctrl][Home], click the Page Width button in the Zoom group on the View tab, click the Insert tab, then click the Page Number button in the Header & Footer group The Page Number menu opens. You use this menu to select the position for the page numbers. If you choose to add a page number field to the top, bottom, or side of a document, a page number will appear on every page in the document. If you choose to insert it in the document at the location of the insertion point, the field will appear on that page only.

2. Point to Bottom of Page A gallery of formatting and alignment options for page numbers to be inserted at the bottom of a page opens, as shown in Figure D-7. QUICK TIP To change the location or formatting of page numbers, click the Page Number button, point to a page number location, then select a format from the gallery.

3. Scroll down the gallery to view the options, scroll to the top of the gallery, then click Plain Number 2 in the Simple section A page number field containing the number 1 is centered in the Footer area at the bottom of page 1 of the document, as shown in Figure D-8. The document text is gray, or dimmed, because the Footer area is open. Text that is inserted in a Footer area appears at the bottom of every page in a document.

4. Double-click the document text, then scroll to the bottom of page 1 Double-clicking the document text closes the Footer area. The page number is now dimmed because it is located in the Footer area, which is no longer the active area. When the document is printed, the page numbers appear as normal text. You will learn more about working with the Footer area in the next lesson.

5. Scroll down the document to see the page number at the bottom of each page Word numbered each page of the report automatically, and each page number is centered at the bottom of the page. If you want to change the numbering format or start page numbering with a different number, you can simply click the Page Number button, click Format Page Numbers, and then choose from the options in the Page Number Format dialog box. QUICK TIP

6. Press [Ctrl][Home], then save the document

To remove page numbers from a document, click the Page Number button, then click Remove Page Numbers.

Moving around in a long document Rather than scrolling to move to a different place in a long document, you can use the Browse by Object feature to move the insertion point to a specific location quickly. Browse by Object allows you to browse to the next or previous page, section, line, table, graphic, or other item of the same type in a document. To do this, first click the Select Browse Object button below the vertical scroll bar to

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open a palette of object types. On this palette, click the button for the type of item you want to browse through, and then click the or Previous buttons to scroll through the items of that Next type in the document.



FIGURE D-7: Page Number gallery

Select position for page number Choose the preformatted page number option with the alignment and formatting you prefer

Word 2010

Drag to see more preformatted page number options

FIGURE D-8: Page number in document

Page 1 of document

Document text is dimmed when Footer area is open

Page number field in Footer area

Inserting Quick Parts The Word Quick Parts feature makes it easy to insert reusable pieces of content into a document quickly. The Quick Parts items you can insert include fields, such as for the current date or the total number of pages in a document; document property information, such as the author and title of a document; and building blocks, which are customized content that you create, format, and save for future use. To insert a Quick Part into a document at the location of the insertion point, click the Quick Parts button in the Text group on the Insert tab (or, if headers and footers are open, click the Quick Parts button in the Insert group on the Header & Footer Tools Design tab), and then select the type of Quick Part you want to insert. To insert a field into a document, click Field on the Quick Parts menu that opens, click the name of the field you want to insert in the Field dialog box, and then click OK. Field information is updated automatically each time the document is opened or saved.

To insert a document property, point to Document Property on the Quick Parts menu, and then click the property you want to insert. The property is added to the document as a content control and contains the document property information you entered in the Document panel. If you did not assign a document property, the content control contains a placeholder, which you can replace with your own text. Once you replace the placeholder text—or edit the document property information that appears in the content control—this text replaces the document property information in the Document panel. To insert a building block, click Building Blocks Organizer on the Quick Parts menu, select the building block you want, and then click Insert. You will learn more about working with building blocks in later lessons.


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UNIT

D Word 2010

STEPS QUICK TIP Unless you set different headers and footers for different sections, the information you insert in any Header or Footer area appears on every page in the document.

Adding Headers and Footers A header is text or graphics that appears at the top of every page of a document. A footer is text or graphics that appears at the bottom of every page. In longer documents, headers and footers often contain the title of the publication or chapter, the name of the author, or a page number. You can add headers and footers to a document by double-clicking the top or bottom margin of a document to open the Header and Footer areas, and then inserting text and graphics into them. You can also use the Header or Footer command on the Insert tab to insert predesigned headers and footers that you can modify to include your information. You create a header that includes the name of the report.

1. Click the Insert tab, then click the Header button in the Header & Footer group A gallery of built-in header designs opens.

2. Scroll down the gallery to view the header designs, scroll to the top of the gallery, then click Blank The Header and Footer areas open, and the document text is dimmed. When the document text is dimmed, it cannot be edited. The Header & Footer Tools Design tab also opens and is the active tab, as shown in Figure D-9. This tab is available whenever the Header and Footer areas are open.

3. Type Healthy Traveler: Travel and Health Information from Quest Specialty Travel in the content control in the Header area This text will appear at the top of every page in the document. QUICK TIP You can also use the Insert Alignment Tab button in the Position group to left-, center-, and right-align text in the Header and Footer areas.

4. Select the header text, click the Home tab, click the Font list arrow in the Font group, , click Olive Green, Accent 3, click Berlin Sans FB Demi, click the Font Color list arrow Darker 25%, click the Center button in the Paragraph group, click the Bottom Border button , then click in the Header area to deselect the text The text is formatted in olive green Berlin Sans FB Demi and centered in the Header area with a bottom border.

5. Click the Header & Footer Tools Design tab, then click the Go to Footer button in the Navigation group The insertion point moves to the Footer area, where a page number field is centered in the Footer area.

QUICK TIP To change the distance between the header and footer and the edge of the page, change the Header from Top and Footer from Bottom settings in the Position group.

6. Select the page number field in the footer, change the formatting to Berlin Sans FB Demi and Olive Green, Accent 3, Darker 25%, then click in the Footer area to deselect the text and field The footer text is formatted in olive green Berlin Sans FB Demi.

7. Click the Close Header and Footer button in the Close group, then scroll down until the bottom of page 1 and the top of page 2 appear in the document window The Header and Footer areas close, and the header and footer text is dimmed, as shown in Figure D-10.

8. Press [Ctrl][Home] The report already includes the name of the document at the top of the first page, making the header information redundant. You can modify headers and footers so that the header and footer text does not appear on the first page of a document or a section.

9. Position the pointer over the header text at the top of page 1, then double-click QUICK TIP To remove headers or footers from a document, click the Header or Footer button, and then click Remove Header or Remove Footer.

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The Header and Footer areas open. The Options group on the Header & Footer Tools Design tab includes options for creating a different header and footer for the first page of a document or a section, and for creating different headers and footers for odd- and even-numbered pages.

10. Click the Different First Page check box to select it, click the Close Header and Footer button, scroll to see the header and footer on pages 2, 3, and 4, then save the document The header and footer text is removed from the Header and Footer areas on the first page.



FIGURE D-9: Header area

Header & Footer Tools Design tab active

Tab stops for the header are set for the default document margins

Header area is open

Document text is dimmed

Content control

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FIGURE D-10: Header and footer in document

Page number appears in footer on every page Header text appears centered in the header on every page

Adding a custom header or footer to the gallery When you design a header that you want to use again in other documents, you can add it to the Header gallery by saving it as a building block. Building blocks are reusable pieces of formatted content or document parts, including headers and footers, page numbers, and text boxes, that are stored in galleries. Building blocks include predesigned content that comes with Word, as well as content that you create and save for future use. For example, you might create a custom header that contains your company name and logo and is formatted using the fonts, border, and colors you use in all company documents. To add a custom header to the Header gallery, select all the text in the header, including the last paragraph mark, click the Header button, and then click Save Selection to Header Gallery. In the

Create New Building Block dialog box that opens, type a unique name for the header in the Name text box, click the Gallery list arrow and select the appropriate gallery, verify that the Category is General, and then type a brief description of the new header design in the Description text box. This description appears in a ScreenTip when you point to the custom header in the gallery. When you are finished, click OK. The new header appears in the Header gallery under the General category. To remove a custom header from the Header gallery, right-click it, click Organize and Delete, make sure the appropriate building block is selected in the Building Blocks Organizer that opens, click Delete, click Yes, and then click Close. You can follow the same process to add or remove a custom footer to the Footer gallery.


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UNIT

D Word 2010

Inser ting a Table Adding a table to a document is a useful way to illustrate information that is intended for quick reference and analysis. A table is a grid of columns and rows that you can fill with text and graphics. A cell is the box formed by the intersection of a column and a row. The lines that divide the columns and rows of a table and help you see the grid-like structure of the table are called borders. A simple way to insert a table into a document is to use the Insert Table command on the Insert tab. You add a table to page 2 showing the preventive options for serious travel health diseases.

STEPS 1. Scroll until the heading Preventive Options … is at the top of your document window 2. Select the heading Preventive Options… and the two paragraph marks below it, click the Page Layout tab, click the Columns button in the Page Setup group, click One, click the heading to deselect the text, then scroll down to see the bottom half of page 2 A continuous section break is inserted before the heading and after the second paragraph mark, creating a new section, section 3, as shown in Figure D-11. The document now includes four sections, with the heading Preventive Options… in Section 3. Section 3 is formatted as a single column.

3. Place the insertion point before the first paragraph mark below the heading, click the Insert tab, click the Table button in the Tables group, then click Insert Table The Insert Table dialog box opens. You use this dialog box to create a blank table. QUICK TIP To delete a table, click in the table, click the Table Tools Layout tab, click the Delete button in the Rows & Columns group, then click Delete Table.

QUICK TIP You can also click in a cell to move the insertion point to it.

TROUBLE If you pressed [Tab] after the last row, click the Undo on button the Quick Access toolbar to remove the blank row.

4. Type 5 in the Number of columns text box, press [Tab], type 6 in the Number of rows text box, make sure the Fixed column width option button is selected, then click OK A blank table with five columns and six rows is inserted in the document. The insertion point is in the upper-left cell of the table, and the Table Tools Design tab becomes the active tab.

5. Click the Home tab, click the Show/Hide ¶ button in the Paragraph group, type Disease in the first cell in the first row, press [Tab], type Vaccine, press [Tab], type Prophylaxis Drug, press [Tab], type Eat and Drink Safely, press [Tab], type Avoid Insects, then press [Tab] Pressing [Tab] moves the insertion point to the next cell in the row or to the first cell in the next row.

6. Type Malaria, press [Tab][Tab], click the Bullets list arrow in the Paragraph group, click the check mark style, press [Tab][Tab], then click the Bullets button The active bullet style changes to a check mark. A check mark is added to a cell when you click the Bullets button.

7. Type the text shown in Figure D-12 in the table cells Don’t be concerned if the text wraps to the next line in a cell as you type because you will adjust the width of the columns later.

8. Click the Table Tools Layout tab, click the AutoFit button in the Cell Size group, click AutoFit Contents, click the AutoFit button again, then click AutoFit Window The width of the table columns is adjusted to fit the text and then the window.

QUICK TIP You can also format table text using the buttons on the Mini toolbar or the Home tab.

9. Click the Select button in the Table group, click Select Table, click the Align Center button in the Alignment group, click Disease in the table, click the Select button, click Select Column, click the Align Center Left button , then click in the table to deselect the column The text in the table is centered in each cell, and then the text in the first column is left-aligned.

10. Click the Table Tools Design tab, click the More button in the Table Styles group to expand the Table Styles gallery, click the Light List – Accent 3 style, then save your changes The Light List - Accent 3 table style is applied to the table, as shown in Figure D-13. A table style includes format settings for the text, borders, and shading in a table.

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FIGURE D-11: New section

Insertion point is in third section

Section 3 is a single column

Word 2010

FIGURE D-12: Text in table

Header row Row

Cell

Column

FIGURE D-13: Completed table


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UNIT

D Word 2010

STEPS TROUBLE Scroll up as needed to see the note reference mark; then scroll down to see the footnote.

Adding Footnotes and Endnotes Footnotes and endnotes are used in documents to provide further information, explanatory text, or references for text in a document. A footnote or endnote is an explanatory note that consists of two linked parts: the note reference mark that appears next to text to indicate that additional information is offered in a footnote or endnote, and the corresponding footnote or endnote text. Word places footnotes at the end of each page and endnotes at the end of the document. You insert and manage footnotes and endnotes using the tools in the Footnotes group on the References tab. You add several footnotes to the report.

1. Press [Ctrl][Home], place the insertion point at the end of the first body paragraph in the second column of text (after “resort.”), click the References tab, then click the Insert Footnote button in the Footnotes group A note reference mark, in this case a superscript 1, appears after “resort.”, and the insertion point moves below a separator line at the bottom of the page. A note reference mark can be a number, a symbol, a character, or a combination of characters.

2. Type Behavior is a critical factor, regardless of the quality of accommodations. For example, going outdoors in a malaria-endemic area could result in becoming infected with malaria. The footnote text appears below the separator line at the bottom of page 1, as shown in Figure D-14. QUICK TIP To change the number format of the note reference mark or to use a symbol instead of a character, click the in launcher the Footnotes group, select from the options in the Footnote and Endnote dialog box, then click Apply.

3. Scroll down until the bottom half of page 3 appears in the document window, place the insertion point at the end of “Medications taken on a regular basis at home” in the second column, click the Insert Footnote button, then type All medications should be stored in carry-on luggage, in their original containers with clear labels. Carry a duplicate supply in checked luggage. The footnote text for the second footnote appears at the bottom of the second column on page 3.

4. Place the insertion point at the end of “Sunscreen” in the bulleted list in the second column, click the Insert Footnote button, then type SPF 15 or greater. The footnote text for the third footnote appears under the second footnote text at the bottom of page 3.

5. Place the insertion point after “Disposable gloves” in the first column, click the Insert Footnote button, type At least two pairs., place the insertion point after “Scissors, safety pins, and tweezers” in the first column, click the Insert Footnote button, then type Pack these items in checked luggage. Notice that when you inserted new footnotes between existing footnotes, Word automatically renumbered the footnotes. The new footnotes appear at the bottom of the first column on page 3, as shown in Figure D-15.

6. Press [Ctrl][Home], then click the Next Footnote button in the Footnotes group The insertion point moves to the first reference mark in the document. QUICK TIP To convert all footnotes to endnotes, click the launcher in the Footnotes group, click Convert, click OK, then click Close.

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7. Click the Next Footnote button, press [Delete] to select the number 2 reference mark, then press [Delete] again The second reference mark and associated footnote are deleted from the document and the footnotes are renumbered automatically. You must select a reference mark to delete a footnote; you can not simply delete the footnote text itself.

8. Press [Ctrl][Home], then save your changes



FIGURE D-14: Footnote in the document

Separator line

Footnote text

Word 2010

FIGURE D-15: Renumbered footnotes in the document

Note reference marks

Corresponding footnote text

Notes are renumbered when a new note is added


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UNIT

D Word 2010

STEPS

Inser ting Citations The Word References feature allows you to keep track of the reference sources you consult when writing research papers, reports, and other documents, and makes it easy to insert a citation in a document. A citation is a parenthetical reference in the document text that gives credit to the source for a quotation or other information used in a document. Citations usually include the name of the author and, for print sources, a page number. When you insert a citation you can use an existing source or create a new source. Each time you create a new source, the source information is saved on your computer so that it is available for use in any document. The report already includes two citations. You add several more citations to the report.

1. Place the insertion point after “people travel” but before the period at the end of the first paragraph in the first column of text, click the Style list arrow in the Citations & Bibliography group, then click MLA Sixth Edition You will format the sources and citations in the report using the style recommended by the Modern Language Association (MLA). QUICK TIP When you create a new source for a document, it appears automatically in the bibliography when you generate it.

QUICK TIP Only sources that you associate with a document stay with the document when you move it to another computer. The master list of sources remains on the computer where it was created.

QUICK TIP You can also choose to add or remove the author, year, or title from a citation.

2. Click the Insert Citation button in the Citations & Bibliography group A list of the sources already used in the document opens. You can choose to cite one of these sources, create a new source, or add a placeholder for a source. When you add a new citation to a document, the source is added to the list of master sources that is stored on the computer. The new source is also associated with the document.

3. Click Add New Source, click the Type of Source list arrow in the Create Source dialog box, scroll down to view the available source types, click Report, then click the Corporate Author check box You select the type of source and enter the source information in the Create Source dialog box. The fields available in the dialog box change, depending on the type of source selected.

4. Enter the data shown in Figure D-16 in the Create Source dialog box, then click OK The citation (World Tourism Organization) appears at the end of the paragraph. Because the source is a print publication, it needs to include a page number.

5. Click the citation to select it, click the Citation Options list arrow on the right side of the citation, then click Edit Citation The Edit Citation dialog box opens, as shown in Figure D-17.

6. Type 19 in the Pages text box, then click OK The page number 19 is added to the citation.

7. Scroll down, place the insertion point at the end of the quotation (after ...consequences.), click the Insert Citation button, click Add New Source, enter the information shown in Figure D-18, then click OK A citation for the Web publication that the quotation was taken from is added to the report. No page number is used in this citation because the source is a Web site.

8. Scroll to the bottom of page 2, click under the table, type Source:, italicize Source:, click after Source:, click the Insert Citation button, then click Johnson, Margaret in the list of sources The citation (Johnson) appears under the table.

9. Click the citation, click the Citation Options list arrow, click Edit Citation, type 55 in the Pages text box, click OK, then save your changes The page number 55 is added to the citation. Word 92



FIGURE D-16: Adding a Report source

Word 2010

FIGURE D-17: Edit Citation dialog box

Citation selected in the content control

Citation Options list arrow

FIGURE D-18: Adding a Web publication source


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UNIT

D Word 2010

STEPS QUICK TIP You must copy sources from the Master List to the Current List for the sources to be available when you open the document on another computer.

Managing Sources and Creating a Bibliography Many documents require a bibliography, a list of sources that you used in creating the document. The list of sources can include only the works cited in your document (a works cited list) or both the works cited and the works consulted (a bibliography). The Bibliography feature in Word allows you to generate a works cited list or a bibliography automatically based on the source information you provide for the document. The Source Manager dialog box helps you to organize your sources. You add a bibliography to the report. The bibliography is inserted as a field, and it can be formatted any way you choose.

1. Press [Ctrl][End] to move the insertion point to the end of the document, then click the Manage Sources button in the Citations & Bibliography group The Source Manager dialog box opens, as shown in Figure D-19. The Master List shows the sources available on your computer. The Current List shows the sources available in the current document. A check mark next to a source indicates the source is cited in the document. You use the tools in the Source Manager dialog box to add, edit, and delete sources from the lists, and to copy sources between the Master List and the Current List. The sources that appear in the Current List are the sources that will appear in the bibliography.

2. Click the Baker, Mary source in the Current List A preview of the citation and bibliographical entry for the source in MLA style appears in the Preview box. You do not want this source to be included in your bibliography for the report.

3. Click Delete The source is removed from the Current List.

4. Click Close, click the Bibliography button in the Citations & Bibliography group, click Bibliography, then scroll up to see the heading Bibliography at the top of the field A Bibliography field is added at the location of the insertion point. The bibliography includes all the sources associated with the document, formatted in the MLA style for bibliographies. The text in the Bibliography field is formatted with the default styles. You want to format the text to match the rest of the report. TROUBLE Don't be concerned if the list of sources becomes gray when you select the heading Bibliography. This simply indicates the Bibliography field is active. Text that is selected is highlighted in blue.

5. Select Bibliography; apply the following formats: Berlin Sans FB Demi, bold, and the Blue, Accent 1 font color; drag down the list of sources to select the entire list and change the font size to 11; then click outside the bibliography to deselect it The format of the bibliography text now matches the rest of the report.

6. Press [Ctrl][End], type your name, click the View tab, then click Two Pages Completed pages 3 and 4 of the report are shown in the document window, as shown in Figure D-20.

7. Scroll up to view pages 1 and 2 Completed pages 1 and 2 are shown in Figure D-21.

8. Save your changes, submit your document, close the file, then exit Word Working with Web sources Publications found on the Web can be challenging to document. Many Web sites can be accessed under multiple domains, and URLs change frequently or are so long that they cannot be typed easily. In addition, electronic publications are often updated frequently, making each visit to a Web site potentially unique. For these reasons, it’s best to rely on the author, title, and publication information for a Web publication when citing it as a source in a research document. If

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possible, you can include a URL as supplementary information only, along with the date the Web site was last updated and the date you accessed the site. Whatever format you use for citing Web publications, it’s important to be consistent throughout your document. Since Web sites are often removed, it’s also a good idea to download or print any Web source you use so that it can be verified later.



FIGURE D-19: Source Manager dialog box

Your Master List will contain the two sources you added and either no additional sources or different additional sources

List of sources associated with the document

Preview of the citation and bibliography entry for the selected source in MLA style (as defined by Word)

Your preview area may show a different source

Word 2010

Sources with a check mark have a citation in the document

FIGURE D-20: Completed pages 3 and 4

FIGURE D-21: Completed pages 1 and 2


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Label each element shown in Figure D-22. FIGURE D-22

5 1

4

2 3

Match each term with the statement that best describes it. 6. 7. 8. 9. 10. 11. 12. 13. 14.

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Table Manual page break Section break Footer Header Citation Field Margin Bibliography

a. A parenthetical reference in the document text that gives credit to a source b. The blank area between the edge of the text and the edge of the page c. A formatting mark that divides a document into parts that can be formatted differently d. Text or graphics that appear at the bottom of every page in a document e. A placeholder for information that changes f. A formatting mark that forces the text following the mark to begin at the top of the next page g. Text or graphics that appear at the top of every page in a document h. A list of the sources used to create a document i. A grid of columns and rows that you can fill with text and graphics




Word 2010

15. Which type of break do you insert if you want to balance the columns in a section? a. Manual page break c. Column break b. Text wrapping break d. Continuous section break 16. Which type of break can you insert if you want to force text to begin on the next page? a. Text wrapping break c. Automatic page break b. Next page section break d. Continuous section break 17. Which of the following cannot be inserted using the Quick Parts command? a. Document property c. Page break b. AutoText building block d. Page number field 18. Which of the following do documents with mirror margins always have? a. Inside and outside margins c. Gutters b. Different first page headers and footers d. Landscape orientation 19. What name describes formatted pieces of content that are stored in galleries? a. Field c. Property b. Header d. Building Block 20. Which appears at the end of a document? a. Citation c. Footnote b. Endnote d. Page break

Skills Review 1. Set document margins. a. Start Word, open the file WD D-2.docx from the drive and folder where you store your Data Files, then save it as WD D-Elmwood Fitness. b. Change the top and bottom margin settings to Moderate: 1" top and bottom, and .75" left and right. c. Save your changes to the document. 2. Create sections and columns. a. Turn on the display of formatting marks, then customize the status bar to display sections if they are not displayed already. b. Insert a continuous section break before the Welcome to the Elmwood Fitness Center heading. c. Format the text in section 2 in two columns, then save your changes to the document. 3. Insert page breaks. a. Scroll to page 3, then insert a manual page break before the heading Facilities and Services. b. Scroll down and insert a manual page break before the heading Membership, then press [Ctrl][Home]. c. On page 1, select the heading Welcome to the Elmwood Fitness Center and the paragraph mark below it, use the Columns button to format the selected text as one column, then center the heading on the page. d. Follow the direction in step c to format the heading Facilities and Services and the paragraph mark below it on page 3, and the heading Membership and the paragraph mark below it on page 4, as one column, with centered text, then save your changes to the document 4. Insert page numbers. a. Insert page numbers in the document at the bottom of the page. Select the Plain Number 2 page number style from the gallery. b. Close the Footer area, scroll through the document to view the page number on each page, then save your changes to the document. 5. Add headers and footers. a. Double-click the margin at the top of a page to open the Header and Footer areas. b. With the insertion point in the Header area, click the Quick Parts button in the Insert Group on the Header & Footer Tools Design tab, point to Document Property, then click Author.


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Skills Review (continued) c. Replace the text in the Author content control with your name, press [End] to move the insertion point out of the content control, then press [Spacebar]. (Note: If your name does not appear in the header, right-click the Author content control, click Remove Content Control, then type your name in the header.) d. Click the Insert Alignment Tab button in the Position group, select the Right option button and keep the alignment relative to the margin, then click OK in the dialog box to move the insertion point to the right margin. e. Use the Insert Date and Time command in the Insert group to insert the current date using a format of your choice as static text. (Hint: Be sure the Update Automatically check box is not checked.) f. Apply italic to the text in the header. g. Move the insertion point to the Footer area. h. Double-click the page number to select it, then format the page number in bold and italic. i. Move the insertion point to the header on page 1 if it is not already there, use the Header & Footer Tools Design tab to create a different header and footer for the first page of the document, type your name in the First Page Header area, then apply italic to your name. j. Close headers and footers, scroll to view the header and footer on each page, then save your changes to the document. 6. Insert a table. a. On page 4, double-click the word Table to select it at the end of the Membership Rates section, press [Delete], open the Insert Table dialog box, then create a table with two columns and five rows. b. Apply the purple Light List - Accent 4 table style to the table. c. Press [Tab] to leave the first cell in the header row blank, then type Rate. d. Press [Tab], then type the following text in the table, pressing [Tab] to move from cell to cell. Enrollment/Individual $100 Enrollment/Couple $150 Monthly membership/Individual $35 Monthly membership/Couple $60 e. With the insertion point in the table, right-click the table, use the AutoFit command to select the AutoFit to Contents option, and then select the AutoFit to Window option. (Note: In this case AutoFit to Window fits the table to the width of the column of text.) f. Save your changes to the document. 7. Add footnotes and endnotes. a. Press [Ctrl[Home], scroll down, place the insertion point at the end of the first body paragraph, insert a footnote, then type People who are active live longer and feel better. b. Place the insertion point at the end of the first paragraph under the Benefits of Exercise heading, insert a footnote, then type There are 1,440 minutes in every day. Schedule 30 of them for physical activity. c. Place the insertion point at the end of the first paragraph under the Tips for Staying Motivated heading, insert a footnote, type Always consult your FIGURE D-23 physician before beginning an exercise program., then save your changes. 8. Insert citations. a. Place the insertion point at the end of the second paragraph under the Benefits of Exercise heading (after “down from 52% in 2010” but before the period), then change the style for citations and bibliography to MLA Sixth Edition. b. Insert a citation, add a new source, enter the source information shown in the Create Source dialog box in Figure D-23, then click OK. Word 98



Skills Review (continued)

FIGURE D-24


Word 2010

c. Place the insertion point at the end of the italicized quotation in the second column of text, insert a citation, then select Jason, Laura from the list of sources. d. Edit the citation to include the page number 25. e. Scroll to page 2, place the insertion point at the end of the “Be a morning exerciser” paragraph but before the ending period, insert a citation for WebMD, then save your changes. 9. Manage sources and create a bibliography. a. Press [Ctrl][End], then open the Source Manager dialog box. b. Select the source Health, National Institute of in the Current List, click Edit, click the Corporate Author check box, edit the entry so it reads National Institute of Health, click OK, click Yes if prompted, then click Close. c. Insert a bibliography. d. Select Bibliography, then change the font to 14-point Tahoma with a black font color. Pages 1 and 4 of the formatted document are shown in Figure D-24. e. Save your changes to the document, submit it to your instructor, then close the document and exit Word.

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Independent Challenge 1 You are the owner of a small business called Harvest Catering. You have begun work on the text for a brochure advertising your business and are now ready to lay out the pages and prepare the final copy. The brochure will be printed on both sides of an 81/2" ⫻ 11" sheet of paper, and folded in thirds.


a. Start Word, open the file WD D-3.docx from the drive and folder where you store your Data Files, then save it as WD D-Harvest Catering. Read the document to get a feel for its contents. b. Change the page orientation to landscape, and change all four margins to .6". c. Format the document in three columns of equal width. d. Insert a next page section break before the heading Catering Services. e. On page 1, insert column breaks before the headings Sample Tuscan Banquet Menu and Sample Indian Banquet Menu. f. Change the column spacing in section 1 (which is the first page) to .4", add lines between the columns on the first page, then center the text in the columns. FIGURE D-25 g. Double-click the bottom margin to open the footer area, create a different header and footer for the first page, then type Call for custom menus designed to your taste and budget. in the First Page Footer -Section 1- area. h. Center the text in the footer area, format it in 20-point Papyrus, bold, with a Red, Accent 2 font color, then close headers and footers. i. On page 2, insert a column break before Your Name, then press [Enter] 22 times to move the contact information to the bottom of the second column. j. Replace Your Name with your name, then center the contact information in the column. k. Insert a column break at the bottom of the second column. Type the text shown in Figure D-25 in the third column, then apply the No Spacing style to the text. Refer to the figure as you follow the instructions for formatting the text in the third column. l. Format Harvest Catering in 28-point Papyrus, bold. m. Format the remaining text in 12-point Papyrus. Center the text in the third column. n. Insert the clip art graphic shown in Figure D-25 or another appropriate clip art graphic. Do not wrap text around the graphic. (Hint: Use the search terms fruits and women.) o. Resize the graphic and add or remove blank paragraphs in the third column of your brochure so that the spacing between elements roughly matches the spacing shown in Figure D-25. Advanced Challenge Exercise ■ Insert a different appropriate clip art graphic at the bottom of the first column on page 2. ■ Apply text wrapping to the graphic, then resize the graphic and position it so it enhances the design of the brochure. ■ Apply a suitable picture style or picture effect to the graphic. p. Save your changes, then submit a copy to your instructor. If possible, you can print the brochure with the two pages back to back so that the brochure can be folded in thirds. q. Close the document and exit Word.

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Independent Challenge 2 You work in the Campus Safety Department at Pacific State College. You have written the text for an informational flyer about parking regulations on campus, and now you need to format the flyer so it is attractive and readable.


Word 2010

a. Start Word, open the file WD D-4.docx from the drive and folder where you store your Data Files, then save it as WD D-Parking FAQ. Read the document to get a feel for its contents. b. Change all four margins to .7". c. Insert a continuous section break before 1. May I bring a car to school? (Hint: Place the insertion point before May.) d. Scroll down and insert a next page section break before Sample Parking Permit. e. Format the text in section 2 in three columns of equal width with .3" of space between the columns. f. Hyphenate the document using the automatic hyphenation feature. (Hint: Use the Hyphenation button in the Page Setup group on the Page Layout tab.) g. Add a 3-point dotted-line bottom border to the blank paragraph under Pacific State College Department of Campus Safety. (Hint: Place the insertion point before the paragraph mark under Pacific State College…) h. Open the Header area, and insert your name in the header. Right-align your name, and format it in 10-point Arial. i. Add the following text to the footer, inserting symbols between words as indicated: Parking and Shuttle Service Office • 54 Buckley Street • Pacific State College • 942-555-2227. (Hint: Click the Symbol command in the Symbols group on the Insert tab to insert a symbol.) j. Format the footer text in 9-point Arial Black, and center it in the footer. If necessary, adjust the font and font size so that the entire contact information fits on one line. k. Apply a 3-point dotted-line border above the footer text. Make sure to apply the border to the paragraph. l. Add a continuous section break at the end of section 2 to balance the columns in section 2. m. Add the clip art graphic shown in Figure D-26 (or another appropriate clip art graphic) to the upper-right corner of the document, above the border. Make sure the graphic does not obscure the border. (Hint: Apply text wrapping to the graphic before positioning it.) FIGURE D-26 n. Place the insertion point on page 2 (which is section 4). Change the left and right margins in section 4 to 1". Also change the page orientation of section 4 to landscape. o. Change the vertical alignment of section 4 to center. (Hint: Use the Vertical Alignment list arrow on the Layout tab in the Page Setup dialog box.) p. Apply an appropriate table style to the table, such as the style shown in Figure D-27. (Hint: Check and uncheck the options in the Table Style FIGURE D-27 Options group on the Table Tools Design tab to customize the style so it enhances the table data.) q. Save your changes, submit your work, close the document, then exit Word.

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Independent Challenge 3 A book publisher would like to publish an article you wrote on stormwater pollution in Australia as a chapter in a forthcoming book called Environmental Issues for the New Millennium. The publisher has requested that you format your article like a book chapter before submitting it for publication, and has provided you with a style sheet. According to the style sheet, the citations and bibliography should be formatted in Chicago style. You have already created the sources for the chapter, but you need to insert the citations. FIGURE D-28 a. Start Word, open the file WD D-5.docx from the drive and folder where you store your Data Files, then save it as WD D-Chapter 7. b. Change the font of the entire document to 11-point High Tower Text. If this font is not available to you, select a different font suitable for the pages of a book. Change the alignment to justified. c. Change the paper size to 6" ⫻ 9". d. Create mirror margins. (Hint: Use the Multiple pages list arrow.) Change the top and bottom margins to .8", change the inside margin to .4", change the outside margin to .6", and create a .3" gutter to allow room for the book’s binding. e. Change the Zoom level to Page Width, open the Header and Footer areas, then apply the setting to create different headers and footers for oddand even-numbered pages. f. In the odd-page header, type Chapter 7, insert a symbol of your choice, then type The Fairy Creek Catchment and Stormwater Pollution. g. Format the header text in 9-point High Tower Text italic, then right-align the text. h. In the even-page header, type your name. i. Format the header text in 9-point High Tower Text italic. The even-page header should be left-aligned. j. Insert a left-aligned page number field in the even-page footer area, format it in 10-point High Tower Text, insert a right-aligned page number field in the odd-page footer area, then format it in 10-point High Tower Text. k. Format the page numbers so that the first page of your chapter, which is Chapter 7 in the book, begins on page 101. (Hint: Select a page number field, click the Page Number button, then click Format Page Numbers.) l. Go to the beginning of the document, press [Enter] 10 times, type Chapter 7: The Fairy Creek Catchment and Stormwater Pollution, press [Enter] twice, type your name, then press [Enter] twice. m. Format the chapter title in 16-point Calibri bold, format your name in 14-point Calibri, then left-align the title text and your name. n. Click the References tab, make sure the citations and bibliography style is set to Chicago Fifteenth Edition, place the insertion point at the end of the first body paragraph on page 1 but before the ending period, insert a citation for Alice Burke, et. al., then add the page number 40 to the citation, as shown in Figure D-28. o. Add the citations listed in Table D-3 to the document using the sources already associated with the document. TABLE D-3

page

location for citation

source

page number

2

End of the first complete paragraph (after …WCSMP, but before the period)

City of Weston

3

3

End of the first complete paragraph (after …pollution, but before the colon)

Jensen

135

4

End of second paragraph (after …health effects, but before the period)

City of Weston

5

4

End of fourth bulleted list (after 1 month)

Seawatch

None

5

End of third paragraph (after …problem arises, but before the period)

Burke, et. al.

55

6

End of first sentence (after …stormwater system, but before the period)

City of Weston

7

6

End of first paragraph under Conclusion (after …include, but before the colon)

Jensen

142

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Independent Challenge 3 (continued) p. Press [Ctrl][End], insert a Works Cited list, format the Works Cited heading in 11-point High Tower Text, black font color, bold, then format the list of works cited in High Tower Text.

Word 2010

Advanced Challenge Exercise ■ Scroll to page 4 in the document, place the insertion point at the end of the paragraph above the Potential health effects... heading, press [Enter] twice, type Table 1: Total annual pollutant loads per year in the Fairy Creek Catchment, FIGURE D-29 format the text as bold, then press [Enter] twice. ■ Insert a table with four columns and four rows. ■ Type the text shown in Figure D-29 in the table. Do not be concerned when the text wraps to the next line in a cell. ■ Apply the Light List table style. Make sure the text in the header row is bold, then remove any bold formatting from the text in the remaining rows. ■ Use AutoFit to make the table fit the contents, then use AutoFit to make the table fit the window. q. Save your changes, submit your work, then close the document and exit Word.

Real Life Independent Challenge One of the most common opportunities to use the page layout features of Word is when formatting a research paper. The format recommended by the MLA Handbook for Writers of Research Papers, a style guide that includes information on preparing, writing, and formatting research papers, is the standard format used by many schools, colleges, and universities. In this independent challenge, you will research the MLA guidelines for formatting a research paper and use the guidelines you find to format the pages of a sample research report. a. Use your favorite search engine to search the Web for information on the MLA guidelines for formatting a research report. Use the keywords MLA Style and research paper format to conduct your search. b. Look for information on the proper formatting for the following aspects of a research paper: paper size, margins, title page or first page of the report, line spacing, paragraph indentation, and page numbers. Also find information on proper formatting for citations and a works cited page. Print the information you find. c. Start Word, open the file WD D-6.docx from the drive and folder where you store your Data Files, then save it as WD D-Research Paper. Using the information you learned, format this document as a research report. d. Adjust the margins, set the line spacing, and add page numbers to the document in the format recommended by the MLA. Use The Maori History of New Zealand as the title for your sample report, use your name as the author name, and use the name of the course you are enrolled in currently as well as the instructor’s name for that course. Make sure to format the title page exactly as the MLA style dictates. e. Format the remaining text as the body of the research report. Indent the first line of each paragraph rather than use quadruple spacing between paragraphs. f. Create three sources, insert three citations in the document—a book, a journal article, and a Web site—and create a works cited page, following MLA style. If necessary, edit the format of the citations and works cited page to conform to MLA format. (Note: For this practice document, you are allowed to make up sources. Never make up sources for real research papers.) g. Save the document, submit a copy to your instructor, close the document, then exit Word.


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Visual Workshop Open the file WD D-7.docx from the drive and folder where you store your Data Files, then modify it to create the article shown in Figure D-30. (Hint: Change all four margins to .6". Add the footnotes as shown in the figure. To locate the flower clip art image, search using the keyword wildflowers, and be sure only the Photographs check box in the Results should be in list box in the Clip Art task pane has a check mark. Select a different clip if the clip shown in the figure is not available to you.) Save the document with the filename WD D-Gardener’s Corner, then print a copy.

FIGURE D-30

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UNIT

E Word 2010


Creating and For mat ting Tables Tables are commonly used to display information for quick reference and analysis. In this unit, you learn how to create and modify a table in Word, how to sort table data and perform

WD E-1.docx

calculations, and how to format a table with borders and shading. You also learn how to use

WD E-2.docx

a table to structure the layout of a page.

You are preparing a summary budget for an

advertising campaign aimed at the San Francisco market. The goal of the ad campaign is to promote winter tours to tropical destinations. You decide to format the budget information as a table so that it is easy to read and analyze.

OBJECTIVES

Insert a table Insert and delete rows and columns Modify rows and columns Sort table data Split and merge cells Perform calculations in tables Apply a table style Create a custom format for a table


UNIT

E Word 2010

STEPS QUICK TIP Click the View Ruler button at the top of the vertical scroll bar to display the rulers if they are not already displayed.

Inser ting a Table A table is a grid made up of rows and columns of cells that you can fill with text and graphics. A cell is the box formed by the intersection of a column and a row. The lines that divide the columns and rows and help you see the grid-like structure of a table are called borders. You can create a table in a document by using the Table command in the Tables group on the Insert tab. Once you have created a table, you can add text and graphics to it. You begin by inserting a blank table and adding text to it.

1. Start Word, click the View tab, then click the Page Width button in the Zoom group 2. Click the Insert tab, then click the Table button in the Tables group The Table menu opens. It includes a grid for selecting the number of columns and rows you want the table to contain, as well as several commands for inserting a table. Table E-1 describes these commands. As you move the pointer across the grid, a preview of the table with the specified number of columns and rows appears in the document at the location of the insertion point.

3. Point to the second box in the fourth row to select 2⫻4 Table, then click A table with two columns and four rows is inserted in the document, as shown in Figure E-1. Black borders surround the table cells. The insertion point is in the first cell in the first row. TROUBLE Don’t be concerned if the paragraph spacing under the text in your table is different from that shown in the figures.

4. Type Location, then press [Tab] Pressing [Tab] moves the insertion point to the next cell in the row.

5. Type Cost, press [Tab], then type San Francisco Chronicle Pressing [Tab] at the end of a row moves the insertion point to the first cell in the next row.

6. Press [Tab], type 27,600, press [Tab], then type the following text in the table, pressing [Tab] to move from cell to cell SFGate.com 25,000 18,000 Taxi tops 7. Press [Tab] Pressing [Tab] at the end of the last cell of a table creates a new row at the bottom of the table, as shown in Figure E-2. The insertion point is located in the first cell in the new row.

TROUBLE If you pressed [Tab] after the last row, click the Undo on the button Quick Access toolbar to remove the new blank row.

8. Type the following, pressing [Tab] to move from cell to cell and to create new rows The Independent 18,760 Examiner.com 3,250 Muni bus stops 12,000 San Francisco Magazine 12,400 9. Click the Save button on the Quick Access toolbar, then save the document as WD E-San Francisco Ad Budget to the drive and folder where you store your Data Files The table is shown in Figure E-3.

TABLE E-1: Table menu commands

command

use to

Insert Table

Create a table with any number of columns and rows and select an AutoFit behavior

Draw Table

Create a complex table by drawing the table columns and rows

Convert Text to Table

Convert text that is separated by tabs, commas, or another separator character into a table

Excel Spreadsheet

Insert a blank Excel worksheet into the document as an embedded object

Quick Tables

Insert a preformatted table template and replace the placeholder data with your own data

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Creating and For mat ting Tables


FIGURE E-1: Blank table

Table Tools Design tab Table move handle

Insertion point

Cell

Row

Word 2010

Column FIGURE E-2: New row in table

New row

FIGURE E-3: Text in the table

Converting text to a table and a table to text Another way to create a table is to convert text that is separated by a tab, a comma, or another separator character into a table. For example, to create a two-column table of last and first names, you could type the names as a list with a comma separating the last and first name in each line, and then convert the text to a table. The separator character—a comma in this example—indicates where you want to divide the table into columns, and a paragraph mark indicates where you want to begin a new row. To convert text to a table,

select the text, click the Table button in the Tables group on the Insert tab, and then click Convert Text to Table. In the Convert Text to Table dialog box, select from the options for structuring and formatting the table, and then click OK to create the table. Conversely, you can convert a table to text that is separated by tabs, commas, or some other character by selecting the table, clicking the Table Tools Layout tab, and then clicking the Convert to Text button in the Data group.


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UNIT

E Word 2010

STEPS

Inser ting and Deleting Rows and Columns You can easily modify the structure of a table by adding and removing rows and columns. First, you must click or select an existing row or column in the table to indicate where you want to insert or delete a row or a column. You can select any element of a table using the Select command in the Table group on the Table Tools Layout tab, but it is often easier to select rows and columns using the mouse. To insert or delete rows and columns, you use the commands in the Rows & Columns group on the Table Tools Layout tab. You add new rows and columns to the table, and delete unnecessary rows.

1. Click the Home tab, then click the Show/Hide ¶ button display formatting marks QUICK TIP You can also insert a row by right-clicking a row, pointing to Insert, then clicking Insert Rows Above or Insert Rows Below.

QUICK TIP If the end of row mark is not selected, you have selected only the text in the row, not the row itself.

in the Paragraph group to

An end of cell mark appears at the end of each cell and an end of row mark appears at the end of each row.

2. Click the Table Tools Layout tab, click the first cell of the Examiner.com row, then click the Insert Above button in the Rows & Columns group A new row is inserted directly above the Examiner.com row, as shown in Figure E-4. To insert a single row, you simply place the insertion point in the row above or below where you want the new row to be inserted, and then insert the row.

3. Click the first cell of the new row, type San Francisco Examiner, press [Tab], then type 15,300 4. Place the pointer in the margin to the left of the SFGate.com row until the pointer changes to , click to select the row, press and hold the mouse button, drag down to select the Taxi tops row, then release the mouse button The two rows are selected, including the end of row marks.

5. Click the Insert Below button in the Rows & Columns group Two new rows are added below the selected rows. To insert multiple rows, you select the number of rows you want to insert before inserting the rows.

6. Click the The Independent row, click the Delete button in the Rows & Columns group, click Delete Rows, select the two blank rows, right-click the selected rows, then click Delete Rows on the menu that opens The Independent row and the two blank rows are deleted. If you select a row and press [Delete], you delete only the contents of the row, not the row itself.

7. Place the pointer over the top border of the Location column until the pointer changes to , then click The entire column is selected. QUICK TIP To select a cell, place the pointer near the left border of the cell, then click.

8. Click the Insert Left button in the Rows & Columns group, then type Type A new column is inserted to the left of the Location column, as shown in Figure E-5.

9. Click in the Location column, click the Insert Right button in the Rows & Columns group, then type Details in the first cell of the new column A new column is added to the right of the Location column.

10. Press [ ] to move the insertion point to the next cell in the Details column, click the Home tab, click to turn off the display of formatting marks, enter the text shown in Figure E-6 in each cell in the Details and Type columns, then save your changes You can use the arrow keys to move the insertion point from cell to cell. Notice that text wraps to the next line in the cell as you type. Compare your table to Figure E-6. Word 108



FIGURE E-4: Inserted row

Table Tools Layout tab Rows & Columns group End of cell mark End of row mark

Word 2010

New row is selected by default

FIGURE E-5: Inserted column

New column

FIGURE E-6: Text in Type and Details columns

Copying and moving rows and columns You can copy and move rows and columns within a table in the same manner you copy and move text. Select the row or column you want to move, then use the Copy or Cut button to place the selection on the Clipboard. Place the insertion point in the location where you want to insert the row or column, then click the Paste

button to paste the selection. Rows are inserted above the row containing the insertion point; columns are inserted to the left of the column containing the insertion point. You can also copy or move columns and rows by selecting them and using the pointer to drag them to a new location in the table.


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UNIT

E Word 2010

STEPS QUICK TIP Press [Alt] as you drag a border to display the column width or row height measurements on the ruler.

Modifying Rows and Columns Once you create a table, you can easily adjust the size of columns and rows to make the table easier to read. You can change the width of columns and the height of rows by dragging a border, by using the AutoFit command, or by setting precise measurements in the Cell Size group on the Table Tools Layout tab. You adjust the size of the columns and rows to make the table more attractive and easier to read. You also center the text vertically in each table cell.

1. Position the pointer over the border between the first and second columns until the pointer changes to , then drag the border to approximately the ½" mark on the horizontal ruler The dotted line that appears as you drag represents the border. Dragging the column border changes the width of the first and second columns: the first column is narrower and the second column is wider. When dragging a border to change the width of an entire column, make sure no cells are selected in the column. You can also drag a row border to change the height of the row above it.

2. Position the pointer over the right border of the Location column until the pointer changes to , then double-click Double-clicking a column border automatically resizes the column to fit the text.

3. Double-click the right border of the Details column with the the right border of the Cost column with the pointer

pointer, then double-click

The widths of the Details and Cost columns are adjusted.

4. Move the pointer over the table, then click the table move handle outside the upper-left corner of the table

that appears

Clicking the table move handle selects the entire table. You can also use the Select button in the Table group on the Table Tools Layout tab to select an entire table.

5. Click the Home tab, then click the No Spacing button in the Styles group Changing the style to No Spacing removes the paragraph spacing below the text in each table cell, if your table included extra paragraph spacing. QUICK TIP Quickly resize a table by dragging the table resize handle to a new location.

6. With the table still selected, click the Table Tools Layout tab, click the Distribute Rows button in the Cell Size group, then click in the table to deselect it All the rows in the table become the same height, as shown in Figure E-7. You can also use the Distribute Columns button to make all the columns the same width, or you can use the AutoFit button to make the width of the columns fit the text, to adjust the width of the columns so the table is justified between the margins, or to set fixed column widths.

7. Click in the Details column, click the Table Column Width text box in the Cell Size group, type 3.5, then press [Enter] The width of the Details column changes to 3.5". QUICK TIP Quickly center a table on a page by selecting the table and clicking the Center button in the Paragraph group on the Home tab.

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8. Click the Select button in the Table group, click Select Table, click the Align Center Left button in the Alignment group, deselect the table, then save your changes The text is centered vertically in each table cell, as shown in Figure E-8. You can use the alignment buttons in the Alignment group to change the vertical and horizontal alignment of the text in selected cells or in the entire table.



FIGURE E-7: Resized columns and rows

Table move handle: click to select the table; drag to move the table

Rows are all the same height

Word 2010

Table resize handle; drag to change the size of all the rows and columns

FIGURE E-8: Text centered vertically in cells

Column is widened

Text is centered vertically in the cell

Setting advanced table properties When you want to wrap text around a table, indent a table, or set other advanced table properties, you click the Properties command in the Table group on the Table Tools Layout tab to open the Table Properties dialog box, shown in Figure E-9. Using the Table tab in this dialog box, you can set a precise width for the table, change the horizontal alignment of the table between the margins, indent the table, and set text wrapping options for the table. You can also click Options on the Table tab to open the Table Options dialog box, which you use to customize the table’s default cell margins and the spacing between table cells. Alternatively, click Borders and Shading on the Table tab to open the Borders and Shading dialog box, which you can use to create a custom format for the table. The Column, Row, and Cell tabs in the Table Properties dialog box allow you to set an exact width for columns, to specify an exact height for rows, and to indicate an exact size for individual cells. The Alt Text tab is used to add alternative text for a table that will appear on a Web page.

FIGURE E-9: Table Properties dialog box


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UNIT

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STEPS

Sor ting Table Data Tables are often easier to interpret and analyze when the data is sorted, which means the rows are organized in alphabetical or sequential order based on the data in one or more columns. When you sort a table, Word arranges all the table data according to the criteria you set. You set sort criteria by specifying the column (or columns) you want to sort by and indicating the sort order—ascending or descending—you want to use. Ascending order lists data alphabetically or sequentially (from A to Z, 0 to 9, or earliest to latest). Descending order lists data in reverse alphabetical or sequential order (from Z to A, 9 to 0, or latest to earliest). You can sort using the data in one column or multiple columns. When you sort by multiple columns you must select primary, secondary, and tertiary sort criteria. You use the Sort command in the Data group on the Table Tools Layout tab to sort a table. You sort the table so that all ads of the same type are listed together. You also add secondary sort criteria so that the ads within each type are listed in descending order by cost.

1. Place the insertion point anywhere in the table To sort an entire table, you simply need to place the insertion point anywhere in the table. If you want to sort specific rows only, then you must select the rows you want to sort.

2. Click the Sort button in the Data group on the Table Tools Layout tab The Sort dialog box opens, as shown in Figure E-10. You use this dialog box to specify the column or columns you want to sort by, the type of information you are sorting (text, numbers, or dates), and the sort order (ascending or descending). Column 1 is selected by default in the Sort by list box. Since you want to sort your table first by the information in the first column—the type of ad (Print, Web, or Misc.)—you don’t change the Sort by criteria.

3. Click the Descending option button in the Sort by section The ad type information will be sorted in descending—or reverse alphabetical—order, so that the “Web” ads will be listed first, followed by the “Print” ads, and then the “Misc.” ads.

4. Click the Then by list arrow in the first Then by section, click Column 4, click the Type list arrow, click Number if it is not already selected, then click the Descending option button Within the Web, Print, and Misc. groups, the rows will be sorted by the cost of the ad, which is the information contained in the fourth column. The rows will appear in descending order within each group, with the most expensive ad listed first. QUICK TIP To repeat the header row on every page of a table that spans multiple pages, click the Repeat Header Rows button in the Data group on the Table Tools Layout tab.

5. Click the Header row option button in the My list has section to select it The table includes a header row, which is the first row of a table that contains the column headings. You select the Header row option button when you do not want the header row included in the sort.

6. Click OK, then deselect the table The rows in the table are sorted first by the information in the Type column and second by the information in the Cost column, as shown in Figure E-11. The first row of the table, which is the header row, is not included in the sort.

7. Save your changes to the document

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FIGURE E-10: Sort dialog box

Select the primary sort column

Select the type of data in the sort column

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Include or exclude the header row in the sort

Choose the sort order

FIGURE E-11: Sorted table

Header row is not included in the sort Second, within each type, rows are sorted by cost in descending order

First, rows are sorted by type in descending order

Sorting lists and paragraphs In addition to sorting table data, you can use the Sort command to alphabetize text or sort numerical data. When you want to sort data that is not formatted as a table, such as lists and paragraphs, you use the Sort command in the Paragraph group on the Home tab. To sort lists and paragraphs, select the items you want included in the sort, then click the Sort button. In the Sort Text dialog box, use the Sort by list arrow to select the sort by criteria (paragraphs or fields), use the Type list arrow to select the type of data (text, numbers, or dates), and then click the Ascending or Descending option button to choose a sort order.

When sorting text information in a document, the term “fields” refers to text or numbers that are separated by a character, such as a tab or a comma. For example, you might want to sort a list of names alphabetically. If the names you want to sort are listed in “Last name, First name” order, then last name and first name are each considered a field. You can choose to sort the list in alphabetical order by last name or by first name. Use the Options button in the Sort Text dialog box to specify the character that separates the fields in your lists or paragraphs, along with other sort options.


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STEPS TROUBLE If you click below the table to deselect it, the active tab changes to the Home tab. If necessary, click in the table, then click the Table Tools Layout tab to continue with the steps in this lesson.

Split ting and Merging Cells A convenient way to change the format and structure of a table is to merge and split the table cells. When you merge cells, you combine adjacent cells into a single larger cell. When you split a cell, you divide an existing cell into multiple cells. You can merge and split cells using the Merge Cells and Split Cells commands in the Merge group on the Table Tools Layout tab. You merge cells in the first column to create a single cell for each ad type—Web, Print, and Misc. You also add a new row to the bottom of the table, and split the cells in the row to create three new rows with a different structure.

1. Select the two Web cells in the first column of the table, click the Merge Cells button in the Merge group on the Table Tools Layout tab, then deselect the text The two Web cells merge to become a single cell. When you merge cells, Word converts the text in each cell into a separate paragraph in the merged cell.

2. Select the first Web in the cell, then press [Delete] 3. Select the three Print cells in the first column, click the Merge Cells button, type Print, select the two Misc. cells, click the Merge Cells button, then type Misc. The three Print cells merge to become one cell and the two Misc. cells merge to become one cell.

4. Click the Muni bus stops cell, then click the Insert Below button in the Rows & Columns group A row is added to the bottom of the table.

5. Select the first three cells in the new last row of the table, click the Merge Cells button, then deselect the cell The three cells in the row merge to become a single cell. QUICK TIP To split a table in two, click the row you want to be the first row in the second table, then click the Split Table button in the Merge group.

6. Click the first cell in the last row, then click the Split Cells button in the Merge group The Split Cells dialog box opens, as shown in Figure E-12. You use this dialog box to split the selected cell or cells into a specific number of columns and rows.

7. Type 1 in the Number of columns text box, press [Tab], type 3 in the Number of rows text box, click OK, then deselect the cells The single cell is divided into three rows of equal height. When you split a cell into multiple rows, the width of the original column does not change. When you split a cell into multiple columns, the height of the original row does not change. If the cell you split contains text, all the text appears in the upper-left cell.

8. Click the last cell in the Cost column, click the Split Cells button, repeat Step 7, then save your changes The cell is split into three rows, as shown in Figure E-13. The last three rows of the table now have only two columns.

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FIGURE E-12: Split Cells dialog box

Cells created by merging other cells

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FIGURE E-13: Cells split into three rows

Cells are split into three rows

Changing cell margins By default, table cells have .08" left and right cell margins with no spacing between the cells, but you can adjust these settings for a table using the Cell Margins button in the Alignment group on the Table Tools Layout tab. First, place the insertion point in the table, and then click the Cell Margins button to open the Table Options dialog box. Enter new settings for the top, bottom, left, and right cell margins in the text boxes in the Default cell margins section of

the dialog box, or select the Allow spacing between cells check box and then enter a setting in the Cell spacing section to increase the spacing between table cells. You can also deselect the Automatically resize to fit contents check box in the Options section of the dialog box to turn off the setting that causes table cells to widen to fit the text as you type. Any settings you change in the Table Options dialog box are applied to the entire table.


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STEPS QUICK TIP If a column or row contains blank cells, you must type a zero in any blank cell before using the SUM function.

Per for ming Calculations in Tables If your table includes numerical information, you can perform simple calculations in the table. The Formula command allows you to quickly total the numbers in a column or row, and to perform other standard calculations, such as averages. When you calculate data in a table using formulas, you use cell references to refer to the cells in the table. Each cell has a unique cell reference composed of a letter and a number; the letter represents its column and the number represents its row. For example, the cell in the third row of the fourth column is cell D3. Figure E-14 shows the cell references in a simple table. You use the Formula command to calculate the total cost of the San Francisco ad campaign. You also add information about the budgeted cost, and create a formula to calculate the difference between the total and budgeted costs.

1. Click the first blank cell in column 1, type Total Cost, press [Tab], then click the Formula button in the Data group on the Table Tools Layout tab The Formula dialog box opens, as shown in Figure E-15. The SUM function appears in the Formula text box followed by the reference for the cells to include in the calculation, (ABOVE). The formula =SUM(ABOVE) indicates that Word will sum the numbers in the cells above the active cell.

2. Click OK Word totals the numbers in the cells above the active cell and inserts the sum as a field. You can use the SUM function to quickly total the numbers in a column or a row. If the cell you select is at the bottom of a column of numbers, Word totals the column. If the cell is at the right end of a row of numbers, Word totals the row.

3. Select 12,000 in the cell above the total, then type 13,500 If you change a number that is part of a calculation, you must recalculate the field result. QUICK TIP To change a field result to regular text, click the field to select it, then press [Ctrl][Shift][F9].

4. Press [ ], right-click the cell, then click Update Field The information in the cell is updated. When the insertion point is in a cell that contains a formula, you can also press [F9] to update the field result.

5. Press [Tab], type Budgeted, press [Tab], type 113,780, press [Tab], type Difference, then press [Tab] The insertion point is in the last cell of the table.

6. Click the Formula button The Formula dialog box opens. Word proposes to sum the numbers above the active cell, but you want to insert a formula that calculates the difference between the total and budgeted costs. You can type simple custom formulas using a plus sign (+) for addition, a minus sign (–) for subtraction, an asterisk (*) for multiplication, and a slash (/) for division. QUICK TIP Cell references are determined by the number of columns in each row, not by the number of columns in the table. Therefore, rows 9 and 10 have only two columns.

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7. Select =SUM(ABOVE) in the Formula text box, then type =B9–B10 You must type an equal sign (=) to indicate that the text following it is a formula. You want to subtract the budgeted cost in the second column of row 10 from the total cost in the second column of row 9; therefore, you type a formula to subtract the value in cell B10 from the value in cell B9.

8. Click OK, then save your changes The difference appears in the cell, as shown in Figure E-16.



FIGURE E-14: Cell references in a table

Column D (fourth column)

Row 3 Cell reference indicates the cell’s column and row FIGURE E-15: Formula dialog box

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Suggested formula

Suggested range of cells

FIGURE E-16: Difference calculated

Cell A9

Cell B9

Cell A10

Cell B10

B9-B10=1,270

Working with formulas In addition to the SUM function, Word includes formulas for averaging, counting, and rounding data, to name a few. To use a Word formula, delete any text in the Formula text box, type =, click the Paste function list arrow in the Formula dialog box, select a function, and then insert the cell references of the cells you want to include in the calculation in parentheses after the name of the function. When entering formulas, you must separate cell references by a comma. For example, if you want to average the values in cells

A1, B3, and C4, enter the formula =AVERAGE(A1,B3,C4). You must separate cell ranges by a colon. For example, to total the values in cells A1 through A9, enter the formula =SUM(A1:A9). To display the result of a calculation in a particular number format, such as a decimal percentage (0.00%), click the Number format list arrow in the Formula dialog box and select a number format. Word inserts the result of a calculation as a field in the selected cell.


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STEPS

Applying a Table St yle Adding shading and other design elements to a table can help give it a polished appearance and make the data easier to read. Word includes predefined, built-in table styles that you can apply to a table to format it quickly. Table styles include borders, shading, fonts, alignment, colors, and other formatting effects. You can apply a table style to a table using the buttons in the Table Styles group on the Table Tools Design tab. You want to enhance the appearance of the table with shading, borders, and other formats, so you apply a table style to the table. After applying a style, you change the theme colors to a more pleasing palette.

1. Click the Table Tools Design tab The Table Tools Design tab includes buttons for applying table styles and for adding, removing, and customizing borders and shading in a table. TROUBLE If your gallery of table styles does not match the figure, use the ScreenTips to help you locate the correct style.

QUICK TIP Click Clear in the gallery of table styles to remove all borders, shading, and other style elements from the table.

2. Click the More button

in the Table Styles group

The gallery of table styles opens, as shown in Figure E-17. You point to a table style in the gallery to preview the style applied to the table.

3. Move the pointer over several styles in the gallery, then click the Light Grid – Accent 4 style The Light Grid – Accent 4 style is applied to the table, as shown in Figure E-18. Because of the structure of the table, this style neither enhances the table nor helps make the data more readable.

4. Click the More button

in the Table Styles group, then click the Light List – Accent 4 style

This style works better with the structure of the table, and makes the table data easier to read. Notice that the alignment of the text in the table changed back to top left when you applied a table style.

5. In the Table Style Options group, click the First Column check box to clear it, then click the Banded Columns check box to select it The bold formatting is removed from the first column, and column borders are added to the table. When the banded columns or banded rows setting is active, the odd columns or rows are formatted differently from the even columns or rows to make the table data easier to read.

6. Click the Page Layout tab, click the Theme Colors list arrow then click Paper in the gallery that opens

in the Themes group,

The color palette for the document changes to the colors used in the Paper theme, and the table color changes to lavender.

7. Click the Table Tools Design tab, click the More button click the Light List – Accent 6 style

in the Table Styles group, then

The table color changes to blue-gray. TROUBLE When you select the Type column, the first column in the last three rows is also selected.

8. Click the Table Tools Layout tab, click the table move handle to select the table, click the Align Center Left button in the Alignment group, select the Type column, click the Align Center button in the Alignment group, select the Cost column, then click the Align Center Right button in the Alignment group First, the data in the table is left-aligned and centered vertically, then the data in the Type column is centered, and finally the data in the Cost column is right-aligned.

9. Select the last three rows of the table, click the Bold button on the Mini toolbar, then click the Align Center Right button in the Alignment group on the Table Tools Layout tab The text in the last three rows is right-aligned and bold is applied.

10. Select the first row of the table, click the Center button on the Mini toolbar, click the Font Size list arrow on the Mini toolbar, click 14, deselect the row, then save your changes The text in the header row is centered and enlarged, as shown in Figure E-19. You can also use the alignment buttons in the Paragraph group on the Home tab to change the alignment of text in a table. Word 118



FIGURE E-17: Gallery of table styles

Gallery of table styles (your display may differ)

Options for customizing table style settings

Light List, Accent 4 style

Modify an existing table style

Create a new table style

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Remove a table style from a table Light Grid, Accent 4 style FIGURE E-18: Light Grid, Accent 4 style applied to table

The shading applied to the merged cells is confusing

FIGURE E-19: Light List, Accent 6 style (Paper theme) applied to table

Using tables to lay out a page Tables are often used to display information for quick reference and analysis, but you can also use tables to structure the layout of a page. You can insert any kind of information in the cell of a table— including graphics, bulleted lists, charts, and other tables (called nested tables). For example, you might use a table to lay out a résumé, a newsletter, or a Web page. When you use a table to lay out a page, you generally remove the table borders to hide the table structure from the reader. After you remove borders, it can be

helpful to display the table gridlines onscreen while you work. Gridlines are blue dotted lines that show the boundaries of cells, but do not print. If your document will be viewed online—for example, if you are planning to e-mail your résumé to potential employers—you should turn off the display of gridlines before you distribute the document so that it looks the same online as it looks when printed. To turn gridlines off or on, click the View Gridlines button in the Table group on the Table Tools Layout tab.


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Creating a Custom Format for a Table You can also use the formatting tools available in Word to create your own table designs. For example, you can add or remove borders and shading; vary the line style, thickness, and color of borders; and change the orientation of text from horizontal to vertical. You adjust the text direction, shading, and borders in the table to make it easier to understand at a glance.

1. Select the Type and Location cells in the first row, click the Merge Cells button in the Merge group on the Table Tools Layout tab, then type Ad Location The two cells are combined into a single cell containing the text “Ad Location.”

2. Select the Web, Print, and Misc. cells in the first column, click the Bold button on the Mini toolbar, click the Text Direction button in the Alignment group twice, then deselect the cells The text is rotated 270 degrees.

3. Position the pointer over the right border of the Web cell until the pointer changes to then drag the border to approximately the ¼" mark on the horizontal ruler

,

The width of the column containing the vertical text narrows. QUICK TIP In cells with vertical text, the I-beam pointer is rotated 90 degrees, and the buttons in the Alignment group change to vertical alignment.

4. Place the insertion point in the Web cell, click the Table Tools Design tab, then click the Shading list arrow in the Table Styles group The gallery of shading colors for the Paper theme opens.

5. Click Gold, Accent 3 in the gallery as shown in Figure E-20, click the Print cell, click the Shading list arrow, click Lavender, Accent 4, click the Misc. cell, click the Shading list arrow, then click Blue-Gray, Accent 6 Shading is applied to each cell.

6. Drag to select the six white cells in the Web rows (rows 2 and 3), click the Shading list arrow, then click Gold, Accent 3, Lighter 60% 7. Repeat Step 6 to apply Lavender, Accent 4, Lighter 60% shading to the Print rows and Blue-Gray, Accent 6, Lighter 60% shading to the Misc. rows TROUBLE If gridlines appear, click the Borders list arrow, then click View Gridlines to turn off the display.

QUICK TIP On the Borders menu, click the button that corresponds to the border you want to add or remove.

Shading is applied to all the cells in rows 1–8.

8. Select the last three rows of the table, click the Borders list arrow in the Table Styles group, click No Border on the menu that opens, then click in the table to deselect the rows The top, bottom, left, and right borders are removed from each cell in the selected rows.

9. Click the Pen Color list arrow in the Draw Borders group, click Blue-Gray, Accent 6, select the Total Cost row, click the Borders list arrow, click Top Border, click the 113,780 cell, click the Borders list arrow, then click the Bottom Border The active pen color for borders is Blue-Gray, Accent 6. You use the buttons in the Draw Borders group to change the active pen color, line weight, and line style settings before adding a border to a table. A top border is added to each cell in the Total Cost row, and a bottom border is added below 113,780. The completed table is shown in Figure E-21.

10. Press [Ctrl][Home], press [Enter], type your name, save your changes, submit the document to your instructor, close the document, then exit Word Press [Enter] at the beginning of a table to move the table down one line in a document. Word 120



FIGURE E-20: Gallery of shading colors from the Origin theme

Gold, Accent 3; use ScreenTips as needed to identify colors

Merged cell Preview of shading applied to cell

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Text rotated in cell

FIGURE E-21: Completed table

Bottom border added to 113,780 cell

Top border added to Total Cost row

Drawing a table The Word Draw Table feature allows you to draw table cells exactly where you want them. To draw a table, click the Table button on the Insert tab, and then click Draw Table. If a table is already started, you can click the Draw Table button in the Draw Borders group on the Table Tools Design tab to turn on the Draw pointer , and then click and drag to draw a cell. Using the same method, you can draw borders within the cell to create columns and rows, or draw additional cells attached to the first cell. Click the Draw Table button to turn off

the draw feature. The borders you draw are added using the active line style, line weight, and pen color settings. If you want to remove a border from a table, click the Eraser button in the Draw Borders group to activate the Eraser pointer , and then click the border you want to remove. Click the Eraser button to turn off the erase feature. You can use the Draw pointer and the Eraser pointer to change the structure of any table, not just the tables you draw from scratch.


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Practice


Concepts Review Label each element shown in Figure E-22. FIGURE E-22

5 1 2

3 4

Match each term with the statement that best describes it. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Split Borders Ascending order Merge Nested table Descending order Cell Header row Cell reference Gridlines

a. b. c. d. e. f. g. h. i. j.

Sort order that organizes text from A to Z The box formed by the intersection of a column and a row An object inserted in a table cell The first row of a table that contains the column headings To combine two or more adjacent cells into one larger cell Lines that separate columns and rows in a table and that print To divide an existing cell into multiple cells Lines that show columns and rows in a table but that do not print A cell address composed of a column letter and a row number Sort order that organizes text from Z to A

Select the best answer from the list of choices. 16. Which button do you use to change the alignment of text in a cell? a. c. b. d. 17. Which of the following is the cell reference for the third cell in the second column? a. 3B c. C2 b. B3 d. 2C 18. What happens when you double-click a column border? a. The column width is adjusted to fit the text. c. A new column is added to the left. b. The columns in the table are distributed evenly. d. A new column is added to the right. Word 122



19. Which of the following is not a valid way to add a new row to the bottom of a table? a. Click in the bottom row, open the Properties dialog box, then insert a row using the options on the Row tab. b. Place the insertion point in the last cell of the last row, then press [Tab]. c. Right-click the bottom row, point to Insert, then click Insert Rows Below. d. Click in the bottom row, then click the Insert Below button in the Rows & Columns group on the Table Tools Layout tab. 20. Which of the following is not a correct formula for adding the values in cells A1, A2, and A3? a. =A1+A2+A3 c. =SUM(A1,A2,A3) b. =SUM(A1~A3) d. =SUM(A1:A3)

Skills Review


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1. Insert a table. a. Start Word, then save the new blank document as WD E-Mutual Funds to the drive and folder where you store your Data Files. b. Type your name, press [Enter] twice, type Mutual Funds Performance, then press [Enter]. c. Insert a table that contains four columns and four rows. FIGURE E-23 d. Type the text shown in Figure E-23, pressing [Tab] to add rows as necessary. (Note: Do not format text or the table at this time.) e. Save your changes. 2. Insert and delete rows and columns. a. Insert a row above the Health Care row, then type the following text in the new row: Canada 8.24 8.12 8.56 b. Delete the Europe row. c. Insert a column to the right of the 10 Year column, type Date Purchased in the header row, then enter a date in each cell in the column using the format MM/DD/YY (for example, 11/27/02). d. Move the Date Purchased column to the right of the Fund Name column, then save your changes. 3. Modify rows and columns. a. Double-click the border between the first and second columns to resize the columns. b. Drag the border between the second and third columns to the 21/4" mark on the horizontal ruler. c. Double-click the right border of the 1 Year, 5 Year, and 10 Year columns. d. Select the 1 Year, 5 Year, and 10 Year columns, then distribute the columns evenly. e. Select the table, apply the No Spacing style, select rows 2–7, set the row height to exactly .3", then save your changes. 4. Sort table data. Perform three separate sorts as follows: a. Sort the table data, excluding the header row, in descending order by the information in the 1 Year column, then click OK. b. Sort the table data, excluding the header row, in ascending order by date purchased, then click OK. c. Sort the table data, excluding the header row, by fund name in alphabetical order, click OK, then save your changes. 5. Split and merge cells. a. Insert a row above the header row, then merge the first cell in the new row with the Fund Name cell. b. Merge the second cell in the new row with the Date Purchased cell. c. Merge the three remaining blank cells in the first row into a single cell, then type Average Annual Returns in the merged cell. d. Add a new row to the bottom of the table. e. Merge the first two cells in the new row, then type Average Return in the merged cell. f. Select the first seven cells in the first column (from Fund Name to Natural Resources), open the Split Cells dialog box, clear the Merge cells before split check box, then split the cells into two columns.

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Skills Review (continued) g. Type Trading Symbol as the heading for the new column, then enter the following text in the remaining cells in the column: FINX, CAND, COMP, FINS, HCRX, NARS. h. Double-click the right border of the first column to resize the column, then save your changes. 6. Perform calculations in tables. a. Place the insertion point in the last cell in the 1 Year column. b. Open the Formula dialog box, delete the text in the Formula text box, type =average(above), click the Number format list arrow, scroll down, click 0.00%, then click OK. c. Repeat Step b to insert the average return in the last cell in the 5 Year and 10 Year columns. d. Change the value of the 1-year return for the Natural Resources fund to 10.35. e. Recalculate the average return for 1 year, then save your changes. (Hint: Right-click the cell and select Update Field, or use [F9].) 7. Apply a table style. a. Click the Table Tools Design tab, preview table styles applied to the table, and then apply an appropriate style. Was the style you chose effective? b. Apply the Light Shading style to the table, then remove the style from First Column and Banded Rows. c. Apply bold to the 1 Year, 5 Year, and 10 Year column headings, and to the bottom row of the table. d. Center the table between the margins, center the table title Mutual Funds Performance, increase the font size of the title to 14 points, apply bold, then save your changes. 8. Create a custom format for a table. a. Select the entire table, then use the Align Center button in the Alignment group on the Table Tools Layout tab to center the text in every cell vertically and horizontally. b. Center right-align the dates in column 3 and the numbers in columns 4–6. c. Center left-align the fund names and trading symbols in columns 1 and 2, but not the column headings. d. Center right-align the text in the bottom row. Make sure the text in the header row is still centered. e. Change the theme colors to Executive. f. Select all the cells in the header row, including the 1 Year, 5 Year, and 10 Year column headings, change the shading color to Dark Green, Accent 5, then change the font color to white. g. Apply Dark Green, Accent 5, Lighter 60% shading to the cells containing the fund names and trading symbols, and Dark Green Accent 5, Lighter 80% shading to the cells containing the purchase dates. h. To the cells containing the 1 Year, 5 Year, and 10 Year data (excluding the Average Return data), apply Indigo, Accent 1, Lighter 60% shading; Orange, Accent 3, Lighter 60% shading; and Red, Accent 2, Lighter 60% shading, respectively. i. Apply Dark Green Accent 5, Lighter 80% shading to the last row of the table. j. Add a 1/2-point white bottom border to the Average Annual Returns cell in the header row. k. Add a 11/2-point black border around the outside of the table. l. Add a 1/2-point black top border to FIGURE E-24 the 500 Index row and to the last row of the table. (Hint: Do not remove any borders.) m. Compare your table to Figure E-24, make any necessary adjustments, save your changes, submit a copy to your instructor, close the file, then exit Word.

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Independent Challenge 1 You are the director of sales for a publishing company with branch offices in six cities around the globe. In preparation for the upcoming sales meeting, you create a table showing your sales projections for the fiscal year 2013.

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a. Start Word, then save the new blank document as WD E-2013 Sales to the drive and folder where you store your Data Files. b. Type the table heading Projected Sales in Millions, Fiscal Year 2013 at the top of the document, then press [Enter] twice. FIGURE E-25 c. Insert a table with five columns and four rows, then enter the data shown in Figure E-25 into the table, adding rows as necessary. (Note: Do not format text or the table at this time.) d. Resize the columns to fit the text. e. Sort the table rows in alphabetical order by Office. f. Add a new row to the bottom of the table, type Total in the first cell, then enter a formula in each remaining cell in the new row to calculate the sum of the cells above it. g. Add a new column to the right side of the table, type Total in the first cell, then enter a formula in each remaining cell in the new column to calculate the sum of the cells to the left of it. (Hint: Make sure the formula you insert in each cell sums the cells to the left, not the cells above. In the last cell in the last column, you can sum the cells to the left or the cells above; either way the total should be the same.) h. Apply a table style to the table. Select a style that enhances the information contained in the table, and adjust the Table Style Options to suit the content. i. Center the text in the header row, left-align the remaining text in the first column, then right-align the numerical data in the table. j. Enhance the table with fonts, font colors, shading, and borders to make the table attractive and easy to read at a glance. k. Increase the font size of the table heading to 18 points, then center the table heading and the table on the page. l. Press [Ctrl][End], press [Enter], type your name, save your changes, submit the file to your instructor, close the file, then exit Word.

Independent Challenge 2 You have been invited to speak to your local board of realtors about the economic benefits of living in your city. To illustrate some of your points, you want to distribute a handout comparing the cost of living and other economic indicators in the U.S. cities that offer features similar to your city. You decide to format the data as a table. a. Start Word, open the file WD E-1.docx, then save it as WD E-City Data to the drive and folder where you store your Data Files. b. Center the table heading, then increase the font size to 18 points. c. Turn on formatting marks, select the tabbed text in the document, then convert the text to a table. d. Add a row above the first row in the table, then enter the following column headings in the new header row: City, Cost of Living, Median Income, Average House Cost, Bachelor Degree Rate. e. Apply an appropriate table style to the table. Add or remove the style from various elements of the table using the options in the Table Style Options group, as necessary. f. Adjust the column widths so that the table is attractive and readable. (Hint: Allow the column headings to wrap to two lines.) g. Make the height of each row at least .25". h. Center left-align the text in each cell in the first column, including the column head. i. Center right-align the text in each cell in the remaining columns, including the column heads. j. Center the entire table on the page. k. Sort the table by cost of living in descending order.


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Independent Challenge 2 (continued) Advanced Challenge Exercise ■ Add a new row to the bottom of the table, then type Average in the first cell in the new row. ■ In each subsequent cell in the Average row, insert a formula that calculates the averages of the cells above it. (Hint: For each cell, replace SUM with AVERAGE in the Formula text box, but do not make other changes.) ■ Format the Average row with borders, shading, fonts, and other formats, as necessary to enhance the data, then adjust the formatting of the table so it fits on one page. l. On the blank line below the table, type Note: The average cost of living in the United States is 100., italicize the text, then use a tab stop and indents to align the text with the left side of the table if it is not aligned. m. Enhance the table with borders, shading, fonts, and other formats, if necessary, to make it attractive and readable. n. Type your name at the bottom of the document or in the footer, save your changes, submit a copy of the table to your instructor, close the document, then exit Word.

Independent Challenge 3 You work in the advertising department at a magazine. Your boss has asked you to create a fact sheet on the ad dimensions for the magazine. The fact sheet should include the dimensions for each type of ad. As a bonus, you could also add a visual representation of the different ad shapes and sizes, shown in Figure E-26. You’ll use tables to lay out the fact sheet, present the dimension information, and, if you are performing the ACE steps, illustrate the ad shapes and sizes.

1/6 page

1/6 page vertical

1/3 page vertical

a. Start Word, open the file WD E-2.docx from the drive and folder FIGURE E-26 where you store your Data Files, then save it as 1 2 WD E-Ad Fact Sheet. Turn on the display of gridlines, then read the document to get a feel for its contents. b. Drag the border between the first and second column to approxiFull page 2/3 page mately the 23/4" mark on the horizontal ruler, resize the second and third columns to fit the text, then make each row in the table .5". c. Change the alignment of the text in the first column to center left, then change the alignment of the text in the second and third columns to center right. 3 4 d. Remove all the borders from the table, then apply a 21/4-point, 1/12 orange, dotted line, inside horizontal border to the entire table. This 1/3 page horizontal creates an orange dotted line between each row. (Hint: Use the 1" 1/2 page vertical Orange, Accent 6 color.) e. In the second blank paragraph under the table heading, insert a new table with three columns and four rows, then merge the cells in the 1/2 page horizontal third column of the new blank table. 1/6 page horizontal f. Drag the border between the first and second columns of the new blank table to the 11/4" mark on the horizontal ruler. Drag the border between the second and third columns to the 11/2" mark. g. Select the table that contains text, cut it to the Clipboard, then paste it in the merged cell in the blank table. The table with text is now a nested table in the main table. h. Split the nested table above the Unit Size (Bleed) row. (Hint: Place the insertion point in the Unit Size (Bleed) row, then use the Split Table button.) i. Scroll up, merge the four cells in the first column of the main table, then merge the four cells in the second column. j. Split the first column into one column and seven rows. k. Using the Table Row Height text box in the Cell Size group, change the row height of each cell in the first column so that the rows alternate between exactly 1.8" and .25" in height. Make the height of the first, third, fifth, and seventh rows 1.8". (Hint: You can also use the Table Properties dialog box.) Word 126



Independent Challenge 3 (continued) l. Add Orange, Accent 6 shading to the first, third, fifth, and seventh cells in the first column, remove all the borders from the main table, then turn off the display of gridlines. The orange dotted line borders in the nested table remain.

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Advanced Challenge Exercise ■ In the first orange cell, type Full Page, change the font color to white, then center the text horizontally and vertically in the cell. ■ In the Draw Borders group on the Table Tools Design tab, change the Line Style to a single line, change the Line Weight to 21/4 pt, then change the Pen Color to white. ■ Be sure the Draw Table pointer is active, then, referring to Figure E-26, draw a vertical border that divides the second orange cell into 2/3 and 1/3. ■ Label the cells and align the text as shown in the figure. (Hint: Change the font color, text direction, and alignment before typing text. Take care not to change the size of the cells when you type. If necessary, press [Enter] to start a new line of text in a cell, or reduce the font size of the text.) ■ Referring to Figure E-26, divide the third and fourth orange cells, then label the cells as shown in the figure. m. Examine the document for errors, then make any necessary adjustments. n. Press [Ctrl][End], type your name, save your changes to the document, preview it, submit the file to your instructor, close the file, then exit Word.

Real Life Independent Challenge This Independent Challenge requires an Internet connection. A well-written and well-formatted résumé gives you an advantage when it comes to getting a job interview. In a winning résumé, the content and format support your career objective and effectively present your background and qualifications. One simple way to create a résumé is to lay out the page using a table. In this exercise you research guidelines for writing and formatting résumés. You then create your own résumé using a table for its layout. a. Use your favorite search engine to search the Web for information on writing and formatting résumés. Use the keywords resume advice. b. Print helpful advice on writing and formatting résumés from at least two Web sites. c. Think about the information you want to include in your résumé. The header should include your name, address, telephone number, and e-mail address. The body should include your career objective and information on your education, work experience, and skills. You may want to add additional information. d. Sketch a layout for your résumé using a table as the underlying grid. Include the table rows and columns in your sketch. e. Start Word, open a new blank document, then save it as WD E-My Resume to the drive and folder where you store your Data Files. f. Set appropriate margins, then insert a table to serve as the underlying grid for your résumé. Split and merge cells, and adjust the size of the table columns as necessary. g. Type your résumé in the table cells. Take care to use a professional tone and keep your language to the point. h. Format your résumé with fonts, bullets, and other formatting features. Adjust the spacing between sections by resizing the table columns and rows. i. When you are satisfied with the content and format of your résumé, remove the borders from the table, then hide the gridlines if they are visible. You may want to add some borders back to the table to help structure the résumé for readers. j. Check your résumé for spelling and grammar errors. k. Save your changes, preview your résumé, submit a copy to your instructor, close the file, then exit Word.


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Visual Workshop Create the calendar shown in Figure E-27 using a table to lay out the entire page. (Hints: The top and bottom margins are .9", the left and right margins are 1", and the font is Century Gothic. The clip art image is inserted in the table. The clip art image is found using the keyword chalk. Use a different clip art image or font if the ones shown in the figure are not available.) Type your name in the last table cell, save the calendar with the file name WD E-October 2013 to the drive and folder where you store your Data Files, then print a copy.

FIGURE E-27

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UNIT

F Word 2010


Illustrating Documents with Graphics Graphics can help illustrate the ideas in your documents, provide visual interest on a page, and give your documents punch and flair. In addition to clip art, you can add photos or

WD F-1.docx

graphics created in other programs to a document, or you can use the graphics features in

WD F-2.docx

Word to create your own images. In this unit, you learn how to insert, modify, and position

WD F-3.docx Beach.jpg Rock Brook.jpg

graphics and text boxes; how to draw your own images; and how to illustrate a document with WordArt and charts.

You are preparing a flyer advertising QST tours to Mexico.

You use the graphics features in Word to illustrate the flyer.

OBJECTIVES

Insert a graphic Size and scale a graphic Position a graphic Create a text box Create WordArt Draw shapes Create a chart Finalize page layout


UNIT

F Word 2010

STEPS

Inser ting a Graphic You can insert graphic images, including the clip art images that come with Word, photos taken with a digital camera, scanned art, and graphics created in other graphics programs, into a Word document. To insert a graphic file into a document, you use the Picture command in the Illustrations group on the Insert tab. Once you insert a graphic, you can apply a Picture style to it to enhance its appearance. You have written and formatted the text for the Mexico flyer, and now you want to add a photograph. You insert a photo file in the document, apply a shadow to the photo, and then wrap text around it to make it a floating graphic.

1. Start Word, open the file WD F-1.docx from the drive and folder where you store your Data Files, save it as WD F-Adventure Mexico, click the Show/Hide ¶ button in the Paragraph group to display formatting marks, read the flyer to get a feel for its format and contents, then press [Ctrl][Home] The flyer is divided into five sections and includes a hard page break and several inline graphics. The second and fourth sections are formatted in three columns.

2. Click the Insert tab, then click the Picture button in the Illustrations group The Insert Picture dialog box opens. You use this dialog box to locate and insert graphic files. Most graphic files are bitmap graphics, which are often saved with a .bmp, .png, .jpg, .tif, or .gif file extension. To view all the graphic files stored in a particular location, use the File type list arrow to select All Pictures. TROUBLE If you do not see All Pictures, click the File type list arrow, then click All Pictures.

3. Verify that All Pictures appears in the File type list box, navigate to the location where you store your Data Files, click the file Beach.jpg, then click Insert The photo is inserted as an inline graphic at the location of the insertion point. When a graphic is selected, white circles and squares, called sizing handles, appear on the sides and corners of the graphic, a green rotate handle appears, and the Picture Tools Format tab appears on the Ribbon. You use this tab to size, crop, position, wrap text around, format, and adjust a graphic.

4. Click the Picture Effects button in the Picture Styles group, point to Shadow, move the pointer over the shadow styles in the gallery to preview them in the document, then click Offset Diagonal Bottom Right in the Outer section A drop shadow is applied to the photo. You can use the Picture Effects button to apply other visual effects to a graphic, such as a glow, soft edge, reflection, bevel, or 3-D rotation.

5. Click the Picture Effects button, point to Shadow, then click Shadow Options The Format Picture dialog box opens, as shown in Figure F-1. You use this dialog box to adjust the format settings applied to graphic objects.

6. Click the Distance up arrow in the Shadow pane four times until 7 pt appears, then click Close QUICK TIP Change a floating graphic to an inline graphic by changing the text-wrapping style to In Line with Text.

QUICK TIP To position a graphic anywhere on a page, you must apply text wrapping to it even if there is no text on the page.

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The distance of the shadow from the picture is increased to 7 points. Notice that as you adjust the settings in the dialog box, the change is immediately applied to the photo.

7. Click the Wrap Text button in the Arrange group, then click Tight The text wraps around the sides of the graphic, as shown in Figure F-2, making the graphic a floating object. A floating object is part of the drawing layer in a document and can be moved anywhere on a page, including in front of or behind text and other objects. Notice the anchor that appears in the upper-right corner of the photo next to the Adventure Mexico paragraph. The anchor indicates the floating graphic is anchored to the nearest paragraph so that the graphic moves with the paragraph if the paragraph is moved. The anchor symbol appears only when formatting marks are displayed.

8. Deselect the graphic, then click the Save button


Illustrating Documents with Graphics


FIGURE F-1: Format Picture dialog box

Shadow is the active format

Shadow pane includes options for modifying a shadow

Formats you can apply to a graphic

Distance up arrow

Word 2010

FIGURE F-2: Floating graphic

Picture Tools Format tab

Rotate handle

Photo is anchored to the paragraph next to it Text wraps around the shape of the graphic

Sizing handles

Correcting pictures, changing colors, and applying artistic effects The Corrections command in the Adjust group allows you to adjust a picture’s relative lightness (brightness), alter the difference between its darkest and lightest areas (contrast), and change the sharpness of an image. To make these adjustments, select the image and then click the Corrections button to open a gallery of percentages that you can preview applied to the picture. You can also fine-tune brightness, contrast, or sharpness by clicking Picture Corrections Options in the Corrections gallery, and then using the sliders in the Picture Corrections pane of the Format Picture dialog box to adjust the percentage. The Color command in the Adjust group is used to change the vividness and intensity of color in an image (color saturation), and to change the “temperature” of a photo by bringing out the cooler blue tones or the warmer orange tones (color tone). The Color command is also used to recolor a picture to give it a stylized effect, such as sepia tone, grayscale, or duotone. To make changes to the colors in a picture, select it, click the Color button, and then select one of the color modes or variations in the gallery that opens. The Artistic Effects command in the Adjust group allows you to make a photo look like a drawing, a painting, a photocopy, a sketch (see Figure F-3), or some other artistic medium. To experiment with applying an artistic effect, select a

photo, click the Artistic Effects button, and then point to each effect to preview it applied to the photo. After you edit a picture, you can undo any changes that you made by clicking the Reset Picture button in the Adjust group. This command also resets any changes you made to a picture’s size, cropping, border, and effects. FIGURE F-3: Artistic effect applied to a photograph


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UNIT

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Sizing and Scaling a Graphic Once you insert a graphic into a document, you can change its shape or size. You can use the mouse to drag a sizing handle, you can use the Shape Width and Shape Height text boxes in the Size group on the Picture Tools Format tab to specify an exact height and width for the graphic, or you can change the scale of the graphic using the Size tab in the Layout dialog box. Resizing a graphic with the mouse allows you to see how the image looks as you modify it. Using the text boxes in the Size group or the Size tab in the Layout dialog box allows you to set precise measurements. You enlarge the photograph.

1. Click the photo to select it, place the pointer over the middle-right sizing handle, when the pointer changes to , drag to the right until the graphic is about 5" wide As you drag, the transparent image indicates the size and shape of the graphic. You can refer to the ruler to gauge the measurements as you drag. When you release the mouse button, the image is stretched to be wider. Dragging a side, top, or bottom sizing handle changes only the width or height of a graphic.

2. Click the Undo button on the Quick Access toolbar, place the pointer over the lower-right sizing handle, when the pointer changes to drag down and to the right until the graphic is about 2¾" tall and 4" wide, then release the mouse button The image is enlarged. Dragging a corner sizing handle resizes the photo proportionally so that its width and height are reduced or enlarged by the same percentage. Table F-1 describes ways to resize objects using the mouse.

QUICK TIP Deselect the Lock aspect ratio check box if you want to change a photo’s proportions.


in the Size group

The Layout dialog box opens with the Size tab active, as shown in Figure F-4. The Size tab allows you to enter precise height and width measurements for a graphic or to scale a graphic by entering the percentage you want to reduce or enlarge it by. When a graphic is sized to scale (or scaled), its height to width ratio remains the same.

4. Select the measurement in the Height text box in the Scale section, type 130, then click the Width text box in the Scale section The scale of the width changes to 130% and the Absolute measurements in the Height and Width sections increase proportionally. When the Lock aspect ratio check box is selected, you need to enter only a height or width measurement. Word calculates the other measurement so that the resized graphic is proportional.

5. Click OK The photo is enlarged to 130% its original size.

6. Type 4.6 in the Shape Width text box in the Size group, press [Enter], then save your changes The photo is enlarged to be 4.6" wide and 3.07" tall, as shown in Figure F-5. Because the Lock aspect ratio check box is selected on the Size tab in the Layout dialog box for this graphic, the photo is sized proportionally when you adjust a setting in either the Shape Height or the Shape Width text box. TABLE F-1: Methods for resizing an object using the mouse

do this

to

Drag a corner sizing handle

Resize a clip art or bitmap graphic and maintain its proportions

Press [Shift] and drag a corner sizing handle

Resize any graphic object and maintain its proportions

Press [Ctrl] and drag a side, top, or bottom sizing handle

Resize any graphic object vertically or horizontally while keeping the center position fixed

Press [Ctrl] and drag a corner sizing handle

Resize any graphic object diagonally while keeping the center position fixed

Press [Shift][Ctrl] and drag a corner sizing handle

Resize any graphic object while keeping the center position fixed and maintaining its proportions

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FIGURE F-4: Size tab in the Layout dialog box

Set specific height and width measurements (yours may differ) Change the scale of an object Select to keep height and width proportional Click to reset image to its original size

Word 2010

Select to make scaled measurements relative to the original size

FIGURE F-5: Enlarged photo

Shape Height and Width text boxes show the size of the selected object

Cropping graphics If you want to use only part of a picture in a document, you can crop the graphic to trim the parts you don’t want to use. To crop a graphic, select it, then click the Crop button in the Size group on the Picture Tools Format tab. Cropping handles (solid black lines) appear on all four corners and sides of the graphic. To crop one side of a graphic, drag a side cropping handle inward to where you want to trim the graphic. To crop two adjacent sides at once, drag a corner cropping handle inward to the point where you want the corner of the cropped image to be. When you finish adjusting the

parameters of the graphic, click the Crop button again to turn off the crop feature. You can also crop a graphic to fit a shape, such as an oval, a star, a sun, or a triangle, or you can crop a graphic to conform to a certain aspect ratio, so that its height and width are proportionate to a ratio, such as 3:5. To apply one of these cropping behaviors to a graphic, select it, click the Crop list arrow in the Size group, point to Crop to Shape or to Aspect Ratio on the menu that opens, and then select the option you want.


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UNIT

F Word 2010

STEPS QUICK TIP Press an arrow key to nudge an object in small increments.

QUICK TIP You can place a floating graphic anywhere on a page, including outside the margins.

Positioning a Graphic Once you insert a graphic into a document and make it a floating graphic, you can move it by dragging it with the mouse, nudging it with the arrow keys, or setting an exact location for the graphic using the Position command. You experiment with different positions for the photo, and then you move an inline graphic from page 2 to page 1 using Cut and Paste.

1. Select the photo if it is not already selected, click the Position button in the Arrange group, then click Position in Middle Center with Square Text Wrapping The photo is centered vertically and horizontally on the page and the text wraps around the graphic. Moving an inline graphic using the Position button is a fast way to make it a floating graphic and position it so it is centered or aligned with the margins.

2. Be sure the section break is at the top of your screen, then use the photo up and to the right as shown in Figure F-6

pointer to drag the

As you drag, the transparent image indicates the position of the photo. When you release the mouse button, the photo is moved. Notice that the anchor symbol moved when you moved the graphic.

3. Click the Position button, then click More Layout Options The Layout dialog box opens with the Position tab displayed. You use it to specify an exact position for a graphic relative to some aspect of the document, such as a margin, column, or paragraph.

4. Type 2.44 in the Absolute position text box in the Horizontal section, then type 2.25 in the Absolute position text box in the Vertical section The left side of the photo will be positioned exactly 2.44" to the right of the left margin, and the top of the photo will be positioned precisely 2.25" below the top margin.

5. Click the Text Wrapping tab You use the Text Wrapping tab to change the text-wrapping style, to wrap text around only one side of a graphic, and to change the distance between the edge of the graphic and the edge of the wrapped text.

6. Type .1 in the Bottom text box, then click OK The position of the photo is adjusted, and the amount of white space under the photo is increased to .1".

7. Click the View tab, click the One Page button in the Zoom group, locate the anchor symbol, then drag the anchor symbol to the left margin near the top of the first body paragraph if it is not already located there Dragging the anchor symbol to a different paragraph anchors the selected graphic to that paragraph.

8. Press [Ctrl][End], select the market photo at the bottom of page 2, press [Ctrl][X] to cut the photo, scroll up to page 1, click the blank paragraph in the first column, then press [Ctrl][V] The inline graphic is pasted at the bottom of column 1.

9. Double-click the market photo to select it and activate the Picture Tools Format tab, click the Position button, click Position in Bottom Left with Square Text Wrapping, then drag the anchor symbol to the margin left of the first body paragraph QUICK TIP Use the Change Picture button in the Adjust group to replace the current picture with another picture while preserving the formatting and size of the current picture.

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The market photo becomes a floating graphic aligned in the lower-left corner of the page and anchored to the first body paragraph. Both photos are now anchored to the same paragraph.

10. Click the Beach photo, click the Home tab, click the Format Painter button pointer, then click Clipboard group, click the market photo with the

in the

The shadow format settings are copied from the beach photo to the market photo. Compare your document to Figure F-7.



FIGURE F-6: Dragging a graphic to move it

Anchor symbol moves with the graphic

Right edge of graphic aligns with right margin

Transparent image indicates position

Word 2010

FIGURE F-7: Repositioned photos

Selected photo is anchored to the first paragraph of body text

Same shadow format applied to both photos

Removing the background from a picture When you want to call attention to a detail in a picture or remove a distracting element, you can use the Remove Background command to remove all or part of the picture background. To do this, select the picture, then click the Remove Background button in the Adjust group on the Picture Tools Format tab. The background of the photo is highlighted automatically in pink, four marquee lines appear on the photo in the shape of a rectangle, and the Picture Tools Background Removal tab is activated. You can drag a handle on the marquee lines to indicate the areas of the photo you want to keep. The area within the marquee lines is the area that will be kept with the pink background removed, and the area outside the marquee lines will be removed. To fine-tune the background area (the pink area) you use the Mark Areas to Keep and Mark Areas to Remove commands in the Refine group on the Background Removal tab. Clicking these buttons activates a pointer that you use to click an

area of the picture to mark for removal (make it pink) or keep (remove the pink). When you are finished, click Keep Changes in the Close group to remove the background. Figure F-8 shows a photo of a hummingbird and the same photo with the background removed. FIGURE F-8: Background removed from photo


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UNIT

F Word 2010

STEPS

Creating a Text Box When you want to illustrate your documents with text, you can create a text box. A text box is a container that you can fill with text and graphics. Like other drawing objects, a text box can be resized, formatted with colors, lines, and text wrapping, and positioned anywhere on a page. You can choose to insert a preformatted text box that you customize with your own text, draw an empty text box and then fill it with text, or select existing text and then draw a text box around it. You use the Text Box button in the Text group on the Insert tab, or the Shapes button in the Illustrations group on the Insert tab to create a text box. You draw a text box around the QST Mexico Destinations information, resize and position the text box on the page, and then format it using a text box style.

1. Select all the text in columns 2 and 3, including the heading and the last paragraph mark before the section break The text in columns 2 and 3 is selected.

2. Click the Insert tab, then click the Text Box button in the Text group QUICK TIP To draw an empty text box, click the Text Box button, click Draw Text Box, then click and drag pointer to the create the text box.

A gallery of preformatted text boxes and sidebars opens.

3. Click Draw Text Box The selected text is formatted as a text box, as shown in Figure F-9. When you draw a text box around existing text or graphics, the text box becomes part of the drawing layer (a floating object).

4. Click the Drawing Tools Format tab, click the Position button in the Arrange group, click Position in Bottom Right with Square Text Wrapping The text box is moved to the lower-right corner of the page.

QUICK TIP Always verify that a text box is sized so that all the text fits.

5. Click the Size button in the Size group if necessary to show the Shape Height and Shape Width text boxes, type 4.1 in the Shape Height text box, type 4.65 in the Shape Width text box, then press [Enter] The text box is resized to be exactly 4.1" tall and 4.65" wide.

6. Drag the anchor symbol to the margin left of the first body paragraph The text box is anchored to the first body paragraph. QUICK TIP If the position of the text box shifts, drag it to position it back in the lower-right corner.

7. Click the More button in the Shape Styles group, move the pointer over the styles in the gallery to preview them applied to the text box, then click Subtle Effect–Blue, Accent 4 A style that includes blue gradient shading, a thin blue border, and a slight shadow is applied to the text box. You can also create your own designs using the Shape Fill and Shape Outline buttons in the Shape Styles group.

8. Delete the paragraph mark above the market photo, being careful not to delete the section break The blank paragraph is deleted.

9. Place the insertion point in the paragraph above the market photo, click the Insert tab, click the Drop Cap button in the Text group, click Drop Cap Options, click Dropped in the Position section, click the Font list arrow, scroll down, click Segoe Script, click the Lines to drop up arrow once, click the Distance from text up arrow once, click OK, then deselect the drop cap A drop cap is added to the paragraph.

10. Click the Show/Hide ¶ button your work

in the Paragraph group on the Home tab, then save

Compare your document to Figure F-10.

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FIGURE F-9: Text formatted as a text box

Text box frame is selected

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FIGURE F-10: Formatted text box and drop

Drop cap, dropped 4 lines and .1 from text Text box is resized, positioned, and formatted with a style

Linking text boxes If you are working on a longer document, you might want text to begin in a text box on one page and then continue in a text box on another page. By creating a link between two or more text boxes, you can force text to flow automatically from one text box to another, allowing you to size and format the text boxes any way you wish. To link two or more text boxes, you must first create the original text box, fill it with text, and then create a second, empty text box. Then, to create the link, select the first text box, click the Create

Link button in the Text group on the Drawing Tools Format tab to activate the pointer, and then click the second text box with the pointer. Any overflow text from the first text box flows seamlessly into the second text box. As you resize the first text box, the flow of text adjusts automatically between the two linked text boxes. If you want to break a link between two linked text boxes so that all the text is contained in the original text box, select the original text box, and then click the Break Link button in the Text group.


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UNIT

F Word 2010

STEPS QUICK TIP Triple-clicking a word selects the entire paragraph, including the paragraph mark.

QUICK TIP You can change the font or font size of WordArt text using the Mini toolbar.

QUICK TIP You can also use the Text Effects button in the Font group on the Home tab to apply text effects to regular text.

Creating WordAr t Another way to give your documents punch and flair is to use WordArt. WordArt is a drawing object that contains decorative text. You create WordArt using the WordArt button in the Text group on the Insert tab. Once you have created a WordArt object, you can change its font, colors, borders, shadows, shape, and other effects to create the impact you desire. You use WordArt to create an impressive heading for the flyer.

1. Press [Ctrl][Home], click the View tab, click the Page Width button in the Zoom group, triple-click Adventure Mexico to select it, click the Insert tab, then click the WordArt button in the Text group The WordArt Gallery opens. It includes styles you can choose for your WordArt.

2. Click Gradient Fill – Dark Purple, Accent 6, Inner Shadow (the second style in the fourth row) The WordArt object appears at the location of the insertion point, and the Drawing Tools Format tab becomes the active tab. The WordArt object is inserted as a floating graphic with square text wrapping.

3. Click the Size button in the Size group if necessary, type 1.3 in the Shape Height text box, type 7 in the Shape Width text box, then press [Enter] The WordArt object is enlarged to span the page between the left and right margins. To change the appearance of the WordArt text, you must apply format settings to it.

4. Click the Text Effects button in the WordArt Styles group, then point to Transform The Text Effects button is used to apply a shadow, glow, bevel, reflection, or 3-D rotation to the text. It is also used to change the shape of the text. The Transform gallery shows the available shapes for WordArt text.

5. Click Square in the Warp section (the first warp in the first row) The shape of the WordArt text changes to fill the object, as shown in Figure F-11.

6. Click the Text Fill list arrow in the WordArt Styles group, point to Gradient, then click More Gradients The Format Text Effects dialog box opens. You use this dialog box to change the fill colors and effects of the WordArt object. Using the Text Fill pane, you can select a preset gradient effect or choose colors and shading styles to create your own gradient effect. You will create a purple and blue gradient.

7. Click the Stop 3 of 3 slide on the Gradient slide, click the Color list arrow, click Blue, Accent 4, drag the Stop 2 of 3 slide left to approximately the 50% position on the Gradient stops slide, as shown in Figure F-12, then click Close You can add, remove, or change the position or color of a gradient stop to create a custom gradient for text.

8. Deselect the object, then save your changes The new fill effects are applied to the WordArt, as shown in Figure F-13.

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FIGURE F-11: WordArt object

Square warp style applied to WordArt

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FIGURE F-12 Format Text Effects dialog box

Fill options

Select a preset gradient and options

Stop 3 of 3 slide Drag the Stop 2 of 3 slide to the 50% position

FIGURE F-13: Completed WordArt object

Customized WordArt style

Enhancing graphic objects with styles and effects Another fun way to give a give a document personality and flair is to apply a style or an effect to a graphic object. To apply a style, select the object and then choose from the style options in the Styles group on the active Format tab for that type of object. Styles include a preset mixture of effects, such as shading, borders, shadows, and other settings. The Effects command in the Styles group on the active Format tab gives you the power to apply a customized variety of effects to an object, including a shadow, bevel, glow, reflection, soft edge, or 3-D

rotation. To apply an effect, select the object, click the Effects command for that type of object, point to the type of effect you want to apply, and then select from the options in the gallery that opens. To further customize an effect, click the Options command for that type of effect at the bottom of the gallery to open the Format dialog box. The best way to learn about styles and effects is to experiment by applying them to an object and seeing what works.


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Drawing Shapes One way you can create your own graphics in Word is to draw shapes. Shapes are the rectangles, ovals, lines, callouts, block arrows, stars, and other drawing objects you can create using the Shapes command in the Illustrations group on the Insert tab. Once you draw a shape, you can add colors, borders, fill effects, shadows, and three-dimensional effects to it. You use the Shapes feature to draw a Mayan pyramid in the document.

STEPS 1. Press [Ctrl][End], click the Insert tab, click the Shapes button in the Illustrations group, then click Bevel in the Basic Shapes section of the Shapes menu QUICK TIP To draw a circle, click the Oval, then press [Shift] while you drag with the pointer.

TROUBLE If the shape is not as expected, click the Undo button on the Quick Access toolbar and try again.

The Shapes menu contains categories of shapes and lines that you can draw. When you click a shape in the Shapes menu, the pointer changes to . You draw a shape by clicking and dragging with this pointer.

2. Position the pointer in the blank area at the bottom of the page, press [Shift], then drag down and to the right to create a square bevel that is approximately 2" tall and wide Pressing [Shift] as you drag creates a bevel that is perfectly square. When you release the mouse button, sizing handles appear around the bevel to indicate it is selected, as shown in Figure F-14.

3. Click the Bevel shape in the Insert Shapes group, place the pointer exactly over the inside upper-left corner of the last bevel you drew, press [Shift], drag down and to the right to create a square bevel that fills the inside of the previous bevel, then repeat this step to create two more bevel shapes inside the stack of bevels When you are finished, the stack of bevels looks like an aerial view of a pyramid.

4. With the inside bevel still selected, press and hold [Ctrl], click the other three bevel in the Arrange group, then click Group shapes to select them, click the Group button Grouping converts multiple shapes into a single object that can be sized, positioned, and formatted together. QUICK TIP To add text to a shape, right-click it, then click Add Text.

5. Click the More button in the Shape Styles group, click Colored Outline – Dark Purple, Accent 6, click the Shape Outline list arrow in the Shape Styles group, point to Weight, then click 1 point A different shape style is applied to the graphic, and the weight of the lines changes to 1 point.

6. Click the More button in the Insert Shapes group, click Sun in the Basic Shapes section, place the pointer in the upper-left inside corner of the inside bevel, then drag down and to the right to create a sun that fills the top of the pyramid The sun shape includes a yellow diamond-shaped adjustment handle. QUICK TIP Drag an adjustment handle to modify the shape, but not the size, of a drawing object.

7. Position the pointer over the adjustment handle until it changes to , drag the handle to the right about 1/8", click the More button in the Shape Styles group, click Colored Outline – Dark Purple, Accent 6, click the Shape Outline list arrow in the Shape Styles group, point to Weight, click 1 point, click the Shape Fill list arrow in the Shape Styles group, click Gold, Accent 3, then deselect the sun The sun shape becomes narrower, purple, and filled with color, as shown in Figure F-15.

8. Click the grouped bevel shape to select it, press and hold [Ctrl], click the sun shape , then click Group to select it, click The pyramid shape and the sun shape are grouped into a single object.

9. Click the Rotate button QUICK TIP Use the Bring Forward and Send Backward list arrows to shift the order of the layers in a stack of graphic objects.

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in the Arrange group, then click Rotate Right 90°

The pyramid drawing is rotated 90°. You can also rotate a graphic by dragging the green rotate handle.

10. Drag the pyramid drawing up to position it temporarily over the third column of text, as shown in Figure F-16, then save your changes The drawing object is automatically formatted as a floating graphic with the In Front of Text wrapping style applied, making it part of the drawing layer. You will finalize the object’s position in a later lesson.



FIGURE F-14: Bevel shape

Place pointer here to begin to draw the second bevel…

Adjustment handle

…drag to here

Sizing handles indicate bevel is selected

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FIGURE F-15: Sun added to pyramid

Stacked bevels are grouped Sun shape is narrower and filled with gold

FIGURE F-16: Rotated drawing in new position

Drawing is rotated and moved over third column

Creating an illustration in a drawing canvas A drawing canvas is a workspace for creating your own graphics. It provides a framelike boundary between an illustration and the rest of the document so that the illustration can be sized, formatted, and positioned like a single graphic object. If you are creating an illustration that includes multiple shapes, such as a flow chart, it is helpful to create the illustration in a drawing canvas. To draw shapes or lines in a drawing canvas, click the Shapes button in the Illustrations group, click New Drawing Canvas to open a drawing canvas in the document, and then create and format your illustration in the drawing

canvas. When you are finished, right-click the drawing canvas and then click Fit to automatically resize the drawing canvas to fit the illustration. You can then resize the illustration by dragging a border of the drawing canvas. Once you have resized a drawing canvas, you can wrap text around it and position it by using commands on the Ribbon or by dragging the drawing canvas frame. By default, a drawing canvas has no border or background so that it is transparent in a document, but you can add fill and borders to it if you wish.


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STEPS

Creating a Char t Adding a chart can be an attractive way to illustrate a document that includes numerical information. A chart is a visual representation of numerical data and usually is used to illustrate trends, patterns, or relationships. The Word chart feature allows you to create many types of charts, including bar, column, pie, area, and line charts. To create a chart, you use the Chart button in the Illustrations group on the Insert tab. You create a chart that shows the average temperature for each season in the four geographic areas where QST Mexico tours are located.

1. Press [Ctrl][End], click the Insert tab, then click the Chart button in the Illustrations group The Insert Chart dialog box opens. You use this dialog box to select the type and style of chart you intend to create. The chart types are listed in the left pane of the dialog box, and the styles for each chart type are listed in the right pane. You want to create a simple column chart. QUICK TIP Click the Change Chart Type button in the Type group on the Chart Tools Design tab to change the type of chart.

2. Click OK A worksheet opens in a Microsoft Excel window, and a column chart appears in the Word document. The worksheet and the chart contain placeholder data that you replace with your own data. The chart is based on the data in the worksheet. Any change you make to the data is made automatically to the chart.

3. Click any empty cell in the Excel worksheet You use the pointer to select the cells in the worksheet. The blue lines in the worksheet indicate the range of data to include in the chart.

4. Move the pointer over the lower-right corner of the blue box, when the pointer changes to drag the range one column to the right, then release the mouse button The range is enlarged to include five columns and five rows. TROUBLE Click the Edit Data button in the Data group on the Chart Tools Design tab to open the worksheet and edit the chart data.

5. Click the Category 1 cell, type Baja California, click the Category 2 cell, type Oaxaca, press [Enter], type Copper Canyon, replace the remaining placeholder text with the data shown in Figure F-17, click an empty cell after all the data is entered, then click the Close button in the Excel window When you click a cell and type, the data in the cell is replaced with the text you type. As you edit the worksheet, the changes you make are reflected in the chart.

6. Click the chart border to select the object if it is not selected, click the More button the Chart Styles group on the Chart Tools Design tab, then click Style 26

in

A chart style is applied to the chart. QUICK TIP Point to any part of a chart to see a ScreenTip that identifies the part.

7. Click the Layout tab, click the Chart Title button in the Labels group, click Above Chart, type Average Temperature, click the Axis Titles button in the Labels group, point to Primary Vertical Axis Title, click Rotated Title, then type Degrees Celsius A chart title and vertical axis title are added to the chart.

8. Click the Legend button in the Labels group, then click Show Legend at Top QUICK TIP To format any chart element, select it, then click the Format Selection button in the Current Selection group on the Chart Tools Format tab to open the Format dialog box for that chart element.

The legend moves above the chart.

9. Right-click Yucatan to select the Horizontal axis, click the Shrink Font button Mini toolbar, right-click the chart title, then click twice

on the

The font sizes of the destination names in the horizontal axis and the chart title are reduced. You can also click a chart element in the chart to select it.

10. Click the border of the chart object to select the chart area, click the Chart Tools Format tab, click the More button in the Shape Styles group, click Colored Outline, Black, Dark 1, type 2.5 in the Shape Height text box in the Size group, type 4.1 in the Shape Width text box in the Size group, press [Enter], deselect the chart, then save your changes The completed chart is shown in Figure F-18.

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FIGURE F-17: Chart object in Word and worksheet in Excel

Chart reflects data in worksheet Chart object Vertical axis

Legend

Worksheet in Excel window

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Horizontal axis

Blue lines indicate the range

FIGURE F-18: Completed chart

Title added to chart

Legend moved to top

Label added to vertical axis

Creating SmartArt graphics Diagrams are another way to illustrate concepts in your documents. The powerful Word SmartArt feature makes it easy for you to quickly create and format many types of diagrams, including pyramid, target, cycle, and radial diagrams, as well as lists and organization charts. To insert a SmartArt graphic in a document, click the SmartArt button in the Illustrations group on the Insert tab to open the Choose a SmartArt Graphic dialog box. In this dialog box, select

a diagram category in the left pane, select a specific diagram layout and design in the middle pane, preview the selected diagram layout in the right pane, and then click OK. The SmartArt object appears in the document with placeholder text, and the SmartArt Tools Design and Format tabs are enabled. These tabs contain commands and styles for customizing and formatting the SmartArt graphic and for sizing and positioning the graphic in the document.


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TROUBLE If you are unable to resize the text box, drag a corner sizing handle to change its size any amount, then type 4.1 in the Shape Height text box, type 4.65 in the Shape Width text box, and then press [Enter]

TROUBLE If the text box changes size, resize it to 4.1" high and 4.65" wide.

Finalizing Page Layout When you finish creating the illustrations for a document, it is time to fine-tune the position and formatting of the text and graphics on each page. You format the Mexico weather information in a text box and adjust the size and position of the other graphic objects so that the text flows smoothly between the columns. Finally, you add a small text box that includes the QST address.

1. Turn on the display of formatting marks, move the pointer to the top of page 3, doubleclick with the pointer to hide the white space, then scroll up and drag the pointer to select the heading When is the best time..., the paragraph under it, and the chart object 2. Click the Insert tab, click the Text Box button, click Draw Text Box, click the View tab, click the One Page button in the Zoom group, double-click the top of the page with the pointer, then scroll as needed so the text box is visible on your screen The heading, body text, and chart object are moved into a text box.

3. Right-click the chart object, click the Center button on the Mini toolbar, double-click the text box frame, click the Size button in the Size group, type 4.1 in the Shape Height text box, type 4.65 in the Shape Width text box, then press [Enter] The chart object is centered in the text box, the text box is resized, and the text box moves to the top of page 2.

4. Scroll to display all of page 2, then with the text box selected, click the Position button in the Arrange group, click Position in Bottom Left..., drag the anchor symbol to the left margin on page 2, click the More button in the Shape Styles group, then click Subtle Effect – Dark Purple, Accent 6 The text box is moved to the lower-left corner of page 2, the text wraps around it, and a style is applied.

5. Click the Home tab, turn off formatting marks, click the View tab, click the Gridlines check box in the Show group, click the Page Width button in the Zoom group, then scroll down to view the bottom of the page QUICK TIP You can confirm or modify the size of the selected object by checking the height and width measurements in the Size group on the Drawing Tools Format tab.

QUICK TIP To align two or more objects to each other, select the objects, click the Align button in the Arrange group, then select an option.

Nonprinting drawing gridlines appear within the document margins in Print Layout view. You use drawing gridlines to help you size, align, and position objects.

6. Double-click the pyramid drawing to select it, drag the object down using the pointer onto a blank area of the drawing grid, press [Shift], then with the pointer, drag the lower-left sizing handle up and to the right until the object is about 1" square Use the ruler and the gridlines to help judge the size of the object as you drag.

7. Drag the object to position it as shown in Figure F-19 You can nudge the drawing with the arrow keys if necessary to position it more precisely on the grid.

8. Click the Text Box button in the Insert Shapes group, click Draw Text box if necessary, click under the pyramid with the pointer, resize the new text box similar to the one shown in Figure F-19, click the More button in the Shape Styles group, then click Subtle Effect – Blue, Accent 4 Clicking with the

pointer inserts an empty text box.

9. Click inside the text box, right-click, then using the Mini toolbar, click the Center button , click the Bold button , type your name, press [Enter], type Quest Specialty Travel, then deselect the text box Figure F-19 shows the pyramid drawing reduced and repositioned and the new text box.

10. Click the View tab, click the Gridlines check box, click the Two Pages button, save your changes, submit a copy to your instructor, then close the file and exit Word The completed document is shown in Figure F-20. Word 144



FIGURE F-19: Repositioned object and new text box

Drawing gridlines are turned on

Chart is located in text box

Pyramid is smaller and centered under text

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New text box

FIGURE F-20: Completed flyer


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Practice


Concepts Review Label the elements shown in Figure F-21. FIGURE F-21

1 6 2 5

3

4


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WordArt Drawing canvas Drawing gridlines Text box Floating graphic Contrast Chart Brightness

a. b. c. d. e. f. g. h.

A workspace for creating graphics A visual representation of numerical data A graphic object composed of specially formatted text The difference between the darkest and lightest areas in a picture A graphic object that is a container for text and graphics The relative lightness of a picture A graphic that a text-wrapping style has been applied to Nonprinting lines that are used to align, size, and position objects




Word 2010

15. What do you drag to change a drawing object’s shape, but not its size or dimensions? a. Cropping handle c. Adjustment handle b. Rotate handle d. Sizing handle 16. Which button is used to change a photograph to a pencil sketch? a. Artistic Effects c. Color b. Corrections d. Picture Effects 17. Which button is used to change an inline graphic to a floating graphic? a. Send to Back c. Position b. Bring to Front d. Change Picture 18. Which is not an example of a Picture Effect? a. Glow c. Shadow b. Bevel d. Paintbrush 19. What style of text wrapping is applied to a graphic by default? a. In line with text c. Tight b. Square d. In front of text 20. Which method do you use to nudge a picture? a. Select the picture, then drag a top, bottom, or side sizing handle. b. Select the picture, then press an arrow key. c. Select the picture, then drag a corner sizing handle. d. Select the picture, then drag it to a new location.

Skills Review 1. Insert a graphic. a. Start Word, open the file WD F-2.docx from the drive and folder where you store your Data Files, then save it as WD F-CSA Flyer. b. Display formatting marks, scroll down, read the document to get a feel for its contents and formatting, then press [Ctrl][Home]. c. Select the carrots photo on page 1, apply square text wrapping, apply the picture style Simple Frame, Black to the photo, then use the Format Painter to copy the picture style settings from the carrots photo to the photo of the boy. d. Apply square text wrapping to the photo of the boy. e. Scroll down, place the insertion point at the top of page 2, insert the file Rock Brook.jpg from the drive and folder where you store your Data Files, then save your changes. 2. Size and scale a graphic. a. With the Rock Brook photo still selected, click the Crop button in the Size group. b. Drag the bottom-middle cropping handle up approximately 1", drag the top-middle cropping handle down approximately .5", verify that the photo is approximately 2.8" tall, adjust if necessary using the cropping handles, then click the Crop button again. c. Deselect the photo, then scroll to page 1. d. Resize the carrots photo proportionally so that it is about 2.7" high and 1.8" wide. e. Resize the photo of the boy proportionally so that it is about 1.7" high and 1.1" wide. f. Scroll to page 2, then resize the photo of the vegetables proportionally to be precisely 2.7" high. g. Press [Ctrl][Home], then save your changes. 3. Position a graphic. a. Drag the carrots photo up so its top is aligned with the first line of body text and its right side is aligned with the right margin. (Hint: Press and hold [Ctrl], then use the arrow keys to move the photo in small increments.) b. Change the zoom level to Whole Page, then use the Position command to align the photo of the boy with the middle of the left margin.


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Skills Review (continued) 4.

5.

6.

7.

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c. Scroll to page 2, use the Position command to align the vegetables photo with the bottom and right margins, then save your changes. Create a text box. a. Change the zoom level to a zoom that allows you to read the text easily, such as Page Width, then scroll to the top of page 1. b. Add a drop cap using the default settings for the Dropped option to the first body paragraph, then change the font color of the drop cap to Dark Green, Accent 4. c. Select the What does Rock Brook Community Farm do? heading , the paragraph under it, and the two paragraph marks above the page break, then insert a text box. d. Delete the paragraph mark after 7 p.m. in the last line of the How does it work? paragraph on page 1, then select the text box. (Hint: The text box will change position and you may need to scroll to locate it.) e. Apply the shape style Moderate Effect – Dark Green, Accent 4 to the text box, use the Position command to align it with the bottom and right margins, then drag the anchor symbol up to the How does it work? heading. (Hint: The anchor symbol is over the photo of the boy.) f. Scroll to page 2, then draw a text box over the bottom of the Rock Brook photo that spans the width of the photo and is approximately .4" high. g. Type Welcome to Rock Brook Community Farm – A USDA Certified Organic Farm in the text box, center the text, change the font to 12-point Arial Rounded MT Bold, then change the font color to Orange, Accent 1, Lighter 80%. h. Remove the fill from the text box, adjust the placement of the text box as necessary so the text is attractively placed over the bottom of the photo, then remove the border from the text box. i. Scroll down, select all the green and brown text, then insert a text box. j. Turn off paragraph marks, resize the text box to be 2.7" tall and 5.4" wide, then align it with the lower-left corner of the page. k. Remove the border from the text box, then save your changes. Create WordArt. a. Press [Ctrl][Home], triple-click to select Rock Brook Community Farm, insert a WordArt object, then select the style Fill - White, Outline - Accent 1 (in the first row). (Hint: If the carrots photo is in the way, reposition it.) b. Resize the WordArt object to be 7.3" wide and 1.1" tall. c. Click the Text Effects button, point to Transform, then click the Square warp. d. Change the Text Fill color to Dark Green, Accent 4. e. Change the Text Outline color to Dark Green, Accent 4, Darker 50%. f. Change the shadow color to Orange, Accent 1, Lighter 40%, then save your changes. (Hint: Use the Shape Effects button.) Draw shapes. a. Scroll down to the middle of page 2, select the three-line address, then draw a text box around it. b. Move the text box approximately ¾" to the right. c. Click the Shapes button, then click the Sun shape. d. In a blank area, draw a sun that is approximately .5" tall and wide. e. Fill the sun with Orange, Accent 1, apply the gradient style From Center in the Light Variations section, change the shape outline color to Orange, Accent 1, then change the shape outline weight to ¼ point. f. Move the sun left of the address text box if necessary, then remove the shape outline from the address text box. g. Click the Shapes button in the Illustrations group on the Insert tab, then click Rounded rectangle. h. Draw a rounded rectangle around the sun and the address, remove the fill, then change the shape outline to 1 point Orange, Accent 1. i. Adjust the size of the rectangle to resemble an address label, then save your changes. Create a chart. a. Scroll up, place the insertion point in the text box at the bottom of page 1, press [ ] as many times as necessary to move the insertion point to the last line in the text box.




Word 2010

b. Insert a chart, select Bar chart, select Clustered Bar for the style, then click OK. c. Type the information shown in Figure F-22, adjust the range to include just the FIGURE F-22 columns and rows that include data, then close Excel. d. Select the text box, use the Position command to align it with the bottom and right margins, select the chart, then apply the Style 18 chart style to the chart. (Note: Do not be concerned if the text box moves to page 2 and other objects reposition themselves. You will finalize the layout of the document in the next section.) e. Select the chart title , type Harvest Sales, change the font of the title to 12-point Arial Rounded MT Bold, remove the bold formatting, then change the font color to Orange, Accent 1, Darker 25%. (Hint: To replace and then format the chart title text, select the chart title object, and then start typing.) f. Click the Legend button, then remove the legend from the chart. g. Click the Axes button in the Axes group, point to Primary Horizontal Axis, then click More Primary Horizontal Axis Options to open the Format Axis dialog box. h. Click Number in the Left pane, select Percentage in the Category list, change the number of decimal places to 0, then click Close. i. Resize the chart object to be approximately 2" tall and 3.3" wide, center the chart object in the text box, then save your changes. 8. Finalize page layout. a. Resize the text box that includes the chart to be approximately 3.2" tall and 4.8" wide, then change the font color of the heading in the text box to Orange, Accent 1, Lighter 40%. b. Turn on the gridlines in the Show group on the View tab, then change the zoom level to One Page. (Note: The gridlines show the margins.) c. Resize and shift the position of the photographs and the text box until all the text fits on page 1 and the layout of page 1 of the flyer looks similar to the completed flyer, which is shown in two-page view in Figure F-23. Your flyer does not need to match exactly. d. Type your name in the document footer, save your changes, submit a copy to your instructor, close the file, then exit Word. FIGURE F-23


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Independent Challenge 1 Your company just completed a major survey of its customer base, and your boss has asked you to prepare a summary of the results for your colleagues. You create a chart for the summary that shows the distribution of customers by gender and age. a. Start Word, then save a blank document as WD F-Gender and Age Chart to the location where you store your Data Files. b. Type Prepared by followed by your name at the top of the document, press [Enter] twice, then insert a clustered column chart object into the document. FIGURE F-24 c. Enter the data shown in Figure F-24 into the worksheet. To begin, delete the data in rows 4 and 5 of the worksheet, and then adjust the range to include 5 columns and 3 rows. When you are finished, minimize the Excel window and maximize the Word window. d. Use the Switch Row/Column button in the Data group on the Chart Tools Design tab to switch the data so the age groups appear on the horizontal axis. e. Apply a chart style to the chart, then add the title Customers by Gender and Age above the chart. f. Move the legend to the left side of the chart, then add the horizontal axis title Age Range. g. Click the Axes button in the Axes group, point to Primary Vertical Axis, then click More Primary Vertical Axis Options to open the Format Axis dialog box. Click Number in the Left pane, select Percentage in the Category list, change the number of decimal places to 0, then click Close. h. Use the Change Chart Type button in the Type group on the Chart Tools Design tab to change to a different type of column chart, taking care to choose an appropriate type for the data, then format the chart with styles, fills, outlines, and other effects so it is attractive and readable. i. Save your changes, submit a copy of the chart to your instructor, close the file, then exit Word.

Independent Challenge 2 You design ads for bestvacations.com, a company that specializes in custom vacation packages. Your next assignment is to design a full-page ad for a travel magazine. Your ad needs to contain three photographs of vacation scenes, such as the photos shown in Figure F-25, the text “Your vacation begins here and now,” and the Web address “www.bestvacations.com.” If you are performing the ACE steps, your ad will also include a company logo.

FIGURE F-25

a. Start Word, then save a blank document as WD F-Vacation Ad to the drive and folder where your Data Files are located. b. Change all four page margins to .7". c. Using keywords such as beach, snowboard, fishing, or some other vacationrelated word, find and insert at least three appropriate clip art photographs into the document. d. Using pencil and paper, sketch the layout for your ad. e. Change the photos to floating graphics, then format them. You can crop, resize, move, and combine them with other design elements, or enhance them with styles, shapes, borders, and effects. f. Using text effects or WordArt, add the text Your vacation begins here. and the Web address www.bestvacations.com to the ad. Advanced Challenge Exercise ■ Using shapes and a text box, create a logo that includes a graphic and the company name bestvacations.com. ■ Using the Shape Fill button, fill the shapes with color, gradients, patterns, or textures. ■ Group the objects and resize the grouped object to suit your needs, then position the logo in the ad. g. Adjust the layout, design, and colors in the ad as necessary. When you are satisfied with your ad, type your name in the document header, save your changes, submit a copy to your instructor, close the document, then exit Word. Word 150



Independent Challenge 3 You are a graphic designer. The public library has hired you to design a bookmark for Earth Day. Their only request is that the bookmark includes the words Earth Day. You’ll create three different bookmarks for the library.

Word 2010

a. Start Word, then save a blank document as WD F-Earth Day Bookmarks to the location where you store your Data Files. b. Change all four page margins to .7", change the page orientation to landscape, and change the zoom level to Whole Page. c. Draw three text boxes. Resize the text boxes to be approximately 6.5" tall x 2.5" wide and move them so they do not overlap. Each text box will become a bookmark. d. Use clip art, WordArt or text effects, and a photograph (either a personal photograph or one you find using clip art) at least one time as you create the bookmarks. (Hints: When you insert a graphic in a text box, you cannot wrap text around it, so you must design bookmarks that use inline graphics. Alternatively, you can insert a clip art image in the document and then crop it and resize it to be the shape and size of a bookmark.) e. Format the bookmarks with fills, colors, borders, styles, shadows, and other picture effects. Be sure to add the words Earth Day to each bookmark. Advanced Challenge Exercise Adjust your bookmarks or create new ones to include the following. These features might be added individually to the bookmarks or in combinations. ■ Format a clip art image or photograph using artistic effects. ■ Fill at least one bookmark with a gradient or texture. ■ Add a photograph and remove the background. f. Type your name in the document header, save your changes, submit a copy to your instructor, close the document, then exit Word.

Real Life Independent Challenge One way to find graphic images to use in your documents is to download them from the Web. Many Web sites feature images that are in the public domain, which means they have no copyright restrictions and permission is not required to use the images. You are free to download these images and use them in your documents, although you must acknowledge the artist or identify the source. Other Web sites include images that are copyrighted and require written permission, and often payment, to use. Before downloading and using graphics from the Web, it’s important to research and establish their copyright status and permission requirements. In this exercise you download photographs from the Web and research their copyright restrictions. a. Start Word, then save a blank document as WD F-Copyright Images to the drive and folder where you store your Data Files. b. Type your name at the top of the page, press [Enter], then create a table with four rows and three columns. Type the following column headings in the header row: Photo, URL, Copyright Restrictions. You will fill this table with the photos you find on the Web and the copyright restrictions for those photos. c. Use your favorite search engine to search the Web for photographs that you might use for your work or a personal project. Use the keywords free photo archives or free public domain photos. You can also add a keyword that describes the subject of the photos you want to find. d. Find at least three Web sites that contain photos you could use in a document. Save a photo from each Web site to your computer, and note the URL and copyright restrictions. To save an image from a Web page, right-click the image, then click the appropriate command on the shortcut menu. e. Insert the photos you saved from the Web in the Photo column of the table. Resize the photos proportionally so that they are about 1.5" tall or 1.5" wide. Wrap text around the photos, and center them in the table cells. f. Enter the URL in column 2 and the copyright restrictions for the photos in column 3. In the Copyright Restrictions column, indicate if the photo is copyrighted or in the public domain, and note the requirements for using that photo in a document. g. Adjust the formatting of the table so it is easy to read, save your changes, submit a copy to your instructor, close the file, then exit Word.


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Visual Workshop Using the file WD F-3.docx (located where you store your Data Files), create the flyer shown in Figure F-26. The photograph is a clip art image found using the keyword surfer. (Hints: So text wraps around the photo but not around the reflection, draw a rectangle around the photograph, send the rectangle behind the photograph, remove the border from the rectangle, and apply Square text wrapping to the rectangle. Apply Behind Text wrapping to the photograph, and format it with an artistic effect [plastic wrap] and a reflection [Full Reflection, 8 pt offset]. For the WordArt object, use the Fill-White, Gradient Outline, Accent 1 style, change the font to Arial Black, apply a Square warp, and use the rotate handle to rotate the WordArt object.) Type your name in the footer, save the flyer as WD F-Surf Safe, then submit a copy to your instructor.

FIGURE F-26

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UNIT

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Working with Themes and Building Blocks The theme and building block features of Word streamline the process of designing a professional looking document. Document themes provide coordinated fonts, colors, and

WD G-1.docx

effects that you can apply to a document in one easy step, and building blocks offer dozens

WD G-2.docx

of preformatted document parts to insert and customize in a document. In this unit you

WD G-3.docx

learn how to work with themes, how to add and format sidebars and cover pages, and how

WD G-4.docx WD G-5.docx

to tailor preformatted content quickly and efficiently. You also learn how to create and save

WD G-6.docx

your own reusable building blocks for use in other documents.

WD G-7.docx

tour summary report for a new QST tour to Kenya. You create a customized theme for the

WD G-8.docx

report and simplify the process of designing the layout by using predesigned building blocks.

WD G-9.docx

Once the tour report is finished, you save the theme and several reusable pieces of customized

WD G-10.docx QST Logo.jpg

OBJECTIVES

You are preparing a

content to use in other tour reports.

Apply quick styles to text Apply a theme Customize a theme Insert a sidebar Insert Quick Parts Add a cover page Create building blocks Insert building blocks


UNIT

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STEPS

Applying Quick St yles to Text Applying a style to text allows you to apply multiple format settings to text in one easy step. A style is a set of format settings, such as font, font size, font color, paragraph spacing, and alignment, that are named and stored together. Word includes many Quick Style sets—groups of related styles that share common fonts, colors, and formats, and are designed to be used together in a document—that you can use to give your documents a polished and cohesive look. Each Quick Style set includes styles for a title, subtitle, headings, body text, lists, quotes, and other text elements. You apply styles to the tour summary report to help organize the text attractively and make the report easy to read at a glance.

1. Start Word, open the file WD G-1.docx from the drive and folder where you store your Data Files, save it as WD G-Mount Kenya Tour, scroll the document to get a feel for its contents, then press [Ctrl][Home] The four-page document includes text, photographs, and a chart. QUICK TIP To change the active Quick Style set, click the Change Styles button in the Styles group, point to Style Set, then click a new set.

2. Select Mount Kenya, Safari, and Beach, click the More button move the pointer over the styles in the Quick Styles gallery

in the Styles group, then

As you move the pointer over a style in the gallery, a preview of that style is applied to the selected text.

3. Click Title The Title style is applied to the selected text.

4. Select 15 days/14 nights, Nairobi to Mombasa, click Subtitle in the Styles group, click the in the Font group, then click Olive Green, Accent 3, Darker 25% Font Color list arrow The Subtitle style is applied to the paragraph under the title, and then the font color is changed to olive green. You can modify the format of text to which a style has been applied without changing the style itself.

QUICK TIP To change the color scheme or fonts used in the active Quick Style set, click the Change Styles button, point to Colors or Fonts, and then select from the options.

5. Select Tour Highlights, click the More button deselect the text

in the Styles group, click Heading 1, then

The Heading 1 style is applied to the Tour Highlights heading, as shown in Figure G-1.

6. Scroll down, then apply the Heading 1 style to each red heading in the document The Heading 1 style is applied to the Tour Highlights, Tour Summary, Planning Your Trip, and What to Bring headings in the report.

7. Scroll to page 2, select Climate, then click Heading 2 in the Styles group The Heading 2 style is applied to the Climate subheading. The style seems too similar to the Heading 1 style for your purposes.

8. Select Climate if necessary, click the More button in the Styles group, click Heading 3, , click Red, Accent 2, then deselect the text click the Font Color list arrow The Heading 3 style is applied to the Climate subheading, and the font color is changed to Red, Accent 2, as shown in Figure G-2.

9. Scroll down, use the Format Painter to apply the Heading 3 style and the Red, Accent 2 font color to each purple subheading in the document, then save your changes The Heading 3 style and the Red, Accent 2 font color are applied to the Climate, Visa and Vaccination Requirements, Luggage, Clothing and Footwear, and Equipment subheadings in the report.

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Working with Themes and Building Blocks


FIGURE G-1: Quick Styles applied to the report

Title style applied

Word 2010

Subtitle style applied and font color changed to green Heading 1 style applied

FIGURE G-2: Heading 3 style

Heading 3 style applied and font color changed to red

Saving a document as a Web page Creating a Web page and posting it on the Internet or an intranet is a powerful way to share information with other people. You can design a Web page from scratch in Word, or you can use the Save As command to save an existing document in HTML format so it can be viewed with a browser. When you save an existing document as a Web page, Word converts the content and formatting of the Word file to HTML and displays the Web page in Web Layout view, which shows the Web page as it will appear in a browser. Any formatting that is not supported by Web browsers is either converted to similar supported formatting or removed from the Web page. For example, if you save a document that contains a floating graphic in HTML format, the graphic will be left- or right-aligned on the Web page. In a document you plan to save as a Web page, it’s best to create a table in the document, and then insert text and graphics in the table cells in order to be able to position text and graphics precisely.

To save a document as a Web page, open the Save As dialog box, and then select a Web page format in the Save as type list box. You have the option of saving the document in Single File Web Page (.mht or .mhtml) format or in Web Page (.htm or .html) format. In a single file Web page, all the elements of the Web page, including the text and graphics, are saved together in a single MIME encapsulated aggregate HTML (MHTML) file, making it simple to publish your Web page or send it via e-mail. By contrast, if you choose to save a Web page as an .htm file, Word automatically creates a supporting folder in the same location as the .htm file. This folder has the same name as the .htm file plus the suffix _files, and it houses the supporting files associated with the Web page, such as graphics.


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UNIT

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STEPS

Applying a Theme Changing the theme applied to a document is another quick way to set the tone of a document and give it a polished and cohesive appearance, particularly if the text and any tables, charts, shapes, SmartArt objects, or text boxes in the document are formatted with styles. A theme is a set of unified design elements, including theme colors, theme fonts for body text and headings, and theme effects for graphics. By default, all documents that you create in Word are formatted with the Office theme, but you can easily apply a different built-in theme to a document. To apply a theme to a document, you use the Themes command in the Themes group on the Page Layout tab. You experiment with different built-in themes and then apply a theme that more closely suits the message you want to convey with the tour summary report.

1. Press [Ctrl][Home], click the Page Layout tab, click the Themes button in the Themes group, then point to Austin A gallery of built-in Themes opens. When you point to the Austin theme in the gallery, a preview of the theme is applied to the document, as shown in Figure G-3.

2. Move the pointer over each theme in the gallery When you point to a theme in the gallery, a preview of the theme is applied to the document. Notice that the font colors and the fonts for the body text and headings to which a style has been applied change when you preview each theme.

3. Click Oriel, then scroll down to view the theme applied to each page in the document A complete set of new theme colors, fonts, styles, and effects is applied to the document. Notice that while the font of the body text changed, the bold formatting applied to the text under the Tour Highlights heading at the top of page 1 remains. Changing the document theme does not affect the formatting of text to which font formatting has been applied. Only document content that uses theme colors, text that is formatted with a style (including default body text), and table styles and graphic effects change when a new theme is applied. QUICK TIP To restore the document to the default theme for the template on which the document is based, click the Themes button, and then click Reset to Theme from Template.

4. Click the View tab, click the Two Pages button in the Zoom group, then scroll down to see pages 3 and 4 The fill effect in the chart at the bottom of the last page is changed to a fill effect from the Oriel theme, as shown in Figure G-4.

5. Click the Page Layout tab, click the Themes button, then point to each built-in theme in the gallery Notice how each theme affects the formatting of the chart, and, in some cases, the pagination of the document. It’s important to choose a theme that not only mirrors the tone, content, and purpose of your document, but also meets your goal for document length.

6. Click Median The Median theme is applied to the document.

7. Click the View tab, click the 100% button in the Zoom group, press [Ctrl][Home], then save your changes After applying the new theme, the document is now three pages long.

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FIGURE G-3: Austin theme previewed in document

Austin theme

Word 2010

Preview of Austin theme applied to document

Themes gallery

FIGURE G-4: Oriel theme applied to document

Fonts and colors used in Oriel theme

Chart shows fill effects from Oriel theme

Changing the default theme By default, all new documents created in Word are formatted with the Office theme, but you can change your settings to use a different theme as the default. To change the default theme to a different built-in or custom theme, press [Ctrl][N] to open a new blank document, click the Themes button in the Themes group on the Page Layout tab, and then click the theme you want to use as the default. If you want to customize the theme before saving it as the new default, use the Theme Colors, Theme Fonts, and Theme Effects

buttons in the Themes group to customize the settings for theme colors, fonts, and effects. Alternatively, click the Change Styles button in the Styles group on the Home tab, and then use the Style Set, Colors, and Fonts options to select a new style set, new colors, or new fonts to use in the new default theme. When you are satisfied with the settings for the new default theme, click the Change Styles button again, and then click Set as Default. The Themes gallery will be updated to reflect your changes.


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UNIT

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STEPS

Customizing a Theme When one of the built-in Word themes is not just right for your document, you can customize the theme by changing the theme colors, selecting new theme fonts for headings and body text, and changing the theme effects. You can then save the customized theme as a new theme that you can apply to other documents. You tweak the theme colors, fonts, and effects in the active theme to create a new theme that uses the colors and feel of Kenya and employs fonts that are attractive and easy to read. You then save the settings as a new theme so you can apply the theme to all documents related to Kenya tours.

1. Click the Page Layout tab, then click the Theme Colors button

in the Themes group

The gallery of theme colors opens. You can select from a palette of built-in theme colors or choose to customize the colors in the active palette. You want a palette that picks up the colors of the Kenyan landscape used in the photographs in the tour report.

2. Click Austin, click the Theme Colors button

, then click Create New Theme Colors

The Austin colors are applied to the document and the Create New Theme Colors dialog box opens, as shown in Figure G-5. You use this dialog box to change the colors in the active palette and to save the set of colors you create with a new name.

3. Click the Accent 2 list arrow, click More Colors, click the Custom tab in the Colors dialog box if it is not the active tab, type 204 in the Red text box, type 102 in the Green text box, type 2 in the Blue text box, then click OK The Accent 2 color changes from a gray to brown. QUICK TIP To remove a custom theme from the gallery, right-click the theme, then click Delete.

4. Type Kenya in the Name text box in the dialog box, click Save, then click The new color scheme is saved with the name Kenya, the gray (Heading 3) subheadings on pages 2 and 3 in the document change to brown, and the Kenya color scheme appears in the Custom section in the Theme Colors gallery. The Kenya colors can now be applied to any document.

5. Click the document to close the Theme Colors gallery if necessary, click the Theme Fonts in the Themes group, scroll down the gallery of theme fonts, point to several button options to preview those fonts applied to the document, then click Equity The heading and body text fonts from the Equity theme are applied to the document.

6. Click the Theme Fonts button

, then click Create New Theme Fonts

The Create New Theme Fonts dialog box opens, as shown in Figure G-6. You use this dialog box to select different fonts for headings and body text, and to save the font combination as a new theme font set.

7. Click the Heading font list arrow, scroll down, click Trebuchet MS, type Tour Reports in the Name text box in the dialog box, then click Save The font of the headings in the report changes to Trebuchet MS, and the Tour Reports theme font set is added to the Custom section of the Theme Fonts gallery. TROUBLE Scroll down if necessary to see the chart.

8. Press [Ctrl][End], click the Theme Effects button in the Themes group, point to each effect in the gallery to see it previewed in the chart, then click Newsprint The effects from the Newsprint theme are applied to the document.

9. Click the Themes button, click Save Current Theme, type Kenya Tour Report in the File name text box in the Save Current Theme dialog box, then click Save The Kenya theme colors, Tour Reports theme fonts, and theme effects from the Newsprint theme are saved together as a new theme called Kenya Tour Report in the default location for document themes.

10. Save your changes, then click the Themes button The new theme appears in the Custom section of the Themes gallery, as shown in Figure G-7. Word 158



FIGURE G-5: Create New Theme Colors dialog box

Use list arrow to change the color

Word 2010

Type name for new palatte of theme colors

FIGURE G-6: Create New Theme Fonts dialog box

Select font for headings Preview fonts Select font for body text

Type name for new set of theme fonts

FIGURE G-7: Custom theme in the Themes gallery

New Kenya Tour Report theme

Newsprint theme effects applied to chart


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UNIT

G Word 2010

STEPS

Inser ting a Sidebar Another way to design a document quickly and professionally is to use preformatted building blocks. Building blocks are the reusable pieces of formatted content or document parts that are stored in galleries, including headers and footers, cover pages, and text boxes. Sidebars and pull quotes are two types of text box building blocks that are frequently used to jazz up the appearance of a text-heavy page and to highlight information. A sidebar is a text box that is positioned adjacent to the body of a document and contains auxiliary information. A pull quote is a text box that contains a quote or excerpt from an article, formatted in a larger font size and placed on the same page. You use the Text Box command on the Insert tab to insert sidebars and pull quotes. You create a sidebar to display the Tour Highlights information on page 1 and a second sidebar to display information for travelers to Kenya on page 2.

1. Click the document to close the Themes gallery if necessary, press [Ctrl][Home], click the Insert tab, then click the Text Box button in the Text group The Text Box gallery opens. It includes built-in styles for sidebars and pull quotes. QUICK TIP The sidebar is anchored to the paragraph where the insertion point is located.

2. Scroll down the gallery, then click the Tiles Sidebar The Tiles sidebar is inserted at the top of the page. It is composed of a dark orange text box with placeholder text and a lighter orange shadow. You can type directly in the text box to replace the placeholder text, or you can paste text into the text box.

3. Select Tour Highlights and the bulleted list beneath it, press [Ctrl][X] to cut the text, click the text box, press [Ctrl][V] to paste the text, then press [Backspace] The text is cut from the body of the document and pasted in the sidebar.

QUICK TIP You can change the format of a sidebar by applying a text box style, adding a shadow, or using the other commands on the Drawing Tools Format tab.

QUICK TIP You can change the position of a sidebar by dragging it or by clicking the Position button in the Arrange group on the Drawing Tools Format tab, clicking More Layout Options, and then changing the settings on the Position tab in the Layout dialog box.

on the Mini toolbar, point to 4. Select Tour Highlights, click the Font Color list arrow the colors and read the ScreenTips, click Brown, Text 2, Darker 25%, then click the Tiles Sidebar to deselect the text The font color of the heading text in the sidebar changes to brown.

5. Click the Drawing Tools Format tab, click the Shape Effects button in the Shape Styles group, point to Shadow, click Shadow Options, click the Color list arrow, click Brown, Accent 5, click Close, then deselect the sidebar The shadow color changes to brown. The completed sidebar is shown in Figure G-8.

6. Scroll to page 2, place the insertion point in Planning Your Trip, click the View tab, click the One Page button in the Zoom group, click the Insert tab, click the Text Box button, then click Annual Sidebar The Annual Sidebar is inserted on the left side of the page and anchored to the Planning Your Trip heading paragraph. Rather than type text in the sidebar, you will insert text from a file.

7. Click the Insert tab, click the Object list arrow in the Text group, then click Text from File The Insert File dialog box opens. You use this dialog box to select the file you want to insert in the sidebar.

8. Navigate to the drive and folder where you store your Data Files, click the file WD G-2.docx, then click Insert The content of the file WD G-2.docx is inserted in the sidebar. When you insert a text file into a text box, it’s important to verify that all the text from the file fits in the text box. If not, adjust the size of the text box accordingly or edit the text as needed, whichever best meets your needs.

9. Click the Drawing Tools Format tab, click the More button in the Shape Styles group, click Colored Fill – Brown, Accent 2, deselect the sidebar, then save your changes The completed sidebar is shown in Figure G-9.

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FIGURE G-8: Tiles sidebar

Word 2010

Brown shadow color

Tiles sidebar

Text pasted in text box and formatted

FIGURE G-9: Annual sidebar

Text and graphic from file inserted in sidebar


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UNIT

G Word 2010

STEPS

Inser ting Quick Par ts The Word Quick Parts feature makes it easy to insert reusable pieces of content into a document. Quick Parts items include fields, such as for the date or a page number; document properties, such as the document title or author; and building blocks. You insert a Quick Part into a document using the Quick Parts command on the Insert tab or on the Header & Footer Tools Design tab. You finalize the design of the three pages by adding a header and a footer building block to the document. You then customize the footer by adding document properties to it using the Quick Parts command.

1. Click the View tab, click the 100% button in the Zoom group, click the Insert tab, then click the Header button in the Header & Footer group The Header gallery opens and displays the list of predesigned headers.

2. Scroll down the Header gallery, then click Exposure The Exposure header is added to the document and the Header area opens. The Exposure header includes a property control for the Title document property and a content control for the date. A property control is a content control that contains document property information, such as title, company, or author. A property control contains the document property information entered in the Document Properties Panel, or if no document property information is entered, placeholder text. You can assign or update a document property by typing directly in a property control or by typing in the Document Properties Panel. QUICK TIP When you update a document property in the Document Properties Panel, the property controls in the document are updated with the new information.

QUICK TIP To turn the table gridlines on and off, click the Table Tools Layout tab, then click the View Gridlines button in the Table group.

3. Click Type the document title, type Mount Kenya, Safari, and Beach, click Pick the date, click the Date list arrow, then click Today The title and the current date are added to the header. When you assign or update a document property by typing in a property control, all controls of the same type in the document are updated with the change, as well as the corresponding property field in the Document Properties Panel.

4. Click the Header button in the Header & Footer group, click Annual, then click the Header from Top down arrow in the Position group twice The header design changes to the Annual design and the header position is adjusted, as shown in Figure G-10.

5. Click the Footer button in the Header & Footer group, scroll down the Footer gallery, click Sideline, then click the Footer from Bottom down arrow twice The Sideline footer includes a page number field. Notice that this footer is formatted as a table.

6. Press [Tab] to move the insertion point to the next table cell, click the Quick Parts button in the Insert group, point to Document Property, then click Company The Company property control is added to the footer, as shown in Figure G-11.

TROUBLE If your Company property control contains text, select the text, then continue with Step 7.

7. Type Quest Specialty Travel The Company property is updated to become Quest Specialty Travel.

8. Move the pointer over the footer, click the Table move handle to select the table, click the Bold button on the Mini toolbar, close the Footer area, then save your changes Bold is applied to the text in the footer. The customized footer is shown in Figure G-12.

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FIGURE G-10: Header formatted using the Annual header style

Header from Top down arrow

Title property control

Your date may differ

Title and date in header

Word 2010

Document text dimmed when Header area is open

FIGURE G-11: Company property control in Sideline footer

Table move handle in Footer area

Company property control

FIGURE G-12: Customized footer

Bold applied to footer


Word 163


UNIT

G Word 2010

STEPS QUICK TIP Click the Blank Page button in the Pages group to insert a blank page at the location of the insertion point.

Adding a Cover Page To quickly finalize a report with simplicity or flair, you can insert one of the many predesigned cover pages that come with Word. Cover page designs range from conservative and business-like to colorful and attention grabbing. Each cover page design includes placeholder text and property controls that you can replace with your own information. You finalize the tour report by inserting an eye-catching cover page that mirrors the design of the report.

1. Click the View tab, click the One Page button in the Zoom group, click the Insert tab, then click the Cover Page list arrow in the Pages group The gallery of cover pages opens. Each page design includes placeholder text and property controls.

2. Scroll down the gallery, then click Motion The Motion cover page is added at the beginning of the document. Notice that the tour name was added automatically to the Title property control and the current year was added automatically to the Date content control.

3. Drag the Zoom slider right to zoom in on the cover page, then scroll down to view the author, company name, and current date controls at the bottom of the page QUICK TIP To change the user name and initials, click the File tab, click Options, then type a new user name and initials in the User name and Initials text boxes in the Word Options dialog box.

QUICK TIP To change to a different cover page design, simply insert a different cover page.

QUICK TIP To remove a cover page from a document, click the Cover Page list arrow in the Pages group, then click Remove Current Cover Page.

The company name is entered in the Company property control, and today’s date is entered in the date control.

4. Click the Author property control (the first line of text) The text in the Author property control is the default author name for all new documents created on your computer. This information is based on the user name entered in the Word Options dialog box.

5. Select the text in the Author property control, type your name, click the View tab, then click the One Page button Your name replaces the user name as the Author property for the document.

6. Select the photograph, press [Delete], click the Insert tab, click the Clip Art button in the Illustrations group, make sure the Include Office.com content check box is selected in the Clip Art task pane, type safari in the Search for text box, click Go, click the leopard photograph, then close the Clip Art task pane A photograph of a leopard is inserted in the cover page. You can choose a different photograph if the leopard photo is not available to you, or you can search using a different keyword, such as “leopard.”

7. Click the Wrap Text list arrow in the Arrange group on the Picture Tools Format tab, click In Front of Text, then drag the photograph down and to the right to position it under the title and flush with the right edge of the page, as shown in Figure G-13 8. Press [Ctrl][Home], click the Insert tab, click the Picture button in the Illustrations group, navigate to the drive and folder where you store your Data Files, click the file QST Logo.jpg, then click Insert The QST logo is added to the cover page.

9. Click the Position button in the Arrange group, click Position in Bottom Left with Square Text Wrapping, deselect the logo, then save your changes The logo is moved to the lower-left corner of the page. The completed tour report is shown in Figure G-14.

10. Submit the document to your instructor

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FIGURE G-13: Cover page

Date, title, and company are automatically entered

Author property control

Word 2010

Leopard photo is flush with edge of page

FIGURE G-14: Completed tour report


Word 165


UNIT

G Word 2010

STEPS

Creating Building Blocks When you design a piece of content that you want to use again in other documents, you can save it as a building block in one of the Word galleries. For example, you might want to save your company mission statement or a list of staff names so that you don’t have to type and format the information each time you use it in a document. You save an item as a building block using the Quick Parts command. You save the QST logo, the Kenya Travel Information sidebar, the Climate heading and paragraph, and the footer as building blocks so that you can easily include them in other tour reports.

1. Click the logo at the bottom of page 1 to select it, click the Insert tab, click the Quick Parts button in the Text group, then click Save Selection to Quick Part Gallery The Create New Building Block dialog box opens, as shown in Figure G-15. You use this dialog box to enter a unique name and a description for the item and to specify the gallery where you want it to appear. You want the logo to appear in the Quick Parts gallery.

2. Type QST Logo in the Name text box, click the Description text box, type QST Logo in bottom-left corner of tour report cover page, then click OK The logo is added to the Quick Parts gallery. TROUBLE Sizing handles and a solid line border appear around the brown text box when the sidebar is selected.

3. Scroll to page 3, click the rim of the brown sidebar to select it, click the Quick Parts button, click Save Selection to Quick Part Gallery, type Kenya Travel Info Sidebar in the Name text box, click the Gallery list arrow, click Text Boxes, click the Category list arrow, click Create New Category, type Kenya, click OK, click the Description text box, type Generic info for travelers to Kenya, click OK, then deselect the text box You added the sidebar to the Text Box gallery and created a new category called Kenya. It’s a good idea to assign a descriptive category name to a building block item so that you can sort, organize, and find your building blocks easily.

4. Click the Text Box button in the Text group, then scroll to the bottom of the Text Box gallery The Kenya Travel Info Sidebar building block is displayed in the Text Box gallery in the Kenya category, as shown in Figure G-16. QUICK TIP A text building block can also be saved to the AutoText gallery.

5. Click the document to close the gallery, select the Climate heading and paragraph on page 3, click the Quick Parts button, click Save Selection to Quick Part Gallery, type Kenya Climate Info in the Name text box, click the Category list arrow, click Create New Category, type Kenya, click OK, then click OK The Climate heading and paragraph are saved in the Quick Parts gallery in the Kenya category.

QUICK TIP To store paragraph formatting with a building block, make sure to select the final paragraph mark when you select the text.

6. Click the Quick Parts button to verify that the item was added to the gallery, then point to the QST Logo item in the gallery The gallery includes the QST Logo item in the General category and the Kenya Climate Info item in the Kenya category. When you point to the QST Logo item in the gallery, the name and description appear in a ScreenTip, as shown in Figure G-17.

7. Click the document, scroll down, double-click the footer, click the Table move handle to select the table in the footer, click the Footer button in the Header & Footer group on the Header & Footer Tools Design tab, then click Save Selection to Footer Gallery The Create New Building Block dialog box opens with Footers automatically selected as the gallery.

8. Type Tour Report Footer in the Name text box, click OK, then save and close the document The footer is added to the Footers gallery under the General category. In the next lesson you will insert the building blocks you created into a different tour report document. Word 166



FIGURE G-15: Create New Building Block dialog box

Specify gallery for item Type name for item

Select category for item

FIGURE G-16: New building block in Text Box gallery

Word 2010 Kenya Travel Info Sidebar in Kenya category in Text Box gallery

FIGURE G-17: Items in Quick Parts gallery

Quick Parts gallery (yours may include other items)

ScreenTip shows name and description for QST Logo item

Selected text is added to Quick Parts gallery

Renaming a building block and editing other properties You can edit the properties of a building block at any time, including changing its name, gallery location, category, and description. To modify building block properties, simply right-click the item in a gallery, and then click Edit Properties. In the Modify Building Block dialog box that opens, edit the item’s name or description, or assign

it to a new gallery or category. When you are finished, click OK, and then click Yes in the warning box that opens. You can also modify the properties of a building block by selecting the item in the Building Blocks Organizer, and then clicking Edit Properties.


Word 167


UNIT

G Word 2010

STEPS

Inser ting Building Blocks Once you have created customized building blocks, it is easy to insert them in your documents. You can insert a building block directly from a gallery, or you can use the Building Blocks Organizer to search for, organize, and insert building blocks. You need to create a tour report for a different QST tour to Kenya. You open the tour report file, apply the Kenya theme, and then insert the building blocks you created so that all the Kenya tour reports have common content and a consistent look and feel.

1. Open the file WD G-3.docx from the drive and folder where you store your Data Files, save it as WD G-Kenya Family Safari, scroll down, replace Ron Dawson with your name at the bottom of page 1, click the View tab, then click the Two Pages button in the Zoom group The Kenya Family Safari tour report includes a cover page, two pages of text formatted with styles, a sidebar, photographs, and a chart.

2. Click the Page Layout tab, click the Themes button in the Themes group, then click the Kenya Tour Report theme in the Custom section of the gallery The Kenya Tour Report theme you created is applied to the document.

3. Press [Ctrl][Home], click the Insert tab, click the Quick Parts button in the Text group, click the QST Logo item in the Quick Parts gallery, then drag the zebra photo back into position if it moved TROUBLE If the insertion point is located on the cover page, the footer will appear on the cover page only.

QUICK TIP To edit the content of a building block, insert the item in a document, edit the item, then save the selection to the same Quick Part gallery using the same name.

QUICK TIP To delete a building block, select it in the Building Blocks Organizer, then click Delete.

TROUBLE If you are working on your personal computer, and you want to save the building blocks you created, click Yes to save the Building Blocks.dotx file.

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The logo is added to the lower-left corner of the cover page.

4. Click anywhere on page 2, click the Footer button in the Header & Footer group, scroll down the Footer gallery, click Tour Report Footer in the General section, zoom as needed to examine the footer in the document, then close headers and footers The custom footer you created is added to the Footer area on pages 2 and 3. The property information that appears in the footer, in this case the company name, is the property information for the current document.

5. Scroll to page 3, click the Practical Information heading, click the Insert tab, click the Quick Parts button in the Text group, then click Building Blocks Organizer The Building Blocks Organizer opens, as shown in Figure G-18. The Building Blocks Organizer includes a complete list of the built-in and customized building blocks from every gallery. You use the Building Blocks Organizer to sort, preview, insert, delete, and edit the properties of building blocks.

6. Click the Category column heading in the list of building blocks The building blocks are sorted and grouped by category.

7. Scroll down the list to locate the two items in the Kenya category, click the Kenya Travel Info Sidebar item to select it, then click Insert The Kenya Travel Information sidebar is inserted on page 3. The sidebar is anchored to the Practical Information heading, where the insertion point is located.

8. Click the blank paragraph above the chart, click the Insert tab, click the Quick Parts button, click the Kenya Climate Info item, then save your changes The Climate heading and associated paragraph are inserted above the chart. The completed Kenya Family Safari tour report is shown in Figure G-19.

9. Submit the document to your instructor, close the file, exit Word, then click Don’t save in the warning box that opens You removed the customized building blocks you created in this session from the Building Blocks Organizer. If you wanted to use the customized building blocks at a later time, you would save them when prompted when exiting Word.



FIGURE G-18: Building Blocks Organizer

Click a column heading to sort the building blocks by that criterion

Preview of selected building block

Complete list of building blocks

Word 2010

FIGURE G-19: Completed Kenya Family Safari tour report

Logo added

Footer added

Sidebar added

Climate information added


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Label each element shown in Figure G-20. FIGURE G-20

6 1 5 2 4

3


Theme Quick Part Building block Style Pull quote Sidebar Quick Style set

a. A text box that is positioned adjacent to the body of a document and contains auxiliary information b. A field, document property, or other piece of content that can be inserted in a document c. A text box that contains a quote or excerpt from an article, formatted in a larger font size and placed on the same page d. A set of unified design elements, including colors, fonts, and effects that are named and stored together e. A group of related styles that share common fonts, colors, and formats f. A set of format settings, such as font, font color, and paragraph alignment, that are named and stored together g. A reusable piece of formatted content or a document part that is stored ina gallery

Select the best answer from the list of choices. 14. Which of the following is not a design element included in a theme? a. Colors c. Fonts b. Effects d. Picture styles 15. Changing which of the following does not change the font used for body text in a document? a. Theme effects c. Theme fonts b. Theme d. Style Set 16. Which of the following elements uses theme effects? a. Styles c. Headers and footers b. Charts d. Tables 17. Which of the following is not an example of a building block? a. Cover page c. Document property b. Footer d. Pull quote Word 170



18. Which of the following statements is false? a. You use the Object command to create a new building block. b. Changing a document property in a property control updates the property in the Document Properties Panel. c. When you add a building block to a gallery, it is also added to the Building Block Organizer. d. When you change a document theme, the format of text to which font formatting has been applied does not change.

Skills Review


Word 2010

1. Apply quick styles to text. a. Start Word, open the file WD G-4.docx from the drive and folder where you store your Data Files, save it as WD G-Greening Your Home, read the document, then press [Ctrl][Home]. b. Apply the Title style to the Greening Your Home heading. c. Apply the Subtitle style to the Reducing your personal greenhouse gas emissions heading, then change the font color to Blue, Accent 1, Darker 25%. d. Apply the Heading 1 style to the red headings: “Small Steps to Take in Your Home and Yard” and “Use Green Power.” e. Apply the Heading 3 style to the purple subheadings, then save your changes. (Hint: To make the Heading 3 style available, first apply the Heading 2 style to a subheading, then apply the Heading 3 style to the same subheading.) 2. Apply a theme. a. Change the view to Two Pages, then open the Themes gallery and preview each theme applied to the document. b. Apply the Urban theme, then scroll down to view page 3. c. Apply the Solstice theme, then save your changes. 3. Customize a theme. a. Click the Theme Colors button, then change the theme colors to Composite. b. Click the Theme Colors button again, click Create New Theme Colors, click the Accent 4 list arrow, click More Colors, click the Custom tab if it is not the active tab, type 102 in the Red text box, type 153 in the Green text box, type 0 in the Blue text box, then click OK. The Accent 4 color is now dark green. c. Save the palette of new theme colors with the name Earth. d. Change the theme fonts to Median, scroll to the bottom of the document, then change the theme effects to Trek. e. Save the current theme with the name Earth. f. Press [Ctrl][Home], change the font color of the title to Dark Green, Accent 4, Darker 25%, then save your changes. 4. Insert a sidebar. a. Place the insertion point in the title, then insert the Transcend Sidebar. b. Select the second paragraph of body text, cut it, paste it in the sidebar, click the Paste Options button, click Merge Formatting (M), then press [Backspace]. c. Select the sidebar if it is not already selected, click the Drawing Tools Format tab, then change the Shape Fill to Lime, Accent 1. d. Change the view to One Page, click the Be green in your yard subheading on page 2, then insert the Annual Sidebar. e. Insert the text file WD G-5.docx from the drive and folder where you store your Data Files, in the sidebar. Change the Shape Fill of the sidebar to Lime, Accent 1, select all the text in the sidebar, then change the font color to White, Background 1. f. Scroll to page 3, click the Use Green Power heading, insert the Annual Sidebar, click the Position list arrow, click More Layout Options, then change the horizontal alignment of the sidebar to right relative to the page. g. Insert the text file WD G-6.docx from the drive and folder where you store your Data Files, in the sidebar. Change the Shape Fill of the sidebar to Lime, Accent 1, select all the text in the sidebar, change the font color to White, Background 1, then save your changes. 5. Insert Quick Parts. a. Change the view to 100%, insert the Sideline header from the Header gallery, click the Title property control, type Greening Your Home, then press [End] to move the insertion point out of the control. b. Press [Spacebar], insert a small bullet symbol of your choice, press [Spacebar], insert an Author property control, then add your name to the control as the author. c. Insert the Sideline footer from the Footer gallery, close headers and footers, then save your changes.

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Skills Review (continued) 6. Add a cover page. a. Change the view to Two Pages, press [Ctrl][Home], insert the Sideline cover page, zoom in, click the Subtitle control, then type Reducing your personal greenhouse gas emissions. b. Verify that your name appears in the Author control, then use the Date control to select the current date. c. Change the cover page design to the Pinstripes cover page, right-click the Company control, click Remove Content Control, delete any company name text that remains, including any blank lines between the date and your name, then verify that the remaining information is accurate. d. Select the orange rectangles at the top and bottom of the page, change the shape fill color to Dark Green, Accent 4, save your changes, then submit the document to your instructor. FIGURE G-21 The completed document is shown in Figure G-21. 7. Create building blocks. a. Change the view to Two Pages, click the border of the sidebar on page 2 to select it, then use the Quick Parts button to save the selection as a Quick Part. (Note: Sizing handles and solid borders appear around the green box when the sidebar is selected.) b. Name the building block Intro Sidebar, assign it to the Text Boxes gallery, create a category called Green Reports, and then click OK twice. c. Scroll down, select the sidebar on page 4, save it as a Quick Part, name the building block Measure Your Impact Sidebar, assign it to the Text Boxes gallery, assign it to the Green Reports category, and then click OK as needed to return to the document. d. Zoom in, open the Header area, click the table move handle in the header to select the header, then save the header to the Header Gallery. e. Name the building block Green Reports header, create a Green Reports category, and then click OK as needed to return to the document. FIGURE G-22 f. Close the Header area, save your changes, then close the file without exiting Word. 8. Insert building blocks. a. Open the file WD G-7.docx from the drive and folder where you store your Data Files, save it as WD G-Greening Your Work, read the document, then apply the Earth theme. b. Scroll to page 2, then insert the Green Reports header from the Green Reports category in the Header gallery. c. Replace the information in the Author control with your name if necessary. d. Insert the Sideline footer in the document, then close headers and footers. e. Click the title on page 2, open the Text Box gallery, then insert the Intro Sidebar from the Green Reports category. f. Select the second body paragraph in the document, cut it, select all the text in the sidebar except for the final period, paste the text, click the Paste Options button, click Merge Formatting, then press [Backspace] twice to delete the extra line and period. g. Scroll to page 3, click On the Road, then open the Building Blocks Organizer. h. Click the Category heading to sort the items by category, scroll to locate the items in the Green Reports category, click the Measure Your Impact Sidebar, then click Insert. i. Save your changes, then print your document. Pages 2 and 3 of the completed document are shown in Figure G-22. j. Close the file and exit Word, not saving changes to the Building Blocks.dotx file if prompted. Word 172



Independent Challenge 1 You volunteer for an organization that promotes literacy in your community. You have written the text for a literacy fact sheet and now want to format it quickly and attractively. You decide to format the fact sheet using styles, themes, and preformatted building blocks. If you are performing the ACE steps, you will also save some of the formatted content so you can use it again in other documents.

Word 2010

a. Start Word, open the file WD G-8.docx from the drive and folder where you store your Data Files, save it as WD G-Literacy Facts, then read the document to get a feel for its contents. b. Apply the Title style to the Facts on Literacy title. c. Apply the Heading 2 style to the Literacy and Poverty, Literacy and Children, and How Can You Help? headings. d. Press [Ctrl][Home], add a Cubicles Sidebar to the document, then use the Position command to change the horizontal Book layout of the sidebar to Outside of page. e. Select the How Can You Help heading and the paragraphs under it, press [Ctrl][X], click the placeholder text in the sidebar, then press [Ctrl][V]. f. Set the paragraph spacing for the How Can You Help? heading in the sidebar to 6 points before and 12 points after. g. Add a Puzzle (Even Page) footer to the document. Remove the Company property control, delete any remaining company text, type For more information, contact followed by your name, then replace Confidential with 555-8799. h. Preview several themes applied to the document, then select an appropriate theme. i. If the text flows onto page two or does not all fit in the sidebar, change the theme fonts to a set of fonts that allows the text to fit on one page and in the sidebar. Delete the blank page 2 if necessary. j. Change the theme colors applied to the document elements as necessary to make the document attractive. Advanced Challenge Exercise ■ Select the sidebar, then save it as a building block in the Text Boxes gallery in the General category. Be sure to give the building block a meaningful name and description. ■ Open the Footer area, click the Table Move Handle to select the table in the footer, then add the footer to the Footers gallery in the General category. Be sure to give the footer a meaningful name and description. ■ Create a new document, type Teach a Child to Read, apply the Title style to the text, then save the document as WD G-Literacy Facts ACE to the drive and folder where you store your Data Files. ■ Insert the sidebar building block you created in the document. ■ Insert the footer you created, save your changes, submit the document to your instructor, then close the file. k. Save your changes, submit the document to your instructor, then close the file and exit Word, not saving changes to the Building Blocks.dotx file if prompted.

Independent Challenge 2 You work for the Community Relations Department at your local hospital. You have written the text for a report on annual giving, and now you need to format the report. You decide to start with a report template and then customize the report with a preformatted text box, a sidebar, a new cover page, and theme elements. a. Start Word, create a new document using the Oriel Report template, then save it as WD G-ACH Giving Report. b. Scroll through the document to get a feel for its content and layout, then press [Ctrl][Home]. c. On the cover page, type Auburn Community Hospital Annual Giving in the Title property control. (Note: Text typed in the Title property control is formatted in small caps.) d. Type Invitation to Donors in the Subtitle property control, remove the Abstract content control, type your name in the Author property control, then select today’s date in the Date content control. e. Scroll to page 2, click the body of the report to select the content control, insert the text file WD G-9.docx from the drive and folder where you store your Data Files, then scroll down to view the format and content of the report. f. Press [Ctrl][Home], then format the following headings in the Heading 1 style: Capital Campaign Exceeds its Goal, Types of Gifts, Planned and Deferred Giving, Named Endowments Leave Lasting Impressions, and Richard Society.


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Independent Challenge 2 (continued) g. Experiment by applying the following heading styles to the Annual Fund Gifts subheading under the Types of Gifts heading on page 3: the Heading 2 style, the Heading 3 style, and then the Heading 4 style. h. Apply the Heading 4 style to the following subheadings: Memorial or Tribute Gifts, Charitable Bequests, Charitable Gift Annuity, Charitable Remainder Trust, Edna and Franklin Richard Society Members. i. Scroll to page 2, select the last paragraph of text under the Capital Campaign Exceeds its Goal heading, cut the paragraph, paste the text in the pull quote, use the Paste Options button to merge the formatting, adjust the text box as needed to fit all the text, then reposition the text box FIGURE G-23 as needed so the page is attractive. j. Scroll to page 4, click the Richard Society heading, insert a sidebar of your choice, then cut the Edna and Franklin Richard Society Members heading and the list that follows it from the body text and paste it in the sidebar. k. Use the Paste Options button to merge the formatting, then apply the Heading 4 style to the heading in the sidebar. l. Using the Cover Page command, remove the current cover page, then use the Cover Page command again to insert a different cover page for the report from the Built-in category. Update or remove the content and property controls as necessary. (Hint: Scroll as needed to see the Built-in options.) m. Experiment with different themes, theme colors, theme fonts, and theme effects, and then use these tools to customize the look of the report. Adjust the elements of the report as necessary to make sure each page is attractive and the text fits comfortably on four pages. Figure G-23 shows a sample finished report. n. Save your changes to the document, submit the document to your instructor, close the document, then exit Word.

Independent Challenge 3 You are in charge of publicity for the Sydney Triathlon 2013 World Cup. One of your responsibilities is to create a two-page flyer that captures the spirit of the event and provides the basic details. You format the flyer using styles, themes, and building blocks, keeping in mind that in the end the content needs to fit on two pages. Figure G-24 shows one possible design, but you will create your own design. If you are completing the ACE steps, you will also create a custom theme that can be used for other documents related to the triathlon. a. Start Word, open the file WD G-10.docx from the drive and folder where you store your Data Files, save it as WD G-Triathlon, then read the document. b. Apply the Title style to the title and the Heading 1 style to the following headings: The Triathlon, The Course, Best Views, Public Transport and Road Closures, and The Athletes. Apply other styles to the text as you see fit. c. Change the Style Set to Modern, apply an appropriate theme, then change the theme colors or theme fonts as necessary to achieve the look you want. d. Add a continuous section break before The Athletes, then format the second section in two columns using the default column settings. Word 174

FIGURE G-24



Independent Challenge 3 (continued)

Advanced Challenge Exercise ■ Customize one or more of the theme colors you used in the flyer, then save the new palette of theme colors with the name Triathlon. ■ Adjust the colors of text and other elements in the document as necessary. ■ Save the customized theme with the name Triathlon.

Word 2010

e. Add a manual page break before the Public Transport and Road Closures heading. f. Click The Triathlon heading on page 1, insert a sidebar of your choice on page 1, then cut the Best Views heading and paragraphs from the document, including the photo of the Sydney Opera House, and paste it in the sidebar. (Hint: Do not cut the page break.) Keep the source formatting for the selection. g. Click The Athletes heading on page 2, insert a sidebar of your choice on page 2, then cut the Public Transport and Road Closures heading and paragraphs from the document and paste them in the sidebar. Keep the source formatting for the selection. h. Adjust the size, color, alignment, text wrapping, and position of the sidebar text boxes and the photographs so that the layout of each page is attractive. i. Adjust the font and paragraph formatting of the document text so that the text is readable and the overall layout of the flyer is harmonious. All the text should now fit on two pages.

j. Add your name to the header or footer, save your changes, submit the document to your instructor, close the file, then exit Word.

Real Life Independent Challenge In this Independent Challenge, you will design and save at least one building block for your work or personal use. Your building block might be the masthead for a newsletter, a cover page for your academic papers or your business reports, a header or footer that includes your company logo, a SmartArt object, a letterhead, a graphic object, a mission statement or disclaimer, or some other item that you use repeatedly in the documents you create. a. Determine the building block(s) you want to create. If you frequently create documents that include several standard items, such as a newsletter that includes a masthead, a header, a footer, and a text box with the address of your organization, you will want to create several building blocks. b. Start Word, then save the blank document as WD G-Building Block 1 to the drive and folder where you store your Data Files. c. Create your first building block. Whenever possible, insert fields and property controls as appropriate. Format the item using themes, styles, fonts, colors, borders, fill effects, shadows, and other effects, as necessary. d. When you are satisfied with the content and format of the item, select it, including the final paragraph mark, and then save it as a new building block. Make sure to give the item a meaningful name, description, and category, and to save it to the appropriate gallery so you can find it easily. e. Repeat Steps c and d to create as many building blocks as necessary for your documents. f. Type your name at the top of it, and then save the document, submit it to your instructor, and close the document. g. Open a blank document, and then save it as WD G-Building Block 2 to the drive and folder where you store your Data Files. h. Create a document in which to use your building block(s). Insert the building block(s) you created, and then format, adjust, and position the building blocks appropriately. i. Type your name in the document header (or another appropriate location), save the document, submit it to your instructor, and then close the file and exit Word. If you want to save the building blocks you created for future use, save the Building Blocks.dotx file when prompted.


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Visual Workshop Create the flyer shown in Figure G-25 using the Exposure cover page design. Replace the photograph with the clip art photograph shown in the figure, replace the placeholder text with the text shown in the figure, increase the font size of the abstract text to 16 points, and add your name to the footer. Save the document as WD G-Art of Wind, then submit the document to your instructor. (Hints: Locate the photograph using the keyword wind. Choose another photo if the photo shown is not available to you.)

FIGURE G-25

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UNIT

H Word 2010


Merging Word Documents A mail merge operation combines a standard document, such as a form letter, with customized data, such as a set of names and addresses, to create a set of personalized documents. You can

WD H-1.docx

perform a mail merge to create letters, labels, and other documents used in mass mailings, or

WD H-2.mdb

to create standard documents that typically include customized information, such as business

WD H-3.docx WD H-4.mdb

cards. In this unit, you learn how to use both the Mail Merge task pane and the commands on the Mailings tab to perform a mail merge.

You need to send a letter to people who

recently booked a QST tour, confirming their reservation and receipt of their nonrefundable deposit. You also need to send a general information packet to all participants in upcoming QST tours. You use mail merge to create a personalized form letter for those who recently booked a QST tour, and mailing labels for the information packet.

OBJECTIVES

Understand mail merge Create a main document Design a data source Enter and edit records Add merge fields Merge data Create labels Sort and filter records


UNIT

H Word 2010

DETAILS

Understanding Mail Merge When you perform a mail merge, you merge a standard Word document with a file that contains customized information for many individuals or items. The standard document is called the main document. The file with the unique data for individual people or items is called the data source. Merging the main document with a data source results in a merged document that contains customized versions of the main document, as shown in Figure H-1. The Mail Merge task pane steps you through the process of setting up and performing a mail merge. You can also perform a mail merge using the commands on the Mailings tab. You decide to use the Mail Merge task pane to create your form letters and the commands on the Mailings tab to create your mailing labels. Before beginning, you explore the steps involved in performing a mail merge.

• Create the main document The main document contains the text—often called boilerplate text—that appears in every version of the merged document. The main document also includes the merge fields, which indicate where the customized information is inserted when you perform the merge. You insert the merge fields in the main document after you have created or selected the data source. You can create a main document using either the current document, a template, or an existing document.

• Create a data source or select an existing data source The data source is a file that contains the unique information for each individual or item, such as a person’s name. It provides the information that varies in every version of the merged document. A data source is composed of data fields and data records. A data field is a category of information, such as last name, first name, street address, city, or postal code. A data record is a complete set of related information for an individual or an item, such as one person’s name and address. It is easiest to think of a data source file as a table: the header row contains the names of the data fields (the field names), and each row in the table is an individual data record. You can create a new data source, or you can use an existing data source, such as a data source created in Word, an Outlook contact list, an Access database, or an Excel worksheet.

• Identify the fields to include in the data source and enter the records When you create a new data source, you must first identify the fields to include, such as first name, last name, and street address if you are creating a data source that will include addresses. It is also important to think of and include all the fields you will need (not just the obvious ones) before you begin to enter data. For example, if you are creating a data source that includes names and addresses, you might need to include fields for a person’s middle name, title, apartment number, department name, or country, even if some records in the data source will not include that information. Once you have identified the fields and set up your data source, you are ready to enter the data for each record.

• Add merge fields to the main document A merge field is a placeholder that you insert in the main document to indicate where the data from each record should be inserted when you perform the merge. For example, you insert a zip code merge field in the location where you want to insert a zip code. The merge fields in a main document must correspond with the field names in the associated data source. Merge fields must be inserted, not typed, in the main document. The Mail Merge task pane and the Mailings tab provide access to the dialog boxes you use to insert merge fields.

• Merge the data from the data source into the main document Once you have established your data source and inserted the merge fields in the main document, you are ready to perform the merge. You can merge to a new file, which contains a customized version of the main document for each record in the data source, or you can merge directly to a printer or e-mail message.

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Merging Word Documents


FIGURE H-1: Mail merge process

Field name Data record

Data source document

Word 2010

Main document

Merged document

Merge fields

Boilerplate text

Customized information


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UNIT

H Word 2010

STEPS TROUBLE A document, blank or otherwise, must be open in the program window for the commands on the Mailings tab to be available.

Creating a Main Document The first step in performing a mail merge is to create the main document—the file that contains the boilerplate text. You can create a main document from scratch, save an existing document as a main document, or use a mail merge template to create a main document. The Mail Merge task pane walks you through the process of selecting the type of main document to create. You use an existing form letter for your main document. You begin by opening the Mail Merge task pane.

1. Start Word, click the Mailings tab, click the Start Mail Merge button in the Start Mail Merge group, then click Step by Step Mail Merge Wizard The Mail Merge task pane opens, as shown in Figure H-2, and displays information for the first step in the mail merge process: Select document type (the type of merge document to create).

2. Make sure the Letters option button is selected, then click Next: Starting document to continue with the next step The task pane displays the options for the second step: Select starting document (the main document). You can use the current document, start with a mail merge template, or use an existing file.

QUICK TIP If you choose “Use the current document” and the current document is blank, you can create a main document from scratch. Either type the boilerplate text at this step, or wait until the task pane prompts you to do so.

3. Select the Start from existing document option button, make sure (More files...) is selected in the Start from existing list box, then click Open The Open dialog box opens.

4. Navigate to the location where you store your Data Files, select the file WD H-1.docx, then click Open The letter that opens contains the boilerplate text for the main document. Notice the filename in the title bar is Document1. When you create a main document that is based on an existing document, Word gives the main document a default temporary filename.

5. Click the Save button on the Quick Access toolbar, then save the main document with the filename WD H-Deposit Letter Main to the drive and folder where you store your Data Files It’s a good idea to include “main” in the filename so that you can easily recognize the file as a main document.

6. Click the Zoom level button on the status bar, click the 100% option button, click OK, select October 9, 2013 in the letter, type today’s date, scroll down, select Ron Dawson, type your name, press [Ctrl][Home], then save your changes The edited main document is shown in Figure H-3.

7. Click Next: Select recipients to continue with the next step You continue with Step 3 of 6 in the next lesson.

Using a mail merge template If you are creating letters or faxes, you can use a mail merge template to start your main document. Each template includes boilerplate text, which you can customize, and merge fields, which you can match to the field names in your data source. To create a main document that is based on a mail merge template, click the Start from a template option button in the Step 2 of 6 Mail Merge task pane, and then click Select template. In the Select Template dialog box, select a template from the Letters or Faxes tab that includes the word “Merge” in its name, and then click OK to create the document. Once you have created the main document, you can

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customize it with your own information: edit the boilerplate text; change the document format; or add, remove, or modify the merge fields. Before performing the merge, make sure to match the names of the merge fields used in the template with the field names used in your data source. To match the field names, click the Match Fields button in the Write & Insert Fields group on the Mailings tab, and then use the list arrows in the Match Fields dialog box to select the field name in your data source that corresponds to each address field component in the main document.



FIGURE H-2: Step 1 of 6 Mail Merge task pane

Mail Merge task pane

Types of merge documents you can create

Word 2010

Description of selected document type

Click to display the next step

FIGURE H-3: Main document with Step 2 of 6 Mail Merge task pane

Options for creating the main document Your date will differ

Description of the selected option

Boilerplate text


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STEPS

Designing a Data Source Once you have identified the main document, the next step in the mail merge process is to identify the data source, the file that contains the information that is used to customize each version of the merge document. You can use an existing data source that already contains the records you want to include in your merge, or you can create a new data source. When you create a new data source you must determine the fields to include—the categories of information, such as a first name, last name, city, or zip code—and then add the records. You create a new data source that includes fields for the client name, client address, and tour booked by the client.

1. Make sure Step 3 of 6 is displayed at the bottom of the Mail Merge task pane Step 3 of 6 involves selecting a data source to use for the merge. You can use an existing data source, use a list of contacts created in Microsoft Outlook, or create a new data source.

2. Select the Type a new list option button, then click Create The New Address List dialog box opens, as shown in Figure H-4. You use this dialog box both to design your data source and to enter records. The column headings in the Type recipient information... section of the dialog box are fields that are commonly used in form letters, but you can customize your data source by adding and removing columns (fields) from this table. A data source can be merged with more than one main document, so it’s important to design a data source to be flexible. The more fields you include in a data source, the more flexible it is. For example, if you include separate fields for a person’s title, first name, middle name, and last name, you can use the same data source to create an envelope addressed to “Mr. John Montgomery Smith” and a form letter with the greeting “Dear John.”

3. Click Customize Columns The Customize Address List dialog box opens. You use this dialog box to add, delete, rename, and reorder the fields in the data source.

4. Click Company Name in the list of field names, click Delete, then click Yes in the warning dialog box that opens Company Name is removed from the list of field names. The Company Name field is no longer a part of the data source.

5. Repeat Step 4 to delete the following fields: Address Line 2, Home Phone, Work Phone, and E-mail Address The fields are removed from the data source.

6. Click Add, type Tour in the Add Field dialog box, then click OK A field called “Tour,” which you will use to indicate the name of the tour booked by the client, is added to the data source.

7. Make sure Tour is selected in the list of field names, then click Move Up eight times or until Tour is at the top of the list The field name “Tour” is moved to the top of the list, as shown in Figure H-5. Although the order of field names does not matter in a data source, it’s convenient to arrange the field names logically to make it easier to enter and edit records.

8. Click OK The New Address List dialog box shows the customized list of fields, with the Tour field first in the list. The next step is to enter each record you want to include in the data source. You add records to the data source in the next lesson.

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FIGURE H-4: New Address List dialog box

Enter data for the first record

Column headings are the field names

Word 2010

Click to modify the fields included in the data source

FIGURE H-5: Customize Address List dialog box

Fields in the data source; Tour field is listed first

Merging with an Outlook data source If you maintain lists of contacts in Microsoft Outlook, you can use one of your Outlook contact lists as a data source for a merge. To merge with an Outlook data source, click the Select from Outlook contacts option button in the Step 3 of 6 Mail Merge task pane, then click Choose Contacts Folder to open the Choose Profile dialog box. In this dialog box, use the Profile Name list arrow to select the profile you want to use, then click OK to open the Select Contacts dialog

box. In this dialog box, select the contact list you want to use as the data source, and then click OK. All the contacts included in the selected folder appear in the Mail Merge Recipients dialog box. Here you can refine the list of recipients to include in the merge by sorting and filtering the records. When you are satisfied, click OK in the Mail Merge Recipients dialog box.


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UNIT

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STEPS QUICK TIP Be careful not to add spaces or extra punctuation after an entry in a field, or these will appear when the data is merged.

Entering and Editing Records Once you have established the structure of a data source, the next step is to enter the records. Each record includes the complete set of information for each individual or item you include in the data source. You create a record for each new QST client.

1. Verify the insertion point is in the Tour text box in the New Address List dialog box, type Old Japan, then press [Tab] “Old Japan” appears in the Tour field, and the insertion point moves to the next column in the table, the Title field.

2. Type Ms., press [Tab], type Sarah, press [Tab], type Bass, press [Tab], type 62 Cloud St., press [Tab], type Bellevue, press [Tab], type WA, press [Tab], type 83459, press [Tab], then type US Data is entered in all the fields for the first record. You used each field for this record, but it’s okay to leave a field blank if you do not need it for a record.

3. Click New Entry The record for Sarah Bass is added to the data source, and the dialog box displays empty fields for the next record, as shown in Figure H-6. QUICK TIP You can also press [Tab] at the end of the last field to start a new record.

4. Enter the following four records, pressing [Tab] to move from field to field, and clicking New Entry at the end of each record except the last: Tour

Title

First Name Last Name

Address Line 1

City

State

ZIP Code

Country

Egypt

Mr.

Sam

Beck

23 Plum St.

Boston

MA

02483

US

Old Japan Ms.

Anne

Gans

456 Elm St.

Chicago

IL

60603

US

Yucatan

Ms.

Jane

Miller

48 East Ave.

Vancouver

BC

V6F 1AH

CANADA

Alaska

Mr.

John

Bright

56 Pearl St.

Cambridge

MA

02139

US

5. Click OK The Save Address List dialog box opens. Data sources are saved by default in the My Data Sources folder so that you can easily locate them to use in other merge operations. Data sources you create in Word are saved in Microsoft Office Address Lists (*.mdb) format. TROUBLE If a check mark appears in the blank record under John Bright, click the check mark to eliminate the record from the merge.

6. Type WD H-QST Client Data in the File name text box, navigate to the drive and folder where you store your Data Files, then click Save The data source is saved, and the Mail Merge Recipients dialog box opens, as shown in Figure H-7. The dialog box shows the records in the data source in table format. You can use the dialog box to sort and filter records, and to select the recipients to include in the mail merge. You will learn more about sorting and filtering in a later lesson. The check marks in the second column indicate the records that will be included in the merge.

7. Click WD H-QST Client Data.mdb in the Data Source list box at the bottom of the dialog box, then click Edit The Edit Data Source dialog box opens, as shown in Figure H-8. You use this dialog box to edit a data source, including adding and removing fields, editing field names, adding and removing records, and editing existing records.

QUICK TIP If you want to add new records or modify existing records, click Edit recipient list in the task pane.

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8. Click Ms. in the Title field of the Anne Gans record to select it, type Dr., click OK, then click Yes The data in the Title field for Anne Gans changes from “Ms.” to “Dr.”, and the Edit Data Source dialog box closes.

9. Click OK in the Mail Merge Recipients dialog box The dialog box closes. The file type and filename of the data source attached to the main document now appear under Use an existing list in the Mail Merge task pane.



FIGURE H-6: Record in New Address List dialog box

Data for the first record in the data source Enter the data for the second record

Word 2010

Click to add a new record

FIGURE H-7: Mail Merge Recipients dialog box

Click to include all records in the merge Records

Click to enable the Edit button

FIGURE H-8: Edit Data Source dialog box

Type edits directly in the record

Click to search for a record Click to delete the selected record


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UNIT

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STEPS

Adding Merge Fields After you have created and identified the data source, the next step is to insert the merge fields in the main document. Merge fields serve as placeholders for text that is inserted when the main document and the data source are merged. The names of merge fields correspond to the field names in the data source. You can insert merge fields using the Mail Merge task pane or the Address Block, Greeting Line, and Insert Merge Field buttons in the Write & Insert Fields group on the Mailings tab. You cannot type merge fields into the main document. You use the Mail Merge task pane to insert merge fields for the inside address and greeting of the letter. You also insert a merge field for the tour destination in the body of the letter.

1. Click Next: Write your letter in the Mail Merge task pane The Mail Merge task pane shows the options for Step 4 of 6: Write your letter. During this step, you write or edit the boilerplate text and insert the merge fields in the main document. Since your form letter is already written, you are ready to add the merge fields to it. QUICK TIP You can also click the Address Block button in the Write & Insert Fields group on the Mailings tab to insert an address block.

2. Click the blank line above the first body paragraph, then click Address block in the Mail Merge task pane The Insert Address Block dialog box opens, as shown in Figure H-9. You use this dialog box to specify the fields you want to include in an address block. In this merge, the address block is the inside address of the form letter. An address block automatically includes fields for the recipient’s name, street, city, state, and postal code, but you can select the format for the recipient’s name and indicate whether to include a company name or country in the address.

3. Scroll the list of formats for a recipient’s name to get a feel for the kinds of formats you can use, then click Mr. Joshua Randall Jr. if it is not already selected The selected format uses the recipient’s title, first name, and last name.

4. Make sure the Only include the country/region if different than: option button is selected, select United States in the text box, then type US You only need to include the country in the address block if the country is different than the United States, so you indicate that all entries in the Country field in your data source, except “US,” should be included in the printed address. QUICK TIP You cannot simply type chevrons around a field name. You must insert merge fields using the Mail Merge task pane or the buttons in the Write & Insert Fields group on the Mailings tab.

5. Deselect the Format address according to the destination country/region check box, click OK, then press [Enter] twice The merge field AddressBlock is added to the main document. Chevrons (>) surround a merge field to distinguish it from the boilerplate text.

6. Click Greeting line in the Mail Merge task pane The Insert Greeting Line dialog box opens. You want to use the format “Dear Mr. Randall:” (the recipient’s title and last name, followed by a colon) for a greeting. The default format uses a comma, so you have to change the comma to a colon.

7. Click the , list arrow, click :, click OK, then press [Enter] The merge field GreetingLine is added to the main document. QUICK TIP You can also click the Insert Merge Field button or list arrow in the Write & Insert Fields group on the Mailings tab to insert a merge field.

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8. In the body of the letter select TOUR, then click More items in the Mail Merge task pane The Insert Merge Field dialog box opens and displays the list of field names included in the data source.

9. Make sure Tour is selected, click Insert, click Close, press [Spacebar] to add a space between the merge field and “tour” if there is no space, then save your changes The Tour merge field is inserted in the main document, as shown in Figure H-10. You must type spaces and punctuation after a merge field if you want spaces and punctuation to appear in that location in the merged documents. You preview the merged data and perform the merge in the next lesson.



FIGURE H-9: Insert Address Block dialog box

Formats for the recipient’s name

Click to match the default address field names to the field names used in your data source

Word 2010

FIGURE H-10: Merge fields in the main document

Merge fields

Matching fields The merge fields you insert in a main document must correspond with the field names in the associated data source. If you are using the Address Block merge field, you must make sure that the default address field names correspond with the field names used in your data source. If the default address field names do not match the field names in your data source, click Match Fields in the Insert Address

Block dialog box, then use the list arrows in the Match Fields dialog box to select the field name in the data source that corresponds to each default address field name. You can also click the Match Fields button in the Write & Insert Fields group on the Mailings tab to open the Match Fields dialog box.


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STEPS QUICK TIP To adjust the main document, click the Preview Results button in the Preview Results group on the Mailings tab, then make any necessary changes. Click the Preview Results button again to preview the merged data.

Merging Data Once you have added records to your data source and inserted merge fields in the main document, you are ready to perform the merge. Before merging, it’s a good idea to preview the merged data to make sure the printed documents will appear as you want them to. You can preview the merge using the task pane or the Preview Results button in the Preview Results group on the Mailings tab. When you merge the main document with the data source, you must choose between merging to a new file or directly to a printer. Before merging the form letter with the data source, you preview the merge to make sure the data appears in the letter as you intended. You then merge the two files to a new document.

1. Click Next: Preview your letters in the Mail Merge task pane, then scroll down as necessary to see the tour name in the document The data from the first record in the data source appears in place of the merge fields in the main document, as shown in Figure H-11. Always preview a document to verify that the merge fields, punctuation, page breaks, and spacing all appear as you intend before you perform the merge.

2. Click the Next Recipient button

in the Mail Merge task pane

The data from the second record in the data source appears in place of the merge fields.

3. Click the Go to Record text box in the Preview Results group on the Mailings tab, type 4, then press [Enter] The data for the fourth record appears in the document window. The non-U.S. country name, in this case Canada, is included in the address block, just as you specified. You can also use the First Record , Previous Record , Next Record , and Last Record buttons in the Preview Results group to preview the merged data. Table H-1 describes other commands on the Mailings tab.

QUICK TIP If your data source contains many records, you can merge directly to a printer to avoid creating a large file.

4. Click Next: Complete the merge in the Mail Merge task pane The options for Step 6 of 6 appear in the Mail Merge task pane. Merging to a new file creates a document with one letter for each record in the data source. This allows you to edit the individual letters.

5. Click Edit individual letters to merge the data to a new document The Merge to New Document dialog box opens. You can use this dialog box to specify the records to include in the merge.

6. Make sure the All option button is selected, then click OK The main document and the data source are merged to a new document called Letters1, which contains a customized form letter for each record in the data source. You can now further personalize the letters without affecting the main document or the data source.

7. Scroll to the fourth letter (addressed to Ms. Jane Miller), place the insertion point before V6F in the address block, then press [Enter] The postal code is now consistent with the proper format for a Canadian address.

8. Click the Save button on the Quick Access toolbar to open the Save As dialog box, then save the merged document as WD H-Deposit Letter Merge to the drive and folder where you store your Data Files You may decide not to save a merged file if your data source is large. Once you have created the main document and the data source, you can create the letters by performing the merge again. TROUBLE Print only one letter if you are required to submit a printed document to your instructor.

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9. Submit the document to your instructor, then close all open Word files, saving changes if prompted



FIGURE H-11: Preview of merged data

Go to Record text box

Next Recipient button

Word 2010

Data from the data source replaces the merge fields

TABLE H-1: Commands on the Mailings tab

command

use to

Envelopes

Create and print an individual envelope

Labels

Create and print an individual label

Start Mail Merge

Select the type of mail merge document to create and start the mail merge process

Select Recipients

Attach an existing data source to a main document or create a new data source

Edit Recipient List

Edit, sort, and filter the associated data source

Highlight Merge Fields

Highlight the merge fields in the main document

Address Block

Insert an Address Block merge field in the main document

Greeting Line

Insert a Greeting Line merge field in the main document

Insert Merge Field

Insert a merge field from the data source in the main document

Rules

Set rules to control how Word merges the data in the data source with the main document

Match Fields

Match the names of address or greeting fields used in a main document with the field names used in the data source

Update Labels

Update all the labels in a label main document to match the content and formatting of the first label

Preview Results

Switch between viewing the main document with merge fields or with merged data

Find Recipient

Search for a specific record in the merged document

Auto Check for Errors

Check for and report errors in the merge

Finish & Merge

Specify whether to merge to a new document or directly to a printer or e-mail, and then complete the merge


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STEPS

Creating Labels You can also use the Mail Merge task pane or the commands on the Mailings tab to create mailing labels or print envelopes for a mailing. When you create labels or envelopes, you must select a standard label or envelope size to use as the main document, select a data source, and then insert the merge fields in the main document before performing the merge. In addition to mailing labels, you can use mail merge to create labels for CDs, videos, and other items, and to create documents that are based on standard or custom label sizes, such as business cards, name tags, and postcards. You decide to use the commands on the Mailings tab to create mailing labels for the information packet you need to send to participants in upcoming QST tours. You create a new label main document and attach an existing data source.

1. Click the File tab, click New, make sure Blank document is selected, click Create, click the Zoom level button on the status bar, click the 100% option button if the view is not already set to 100%, click OK, then click the Mailings tab A blank document must be open for the commands on the Mailings tab to be available. QUICK TIP To create an envelope mail merge, click Envelopes to open the Envelope Options dialog box, and then select from the options.

TROUBLE If your labels do not match Figure H-13, click the Undo button on the Quick Access toolbar, then repeat Step 3, making sure to click the second instance of 30 Per Page.

2. Click the Start Mail Merge button in the Start Mail Merge group, click Labels, click the Label vendors list arrow, then click Microsoft if Microsoft is not already displayed The Label Options dialog box opens, as shown in Figure H-12. You use this dialog box to select a label size for your labels and to specify the type of printer you plan to use. The name Microsoft appears in the Label vendors list box. You can use the Label vendors list arrow to select other brand name label vendors, such as Avery or Office Depot. Many standard-sized labels for mailings, CD/DVD faces, business cards, postcards, and other types of labels are listed in the Product number list box. The type, height, width, and page size for the selected product are displayed in the Label information section.

3. Click the second instance of 30 Per Page in the Product number list, click OK, click the Table Tools Layout tab, click View Gridlines in the Table group to turn on the display of gridlines if they are not displayed, then click the Mailings tab A table with gridlines appears in the main document, as shown in Figure H-13. Each table cell is the size of a label for the label product you selected.

4. Save the label main document with the filename WD H-Client Labels Main to the drive and folder where you store your Data Files Next, you need to select a data source for the labels.

5. Click the Select Recipients button in the Start Mail Merge group, then click Use Existing List The Select Data Source dialog box opens. QUICK TIP To create or change the return address for an envelope mail merge, click the File tab, click Options, click Advanced in the left pane of the Word Options dialog box, then scroll down the right pane and enter the return address in the Mailing address text box in the General section.

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6. Navigate to the drive and folder where you store your Data Files, open the file WD H-2.mdb, then save your changes The data source file is attached to the label main document and appears in every cell in the table except the first cell, which is blank. In the next lesson you sort and filter the records before performing the mail merge.



FIGURE H-12: Label Options dialog box

Label brand

Label product numbers Click to preview or adjust the label measurements

Description of selected label product Click to create labels with custom measurements

FIGURE H-13: Label main document

Word 2010

Table format matches layout of labels

Printing individual envelopes and labels The Mail Merge feature enables you to easily print envelopes and labels for mass mailings, but you can also quickly format and print individual envelopes and labels using the Envelopes or Labels commands in the Create group on the Mailings tab. Simply click the Envelopes button or Labels button to open the Envelopes and Labels dialog box. On the Envelopes tab, shown in Figure H-14, type the recipient’s address in the Delivery address box and the return address in the Return address box. Click Options to open the Envelope Options dialog box, which you can use to select the envelope size, change the font and font size of the delivery and return addresses, and change the printing options. When you are ready to print the envelope, click Print in the Envelopes and Labels dialog box. The procedure for printing an individual label is similar to printing an individual envelope: enter the recipient’s address in the Address box on the Labels tab, click Options to select a label product number, click OK, and then click Print.

FIGURE H-14: Envelopes and Labels dialog box


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STEPS

Sor ting and Filtering Records If you are using a large data source, you might want to sort and/or filter the records before performing a merge. Sorting the records determines the order in which the records are merged. For example, you might want to sort an address data source so that records are merged alphabetically by last name or in zip code order. Filtering the records pulls out the records that meet specific criteria and includes only those records in the merge. For instance, you might want to filter a data source to send a mailing only to people who live in the state of New York. You can use the Mail Merge Recipients dialog box both to sort and to filter a data source. You apply a filter to the data source so that only United States addresses are included in the merge. You then sort those records so that they merge in zip code order.

1. Click the Edit Recipient List button in the Start Mail Merge group The Mail Merge Recipients dialog box opens and displays all the records in the data source.

2. Scroll right to display the Country field, then click the Country column heading The records are sorted in ascending alphabetical order by country, with Canadian records listed first. If you want to reverse the sort order, you can click the column heading again.

3. Click the Country column heading list arrow, then click US on the menu that opens A filter is applied to the data source so that only the records with “US” in the Country field will be merged. The grayish-blue arrow in the Country column heading indicates that a filter has been applied to the column. You can filter a data source by as many criteria as you like. To remove a filter, click a column heading list arrow, then click (All). QUICK TIP Use the options on the Filter tab to apply more than one filter to the data source.

4. Click Sort in the Refine recipient list section of the dialog box The Filter and Sort dialog box opens with the Sort Records tab displayed. You can use this dialog box to apply more advanced sort and filter options to the data source.

5. Click the Sort by list arrow, click ZIP Code, click the first Then by list arrow, click Last Name, then click OK The Mail Merge Recipients dialog box (shown in Figure H-15) now displays only the records with a US address sorted first in zip code order, and then alphabetically by last name.

QUICK TIP Sorting and filtering a data source does not alter the records in a data source; it simply reorganizes the records for the current merge only.

6. Click OK The sort and filter criteria you set are saved for the current merge.

7. Click the Address Block button in the Write & Insert Fields group, then click OK in the Insert Address Block dialog box The Address Block merge field is added to the first label.

8. Click the Update Labels button in the Write & Insert Fields group The merge field is copied from the first label to every label in the main document.

QUICK TIP To change the font or paragraph formatting of merged data, format the merge fields, including the chevrons, before performing a merge.

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9. Click the Preview Results button in the Preview Results group A preview of the merged label data appears in the main document, as shown in Figure H-16. Only U.S. addresses are included, and the labels are organized in zip code order, with recipients with the same zip code listed in alphabetical order.

10. Click the Finish & Merge button in the Finish group, click Edit Individual Documents, click OK in the Merge to New Document dialog box, replace Mr. Daniel Potter with your name in the first label, save the document as WD H-Client Labels US Only Zip Code Merge to the drive and folder where you store your Data Files, submit the labels to your instructor, save and close all open files, then exit Word Merging Word Documents


FIGURE H-15: US records sorted in zip code order

Click a column heading to sort the records

All records with a US address are sorted first by zip code in ascending order, then alphabetically by last name

Click a column heading list arrow to filter the records

Word 2010

FIGURE H-16: Merged labels

Labels are sorted first by zip code, and then by last name

Inserting individual merge fields You must include proper punctuation, spacing, and blank lines between the merge fields in a main document if you want punctuation, spaces, and blank lines to appear between the data in the merge documents. For example, to create an address line with a city, state, and zip code, you insert the City merge field, type a comma and a space, insert the State merge field, type a space, and then insert the ZIP Code merge field: , > . You can insert an individual merge field by clicking the Insert Merge Field list arrow in the Write & Insert Fields group and then

selecting the field name from the menu that opens. Alternatively, you can click the Insert Merge Field button to open the Insert Merge Field dialog box, which you can use to insert several merge fields at once by clicking a field name in the dialog box, clicking Insert, clicking another field name, clicking Insert, and so on. When you have finished inserting the merge fields, click Close to close the dialog box. You can then add spaces, punctuation, and lines between the merge fields you inserted in the main document.


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Practice


Concepts Review

Describe the function of each button shown in Figure H-17. FIGURE H-17

1

2

4

3

5

6

7


Data record Main document Data field Data source Sort Boilerplate text Filter Merge field

a. b. c. d. e. f. g. h.

To organize records in a sequence A file that contains customized information for each item or individual A complete set of information for one item or individual A category of information in a data source A placeholder for merged data in the main document The standard text that appears in every version of a merged document A file that contains boilerplate text and merge fields To pull out records that meet certain criteria

Select the best answer from the list of choices. 16. In a mail merge, which type of file contains the information that varies for each individual or item? a. Data source c. Sorted document b. Main document d. Filtered document 17. To change the font of merged data, which element should you format? a. Boilerplate text c. Data record b. Field name d. Merge field 18. Which command is used to synchronize the field names in a data source with the merge fields in a document? a. Rules c. Match Fields b. Update Labels d. Highlight Merge Fields 19. Which action do you perform on a data source in order to merge only certain records? a. Filter records c. Edit records b. Delete records d. Sort records 20. Which action do you perform on a data source to reorganize the order of the records for a merge? a. Edit records c. Filter records b. Sort records d. Delete records

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Skills Review

Word 2010

1. Create a main document. a. Start Word, change the style of the document to No Spacing, then open the Mail Merge task pane. b. Use the Mail Merge task pane to create a letter main document, click Next, then select the current (blank) document. c. At the top of the blank document, type New England Conservation Council, press [Enter], then type 1375 Harbor Street, Portsmouth, NH 03828; Tel: 603-555-8457; www.neconservation.org. d. Press [Enter] five times, type today’s date, press [Enter] five times, then type We are delighted to receive your generous contribution of AMOUNT to the New England Conservation Council (NECC). e. Press [Enter] twice, then type Whether we are helping to protect the region’s natural resources or bringing nature and environmental studies into our public schools, senior centers, and communities, NECC depends upon private contributions to ensure that free public environmental programs continue to flourish in CITY and throughout the REGION region. f. Press [Enter] twice, type Sincerely, press [Enter] four times, type your name, press [Enter], then type Executive Director. g. Center the first two lines of text, change the font used for New England Conservation Council to 20 point Gill Sans Ultra Bold, then remove the hyperlink in the second line of text. (Hint: Right-click the hyperlink.) h. Save the main document as WD H-Donor Thank You Main to the drive and folder where you store your Data Files. 2. Design a data source. a. Click Next, select the Type a new list option button in the Step 3 of 6 Mail Merge task pane, then click Create. b. Click Customize Columns in the New Address List dialog box, then remove these fields from the data source: Company Name, Address Line 2, Country or Region, Home Phone, Work Phone, and E-mail Address. c. Add an Amount field and a Region field to the data source. Be sure these fields follow the ZIP Code field. d. Rename the Address Line 1 field Street, then click OK to close the Customize Address List dialog box. 3. Enter and edit records. a. Add the records shown in Table H-2 to the data source. TABLE H-2

Title

First Name Last Name

Street

City

State

ZIP Code

Amount

Region

Mr.

Rich

Sargent

34 Mill St.

Exeter

NH

03833

$250

Seacoast

Mr.

Eric

Jenkins

289 Sugar Hill Rd.

Franconia

NH

03632

$1000

Seacoast

Ms.

Mary

Curtis

742 Main St.

Derby

VT

04634

$25

North Country

Mr.

Alex

Field

987 Ocean Rd.

Portsmouth

NH

03828

$50

Seacoast

Ms.

Eva

Juarez

73 Bay Rd.

Durham

NH

03814

$500

Seacoast

Ms.

Molly

Reed

67 Apple St.

Northfield

MA

01360

$75

Pioneer Valley

Ms.

Jenna

Suzuki

287 Mountain Rd.

Dublin

NH

03436

$100

Monadnock

b. Save the data source as WD H-Donor Data to the drive and folder where you store your Data Files. c. Change the region for record 2 (Eric Jenkins) from Seacoast to White Mountains. d. Click OK to close the Mail Merge Recipients dialog box. 4. Add merge fields. a. Click Next, then in the blank line above the first body paragraph, insert an Address Block merge field. b. In the Insert Address Block dialog box, click Match Fields. c. Click the list arrow next to Address 1 in the Match Fields dialog box, click Street, then click OK. d. In the Insert Address Block dialog box, select the Never include the country/region in the address option button, then click OK. e. Press [Enter] twice, insert a Greeting Line merge field using the default greeting line format, then press [Enter].


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Skills Review (continued) f. In the first body paragraph, replace AMOUNT with the Amount merge field. g. In the second body paragraph, replace CITY with the City merge field and REGION with the Region merge field. (Note: Make sure to insert a space before or after each merge field as needed.) Save your changes to the main document. 5. Merge data. a. Click Next to preview the merged data, then use the Next Record button to scroll through each letter, examining it carefully for errors. b. Click the Preview Results button on the Mailings tab, make any necessary adjustments to the main document, save your changes, then click the Preview Results button to return to the preview of the document. c. Click Next, click Edit individual letters, then merge all the records to a new file. d. Save the merged document as WD H-Donor Thank You Merge to the drive and folder where you store your Data Files. The last letter is shown in Figure H-18. Submit the file or a copy of the last letter per your instructor’s directions, then save and close all open files. FIGURE H-18 6. Create labels. a. Open a new blank document, click the Start Mail Merge button on the Mailings tab, then create a Labels main document. b. In the Label Options dialog box, select Avery US Letter 5160 Easy Peel Address labels, then click OK. c. Click the Select Recipients button, then open the WD H-Donor Data.mdb file you created. d. Save the label main document as WD H-Donor Labels Main to the drive and folder where you store your Data Files. 7. Sort and filter records. a. Click the Edit Recipient List button, filter the records so that only the records with NH in the State field are included in the merge, sort the records in zip code order, then click OK. b. Insert an Address Block merge field using the default settings, click the Preview Results button, then notice that the street address is missing and the address block includes the region. c. Click the Preview Results button, then click the Match Fields button to open the Match Fields dialog box. d. Click the list arrow next to Address 1, click Street, scroll down, click the list arrow next to Country or Region, click (not matched), then click OK. e. Click the Preview Results button to preview the merged data, and notice that the address block now includes the street address and the region name is missing. f. Click the Update Labels button, examine the merged data for errors, then correct any mistakes. g. Merge all the records to an individual document, FIGURE H-19 shown in Figure H-19, then save the merged file as WD H-Donor Labels NH Only Merge to the drive and folder where you store your Data Files. h. In the first label, change Ms. Jenna Suzuki to your name, submit the document to your instructor, save and close all open Word files, then exit Word.

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Independent Challenge 1 You are the director of the Ceramic Arts Center (CAC). The CAC is hosting an exhibit of ceramic art in the city of Cambridge, Massachusetts, and you want to send a letter advertising the exhibit to all CAC members with a Cambridge address. You’ll use Mail Merge to create the letter. If you are performing the ACE steps and are able to print envelopes on your printer, you will also use Word to print an envelope for one letter.

Advanced Challenge Exercise ■ If you can print envelopes, select the inside address in the first merge letter, then click the Envelopes button in the Create group on the Mailings tab. ■ On the Envelopes tab, verify that the Omit check box is not selected, then type your name in the Return address text box along with the address 60 Crandall Street, Concord, MA 01742. ■ Click Options. On the Envelope Options tab, make sure the Envelope size is set to Size 10, then change the font of the Delivery address and the Return address to Times New Roman. ■ On the Printing Options tab, select the appropriate Feed method for your printer, then click OK. ■ Click Add to Document, click No if a message box opens asking if you want to save the new return address as the default return address, then print the envelope and submit it to your instructor.

Word 2010

a. Start Word, then using either the Mailings tab or the Mail Merge task pane, create a letter main document using the file WD H-3.docx from the drive and folder where you store your Data Files. b. Replace Your Name with your name in the signature block, then save the main document as WD H-Tao of Clay Letter Main. c. Use the file WD H-4.mdb from the drive and folder where you store your Data Files as the data source. d. Sort the data source by last name, then filter the data so that only records with Cambridge as the city are included in the merge. e. Insert an Address Block and a Greeting Line merge field in the main document, then preview the merged letters. f. Merge all the records to a new document, then save it as WD H-Tao of Clay Letter Merge.

g. Submit the file or a copy of the first merge letter per your instructor’s directions, close all open Word files, saving changes, and then exit Word.

Independent Challenge 2 One of your responsibilities at RBJ Environmental Consultants, a growing firm that focuses on sustainability services, resource management, and environmental planning, is to create business cards for the staff. You use mail merge to create the cards so that you can easily produce standard business cards for future employees. a. Start Word, then use the Mailings tab or the Mail Merge task pane to create labels using the current blank document. b. Select Microsoft North American Size, which is described as Horizontal Card, 2" high ⫻ 3.5" wide. (Hint: Select the second instance of North American Size in the Product number list box.) c. Create a new data source that includes the fields and records shown in Table H-3: TABLE H-3

Title

First Name

Last Name

President

Ruth

Harrington

(503) 555-3982

(503) 555-6654

[email protected] 1/12/10

Banks

(503) 555-2323

(503) 555-4956

[email protected]

Vice President Diego

Phone

Fax

E-mail

Hire Date 3/18/11

d. Add six more records to the data source, including one with your name as the Administrative Assistant. (Hint: Be careful not to add a blank row at the bottom of the data source.) e. Save the data source with the filename WD H-RBJ Employee Data to the drive and folder where you store your Data Files, then sort the data by Title.


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Independent Challenge 2 (continued) f. In the first table cell, create the RBJ Environmental Consultants busi- FIGURE H-20 ness card. Figure H-20 shows a sample business card, but you should create your own design. Include the company name, a street address, and the Web site address www.rbjconsultants.com. Also include First Name, Last Name, Title, Phone, Fax, and E-mail merge fields. (Hint: If your design includes a graphic, insert the graphic before inserting the merge fields. Insert each merge field individually, adjusting the spacing between merge fields as necessary.) g. Format the business card with fonts, colors, and other formatting features. (Hint: Make sure to select the entire merge field, including the chevrons, before formatting.) h. Update all the labels, preview the data, make any necessary adjustments, then merge all the records to a new document. i. Save the merge document as WD H-RBJ Business Cards Merge to the drive and folder where you store your Data Files, submit a copy to your instructor, then close the file. j. Save the main document as WD H-RBJ Business Cards Main to the drive and folder where you store your Data Files, close the file, then exit Word.

Independent Challenge 3 You need to create a team roster for the children’s lacrosse team you coach. You decide to use mail merge to create the team roster. If you are completing the ACE steps, you will also use mail merge to create mailing labels. a. Start Word, then use the Mailings tab or the Mail Merge task pane to create a directory using the current blank document. b. Create a new data source that includes the following fields: First Name, Last Name, Age, Position, Parent First Name, Parent Last Name, Address, City, State, ZIP Code, and Home Phone. c. Enter the records shown in Table H-4 in the data source: TABLE H-4

First Name

Last Name

Age

Position Parent First Parent Last Address Name Name

City

State ZIP Code

Home Phone

Sophie

Wright

8

Attack

Kerry

Wright

58 Main St.

Camillus

NY

13031

555-2345

Will

Jacob

7

Midfield

Bob

Jacob

32 North Way

Camillus

NY

13031

555-9827

Jackson

Rule

8

Goalie

Sylvia

Rule

289 Sylvan Way

Marcellus NY

13032

555-9724

Abby

Herman

7

Defense

Sarah

Thomas

438 Lariat St.

Marcellus NY

13032

555-8347

d. Add five additional records to the data source using the following last names and positions: O’Keefe, Attack George, Attack Goleman, Midfield Siebert, Defense Choy, Midfield Make up the remaining information for these five records. e. Save the data source as WD H-Lacrosse Team Data to the drive and folder where you store your Data Files, then sort the records by last name. f. Insert a table that includes five columns and one row in the main document. g. In the first table cell, insert the First Name and Last Name merge fields, separated by a space. h. In the second cell, insert the Position merge field. i. In the third cell, insert the Address and City merge fields, separated by a comma and a space. Word 198




Advanced Challenge Exercise ■ Open a new blank document, then use mail merge to create mailing labels using Avery US Letter 5162 Easy Peel Address labels. ■ Use the WDH-Lacrosse Team Data data source you created, and sort the records first in zip code order, and then alphabetically by parent last name. ■ In the first table cell, create your own address block using the Parent First Name, Parent Last Name, Address, City, State, and Zip Code merge fields. Be sure to include proper spacing and punctuation. ■ Update all the labels, preview the merged data, merge all the records to a new document, then type your name centered in the document header. ■ Save the document as WD H-Lacrosse Labels Merge ACE to the drive and folder where you store your Data Files, submit a copy to your instructor, close the file, then close the main document without saving changes.

Word 2010

j. In the fourth cell, insert the Home Phone merge field. k. In the fifth cell, insert the Parent First Name and Parent Last Name merge fields, separated by a space. l. Preview the merged data and make any necessary adjustments. (Hint: Only one record is displayed at a time when you preview the data.) m. Merge all the records to a new document, then save the document as WD H-Lacrosse Roster Merge to the drive and folder where you store your Data Files. n. Press [Ctrl][Home], press [Enter], type Bobcats Team Roster 2013 at the top of the document, press [Enter], type Coach: followed by your name, then center the two lines. o. Insert a new row at the top of the table, then type the following column headings in the new row: Name, Position, Address, Phone, Parent Name. p. Format the roster to make it attractive and readable, save your changes, submit a copy to your instructor, then close the file. q. Close the main document without saving changes.

r. Exit Word.

Real Life Independent Challenge Mail merge can be used not only for mailings, but to create CD/DVD labels, labels for file folders, phone directories, business cards, and many other types of documents. In this independent challenge, you design and create a data source that you can use at work or in your personal life, and then you merge the data source with a main document that you create. Your data source might include contact information for your friends and associates, inventory for your business, details for an event such as a wedding (guests invited, responses, gifts received), data on one of your collections (such as music or photos), or some other type of information. a. Determine the content of your data source, list the fields you want to include, and then determine the logical order of the fields. Be sure to select your fields carefully so that your data source is flexible and can be merged with many types of documents. Generally it is better to include more fields, even if you don’t enter data in them for each record. b. Start Word, start a mail merge for the type of document you want to create (such as a directory or a label), then create a new data source. c. Customize the columns in the data source to include the fields and organization you determined in Step a. d. Add at least five records to the data source, then save it as WD H-Your Name Data to the location where you store your Data Files. e. Write and format the main document, insert the merge fields, preview the merge, make any necessary adjustments, then merge the files to a document. f. Adjust the formatting of the merge document as necessary, add your name to the header, save the merge document as WD H-Your Name Merge to the drive and folder where you store your Data Files, submit a copy to your instructor, close the file, close the main document without saving changes, then exit Word.


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Visual Workshop Using mail merge, create the postcards shown in Figure H-21. Use Avery US Letter 3263 Postcard labels for the main document, and create a data source that contains at least four records, including your name. Save the data source as WD H-Patient Data, save the merge document as WD H-Patient Reminder Card Merge, and save the main document as WD H-Patient Reminder Card Main, all to the drive and folder where you store your Data Files. (Hints: Notice that the postcard label main document is formatted as a table. To lay out the postcard, insert a nested table with two columns and one row in the upper-left postcard; add the text, graphic, and merge field to the nested table; and then remove the outside borders on the nested table. The clip art graphic uses the keyword “eye chart,” and the fonts are Berlin Sans FB Demi and Calibri.) Submit a copy of the postcards to your instructor.

FIGURE H-21

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UNIT

I Word 2010


Developing Multipage Documents Word includes many features designed to help you develop and format multipage documents, such as reports and manuals. Multipage documents can include cross-references, a

WD I-1.docx

table of contents, and even an index. You often create multipage documents in Outline

WD I-2.docx

view, where you can use headings and subheadings to organize the content. Once the docu-

WD I-3.docx WD I-4.docx WD I-5.docx

ment content is organized under headings and subheadings, you can use the Navigation pane to navigate to specific content to make changes and add new content. Finally, you can

WD I-6.docx

divide a multipage document into sections so that you can apply different formatting, such

WD I-7.docx

as headers, footers, and page numbers, to each section.

You work for Ron Dawson,

the marketing manager at the head office of Quest Specialty Travel in San Diego. Ron has asked you to edit and format a set of guidelines to help QST branch managers sponsor tour presentations, tour information sessions, and travel clubs. You start by working in Outline view to revise the structure for the guidelines, and then you use several advanced Word features to format the document for publication.

OBJECTIVES

Build a document in Outline view Work in Outline view Navigate a document Generate a table of contents Mark entries for an index Generate an index Insert footers in multiple sections Insert headers in multiple sections Finalize a multipage document


UNIT

I Word 2010

Building a Document in Outline View You work in Outline view to organize the headings and subheadings that identify topics and subtopics in multipage documents. In Outline view, each heading is assigned a level from 1 to 9, with Level 1 being the highest level and Level 9 being the lowest level. In addition, you can assign the Body Text level to each paragraph of text that appears below a document heading. Each level is formatted with one of Word’s predefined styles. For example, Level 1 is formatted with the Heading 1 style, and the Body Text level is formatted with the Normal style. You work in Outline view to develop the structure of the Tour Presentation Guidelines.

STEPS 1. Start Word, click the View tab, then click the Outline button in the Document Views group The document appears in Outline view. Notice that the Outlining tab is now active. Table I-1 describes the buttons on the Outlining tab. TROUBLE If the headings do not appear blue and bold, click the Show Text Formatting check box in the Outline Tools group to select it.

2. Type Tour Presentation Figure I-1 shows the text in Outline view. By default, the text appears at the left margin and is designated as Level 1. By default, Level 1 text is formatted with the Heading 1 style. You will work more with styles in the next unit.

3. Press [Enter], click the Demote button then type Presentation Structure

in the Outline Tools group to move to Level 2,

The text is indented, designated as Level 2, and formatted with the Heading 2 style.

4. Press [Enter], then click the Demote to Body Text button in the Outline Tools group 5. Type the following text: Three activities relate to the organization and running of a QST Tour Presentation: gather personnel, advertise the event, and arrange the physical space. This manual covers each of these activities., then press [Enter] The text is indented, designated as Body Text level, and formatted with the Normal style. Notice that both the Level 1 and Level 2 text are preceded by a plus symbol . This symbol indicates that the heading includes subtext, which could be another subheading or a paragraph of body text.

6. Click the Promote to Heading 1 button

in the Outline Tools group

The insertion point returns to the left margin and the Level 1 position.

7. Type Personnel, press [Enter], then save the document as WD I-Tour Presentation Outline to the drive and folder where you store your Data Files When you create a long document, you often enter all the headings and subheadings first to establish the overall structure of your document. QUICK TIP You can press [Tab] to move from a higher level to a lower level, and you can press [Shift][Tab] to move from a lower level to a higher level.

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8. Use the Promote , Demote , and Promote to Heading 1 buttons to complete the outline shown in Figure I-2 9. Place the insertion point after Tour Presentation at the top of the page, press [Enter], click , type Prepared by Your Name, save the document, submit it to your instructor, then close it

Developing Multipage Documents


FIGURE I-1: Text in Outline view

Outlining tab is active Level of current heading

Level 1 text formatted with Heading 1 style

Show Text Formatting currently selected

Word 2010

Minus symbol means that no other heading or text appears below the current heading

FIGURE I-2: Completed outline

Level 1 text

Body text Level 2 text

Level 3 text

TABLE I-1: Outlining buttons on the Outlining tab

button

use to

button

use to

Promote text to Heading 1

Move a heading and its text up one line

Promote text one level

Move a heading and its text down one line

Demote text one level

Expand text

Demote to body text

Collapse text


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UNIT

I Word 2010

Working in Outline View In Outline view, you can promote and demote headings and subheadings and move or delete whole blocks of text. When you move a heading, all of the text and subheadings under that heading move with the heading. You also can use the Collapse, Expand, and Show Level commands on the Outlining tab to view all or just some of the headings and subheadings. For example, you can choose to view just the headings assigned to Level 1 so that you can quickly evaluate the main topics of your document. Ron has written a draft of the guidelines for running a tour presentation. He created the document in Outline view so each heading is formatted with a heading style based on its corresponding level. You work with his document to reorganize the structure of the document.

STEPS QUICK TIP You can access the Outlining tab from the View tab or from the Outline button on the status bar.

1. Open the file WD I-1.docx from the drive and folder where you store your Data Files, save the document as WD I-Tour Presentation Guidelines, scroll through the document to get a sense of its content, then click the Outline button on the status bar The document changes to Outline view, and the Outlining tab opens. The image at the end of the document is not visible in Outline view.

2. Click the Show Level list arrow in the Outline Tools group, then click Level 1 Only the headings assigned to Level 1 appear. All the headings assigned to Level 1 are formatted with the Heading 1 style. Notice that the title of the document Tour Presentation Guidelines does not appear in Outline view because the title text is not formatted as Level 1.

3. Click the plus outline symbol

to the left of Printed Materials

The heading and all its subtext (which is hidden because the topic is collapsed) are selected. TROUBLE You can use [Ctrl] to select multiple nonadjacent headings.

4. Press and hold [Shift], click the heading Media Advertisements, release [Shift], then click the Demote button in the Outline Tools group You use [Shift] to select several adjacent headings at once. The selected headings are demoted one level to Level 2, as shown in Figure I-3.

5. Press [Ctrl][A] to select all the headings, then click the Expand button Tools group

in the Outline

The outline expands to show all the subheadings and body text associated with each of the selected headings along with the document title. You can also expand a single heading by selecting only that heading and then clicking the Expand button.

6. Click the plus sign next to Advertising and Promotion, click the Collapse button in the Outline Tools group two times to collapse all the subheadings and text associated with the heading, then double-click next to Personnel to collapse it You can double-click headings to expand or collapse them, or you can use the Expand or Collapse buttons. QUICK TIP You can also use your pointer to drag a heading up or down to a new location in the outline. A horizontal line appears as you drag to indicate the placement.

7. Click the Move Up button to Personnel

in the Outline Tools group once, then double-click

next

When you move a heading in Outline view, all subtext and text associated with the heading also move.

8. Click the Show Level list arrow, select Level 3, double-click the plus sign next to Printed Materials under the Advertising and Promotion heading, click next to Counter Items, then press [Delete] The Counter Items heading and its associated subtext are deleted from the document. The revised outline is shown in Figure I-4.

9. Click the Show Level list arrow, click All Levels, click the View tab, click the Print Layout button in the Document Views group, then save the document

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FIGURE I-3: Completed outline

Show Level list arrow

Move Up button Move Down button Expand button

Selected text is Level 2

Collapse button

Word 2010

Plus outline symbol indicates that additional levels or paragraphs of text are included under the heading

FIGURE I-4: Revised outline


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UNIT

I Word 2010

Navigating a Document You develop the headings and subheadings that make up the structure of your document in Outline view and then work in Print Layout view to add more text. You can also open the Navigation pane in Print Layout view and make adjustments to the document structure. The Navigation pane opens along the left side of the document window and shows all the headings and subheadings in the document. You can click a heading in the Navigation pane to move directly to it, and you can drag and drop headings to change their order just like you do in Outline view. You can also view thumbnails in the Navigation pane. A thumbnail is a smaller version of a page. In addition to using the Navigation pane to navigate a document, you can create cross-references in your document. A cross-reference is text that electronically refers the reader to another part of the document, such as a numbered paragraph, a heading, or a figure. You work in the Navigation pane to make further changes to the document and then add a cross-reference.

STEPS 1. Press [Ctrl][Home], click the Navigation Pane check box in the Show group on the View tab to open the Navigation pane, then click Tour Guides in the Navigation pane The Tour Guides subheading is selected in the Navigation pane, and the insertion point moves to the Tour Guides subheading in the document.

2. Select that in the last sentence in the phrase You should select tour guides that …, then type who 3. Click Branch Staff in the Navigation pane, then drag Branch Staff up so that it appears above Tour Guides, as shown in Figure I-5 The order of the headings in the Navigation pane and in the document change.

4. Click the Browse the pages in your document button at the top of the Navigation pane, scroll down the Navigation pane, then click the page containing the pie chart 5. Close the Navigation pane, click the pie chart to select it, click the References tab, click the Insert Caption button in the Captions group, click OK in the Caption dialog box, then scroll down to view the default caption text Figure 1 The caption Figure 1 appears below the pie chart and is the element you want to cross-reference.

6. Press [Ctrl][F] to open the Navigation pane with the Browse the results tab active, type not available in the Search Document text box, click after the period in the phrase not available. in the document (the phrase is highlighted in yellow), press [Spacebar] once, type the text See Figure 1 as the beginning of a new sentence, then press [Spacebar] once 7. Click Cross-reference in the Captions group, click the Reference type list arrow, scroll to and select Figure, click the Insert reference to list arrow, then select Above/below as shown in Figure I-6 8. Click Insert, then click Close The word below is inserted because the figure appears below the cross-reference.

9. Type a period after below, move the pointer over below to show the Click message, press and hold [Ctrl] to show , click below to move directly to the pie chart caption, scroll up to see the figure, close the Navigation pane, then save the document

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FIGURE I-5: Changing the order of a subheading in the Navigation pane

Word 2010

Branch Staff is moved above Tour Guides in the Navigation pane and in the document

FIGURE I-6: Cross-reference dialog box

Reference type list arrow

Insert reference to list arrow

Figure 1 selected

Using bookmarks A bookmark identifies a location or a selection of text in a document. To create a bookmark, you first move the insertion point to the location in the text that you want to reference. This location can be a word, the beginning of a paragraph, or a heading. Click the Insert tab, then click Bookmark in the Links group to open the Bookmark dialog box. In this dialog box, you type a name (which cannot contain

spaces) for the bookmark, then click Add. To find a bookmark, press [Ctrl][G] to open the Find and Replace dialog box with the Go To tab active, click Bookmark in the Go to what list box, click the Enter bookmark name list arrow to see the list of bookmarks in the document, select the bookmark you require, click Go To, then close the Find and Replace dialog box.


Word 207


UNIT

I Word 2010

Generating a Table of Contents Readers refer to a table of contents to obtain an overview of the topics and subtopics covered in a multipage document. When you generate a table of contents, Word searches for headings, sorts them by heading levels, and then displays the completed table of contents in the document. By default, a table of contents lists the top three heading levels in a document. Consequently, before you create a table of contents, you must ensure that all headings and subheadings are formatted with the heading styles such as Heading 1, Heading 2, and Heading 3. When you work in Outline view, the correct heading styles are assigned automatically to text based on the outline level of the text. For example, the Heading 1 style is applied to Level 1 text, the Heading 2 style to Level 2 text, and so on. You are pleased with the content of the document and are now ready to create a new page that includes a table of contents. You use commands on the References tab to generate a table of contents.

STEPS 1. Click the Home tab, press [Ctrl][Home], press [Ctrl][Enter], press the [ ] once, type Table of Contents, select the title, then center it and enhance it with bold and the 18 pt font size 2. Click after Contents in the Table of Contents title, press [Enter] once, then click the Clear Formatting button in the Font group The insertion point is positioned at the left margin where the table of contents will begin.

3. Click the References tab, then click the Table of Contents button in the Table of Contents group A gallery of predefined, built-in styles for a table of contents opens.

4. Click Insert Table of Contents to open the Table of Contents dialog box, click the Formats list arrow, click Formal, compare the dialog box to Figure I-7, then click OK A table of contents that includes all the Level 1, 2, and 3 headings appears.

5. Click the View tab, click the Navigation Pane check box to open the Navigation pane, click the Browse the headings in your document button at the top of the Navigation pane, right-click the Presentation Management subheading below the Branch Management subheading in the Personnel section, then click Delete The Presentation Management subheading and its related subtext are deleted from the document.

6. Close the Navigation pane, press [Ctrl][Home], then note that the Presentation Management subheading still appears in the table of contents below the Branch Management subheading in the Personnel section 7. Click Introduction to select the entire table of contents at once When the table of contents is selected, you can update it to show changes.

8. Right-click the table of contents, click Update Field, click Table in the Table of Contents title to deselect the table of contents, then scroll down so you can see the entire table of contents in the document window The Presentation Management subheading is removed, and the completed table of contents appears, as shown in Figure I-8. Each entry in the table of contents is a hyperlink to the entry’s corresponding heading in the document.

9. Move the pointer over the heading Media Advertisements, press [Ctrl], click Media Advertisements, then save the document The insertion point moves to the Media Advertisements heading in the document.

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FIGURE I-7: Table of Contents dialog box

Preview of Formal format

Formats list arrow Number of heading levels that will be included in the table of contents

Word 2010

Formal format selected

FIGURE I-8: Updated table of contents


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UNIT

I Word 2010

Marking Entries for an Index An index lists many of the terms and topics included in a document, along with the pages on which they appear. An index can include main entries, subentries, and cross-references. To help readers quickly find main concepts in the document, you decide to generate an index. You get started by marking the terms that you want to include as main entries in the index.

STEPS QUICK TIP If the dialog box blocks text that you want to see, use the dialog box title bar to drag the dialog box to a new location.

QUICK TIP Because you clicked Mark All, all instances of the term branch staff are marked as index entries.

1. Press [Ctrl][Home], press [Ctrl], then click Introduction in the table of contents The insertion point moves to the Introduction heading in the document.

2. Press [Ctrl][F] to open the Navigation pane, type branch staff in the Search Document text box, select branch staff under the Personnel heading in the document, click the References tab, then click the Mark Entry button in the Index group The Mark Index Entry dialog box opens, as shown in Figure I-9. By default, the selected text is entered in the Main entry text box and is treated as a main entry in the index.

3. Click Mark All Notice the term branch staff is marked with the XE field code. XE stands for Index Entry. When you mark an entry for the index, the paragraph marks are turned on automatically so that you can see hidden codes such as paragraph marks, field codes, page breaks, and section breaks. These codes do not appear in the printed document. The Mark Index Entry dialog box remains open so that you can continue to mark text for inclusion in the index.

4. Click anywhere in the document to deselect the current index entry, then type branch manager in the Search Document text box in the Navigation pane 5. Click the first instance of branch manager in the Navigation pane, then click the title bar of the Mark Index Entry dialog box The text branch manager appears in the Main entry text box in the Mark Index Entry dialog box.

6. Click Mark All All instances of branch manager in the document are marked for inclusion in the index.

TROUBLE Make sure you click in the document to deselect the currently selected text before you enter another search term.

7. Click anywhere in the document, type theme in the Search Document text box, click the title bar of the Mark Index Entry dialog box, then click Mark All 8. Follow the procedure in Step 7 to find and mark all instances of the following main entries: tour guides, venues, target market, and Ron Dawson Notice that even though avenues is included in the search results for venues, only the one instance of venues is marked as an index entry.

9. Close the Mark Index Entry dialog box, close the Navigation pane, then scroll up until you see the document title (Tour Presentation Guidelines) at the top of the page You see three entries marked for the index, as shown in Figure I-10. The other entries you marked are further down the document.

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FIGURE I-9: Mark Index Entry dialog box

Selected text appears in the Main entry text box

Word 2010

FIGURE I-10: Index entries marked on the first page of the document text

Index entry for “tour guides”

Index entry for “branch manager”

Index entry for “branch staff”

Paragraph marks and other nonprinting codes are turned on automatically when you mark text to include in an index


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Generating an Index In addition to main entries, an index often includes subentries and cross-references. A subentry is text included under a main entry. For example, you could mark the text “shopping cart” as a subentry to appear under the main entry “Web site.” A cross-reference in an index refers the reader to another entry in the index. For example, a cross-reference in an index might read, “lecture. See events.” Readers then know to refer to the “events” entry to find out more about lectures. Once you have marked all the index entries, you select a design for the index, and then you generate it. If you make changes to the document, you can update the index just like you update a table of contents when you add or remove content. You mark one subentry and one cross-reference for the index, create a new last page in the document, and then generate the index. You add one new main entry, and then update the index to reflect this change. The completed index contains all the main entries, the subentry, and the cross-reference you marked in this lesson and the previous lesson.

STEPS 1. Press [Ctrl][F] to open the Navigation pane, type shopping cart in the Search Document text box, then click Mark Entry in the Index group on the References tab The Mark Index Entry dialog box opens. The search term “shopping cart” is already entered into the Mark Index Entry dialog box.

2. Select shopping cart in the Main entry text box, type Web site, click in the Subentry text box, type shopping cart in the Subentry text box as shown in Figure I-11, then click Mark The first and only instance of the text “shopping cart” is marked as a subentry to appear following the Main entry, Web site. You use the Mark option when you want to mark just one occurrence of an item in a document.

3. Click anywhere in the document, type laptops in the Search Document text box, click the Cross-reference option button in the Mark Index Entry dialog box, click after See, type bookings as shown in Figure I-12, then click Mark You need to also mark “bookings” so the Index lists the page number for bookings. QUICK TIP You can also click the term bookings in the phrase bookings on the spot in the Navigation pane to go directly to the term bookings in the document.

4. Click anywhere in the document, type bookings in the Search Document text box, double-click bookings in the phrase bookings on the spot (end of the paragraph containing the cross-reference to laptops), click the Mark Index Entry dialog box, then click Mark The term laptops is now cross-referenced to the term bookings in the same paragraph.

5. Click Close to close the Mark Index Entry dialog box, then close the Navigation pane Now that you have marked entries for the index, you can generate the index at the end of the document.

6. Press [Ctrl][End], press [Ctrl][Enter], type Index, press [Enter], click the Home tab, select Index and apply 18 pt, bold, and center alignment formatting, then click below Index 7. Click the References tab, click Insert Index in the Index group, click the Formats list arrow in the Index dialog box, scroll down the list, click Formal, then click OK Word has collected all the index entries, sorted them alphabetically, included the appropriate page numbers, and removed duplicate entries.

8. Press [Ctrl][F], type refreshments, click the second instance of refreshments in the search results in the Navigation pane, click the Mark Entry button in the Index Group, then click Mark All Each instance of refreshments from the currently selected text to the end of the document is now included in the index. The refreshments entry that appears in the table of contents is not included because it appears before the entry you selected.

9. Close the dialog box and Navigation pane, scroll to the end of the document, right-click the index, click Update Field, click Index to deselect the index, then save the document The updated index appears as shown in Figure I-13. Word 212



FIGURE I-11: Subentry in the Mark Index Entry dialog box

FIGURE I-12: Cross-reference in the Mark Index Entry dialog box

Word 2010

FIGURE I-13: Completed index

Crossreference Subentry


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Inser ting Footers in Multiple Sections Multipage documents often consist of two or more sections that you can format differently. For example, you can include different text in the footer for each section, and you can change how page numbers are formatted from section to section. You want to divide the report into two sections, and then format the headers and footers differently in each section. The diagram in Figure I-14 explains how the footer should appear on each of the first three pages in the document.

STEPS QUICK TIP You can also turn paragraph marks on or off by clicking the Show/Hide butin the ton Paragraph group on the Home tab.

1. Press [Ctrl][Home] to move to the top of the document, scroll to the page break, click to the left of it, click the Page Layout tab, then click Breaks in the Page Setup group You can see the page break because the paragraph marks were turned on when you marked entries for inclusion in the index. When you work with sections, you should leave paragraph marks showing so you can see the codes that Word inserts for section breaks and page breaks.

2. Click Next Page under Section Breaks, press [Delete] to remove the original page break, then press [Delete] to remove the extra blank line The document is divided into two sections. Section 1 contains the Table of Contents, and section 2 contains the rest of the document.

3. Press [Ctrl][Home], click the Insert tab, click the Footer button in the Header & Footer group, then click Blank (Three Columns) The footer area opens showing the Blank (Three Columns) format.

4. Click to the left of the placeholder text to select all three items, press [Delete], press [Tab] once, type Page, press [Spacebar], click the Page Number button in the Header & Footer group, point to Current Position, then click Plain Number (the top selection) The current footer for the entire document contains the word Page and a page number.

5. Click the Page Number button, click Format Page Numbers, click the Number format list arrow, click i, ii, iii, then click OK The page number in the footer area of the table of contents page is formatted as i.

6. Click Next in the Navigation group, then click the Link to Previous button in the Navigation group to deselect it You deselect the Link to Previous button to make sure that the text you type into the footer appears only in the footer in section 2. You must deselect the Link to Previous button each time you want the header or footer in a section to be unique.

7. Type your name, then press [Tab] once to move Page 2 to the right margin By default, Word continues numbering the pages in section 2 based on the page numbers in section 1. The footer in section 2 starts with Page 2 because section 1 contains just one page. You want section 2 to start with Page 1 because the first page in section 2 is the first page of the report. Note also that the i, ii, iii format is not applied to the page number in section 2. Changes to page number formatting apply only to the section in which the change is made originally (in this case, section 1).

8. Click the Page Number button, click Format Page Numbers, click the Start at option button, verify that 1 appears, click OK, then compare the footer to Figure I-15 9. Click the Close Header and Footer button, then save the document

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FIGURE I-14: Diagram of section formatting for footers SECTION 1

SECTION 2

Page i

Text

Text

Table of Contents

Your Name

Your Name

Page 2

Word 2010

Format of page number on Table of Contents page in section 1

Page 1

Format of page numbers on all pages in section 2

FIGURE I-15: Completed footer

Close Header and Footer button Link to Previous button is not active

Your name entered at the left margin

Page number changed to 1

Page 2 of document

Using text flow options You adjust text flow options to control how text in a multipage document breaks across pages. To change text flow options, you use the Paragraph dialog box. To open the Paragraph dialog box, click the dialog box launcher in the Paragraph group on the Home tab, and then select the Line and Page Breaks tab. In the Pagination section, you can choose to select or deselect four text flow options. For

example, you select the Widow/Orphan control option to prevent the last line of a paragraph from printing at the top of a page (a widow) or the first line of a paragraph from printing at the bottom of a page (an orphan). By default, Widow/Orphan is active. You can also select the Keep lines together check box to keep a paragraph from breaking across two pages.


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STEPS

Inser ting Headers in Multiple Sections When you divide your document into sections, you can modify the header to be different in each section. As you learned in the previous lesson, you must deselect the Link to Previous button when you want the text of a header (or footer) in a new section to be different from the header (or footer) in the previous section. The diagram in Figure I-16 shows that text will appear in the header on every page in section 2. You do not want any text to appear in the header on the table of contents page (section 1). You modify the headers in the two sections of the document and then add a cover page.

1. Press [Ctrl][Home] to move to the top of the document, then double-click in the blank area above Table of Contents The header area opens. The Header -Section 1- identifier appears along with the Header & Footer Tools Design tab. Refer to Figure I-16. Notice that you do not want text in the header in section 1.

2. Click Next in the Navigation group, then click the Link to Previous button to deselect it The identifier Header -Section 2- appears. You want text to appear on all the pages of section 2. You deselect the Link to Previous button so that the text you type appears only on this page and on subsequent pages.

3. Type Quest Specialty Travel, select the text, then use the Mini toolbar to center it, increase the font size to 14 pt, apply bold, and apply italic 4. Click the Close Header and Footer button, right-click the table of contents, click Update Field, then click OK The page numbers in the table of contents are updated.

5. Scroll through the document to verify that the header text does not appear on the table of contents page and does appear on the first and subsequent pages of the document text 6. Scroll to the Index page, right-click the index, then click Update Field to update the page numbers The page numbers in the index are updated.

TROUBLE Don’t worry if the Page Break indicator appears over the company name content control. When you click the content control, you can enter text into it.

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7. Press [Ctrl][Home], click the Insert tab, click Cover Page in the Pages group, then select the Cubicles style 8. Scroll to the Subtitle content control (it includes the text Type the document subtitle), click the content control, click the content control handle to select it (the handle turns dark gray and the text in the control turns dark blue), press [Delete], then scroll to and delete the Year content control 9. Enter text, as shown in Figure I-17, into the remaining three content controls Some content controls contain placeholder text. If a content control contains placeholder text that you do not want, select the placeholder text and then type the replacement text.

10. Save the document



FIGURE I-16: Diagram of section formatting for headers SECTION 1

No text appears in the header in section 1

No Text

SECTION 2 Quest Specialty Travel

Quest Specialty Travel

Text

Text

Table of Contents

Page i

Your Name

Page 1

Your Name

Centered text appears on all pages in section 2

Page 2

Word 2010

FIGURE I-17: Completed cover page

Text to enter

Understanding headers, footers, and sections One reason you divide a document into sections is so that you can modify the page layout and the headers and footers differently in different sections. You can even modify the header and footer within a section because each section has two parts. The first part of a section is the first page, and the second part of the section is the remaining subsequent pages. This section structure allows you to omit the header on the first page of section 2, and then include the header on all subsequent pages in section 2. To do this, you place the insertion

point in the section you want to modify, then you click the Different First Page check box in the Options group to specify that you wish to include a different header (or no header at all) on the first page of a section. In addition, you can also choose to format odd and even pages in a document in different ways by clicking the Different Odd & Even Pages check box in the Options group. For example, you can choose to left-align the document title on odd-numbered pages and right-align the chapter indicator on even-numbered pages.


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STEPS

Finalizing a Multipage Document With Word, you can create long documents consisting of multiple sections and then complete the document by customizing the table of contents. By default, a table of contents shows only headings formatted with the Heading 1, Heading 2, or Heading 3 styles (Levels 1, 2, and 3 in Outline view). You can customize a table of contents so it includes headings formatted with other styles, such as the Title style or a style you create yourself. You copy and paste new text into the current document, and then you modify the headers and footers and customize the table of contents.

1. Scroll to see the page break before the index, and following Figure 1, select the page break, click the Page Layout tab, click Breaks, then click Next Page in the Section Breaks area 2. Open the file WD I-2.docx from the drive and folder where you store your Data Files, press [Ctrl][A] to select all the text in the document, press [Ctrl][C], switch to the WD I-Tour Presentation Guidelines document, press [Ctrl][V], then save the document as WD I-Tour Presentation and Information Session Guidelines The three pages of the Information Session Guidelines document appear in their own section. QUICK TIP Make sure you click the Link to Previous button before you modify the header text.

3. Scroll to the table of contents page, double-click in the header area for section 1, click Next, select Quest Specialty Travel, type Tour Presentation Guidelines, click Next and notice the Header –Section 3- indicator, click the Link to Previous button in the Navigation group to deselect it, change the header text to Information Session Guidelines, then close the header 4. Scroll to the Index page, insert a Next Page section break to the left of Index, double-click in the header area, click the Link to Previous button, delete the header text, then close the header The document now contains four sections, and you have modified the header text in sections 2, 3, and 4.

5. Scroll up to the table of contents page, right-click anywhere in the table of contents, click Update Field, click the Update entire table option button, then click OK The title of each document is not included in the table of contents so you cannot easily determine which headings belong to which documents.

6. Click the References tab, click the Table of Contents button, click Insert Table of Contents, click Options, select 1 next to Heading 1, type 2, type 3 next to Heading 2, type 4 next to Heading 3 as shown in Figure I-18, scroll to Title, type 1 in the TOC level text box, click OK, click OK, then click Yes The Information Session document starts at page 1 and you want page numbering to be consecutive.

7. Press [Ctrl], click Information Session Guidelines in the table of contents, scroll to the footer (you’ll see Page 1), then double-click in the footer 8. Click the Page Number button in the Header & Footer group, click Format Page Numbers, click the Continue from previous section option button, then click OK 9. Click Next in the Navigation group, then repeat Step 8 10. Exit the footer area, update the table of contents page, save and close all documents, exit Word, then submit all files to your instructor Figure I-19 shows the first page of each of the four sections in the document.

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FIGURE I-18: Table of Contents Options dialog box

Scroll to see other TOC levels, including Title

Word 2010

FIGURE I-19: Viewing selected pages of the completed document

Section 1: Table of Contents page with Page i in the footer Section 2: Tour Presentation Guidelines in the header and Page 1 in the footer Section 3: Information Session Guidelines in the header and Page 5 in the footer Section 4: No header text and Page 8 in the footer

Modifying a table of contents You can change how Word shows each heading and subheading level included in a table of contents. For example, you can choose to increase the indenting of a level 2 heading, or apply a new leader style to a level 3 heading. You use the Indent buttons in the

Paragraph group on the Home tab to change the position of a table of contents entry, and you use the Tabs dialog box to modify the leader style applied to an entry in the table of contents.


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Label the numbered items on the Outlining tab shown in Figure I-20. FIGURE I-20 1

5

2 3

4

Match each term with the statement that best describes it. 6. Table of contents 7. Demote button 8. Mark Index Entry dialog box 9. Header 10. Cross-reference 11. Link to Previous button 12. Navigation pane

a. b. c. d. e.

Used to enter a lower-level heading in Outline view Text that appears at the top of every page in a document or section Text that electronically refers the reader to another part of the document Open to view the headings and subheadings in a document List of topics and subtopics usually with page numbers, and shown at the beginning of a document f. Deselect to create a header or footer in one section that is different from the header or footer in a previous section g. Where you enter text for inclusion in an index

Select the best answer from the list of choices. 13. On the Outlining tab, which button do you click to move directly to Level 1 from any other level? a. c. b. d. 14. Which symbol in Outline view indicates that a heading includes subtext such as subheadings or paragraphs of text? a. c. b. d. 15. Which of the following options is not available in the Navigation pane? a. Browse headings c. Browse pages b. Replace text d. Find text 16. Which tab do you access the table of contents feature from? a. Page Layout c. References b. Insert d. Review 17. Which index entry appears subordinate to a main entry? a. Cross-reference c. Mark place b. Next entry d. Subentry

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Skills Review


Word 2010

1. Build a document in Outline view. a. Start Word, click the Show/Hide ¶ button in the Paragraph group to deselect it and turn off the display of paragraph marks if it is active, increase the zoom to 100%, then switch to Outline view. b. Type Introduction FIGURE I-21 by Your Name as a Level 1 heading, press [Enter], type Partnership Requirements as another Level 1 heading, then press [Enter]. c. Type Background Information, then use the Demote button to demote it to a Level 2 heading. d. Type the text shown in Figure I-21 as body text under Background Information. e. Use the Promote button to type the heading Benefits as a Level 2 heading, then complete the outline, as shown in Figure I-21. f. Save the document as WD I-Partnership Agreement Outline to the drive and folder where you store your Data Files, then close the document. 2. Work in Outline view. a. Open the file WD I-3.docx from the drive and folder where you store your Data Files, save it as WD I-Partnership Agreement Proposal, switch to Outline view, then show all Level 1 headings. b. Move the heading Financial Considerations below Products and Services. c. Select the Partnership Requirements heading, click the Expand button twice, collapse Benefits, collapse Partnership Need, then move Benefits and its subtext below Partnership Need and its subtext. d. Collapse the Partnership Requirements section to show only the Level 1 heading. e. Show all levels of the outline, close Outline view, then save the document. 3. Navigate a document. a. Open the Navigation pane, show all the headings in the document if they are not displayed, then navigate to Financing Required. b. Change six months to year in the last line of the paragraph below the Financing Required heading. c. Navigate to the Package Opportunities heading in the Navigation pane, then use the Navigation pane to delete the heading and its subtext. d. View thumbnails of the document pages in the Navigation pane, click the page containing the column chart graphic, close the Navigation pane, select the column chart in the document, then insert Figure 1 as a caption below the figure. e. Find the text See Figure 1, then insert a cross-reference to the figure using above/below as the reference text. f. Insert a period after the word below, test the cross-reference, scroll to see the chart, close the Navigation pane, then save the document. 4. Generate a table of contents. a. Press [Ctrl][Home], insert a page break, press [Ctrl][Home], clear the formatting, type Table of Contents at the top of the new first page, enhance the text with 18 pt and bold, center it, click after the title, press [Enter], then clear the formatting. b. Insert a table of contents using the Distinctive format.

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5.

6.

7.

8.

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c. Use [Ctrl][click] to navigate to Partnership Need in the document, open the Navigation pane, view the document headings, then delete the Partnership Need heading from the Navigation pane. d. Close the Navigation pane, update the table of contents, then save the document. Mark entries for an index. a. Find the words computer labs, and mark all occurrences for inclusion in the index. b. Find and mark only the first instance of each of the following main entries: Web page design, Networking, software training, and PowerPoint. (Hint: Click Mark instead of Mark All.) c. Save the document. Generate an index. a. Find online publishing, click in the Mark Index Entry dialog box, select online publishing in the Main entry text box, type Waves Communications Products as the Main entry and online publishing as the Subentry, then click Mark All. b. Repeat the process to insert writing seminars as a subentry of Waves Communications Products. c. Find the text courses, then create a cross-reference in the Mark Index Entry dialog box to software training. Note that you already have an index entry for software training. d. Close the Mark Index Entry dialog box and the Navigation pane. e. Insert a new page at the end of the document, type Index at the top of the page, and format it with bold and 18 pt and center alignment. f. Double-click below the index, and clear any formatting so the insertion point appears at the left margin, then insert an index in the Bulleted format. g. Find and mark all instances of Toronto, scroll to the index page, update the index so it includes the new entry, close the Mark Index Entry dialog box and the Navigation pane, then save the document. Insert footers in multiple sections. a. At the top of the document, select the page break below the Table of Contents, replace it with a Next Page section break, then remove the page break and the extra blank lines. b. On the table of contents page, insert a footer using the Blank (Three Columns) format. c. Delete the placeholders, type your name, press [Tab] twice, type Page, press [Spacebar], then insert a page number at the current position using the Plain Number format. d. Change the format of the page number to i, ii, iii. e. Go to the next section, then deselect the Link to Previous button. f. Format the page number to start at 1. g. Exit the footer area, scroll through the document to verify that the pages are numbered correctly, scroll to and update the pages numbers in the table of contents, then save the document. Insert headers in multiple sections. a. Move to the top of the document, then posi- FIGURE I-22 tion the insertion point in the header area. b. Go to the next section, then deselect the Link to Previous button. c. Type Waves Communications, center the text, then apply bold and italic. d. Exit the header area, then scroll through the document to verify that the header text does not appear on the first page of the document and that it does appear on all subsequent pages. e. Insert a cover page using the Pinstripes style, enter text and delete content controls as shown in Figure I-22, then save the document.




Word 2010

9. Finalize a multipage document. a. Insert a section break between the last page of the text and the index page. b. Open the file WD I-4.docx from the drive and folder where you store your Data Files, copy all the text, paste it into the Partnership Agreement Proposal document, then save the document as WD I-Partnership Agreements_Fairfax Training and Positive Presenters. c. From the table of contents page, access the Header area, move to section 2, replace Waves Communications with Fairfax Training, move to section 3, click the Link to Previous button, then replace Fairfax Training with Positive Presenters. d. Exit the header, insert a Next Page section break before the index and remove the page break, open the header area in section 4 (the index page), then deselect the Link to Previous button and remove the header from the index page. e. Check that the correct headers appear in each of the four sections, then update the table of contents page (select the Update entire table option). f. Modify the table of contents options so that Heading 1 corresponds to Level 2 text, Heading 2 corresponds to Level 3 text, Heading 3 corresponds to Level 4 text, and Title text corresponds to Level 1 text. g. Modify the footers in sections 3 and 4 so that the page numbering is continuous. You should see page 6 on the index page. h. Update the index and table of contents pages, save the document, submit all files to your instructor, close it, then exit Word.

Independent Challenge 1 You work in the Finance Department of Body Fit, a successful fitness and spa facility in Philadelphia. Recently, the owners of Body Fit began selling franchises. Your supervisor asks you to format a report that details the development of these franchise operations. a. Start Word, open the file WD I-5.docx from the drive and folder where you store your Data Files, then save it as WD I-Body Fit Franchises. b. In Outline view, organize the document as shown in the following table, starting with Introduction, followed by Scope of the Report, and then moving column by column. Text that you designate as headings will be formatted with the blue font color.

heading

level

heading

level

heading

level

Introduction

1

Marianne Bennett

2

Milwaukee Clientele

3

Scope of the Report

2

Franchise Location

1

Cleveland

2

Owner Information

1

Chicago

2

Cleveland Clientele

3

Opening Schedules

2

Gerry Grant

2

Chicago Clientele

3

Teresa Morales

2

Milwaukee

2

c. Switch the order of Cleveland and its accompanying subtext so it follows Chicago and its subtext.


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Independent Challenge 1 (continued) d. In Print Layout view and starting from the top of the document, find the text listed in column 1, and mark all instances of that text as Main entry or subentry for an index, based on the information in columns 2 and 3.

find this text

main entry

subentry

Chicago

Location

Chicago

Cleveland

Location

Cleveland

Milwaukee

Location

Milwaukee

Gerry Grant

Owner

Gerry Grant

Teresa Morales

Owner

Teresa Morales

Marianne Bennett

Owner

Marianne Bennett

Marketing Vice President

Marketing Vice President

Mall

Mall

Ohio

Ohio

e. Insert a new page at the end of the document, type Index as the page title, format it with bold, a larger font size, and center alignment, then generate an index in the Modern format. f. At the top of the document, insert a Next Page section break, then on the new first page, type Table of Contents as the page title, select the text, click Normal in the Styles group on the Home tab to remove the Heading 1 formatting, then format it with bold, a larger font size, and center alignnment. (Hint: If Table of Contents is formatted as Heading 1, it will appear in the Table of Contents, which you do not want.) g. Generate a table of contents using the Classic format. h. Add and format a header and footer so that the completed document appears as follows:

location

contents

Table of Contents page (section 1)

Footer containing your name at the left margin and Page i at the right margin

Page 1 and the following pages of the report (section 2)

Footer containing your name at the left margin and Page 1 at the right margin Header containing the text Body Fit Franchises, centered, and bold and followed by a blank line (Hint: Press [Enter] at the end of the header text)

i. Scroll through the document to ensure the headers and footers are correct. j. Update the table of contents and index pages. Advanced Challenge Exercise ■ Use the Navigation pane to move directly to the Opening Schedules heading, then create a bookmark called Dates using the first of the three dates listed. (Hint: Select all or part of the first date—Chicago Franchise: April 22, 2013, click the Insert tab, click Bookmark in the Links group, type Dates as the bookmark name, then click Add.) ■ Move to the beginning of the document, and go to your bookmark. (Hint: Press [Ctrl][G], click Bookmark, click Go To, then click Close.) ■ Follow the same process to create a bookmark named Location that goes to the Franchise Locations heading, then close the Navigation pane. k. Save the document, submit your file to your instructor, then close the document and exit Word.

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Independent Challenge 2 You work for an author who has just written a series of vignettes about her travels in France and Italy. The author hopes to publish the vignettes and accompanying illustrations in a book called Eye of an Artist. She has written a short proposal that she plans to present to publishers. As her assistant, your job is to create a proposal that includes three of the vignettes, each with a unique header.

Word 2010

a. Start Word, open WD I-6.docx, then save it as WD I-Eye of an Artist Proposal. b. Switch to Outline view, then show only text assigned to Level 2 so you can get an overview of the document contents. c. Show all levels in the outline, switch to Print Layout view, then use the Navigation pane to navigate to the Sample Vignettes heading on page 1. d. Select Lavender (the first bulleted item), then make Lavender a cross-reference to its corresponding heading as follows: select Lavender, open the Cross-reference dialog box from the References tab, select Heading as the reference type, then select the Lavender heading as the reference text. (Note: After pressing Insert and Close, press [Enter] so the titles continue to appear as a list in the document.) e. Follow the same process to make Ocher and Roman Rain cross-references to their corresponding heading. (Note: Click after Rain and press [Enter], then apply the bullet to Roman Rain to place it back in the list of the three vignettes.) f. Test each cross-reference, using the Navigation pane to navigate back to the Sample Vignettes heading. g. Close the Navigation pane. h. Insert a Next Page section break at the beginning of the document, move to the top of the new page 1, clear the formatting, type Table of Contents and format the text attractively, then generate a table of contents in the Formal style. (Hint: Make sure the text Table of Contents is not formatted as Heading 1.) i. On the table of contents page, add your name centered in the footer. On the Eye of an Artist Overview page, add your name left-aligned in the footer and the page number 1 right-aligned in the footer. (Hint: Make sure you deselect the Link to Previous button before making changes to the footer in section 2.) j. Exit the footer, then add a Next Page section break before each of the vignettes: before the Lavender document, before the Ocher document, and before the Roman Rain document. The document now consists of five sections. (Hint: Double-click in the header area above Roman Rain to confirm that Header -Section 5- appears.) k. Go to the table of contents page, enter the header area, then add headers to the sections of the document as shown below, formatting the header text with bold, italic, and centering. Make sure you deselect the Link to Previous button before typing new text in a header. • Section 1: no header • Section 2: Overview • Section 3: Lavender • Section 4: Ocher • Section 5: Roman Rain l. Update the table of contents, then continue page numbering from the footers in sections 3, 4, and 5. m. Update the table of contents again, then scroll through the document to verify that the headers and footers are correct in each section. Advanced Challenge Exercise ■ On the table of contents page, increase the font size of each of the four headings associated with Level 1 to 12 pt. (Hint: Select Eye of an Artist Overview, increase the font size to 12 pt, then use the Format Painter to apply the formatting to the other three headings associated with Level 1.) ■ On the table of contents page, increase the indent of the three headings associated with Level 2 to .5 on the ruler bar. (Hint: Show the ruler bar if necessary (View tab, Ruler check box), click Tone (the first Level 2 heading), then drag both of the indent markers on the ruler bar to the .5 mark.) ■ Apply the Austin theme to the document. (Hint: Click the Page Layout tab, click Themes, then click Austin. The fonts and colors are changed to reflect the formatting associated with the Austin theme.) Scroll through the document to see how the headings and text appear. n. Save the document, submit your file to your instructor, close the document, then exit Word.


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Independent Challenge 3 As the program assistant at Atlantic College in Maine, you are responsible for creating and formatting reports about programs at the college. You work in Outline view to create a report for a college program of your choice. a. Create a new document and save it as WD I-Program Information Report. b. In Outline view, enter the headings and subheadings for the report as shown in the table starting with Program Overview, followed by Career Opportunities. You need to substitute appropriate course names for Course 1, Course 2, and so on. For example, courses in the first term of a business studies program could be Introduction to Business, Marketing Basics, and so on. You choose the program and courses you want to include in the report.

heading

level

heading

level

Program Overview

1

[Enter name for Course 1]

3

Career Opportunities

2


3

Admission Requirements

2

Second Term

2

Program Content

1


3

First Term

2


3

c. Enter one paragraph of appropriate body text for the following headings: Program Overview, Career Opportunities, and Admission Requirements, then enter short course descriptions for each of the four courses included in the document. For ideas, refer to college Web sites and catalogs. d. In Print Layout view, add a cover page using the Stacks style: include the name of the program as the title (for example, Business Program), the name of the college (Atlantic College, Maine) as the subtitle, and your name where indicated. e. Insert a Next Page section break following the cover page, then insert a page break in the body of the report to spread the report over two pages if it does not already flow to two pages. f. Format the cover page (section 1) with no header and no footer. g. Format the section 2 header with a right-aligned page number starting with Page 1 using the 1, 2, 3 format. Make sure you deselect Link to Previous. h. Format the section 2 footer with the name of the program left-aligned in the footer and your name right-aligned. Make sure you deselect Link to Previous. i. Insert a next page section break above the Program Overview heading. j. Scroll up to the new blank page, clear the formatting, type Table of Contents as a title, then insert a table of contents in the format of your choice. k. Customize the table of contents so that it includes only Heading 1 at TOC level 1 and Heading 3 at TOC level 2. None of the Heading 2 headings should appear in the revised table of contents. l. Double click in the header area on the table of contents page, then delete Page 1. m. Go to the next section, click the Link to Previous button to deselect it, then insert Page 1 right-aligned. Be sure the page number starts at 1. Verify that the header appears on both pages of the section 3 header and that the footer appears on all pages except the cover page. n. Update the table of contents. o. Save the document, close it, then submit your file to your instructor.

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Real Life Independent Challenge Many businesses post job opportunities on their Web sites. You can learn a great deal about opportunities in a wide range of fields just by checking out the job postings on these Web sites. You decide to create a document that describes a selection of jobs available on an employment Web site of your choice.

heading

level

Name of Web Site

1

Job Category 1

2

Job Name

3

Summary of Job Posting

Body Text

Job Category 2

2

Job Name

3

Summary of Job Posting

Body Text

Word 2010

a. Use your favorite search engine and the search phrase job search to find Web sites that post jobs online. Popular sites include jobs.com, workopolis.com, and monster.com. b. On the Web site you chose, identify two job categories (e.g., Marketing and Web Page Development, or Accounting and Administration) and then find two jobs that appeal to you and that you may even wish to apply for. You can choose to search for jobs in your home town or in another location. c. Create a new document in Word, then save it as WD I-Online Job Opportunities. d. In Outline view, set up the document starting with the name of the employment Web site (e.g., monster.com), and followed by Job Category 1 as shown in the table. (Note: You need to enter specific text for headings such as Marketing for Job Category 1 and Marketing Assistant for Job Posting.)

e. Complete the Word document with information you find on the Web site. Include a short description of each job you select, and list some of the job duties. You do not need to include the entire job posting. If you copy selected text from a Web site, make sure you clear the formatting so that the text in the document is formatted only with the Normal style. f. Format the document so that a header starts on page 1 and includes the text Online Job Opportunities for Your Name. Include a page number on each page of the document in the footer. g. Save the document and submit the file to your instructor, then close the document.


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Visual Workshop Open the file WD I-7.docx from the drive and folder where you store your Data Files, then save it as WD I-Term Paper Outline. Modify the outline so that it appears as shown in Figure I-23. You need to change the order of some sections. In Print Layout view, insert a next section page break at the beginning of the document, clear the formatting, type Table of Contents and enhance the title so it appears similar to the title shown in Figure I-24, then generate a table of contents in the Fancy style. Insert a page break before E-Business Challenges in the text, create a footer in section 2 with a page number that starts with 1, then update the table of contents so that it appears as shown in Figure I-24. Be sure your name is on the document, save and close the document, then submit the file to your instructor. FIGURE I-23

FIGURE I-24

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UNIT

J Word 2010


Working with St yles and Templates You can use Word’s predesigned Quick Style sets and templates to format your documents quickly, efficiently, and professionally. You can further customize your document-formatting

WD J-1.docx

tasks by creating your own Quick Style sets and templates. In this unit, you learn how to

WD J-2.docx

create new styles to format paragraphs, characters, lists, and tables, and how to save your

WD J-3.docx WD J-4.docx WD J-5.docx

newly created styles in a new Quick Style set. You also learn how to manage styles used in a document and how to create, apply, and revise a template.

One of your duties as a

WD J-6.docx

special projects assistant at Quest Specialty Travel (QST) in San Diego is to produce profiles

WD J-7.docx

of the top QST tour guides for distribution at the company’s annual meeting. To save time,

WD J-8.docx

you modify styles in an existing profile, create some new styles, and then develop a template

WD J-9.docx

on which to base each tour guide profile. This template includes a custom Quick Style set.

WD J-10.docx WD J-11.docx WD J-12.docx

OBJECTIVES

Explore styles and templates Modify predefined styles Create paragraph styles Create character and linked styles Create custom list and table styles Create a Quick Style set Manage styles Create a template Revise and attach a template


UNIT

J Word 2010

DETAILS

Exploring St yles and Templates You use styles and templates to automate document-formatting tasks and to ensure consistency among related documents. A style consists of various formats such as font, font size, and alignment that you name and then save together as one set. For example, a style called Main Head might contain the following format settings: Arial font, 14-point font size, bold, and a bottom border. Each time you apply the Main Head style to selected text, all format settings included in the style are applied. A template is a file that contains the basic structure of a document, such as the page layout, headers and footers, styles, graphic elements, and boilerplate text. You plan to use styles to format a tour guide profile and then create a template that you will use to develop a series of tour guide profiles. You start by familiarizing yourself with styles and templates.

Information about how you can use styles and templates to help you format documents quickly and efficiently follows:

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•

Using styles helps you save time in two ways. First, when you apply a style, you apply a set of formats all at once. You do not have to apply each format individually. Second, if you modify a style by changing one or more of the formats associated with that style, then all text formatted with that style is updated automatically. For example, suppose you apply a style named “Section Head” to each section head in a document. If you then modify the formatting associated with the Section Head style, Word automatically updates all the text formatted with the Section Head style to reflect the change. As discussed in Unit I, default heading styles are applied automatically to headings and subheadings when you work in Outline view to create the structure of a document. For example, the Heading 1 style is applied to text associated with Level 1, the Heading 2 style is applied to text associated with Level 2, and so on. You can modify a default heading style or you can create a new heading style.

•

In Word, you can choose from 13 predefined Quick Style sets or you can create your own Quick Style set. Each Quick Style set contains Quick Styles, or simply styles, for a wide range of text elements such as headings, titles, subtitles, and lists. All of the styles associated with a Quick Style set are stored in the Styles gallery. Figure J-1 shows the list of predefined Quick Style sets, part of the Styles gallery, and styles in the Word 2010 Quick Style set applied to the document.

•

Word includes five major style categories. A paragraph style includes font formats, such as font and font size, and paragraph formats, such as line spacing or tabs. You use a paragraph style when you want to format all the text in a paragraph at once. A character style includes character formats only, such as font, font size, and font color. You use a character style to apply character format settings only to selected text within a paragraph. A linked style applies either a character style or a paragraph style, depending on whether you click in a paragraph to select the entire paragraph or you select specific text. A table style specifies how you want both the table grid and the text in a table to appear. A list style allows you to format a series of lines with numbers or bullets and with selected font and paragraph formats. Figure J-2 shows a document formatted with the five style types. These styles have been saved in a new Quick Style set called QST Profiles.

•

Every document you create in Word is based on a template. Most of the time, this template is the Normal template because the Normal template is loaded automatically when you start a new document. The styles assigned to the Normal template, such as Normal, Title, Heading 1, Heading 2, and so on, are the styles you see in the Styles gallery when you open a new document.

•

Word includes a number of predesigned templates. In addition, you can access a variety of templates online. You can also create a template that includes a custom Quick Style set. Finally, you can attach a template to an existing document and then apply the styles included with the template to text in the document.

Working with St yles and Templates


FIGURE J-1: Predefined Quick Style set applied to a document

Quick Styles gallery

Click to open Quick Styles gallery Click to access menu of Quick Style sets

Word 2010

List of Quick Style sets; your list may include additional Quick Style sets

Document formatted with the Word 2010 Quick Style set (the default)

FIGURE J-2: New Quick Style set named QST Profiles applied to a document

A paragraph style applies formatting to a paragraph, which might be one or more lines of text A linked style applies formatting to text within a paragraph or to an entire paragraph depending on how text is selected A list style adds bullets or numbers to a series of paragraphs

A character style applies formatting to text within a paragraph; this character style includes blue and italic A table style applies formatting to a table grid and table text

Understanding the Normal style Text that you type into a blank document is formatted with the Normal style from the Word 2010 Quick Style set until you specify otherwise. By default, text formatted with the Normal style uses the 11-point Calibri font and is left-aligned, with a line spacing of 1.15

within a paragraph and 10 pt After Paragraph spacing. When you select a new Quick Style set, the styles associated with that Quick Style set are applied to the document.


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UNIT

J Word 2010

STEPS QUICK TIP Verify the Show Preview check box near the bottom of the Styles task pane does not have a check mark.

Modif ying Predefined St yles Word 2010 includes 13 predefined Quick Style sets that you can apply directly to text in your document. Each Quick Style set has styles associated with it. Frequently used styles include the Normal, Title, Heading 1, and Heading 2 styles. The Normal style is applied to body text. Heading 1, Heading 2, and so on to Heading 9 styles are applied to headings and subheadings. You can personalize your documents by modifying any style. Your colleague has written a profile of Alison Manning, a tour guide from the QST Sydney branch. You decide to modify the Normal style currently applied to all body text in the document. You also modify the Heading 1 style.

1. Start Word, open the file WD J-1.docx from the drive and folder where you store your Data Files, save the file as WD J-Profile of Alison Manning, then click the launcher in the Styles group to open the Styles task pane The Styles task pane lists all the styles in the Word 2010 Quick Style set and includes options for creating new styles, using the Style Inspector, and managing styles. The Title style is currently selected because the insertion point appears in the text “Alison Manning”, which is formatted with the Title style.

2. Right-click Normal in the Styles gallery, then click Modify The Modify Style dialog box opens, as shown in Figure J-3.

3. Click the Font list arrow in the Formatting area, scroll to and select Bell MT, click the Font Size list arrow, select 12 pt, then click OK The Modify Style dialog box closes, and all body text in the document is modified automatically to match the new settings for the Normal style. Text formatted with a style other than the Normal style, such as text formatted with the Heading 1 style, does not change.

4. Select the Early Life heading The Early Life heading is formatted with the Heading 1 style. You want to make formatting changes to the text formatted with the Heading 1 style. In addition to using the Modify Style dialog box, you can apply formatting to text formatted with a style and then update the style to match the new formatting.

5. Use the commands in the Font group to change the font to Bell MT and the font color to Olive Green, Accent 3, Darker 50% You made changes to the character formatting. You continue by making changes the paragraph formatting.

6. With the Early Life heading still selected, click the Line and Paragraph Spacing button again, then click in the Paragraph group, click Remove Space Before Paragraph, click Add Space After Paragraph in the paragraph 7. With the Early Life heading still selected, click the Shading list arrow group, then click Olive Green, Accent 3, Lighter 60% You have made several changes to the selected text. You can update the style associated with the selected text to include the formatting changes you made.

8. Right-click Heading 1 in the Styles gallery to open a menu as shown in Figure J-4, then click Update Heading 1 to Match Selection All three of the headings formatted with the Heading 1 style are updated to match the formatting options you applied to the Early Life heading. Notice that the Heading 1 style in the Styles gallery shows a preview of the formatting associated with that style.

9. Save the document You have used two methods to modify the formatting attached to a style. You can modify the style using the Modify Styles dialog box, or you can make changes to text associated with a style and then update the style to match the selected text. You can use either of these methods to update any predefined style and any style you create yourself. Word 232



FIGURE J-3: Modify Style dialog box

Name of selected style; changes made in this dialog box will be applied to this style

Word 2010

Formats currently associated with the Normal style Modifications you make to the Normal style apply to text formatted with the Normal style in this document only

Options for applying modifications made to this style

FIGURE J-4: Updating the Heading 1 style with new formats

Update Heading 1 to Match Selection selected

Heading 1 text with new formatting applied

Heading 1 text before Heading 1 style updated to match selection above

Show Preview check box not selected

Revealing style formatting Word includes two ways to quickly determine exactly what styles and formatting are applied to selected text. These methods are useful when you apply a style to text and not all the changes are made. To find out why, use the Style Inspector to open the Reveal Formatting task pane. To open the Style Inspector, click the text formatted with the style, then click the Style Inspector button at the bottom of the Styles task pane. The Style Inspector lists the styles applied to the selected text and indicates if any extra formats were applied that are not included in the style. For example,

another user could apply formatting such as bold and italic that is not included in the style. You can clear these formats by clicking one of the four buttons along the right side of the Style Inspector or by clicking Clear All to remove all extra formats. If you need to investigate even further, you can click the Reveal Formatting button at the bottom of the Style Inspector to open the Reveal Formatting task pane. The Reveal Formatting task pane lists exactly which formats are applied to the character, paragraph, and section of the selected text.


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UNIT

J Word 2010

STEPS

Creating Paragraph St yles Instead of using the predefined styles, you can create styles. A style you create can be based on an existing style or it can be based on no style. When you base a style on an existing style, all the formatting associated with the existing style is also associated with the new style you create, as well as any new formatting you apply to the new style. One type of style you can create is a paragraph style. A paragraph style is a combination of character and paragraph formats that you name and store as a set. You can create a paragraph style and then apply it to any paragraph. You decide to create a new paragraph style called Guide Name and apply it to the text formatted with the Title style, and then you create a new paragraph style called Guide Subtitle and apply it to two other headings in the document.

1. Select Alison Manning at the top of the document, then click the New Style button the bottom of the Styles task pane

at

The Create New Style from Formatting dialog box opens. You use this dialog box to enter a name for the new style, select a style type, and select the formatting options you want associated with the new style. QUICK TIP Any line of text followed by a hard return is considered a paragraph, even if the line consists of only one or two words.

2. Type Guide Name in the Name text box, press [Tab], then verify that Paragraph appears in the Style type list box The new style you are creating is based on the Title style because the Title style is applied to the currently selected text. When you create a new style, you can base it on the style applied to the selected text if a style has been applied to that text, another style by selecting a style in the Style based on list box, or no preset style. You want the new style to include the formatting associated with the Title style so you leave Title as the Style based on setting.

3. Select 22 pt, Bold, and the Olive Green, Accent 3, Darker 50% font color, click Format, click Border, click the Color list arrow, select Olive Green, Accent 3, Darker 50%, click the Width list arrow, click 3 pt, click the bottom of the Preview box to apply the updated border style, then click OK 4. Click OK, then move your mouse over “Guide Name” in the Styles task pane to show the settings associated with the Guide Name style, as shown in Figure J-5 The Guide Name style is applied to the text, “Alison Manning”. The Guide Name style appears in the Styles task pane and in the Styles gallery. The Title style is also still available.

5. Scroll to and select the heading Top Tours, click the New Style button task pane, then type Guide Subtitle in the Name text box

on the Styles

The Guide Subtitle style is based on the Normal style because the selected text is formatted with the Normal style.

6. Select 12 in the font size text box, type 13, select Bold, select Italic, then click OK 7. Select the heading Tour Schedule (you may need to scroll down), then click Guide Subtitle in the Styles task pane The new Guide Subtitle style is applied to two headings in the document. QUICK TIP You can also use the Format Painter to apply a style to text.

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8. Click the Show Preview check box at the bottom of the Styles task pane, then save the document The Styles task pane and the document appear, as shown in Figure J-6. With the Preview option active, you can quickly see the formatting associated with each of the predefined styles and the new styles you created.



FIGURE J-5: Formatting associated with Guide Name style

Formats associated with Guide Name style

Guide Name style applied to text

Word 2010

FIGURE J-6: Styles previewed in the Styles task pane

Preview of styles

Text formatted with the Guide Subtitle style

Show Preview check box selected


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UNIT

J Word 2010

STEPS

Creating Character and Linked St yles A character style includes character format settings—such as font, font size, bold, and italic—that you name and save as a style. You apply a character style to selected text within a paragraph. Any text in the paragraph that is not formatted with the character style is formatted with the currently applied paragraph style. A linked style includes both character formats and paragraph formats, just like a paragraph style. The difference is that you can apply a linked style to an entire paragraph or to selected text within a paragraph. Linked styles are therefore very versatile. You create a character style called Tours to apply to each tour name and a linked style called QST to apply to each instance of QST Sydney.

1. Select the text Natural Japan in the section below Top Tours, press and hold [Ctrl], then select the text Old Japan at the beginning of the next paragraph You use [Ctrl] to select all the text you wish to format with a new style.

2. Click the New Style button , type Tours in the Name text box, click the Style type list arrow, then select Character 3. Select these character formatting settings: the Bell MT font, 12 pt, Bold, Italic, and the Olive Green, Accent 3, Darker 50% font color, click OK, then click away from the text to deselect it The text you selected is formatted with the Tours character style. You can modify an existing character style in the same way you modify a paragraph style. You decide that you’d prefer the text to be formatted with a different color.

4. Select Natural Japan, change the font color to Blue, Accent 1, Darker 50%, right-click Tours in the Styles task pane to open the menu shown in Figure J-7, then click Update Tours to Match Selection Both of the phrases formatted with the Tours character style are updated. You can also create a linked style. QUICK TIP Mouse over the options in the Text Effects gallery and then use the ScreenTips to help you make the correct selection.

5. Scroll up and select QST Sydney in the paragraph below Tour Guide Career, click the Text in the Font group, then select the Gradient Fill – Orange, Accent 6, Effects list arrow Inner Shadow (last row, second column) 6. Right-click the selected text, point to Styles, then click Save Selection as a New Quick Style The Create New Style from Formatting dialog box opens.

7. Type QST as the style name, click Modify, click Format, click Border, click the bottom border in the Preview to add a thick green border line, then click OK In the Create New Style from Formatting dialog box, you see that the Linked (paragraph and character) style type is automatically assigned when you save a selection as a new Quick Style. The style you created includes character formatting (the text effect format) and paragraph formatting (the border line).

8. Click OK, click anywhere in the paragraph under Early Life, then click QST in the Styles task pane (you may need to scroll up the Styles task pane to view QST) The entire paragraph is formatted with the new QST style, as shown in Figure J-8. Notice that both the character formatting and the paragraph formatting associated with the QST linked style are applied to the paragraph, but that only the character formatting associated with the QST linked style is applied to selected text. You prefer to apply the style just to selected text within a paragraph.

9. Click the Undo button on the Quick Access toolbar, scroll to the paragraph below the Tours with QST heading, select QST Sydney in the paragraph, click QST in the Styles task pane, then save the document Word 236



FIGURE J-7: Updating the Tours character style

New font color applied to selected text

Update Tours to Match Selection option selected

Word 2010

FIGURE J-8: QST linked style applied to a paragraph and to selected text

The QST linked style formats text with character and paragraph formats when applied to an entire paragraph

Paragraph style Linked style can be applied to either selected text or a paragraph

The QST linked style formats text with character formats only when applied to selected text within a paragraph

Character style

Identifying paragraph, character, and linked styles Style types are identified in the Styles task pane by different symbols. . You Each paragraph style is marked with a paragraph symbol: can apply a paragraph style just by clicking in any paragraph or line of text and selecting the style. The most commonly used predefined paragraph style is the Normal style. Each character style is marked with a character symbol: . You apply a character style by clicking anywhere in a word or by selecting a phrase within a paragraph.

Predefined character styles include Emphasis, Strong, and Book Title. Each linked style is marked with both a paragraph symbol and a character symbol: . You can click anywhere in a paragraph to apply the linked style to the entire paragraph, or you can select text and then apply only the character formats associated with the linked style to the selected text. Predefined linked styles include Heading 1, Title, and Quote.


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UNIT

J Word 2010

STEPS

Creating Custom List and Table St yles A list style includes settings that format a series of paragraphs so they appear related in some way. For example, you can create a list style that adds bullet characters to a series of paragraphs or sequential numbers to a list of items. A table style includes formatting settings for both the table grid and the table text. You create a list style called Tour List with a special bullet character, and then you create a table style called Tour Schedule.

1. Click to the left of Natural Japan in the Top Tours section, click the New Style button at the bottom of the Styles task pane, type Tour List as the style name, click the Style type list arrow, then click List You can also click the Multilevel List button in the Paragraph group on the Home tab, and then click Define New List Style to open the Define New List Style dialog box and create a new style. QUICK TIP The Tour List list style does not appear in the Styles task pane because list styles are stored in the List Styles area of the Multilevel List gallery.

2. Click the Bullets button , click the Insert symbol button , click the Font list arrow, click Wingdings, select the contents of the Character code text box, type 81, click OK, click the Font color list arrow, click Blue, Accent 1, Darker 50%, compare the Create New Style from Formatting dialog box to Figure J-9, then click OK The Tour List style is applied to the text, and a blue plane symbol appears to the left of “Natural Japan”.

3. Click Old in the phrase “Old Japan”, click the Multilevel List button , move the mouse pointer over the style in the List Styles area and notice the ScreenTip reads Tour List, then click the Tour List style The bullet character is added, the text is indented, and the spacing above the paragraph is removed so that the two list items appear closer together. By default, Word removes spacing between paragraphs formatted with a list style, which is part of the List Paragraph style. When you create a list style, the List style type is based on the List Paragraph style.

4. Scroll down to view the table, click the table move handle near the upper-left corner on the Styles task pane, of the table to select the table, click the New Style button type Tour Schedule in the Name text box, click the Style type list arrow, then click Table The Create New Style from Formatting dialog box changes to show formatting options for a table.

5. Refer to Figure J-10, select the Bell MT font, the 12 pt font size, a border width of ½ pt, a border color of black (Automatic), and a fill color of Olive Green, Accent 3, Lighter 60%, then click the All Borders button 6. Click the Apply formatting to list arrow, click Header row, change the font color to white and the fill color to Olive Green, Accent 3, Darker 50%, click the Align button list arrow, click the Align Center button , then click OK The table is formatted with the new Tour Schedule table style, which includes a modified header row. QUICK TIP The Tour Schedule table style does not appear in the Styles task pane. Table styles are stored in the Table Styles gallery on the Table Tools Design tab.

7. Double-click the right edge of the table so all the text in each row fits on one line You want the table centered between the left and right margins of the page, and you want the centering format to be part of the Tour Schedule style.

8. Click the Table Tools Design tab, right-click the currently selected table style (far-left selection), click Modify Table Style, click Format in the lower-left corner of the dialog box, click Table Properties, click the Center button in the Alignment area, click OK, then click OK The center format is part of the table style. The table appears as shown in Figure J-11.

9. Click below the table to deselect it, then save the document Word 238



FIGURE J-9: Create New Style from Formatting dialog box

Bullets button

Font color list arrow

List formatting applied to 1st level only

Insert symbol button

Word 2010

Explanation of formats applied to Tour List style

FIGURE J-10: Table formatting selections

Bell MT font and 12 pt font size Border width list arrow ½ pt line weight and Automatic color

Apply Formatting to list arrow

Alignment list arrow All Borders and Olive Green, Accent 3, Lighter 60% fill color

FIGURE J-11: Tour List and Tour Schedule styles applied

Tour Schedule table style in the Table Tools Design tab

Tour List style Styles pane includes only character, paragraph, and linked styles

Tour Schedule style


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UNIT

J Word 2010

STEPS

Creating a Quick St yle Set Once you have formatted a document with a selection of styles that includes both new and existing styles, you can save all the styles as a new Quick Style set. You can then apply the Quick Style set to format other documents. You create a new Quick Style set called QST Profiles, and then apply it to another profile.

1. Press [Ctrl][Home] to move to the top of the document, then click the Change Styles button in the Styles group 2. Point to Style Set, then click Save as Quick Style Set The Save Quick Styles dialog box opens to the default location where Quick Style sets are saved.

3. Type QST Profiles in the File name text box in the Save Quick Style Set dialog box, then click Save 4. Click the Change Styles button, then point to Style Set The new QST Profiles Quick Style set appears in the list of Style Sets as shown in Figure J-12.

5. Point to Colors, move the mouse over the various color schemes to see how the document changes, click Black Tie, then save the document The color scheme has changed. You apply a new color scheme so the colors in that color scheme are available to you as you work on the document. You can apply the new QST Profiles Quick Style set to a new document.

6. Open the file WD J-2.docx from the drive and folder where you store your Data Files, save it as WD J-Profile of Pierre Lamont, then open the Styles task pane if it is not already open Pierre Lamont’s profile is currently formatted with the Formal Quick Style set, one of the 13 predefined style sets. The Title style is applied to “Pierre Lamont”, and the Heading 1 style is applied to the “Early Life”, “Tour Guide Career”, and “Tours with QST” headings.

7. Click the Change Styles button in the Styles group, point to Style Set, then click QST Profiles The QST Profiles Quick Style set is applied to the text in Pierre Lamont’s profile, and all the new styles you created in previous lessons, except the Tour List and Tour Schedule styles, are available in the Styles gallery and the Styles task pane. Notice that the Black Tie color scheme you applied to Alison Manning’s profile is not applied. Color schemes are not saved with a Quick Style set. You must reapply the color scheme.

8. Click the Change Styles button in the Styles group, point to Colors, then click Black Tie You need to apply the other styles associated with the QST Profile Quick Style set, including the Guide Name, Guide Subtitle, Tours, and QST styles. You will learn more about managing styles and apply the QST style, the Tour List style, and the Tour Schedule style in the next lesson.

9. Apply the Guide Name, Guide Subtitle, and Tours styles to the text as shown in Figure J-13 10. Save the document

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FIGURE J-12: QST Profiles Quick Style set

Word 2010

QST Profiles listed in the selection of Quick Style sets; your list may include other Quick Style sets

FIGURE J-13: Applying styles from the QST Profiles Quick Style set

Guide Name style applied to “Pierre Lamont”

Tours style applied to “Amazon Rainforest” and “Argentina Adventure”

Guide Subtitle style applied to “Top Tours” and “Tour Schedule”


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UNIT

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STEPS

Managing St yles You can manage styles in a variety of ways. For example, you can rename and delete styles, and you can use Find and Replace to find every instance of text formatted with one style and replace it with text formatted with another style. You can also copy styles from one document to another document. When you apply a Quick Style set to a document, all the list and table styles that you created are not automatically available. You need to copy list and table styles from one document to another document. You use Find and Replace to find each instance of QST Toronto and replace it with the same text formatted with the QST style. You then work in the Manage Styles dialog box to copy the Tour List and the Tour Schedule styles from Alison Manning’s profile to Pierre Lamont’s profile.

1. Move to the top of the document, click Replace in the Editing group, type QST Toronto in the Find what text box, press [Tab], then type QST Toronto in the Replace with dialog box 2. Click More, click Format, click Style, scroll to view both QST Char and QST in the Replace Style dialog box, click QST Char as shown in Figure J-14, click OK, click Replace All, click OK, then click Close Two versions of the QST style are listed in the Replace Style dialog box because the QST style is a linked style. The QST Char version of the QST linked style applies only the character formats associated with the QST style to the selected text.

3. Click the Manage Styles button at the bottom of the Styles task pane, then click Import/Export to open the Organizer dialog box You copy styles from the document shown in the left side of the Organizer dialog box to a new document that you open in the right side of the Organizer dialog box. The document in the left side is the source file because it contains the styles you want to copy. The document in the right side is the target file because it receives the styles you copy. By default, the target file is the Normal template.

4. Click Close File under the list box on the left, click Open File, then navigate to the drive and folder where you store your files You do not see any Word documents listed because, by default, Word lists only templates.

5. Click the All Word Templates list arrow, select All Word Documents, click WD J-Profile of Alison Manning.docx, then click Open The styles assigned to Alison Manning’s profile appear in the list box on the left side. This document contains the Tour List and Tour Schedule styles and is the source document. You need to select the target document.

QUICK TIP You can scroll the list of styles in the target file’s list box to verify that the Tour List and the Tour Schedule styles are listed.

TROUBLE If your name forces the text to a second line, make adjustments as needed so the contact information appears on two lines.

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6. Click Close File under the list box on the right, click Open File, navigate to the drive and folder where you store your files, show all Word documents, click WD J-Profile of Pierre Lamont.docx, then click Open 7. Scroll the list of styles in the Alison Manning Profile document (left side of the Organizer dialog box), click Tour List, press and hold [Ctrl], click Tour Schedule to select both styles (see Figure J-15), click Copy, then click Close to exit the Organizer dialog box 8. Select the two tour descriptions (from Amazon Rainforest to Argentina Adventure), in the Paragraph group, then click the Tour List style click the Multilevel List button shown under List Styles 9. Select the table, click the Table Tools Design tab, click the Tour Schedule table style, double-click the right edge of the table, enter your name where indicated below the table, click File, click Close, click Save, then close the Styles task pane The file WD J-Profile of Alison Manning is again the active document.



FIGURE J-14: Selecting a style in the Replace Style dialog box

The QST Char style selected

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FIGURE J-15: Managing styles using the Organizer dialog box

Copy button

Tour List and Tour Schedule selected Source file Target file

Renaming and deleting styles To rename a style, right-click it in the Styles gallery, click Rename, type a new name, then press [Enter]. To delete a style from the Styles gallery, right-click the style, then click Remove from Quick Style Gallery. The style is deleted from the Styles gallery, but it is not deleted from your computer. You need to work in the Manage Styles

dialog box to delete a style from your system. Click the Manage Styles button at the bottom of the Styles task pane, select the style to delete, click Delete, then click OK to close the Manage Styles dialog box.


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UNIT

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STEPS QUICK TIP Substitute your name for “Your Name” in the folder name.

Creating a Template A quick way to use all the styles contained in a document, including list and table styles, is to create a template. A template contains the basic structure of a document, including all the paragraph, character, linked, list, and table styles. You can create a template from an existing document, or you can create a template from scratch. Templates that you create are stored as user templates. To base a document on a user template, you click the File tab, click New to open Backstage view, click My templates in the Available Templates area, and then double-click the template you want to open. A new document that contains all the formats stored in the user template you selected opens. You can enter text into the document and then save it, just as you would any document. The original template is not modified. You create a new folder called Your Name Templates to store the templates you create in this unit, change the default location for user templates to the Your Name templates folder, save the Alison Manning profile as a user template, modify the template, and then open the template as a new document.

1. Click the Start button on the taskbar, click Computer, navigate to the drive and folder where you store your files, click New folder, type Your Name Templates as the folder name, then press [Enter] You want the Your Name Templates folder to be the default location for user templates. Then, when you save a document as a template, it is saved to the Your Name Templates folder by default.

2. Close Explorer, click the File tab, click Options, then click Advanced The Advanced option provides you with numerous ways to customize how you work with Word.

QUICK TIP You will not see these folders until you close and then open the Your Names Template folder.

TROUBLE If the plane bullet symbol appears when you delete text under Top Tours, click the Home tab, then click the Bullets button to deselect it and select the Normal style.

3. Scroll to the bottom of the dialog box, click File Locations, click User templates, click Modify, navigate to the Your Name Templates folder, click the Your Name Templates folder to select it, then click OK until you are returned to the document 4. Click the File tab, click Save As, click the Save as type list arrow, click Word Template (*.dotx), then double-click Your Name Templates in the list of folders to open the folder 5. Select the filename in the File name text box, type WD J-Profile Template, then click Save The file is saved as WD J-Profile Template.dotx to your default template location, which is the folder you called Your Name Templates. The .dotx filename extension identifies this file as a template file. Word automatically includes two additional folders in the Your Name Templates folder—the Document Themes and Live Content folders. You do not need to access the files in these folders.

6. Select Alison Manning at the top of the document, type [Enter Guide Name Here], enter the placeholder text as shown in Figure J-16 and be sure to leave the contact information at the bottom of the document as part of the template, click File, click Close, then click Save Now that you have created a template, you can use it to create a new document that contains all the styles and formatting you want.

7. Click the File tab, click New, then click My templates The Templates folder opens, and the template you saved is available.

8. Verify that WD J-Profile Template.dotx is selected, verify that the Document option button in the Create New section is selected, then click OK The template opens as a new document. You can enter text into this document and then save the document just as you would any document.

9. Select the text [Enter Guide Name Here], type Marion Keyes, type text in the table and resize the column widths as shown in Figure J-17, type your name where indicated, save the document as WD J-Profile of Marion Keyes to the drive and folder where you store your files, click File, then click Close Word 244



FIGURE J-16: Template text entered

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FIGURE J-17: Table text for the new guide profile

Default location for user templates By default, user templates are stored in the My templates folder. The path for this folder is: C:\Users\Administrator\AppData\Roaming\ Microsoft\Templates. Note that a different folder might appear for Administrator, depending on how your computer system is set up. If the default location where user templates are saved has been changed, you can change back to the default location by selecting the User Templates folder in the File Locations section of the Advanced Options in the Word Options dialog box and then

changing the location. The AppData folder is a hidden folder by default, so if you do not see the AppData folder, then use the Control Panel to change your folder settings to show hidden folders. You can also create templates to distribute to others. These templates are called workgroup templates. You navigate to and select the location of a workgroup template in the File Locations section of the Advanced Options in the Word Options dialog box in the same way you navigate to and select the location of a user template.


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STEPS

Revising and At taching a Template You can modify a template just as you would any Word document. All new documents you create from the modified template will use the new settings. All documents that you created before you modified the template are not changed unless you open the Templates and Add-ins dialog box and direct Word to update styles automatically. You modify the Guide Title style in the Profile Template and then attach the revised template to a profile for Marsha Renfrew. You then update the profiles for the other tour guides with the revised template and delete the QST Profiles style set.

1. Click the File tab, click Open, navigate to and open the Your Name Templates folder, click WD J-Profile Template.dotx, click Open, right-click Guide Name in the Styles gallery, click Modify, change the font to Arial Rounded MT Bold, change the font size to 18 pt, then click OK 2. Select Early Life, change the font to Arial Rounded MT Bold, open the Styles gallery, right-click Heading 1, then click Update Heading 1 to Match Selection You need to resave the QST Profiles Quick Style set so that the new settings are available to new documents.

3. Click the Change Styles button, point to Style Set, click Save As Quick Style Set, click QST Profiles.dotx, click Save, click Yes, click the File tab, click Close, then click Save 4. Open the file WD J-3.docx from the drive and folder where you store your Data Files, save the file as WD J-Profile of Marsha Renfrew, then apply the Black Tie color scheme and the QST Profiles style set Colors schemes and Quick Style sets are not saved with templates. You need to attach the Profile Template to Marsha’s profile so that you can apply all the new styles you created to the document. To do so you need to show the Developer tab.

5. Click the File tab, click Options, click Customize Ribbon, click the Developer check box in the list of Main Tabs as shown in Figure J-18, then click OK You use the Developer tab to work with advanced features such as form controls and templates.

6. Click the Developer tab on the Ribbon, click Document Template in the Templates group, click Attach, select WD J-Profile Template.dotx, click Open, click the Automatically update document styles check box, then click OK The Profile Template file is attached to Marsha Renfrew’s profile. Now you can apply the styles associated with the Profile Template to Marsha’s profile. TROUBLE Apply the Tour List style from the Multilevel List button, and apply the Tour Schedule style from the Table Tools Design tab.

QUICK TIP You delete the QST Profiles style set from the list of style sets so only the default style sets appear for the next user of your computer system.

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7. Click the Home tab, open the Styles task pane, apply styles as shown in Figure J-19, be sure your name is on the document, then save and close the document 8. Open the file WD J-Profile of Alison Manning.docx, click the Developer tab, click the Document Template button, click Attach, double-click WD J-Profile Template.dotx, click the Automatically update document styles check box to select it, click OK, enter your name where indicated, then save and close the document 9. Open the file WD J-Profile of Pierre Lamont.docx, attach WD J-Profile Template.dotx so Pierre Lamont’s profile updates automatically, save and close the document, open and update WD J-Profile of Marion Keyes.docx, then save and close it 10. Open a new blank document, click the Change Styles button in the Styles group, point to Style Set, click Save as Quick Style Set, click QST Profiles.dotx, press [Delete], click Yes, click Cancel, click the File tab, click Options, click Customize Ribbon, click the Developer check box to deselect it, click OK, exit Word, then submit all your files to your instructor Working with St yles and Templates


FIGURE J-18: Adding the Developer tab to the Ribbon

Customize Ribbon option selected

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Developer check box selected

FIGURE J-19: Marsha Renfrew profile formatted with styles

Use arrow keys to move the logo up so it appears above the border line

Guide Name style

Heading 1 style

QST style applied to QST London

Guide Subtitle style

Tour List style

Tours style Tours Schedule style


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Identify each of the items in Figure J-20. FIGURE J-20

4

3

2

1

Match each term with the statement that best describes it. 5. Quick Style set 6. Organizer dialog box 7. Template 8. Normal template 9. Character style

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a. A collection of character, paragraph, and linked styles that is named and available to all documents b. Character formats that you name and store as a set c. A file that contains the basic structure of a document in addition to selected styles; can be custom made d. A file that contains the styles available to a new document in Word e. Used to copy styles from a source document to a target document




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10. What is available in the Quick Style gallery? a. Themes associated with a Quick Style set c. Colors associated with a Quick Style set b. Styles associated with a Quick Style set d. The Developer tab 11. Which of the following definitions best describes a paragraph style? a. Format settings applied only to selected text within a paragraph b. Format settings applied to a table grid c. Format settings applied to the structure of a document d. Format settings applied to all the text in a paragraph 12. How do you modify a style? a. Double-click the style in the Styles task pane. b. Right-click the style in the Styles gallery, then click Revise. c. Right-click the style in the Styles gallery, then click Modify. d. Click the style in the Styles task pane, then click New Style. 13. Which dialog box do you use to copy styles from one document to another? a. Organizer dialog box c. Styles dialog box b. New Document dialog box d. Modify Styles dialog box 14. Which tab do you use to attach a template to an existing document? a. Insert c. Developer b. References d. Page

Skills Review 1. Modify predefined styles. a. Start Word, open the file WD J-4.docx from the drive and folder where you store your Data Files, save it as WD J-Puzzles_Shaped, then open the Styles task pane. b. Modify the Normal style by changing the font to Times New Roman and the font size to 12 pt. c. Select the Animal Puzzles heading, then change the font to Arial Black, the font size to 16 pt, and the font color to Purple, Accent 4, Darker 50%. d. Remove the Before paragraph spacing, add After paragraph spacing, then add a 3 pt border line below the text in Purple, Accent 4, Darker 50%. e. Update the Heading 1 style so that it uses the new formats. 2. Create paragraph styles. a. Select the text “Shaped Jigsaw Puzzles” at the top of the document. b. Create a new style called Puzzle Title with the Arial Black font, 20 pt, and a bottom border of 3 pt, Purple, Accent 4, Darker 50%. c. Select “Summary of New Products,” then create a new paragraph style called Summary that uses the Times New Roman font, 18 pt, and bold, and changes the font color to Purple, Accent 4, Darker 25%. d. Save the document. 3. Create character and linked styles. a. Create a new character style named Puzzle Theme that uses the Arial Black font, 12 pt, Italic, and the Purple, Accent 4, Darker 50% font color. b. Apply the Puzzle Theme style to “Elephant puzzle,” Whale puzzle,” “Italy puzzle,” and “Great Britain puzzle” in the body text. c. Select “Puzzlemania” in the first paragraph, apply the Gradient Fill - Purple, Accent 4, Reflection text effect, open the Create New Style from Formatting dialog box, name the style Company, and select the Linked style type, then apply a 3-pt dark purple bottom border line. d. Apply the Company style to paragraph 2 (Elephant puzzle), undo the application, then apply the Company style just to the text “Puzzlemania” in the last paragraph. e. Save the document.


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Skills Review (continued) 4. Create custom list and table styles. a. Click to the left of “Elephant puzzle”, then define a new list style called Puzzle List. (Hint: Click the Multilevel List button in the Paragraph group on the Home tab, then click Define New List Style.) b. Change the list style to Bullet, open the Symbol dialog box, verify the Wingdings character set is active, type 182 in the Character code text box, then change the symbol color to Purple, Accent 4, Darker 50%. c. Apply the Puzzle List style to each paragraph that describes a puzzle: Whale puzzle, Italy puzzle, and Great Britain puzzle. (Hint: You access the Puzzle List style by clicking the Multilevel List button.) d. Select the table at the bottom of the document, then create a new table style called Puzzle Table. e. Select Purple, Accent 4, Lighter 80% for the fill color, change the border style to ½ pt and the border color to Automatic, then apply All Borders to the table. f. Format the header row with bold, the White font color, the Purple, Accent 4, Darker 50% fill color, and Center alignment. g. From the Table Tools Layout tab, modify the table properties of the current table so the table is centered between the left and right margins of the page, then save the document. 5. Create a Quick Style set. a. Save the current style set as Puzzles, then view the Puzzles style set in the list of Quick Style sets. b. Change the color scheme to Angles, then save the document. c. Open the file WD J-5.docx from the drive and folder where you store your Data Files, then save it as WD J-Puzzles_3D. d. Apply the Puzzles Quick Style set to the document, then apply the Angles color scheme. e. Apply the Puzzle Title style to the title, then apply the Summary style to “Summary of New Products”. f. Apply the Puzzle Theme style to “Willow Tree puzzle”, “Tulips puzzle”, “Palazzo puzzle”, and “Chalet puzzle”, then save the document. 6. Manage styles. a. Position the insertion point at the beginning of the document, open the Replace dialog box, enter Puzzlemania in the Find what text box, then enter Puzzlemania in the Replace with dialog box. b. Open the More options area, select the Style option on the Format menu, select the Company Char style, then replace both instances of Puzzlemania with Puzzlemania formatted with the Company Char style. c. Open the Manage Styles dialog box from the Styles task pane, then click Import/Export to open the Organizer dialog box. d. Close the file in the left of the Organizer dialog box, then open the file WD J-Puzzles_Shaped.docx. Remember to navigate to the location where you save files and to change the Files of type to Word documents. e. Close the file in the right of the Organizer dialog box, then open the file WD J-Puzzles_3D.docx. f. Copy the Puzzle List and Puzzle Table styles from the WD J-Puzzles_Shaped document to the WD J-Puzzles_3D document, then close the Organizer dialog box and return to the document. g. In the file WD J-Puzzles_3D.docx, apply the Puzzle List style to each of the four puzzle descriptions. h. Select the table, use the Table Tools Design tab to apply the Puzzle Table style to the table, type your name where indicated at the end of the document, save the document, then close it. i. Close the Styles task pane.

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7. Create a template. a. In Windows Explorer, create a new folder called Your Name Skills Review in the drive and folder where you store your files. b. Change the file location for user templates to the new folder you named Your Name Skills Review. c. Save the current document (which should be WD J-Puzzles_Shaped) as a template called WD J-Puzzle Descriptions.dotx in the Your Name Skills Review folder. d. Select “Shaped Jigsaw Puzzles” at the top of the page, type [Enter Puzzle Category Here], then delete text and enter directions so the document appears as FIGURE J-21 shown in Figure J-21. (Hint: If new text is formatted with the Puzzle Theme or Company style, select the formatted text and click the Clear Formatting button in the Font group on the Home tab.) e. Save and close the template. f. Create a new document based on the WD J-Puzzle Descriptions template. g. Replace the title of the document with the text Brain Teaser Puzzles, save the document as WD J-Puzzles_Brain Teaser to the drive and folder where your store your files, then close it. 8. Revise and attach a template. a. Open the file WD J-Puzzle Descriptions.dotx template from the Your Name Skills Review folder, then modify the Heading 1 style so that the font is Comic Sans MS and bold. (Note: Be sure to open the template using the File and Open commands.) b. Modify the Puzzle Title style by changing the font to Comic Sans MS and applying bold. c. Resave the Puzzles Quick Style set. d. Save and close the template. e. Open the file WD J-6.docx from the drive and folder where your Data Files are located, save the file as WD J-Puzzles_Landscape, then select the Angles color scheme and apply the Puzzles Quick Style set. f. Show the Developer tab on the Ribbon, open the Templates and Add-ins dialog box, attach the WD J-Puzzle Descriptions.dotx template, click the Automatically update document styles check box, then click OK. g. Apply styles from the Puzzles Quick Style set that are associated with the WD J-Puzzle Descriptions template so that the WD J-Puzzles_Landscape document resembles the other documents you have formatted for this Skills Review (Hint: Remember to apply the Puzzle Title, Puzzle Theme, Summary, Puzzle List, and Puzzle Table styles, and to apply the Company style to all three instances of “Puzzlemania.” h. Enter your name where indicated, then save and close the document. i. Open the file WD J-Puzzles_3D.docx, attach the updated template, automatically update document styles, enter your name where indicated, then save and close the document. j. Update WD J-Puzzles_Shaped.docx and WD J-Puzzles_Brain Teaser with the modified template, enter your name where indicated, then save and close the documents. k. In a new blank document in Word, open the Save Quick Style Set dialog box, delete the Puzzles style set, then remove the Developer tab from the Ribbon and exit Word. l. Submit your files to your instructor.

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Independent Challenge 1 You are the office manager of Digital Learning, a company that creates learning materials for delivery over the Internet. The annual company fun run is coming soon, and you need to inform the employees about the date and time of the run. To save time, you have already typed the text of the memo with some formatting. Now you need to change some of the styles, create a new Quick Style set, then use it to format another memo. a. Start Word, open the file WD J-7.docx from the drive and folder where you store your Data Files, then save it as WD J-Memo_Fun Run. b. Modify styles as shown in Table J-1. TABLE J-1

style name

changes

Title

Berlin Sans FB font, 22-pt font size, Red, Accent 2, Darker 50%

Heading 1

Berlin Sans FB font, 14-pt font size, Red, Accent 2, Darker 25%

c. d. e. f.

Change the color scheme to Module. Save the style set as Events. Select Your Name in the message header, type your name, save the document, then close it. Open the file WD J-8.docx, save the document as WD J-Memo_Holiday, apply the Events Quick Style set, change the color scheme to Module, type your name where indicated, then save the document. g. Remove the Events Quick Style set from the list of Quick Style sets, close the file and exit Word, then submit the files to your instructor.

Independent Challenge 2 As the owner of Le Bistro, an upscale café in San Francisco, you need to create two menus—one for winter and one for summer. You have already created an unformatted version of the winter menu. Now you need to format text in the winter menu with styles, save the styles in a new Quick Style set called Menus, then use the Menus Quick Style set to format text in the summer version of the menu. You also need to work in the Organizer dialog box to copy the list and table styles you created for the Winter Menu to the summer version of the menu. a. Start Word, open the file WD J-9.docx from the drive and folder where you store your Data Files, then save it as WD J-Le Bistro Winter Menu. Apply the Waveform color scheme. b. Select the title (Le Bistro Winter Menu), apply these formats: Arial, 18 pt, bold, a font color of Blue, Accent 1, Darker 50%, and Center alignment, then create a new style called Menu Title based on these formats. (Hint: Right-click the formatted text, point to Styles, click Save Selection as a New Quick Style, type Menu Title, then click OK.) c. Select Appetizers, apply the formats Arial, 14 pt, bold, italic, a font color of Blue, Accent 1, Darker 25%, and a top and bottom border that has a 1 pt width with the same color as the text, then create a new paragraph style from the selection called Menu Category. d. Click to the left of Brie (the first appetizer), then create a new list style called Menu Item that includes a bullet character from Wingdings symbol 84 (a stylized snowflake) that is colored Blue, Accent 1, Darker 50%. e. Click the Multilevel List button, right-click the new Menu Item style in the List Styles area, click Modify, then in the Modify Style dialog box, click Format (bottom left), click Numbering, click More (bottom left), click the Add tab stop at: check box, select the contents of the text box, type 5.5, click OK, then click OK. f. Save the styles in a Quick Style set called Menus. g. Apply the Menu Category style to each of the remaining main headings: Soups and Salads, Entrees, Desserts, and Opening Times. h. Select the menu items in the Appetizers category, apply the Menu Item list style (remember to click the Multilevel List button), then apply the Menu Item list style to all the menu items in each category.

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i. Click anywhere in the table, then create a new table style called Bistro Times that fills the table cells with a light fill color of your choice and the header row with the corresponding dark fill color of your choice and the white font color, bold, and centering. j. Modify the Bistro Times table style so that the table is centered between the left and right margins of the page. k. Type your name where indicated at the bottom of the document, then save the document and keep it open. l. Open the file WD J-10.docx, save it as WD J-Le Bistro Summer Menu, then apply the Menus Quick Style set. m. Format the appropriate headings with the Menu Title and Menu Category styles. Note that the Menu Items list style and the Bistro Times table styles are not saved with the Menus Quick Style set. You need to copy them separately. n. Change the color scheme to the color scheme of your choice. You do not need to select the same color scheme you applied to the winter menu. o. Save the file, then open the Organizer dialog box from the Manage Styles dialog box. (Hint: Click Import/Export.) p. In the Organizer dialog box, make WD J-Le Bistro Winter Menu.docx the source file and WD J-Le Bistro Summer Menu.docx the target file. Remember to select All Word Documents as the file type when opening the files. q. Copy the Bistro Times table style and the Menu Item list style from the file WD J-Le Bistro Winter Menu.docx file to the WD J-Le Bistro Summer Menu.docx file, then close the Organizer dialog box. r. In the Summer menu document, apply the Menu Item list style to the first appetizer (Goat cheeses). s. Click the Multilevel List button, right-click the Menu Item style, click Modify, then change the bullet symbol for the Menu Item style to Wingdings 123 (a flower symbol). t. Apply the updated Menu Item list style to all the menu items, apply the Bistro Times table style to the table, type your name where indicated at the bottom of the document, then remove the Menus style from the list of style sets. Advanced Challenge Exercise ■ In the Winter menu document, modify the Menu Title style so that it includes the Britannic Bold font and 20-point font size. ■ Modify the Menu Category style so it includes the Gold, Accent 5, Darker 50% font color and a 11/2 point top and bottom border in the same color. ■ Modify the list style so that the bullet is diamond shape (character code 116) and Green, Accent 3, Darker 50%. ■ Modify the table style so that the colors use variations on the Gold, Accent 5 color. ■ Click text formatted with the Menu Category style, then change the name of the Menu Category style to Category. (Hint: Right-click the style name in the Styles gallery, click Rename, type the new name, then press [Enter].) u. Save the documents, submit all files to your instructor, then close all files.


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Independent Challenge 3 As a student in the business program at your local community college, you have volunteered to create a design for a bi-monthly class newsletter and another classmate has volunteered to write text for the first newsletter, which is to be distributed in October. First, you create a template for the newsletter, then you apply the template to the document containing the newsletter text. a. In Word, modify the default location for user templates so that they are saved in the folder you created previously named Your Name Templates. This folder should be in the drive and folder where you store your files. b. Open the file WD J-11.docx, save it as WD J-Newsletter Template.dotx to the Your Name Templates folder, then enter text and create styles as shown in Figure J-22. FIGURE J-22

Newsletter Heading paragraph style: Comic Sans MS, 16 pt, Bold, Right Alignment, 3 pt Bottom Border in Aqua, Accent 5, Darker 50%

Story Heading paragraph style: Comic Sans MS, 14 pt, Bold, shading in Aqua, Accent 5, Lighter 80%

Biz character style (applied to “Business Program”): Comic Sans MS, Bold, Italic, Aqua, Accent 5, Darker 50%

Story Text linked style: Arial, 12 pt.

c. Save the style set as Biz Program. d. Click to the left of the first [Story Heading], then create two columns from this point forward. (Hint: Click the Page Layout tab, click the Columns list arrow in the Page Setup group, click More Columns, then in the Columns dialog box, click two in the Presets section, click the Apply to list arrow, select This point forward, then click OK.) e. Type your name where indicated, then save and close the template. f. Start a new document based on the WD J-Newsletter Template, type October 2013 in place of [Newsletter Date], Class Projects in place of the first [Story Heading] and Upcoming Events in place of the next [Story Heading]. g. Save the document as WD J-Newsletter_October to the drive and folder where you store your files, then close the document. h. Open the file WD J-12.docx, save it as WD J-Newsletter_December, show the Developer tab on the Ribbon, attach the WD J-Newsletter Template.dotx to the document, apply the Biz Program Quick Style set, then apply styles and formatting where needed. Make sure you apply the Story Text style to all paragraphs of text that are not headings or the date. i. Use the Replace feature to find every instance of Business Program (except Business Program in the Newsletter Heading) and replace it with Business Program formatted with the Biz Char style. (Hint: Use the Find Next command not the Replace All command.) j. Apply the two-column format starting at the Class Projects heading. (Note: You need to apply the two-column format because options related to the structure of a document saved with a template are lost when you attach the template to an existing document.)

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Independent Challenge 3 (continued) k. Click at the end of the document (following your name), click the Page Layout tab, click Breaks, then click Continuous to balance the columns in the newsletter. l. Modify the Story Text style so that the font size is 10 pt, then resave the Biz Program Quick Style set. m. Save and close the document. n. Open the file WD J-Newsletter Template.dotx, reapply the Biz Program Quick Style set so that the Story Text style changes, then modify the Newsletter Heading style so the font size is 22 pt. o. Resave the Biz Program Quick Style set, then save and close the template. p. Open the file WD J-Newsletter_October.docx, attach the updated template, then save and close the document. q. Open the file WD J-Newsletter_ December.docx, then verify that the document is updated with the new style.

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Advanced Challenge Exercise ■ In the Class Projects section, select the list of dates and topics from November 15 to Security Issues, then convert the text to a table. (Hint: Click the Insert tab, click the Table list arrow, click Convert Text to Table, then click OK.) ■ With the table selected, create a table style called Projects. ■ Change the fill color for the entire table to Olive Green, Accent 3, Lighter 80. ■ Select Editor, open the Style Inspector, open the Reveal Formatting task pane, note the addition of Bold and 12 pt to the selected text as seen in the Reveal Formatting task pane Font area, click Clear All in the Style Inspector to remove this additional formatting, then close all open task panes. r. Save the document, delete the Biz Program Quick Style set, close the Developer tab, close the document and exit Word, then submit the files to your instructor.

Real Life Independent Challenge This Independent Challenge requires an Internet connection. From the Microsoft Office Templates Web site, you can access a variety of templates. You can import any template from the Web site directly into Word and then modify it for your own purposes. You decide to find and then modify a template for a business trip itinerary. a. Start Word, click the File tab, click New, scroll down as needed and click More categories in the Office.com Templates area, or click More templates if all the categories are already showing, explore some of the documents available, then click Itineraries. b. Select the template Business trip itinerary with meeting details, click Download, then save the document as WD J-Itinerary from Microsoft Office Templates.docx. c. View the three pages of the itinerary template, delete the text and the tables on the last two pages, and then delete any blank pages so your document consists of one page. d. Enter Your Company Name in place of Organization Name, then enter your name where indicated at the top of the second column in the itinerary table. e. Fill in the second column so it contains information related to a business trip of your choice. You can make up the details. Note that you will need to apply the Body character style (check the Styles task pane) to some of the entries so that every entry uses the Body style. f. Select a new color scheme for the document. (Note: You apply a new color scheme so that the colors in that color scheme are available to you as you work on the document.) g. Modify the Heading 1 style by changing the font, font size, and color. Add a border line. You determine the settings. h. Select Trip Description, check the name of the style that formats the text, then modify the style formatting so the text complements the formatting you created for Heading 1. i. Save and close the document, exit Word, then submit the file to your instructor.


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Visual Workshop Create a new document, then type the text and create the tables shown in Figure J-23. Do not include any formatting. Select the Metro color scheme, apply the Title style to the title, then modify it so that it appears as shown in Figure J-23. Note that all the colors are variations of the Metro color theme, Turquoise, Accent 4, and the font style for the headings is Lucida Handwriting. Apply the Heading 1 style to the names of the price lists, then modify them so that they appear as shown in Figure J-23. Modify the Normal style so the font size is 14 pt. Create a table style called Price List that formats each table as shown in Figure J-23, then modify the column widths. Save the file as WD J-Stress Free, type Prepared by Your Name centered under the tables, submit a copy to your instructor, then close the document.

FIGURE J-23

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UNIT

K Word 2010


Working with References Word includes a variety of features that you can use to create and edit academic papers and articles. For example, you can use the AutoCorrect feature to simplify the typing of

WD K-1.docx

technical terms, you can use the Footnotes and Endnotes features to insert footnotes and

WD K-2.docx

endnotes that provide additional information, and you can use the Translate feature to

WD K-3.docx WD K-4.docx WD K-5.docx

translate text written in another language. In addition, you can add and manage citations, generate a bibliography or a works cited list, and generate tables of figures and authorities.

WD K-6.docx

You can even build and edit mathematical equations for inclusion in scientific and

WD K-7.docx

technical papers.

WD K-8.docx

Travel (QST) in San Diego is to compile reference materials that provide participants with

WD K-9.docx

background information about tour destinations. You use the AutoCorrect feature to insert

One of your duties as a special projects assistant at Quest Specialty

text in an article for QST’s Renaissance Art Tour to Italy, and then you add references and a table of figures to the article. You also create equations for an article on the pricing of QST tours.

OBJECTIVES

Work with AutoCorrect Customize footnotes Use the Translate feature Work with citations Modify citations and manage sources Generate a bibliography Create a table of figures Work with equations


UNIT

K Word 2010

STEPS

Working with AutoCorrect The AutoCorrect feature is set up to automatically correct most typos and misspelled words. For example, if you type “teh” and press the Spacebar, the AutoCorrect feature inserts “the.” The AutoCorrect feature also inserts symbols when you type certain character combinations. For example, if you type (r), the ® symbol appears. You can modify the list of AutoCorrect options, and you can create your own AutoCorrect entries. These entries can be a word, a phrase, or even a paragraph. You set up AutoCorrect to automatically enter the text you specify when you type a certain sequence of characters. For example, you could specify that “San Francisco, California” be entered each time you time “sfc.” You are editing an article on the Renaissance artist Cellini, and you need to enter the term “Renaissance” in various places in the article. Since you know you will be working on several articles related to the Renaissance, you decide to create an AutoCorrect entry that will insert “Renaissance” each time you type “ren.” You also use AutoCorrect to insert symbols, view the AutoFormat settings, and delete an entry from the AutoCorrect list.

1. Start Word, open the file WD K-1.docx from the drive and folder where you store your Data Files, save the file as WD K-Artist Article, click the File tab, click Options (below Help), then click Proofing All the options related to how Word corrects and formats text appear in the Word Options dialog box.

2. Click AutoCorrect Options The AutoCorrect: English (U.S.) dialog box opens. By default the AutoCorrect tab is active.

3. Scroll through the AutoCorrect list to view the predefined pairs of symbols and words

TROUBLE If the insertion point is not blinking in the Replace text box, click the Replace text box to make it active.

QUICK TIP If you do not want an AutoCorrect entry to appear when you type its code, press [Backspace] after typing the code

TROUBLE If the Euro symbol does not appear, type 20AC, press and hold the [ALT] key, then press X.

Notice how many symbols you can create with simple keystrokes. The AutoCorrect list is used in all the programs in the Microsoft Office suite, which means that any word you add or delete from the AutoCorrect list in one program is also added or deleted from all other Office programs. On the AutoCorrect tab, you can create a new AutoCorrect entry.

4. Type ren in the Replace text box, press [TAB], type Renaissance as shown in Figure K-1, click Add, click OK, then click OK When you create an AutoCorrect entry, you need to enter an abbreviation that is not a real word. For example, you would not create an AutoCorrect entry for “Antarctic” from “ant” because every time you typed “ant,” the word “Antarctic” would appear whether you wanted it to or not.

5. Press [Ctrl][F] to open the Navigation pane, type rest of the world, click to the left of world in the document, type ren, then press [Spacebar] The word “Renaissance” is inserted.

6. Press [Ctrl][End] to move to the end of the document, scroll up to view the table above the picture, then click in the blank table cell below Cost in the second row 7. Type (e) to insert the symbol for the Euro currency, type 75.00, then use the AutoCorrect entry (e) to enter €85.00 in the blank cell of the third row as shown in Figure K-2 8. Click the File tab, click Options, click Proofing, then click AutoCorrect Options As a courtesy to others who might use the computer you are currently working on, you delete the “ren” Autocorrect entry. If you are the only user of your computer, you can leave the entry so it is available for future use.

9. Type ren in the Replace text box, click Delete, click Close, click OK, then save the document The “ren” AutoCorrect entry is deleted from Word and all other Office applications.

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Working with References


FIGURE K-1: Creating a new AutoCorrect entry

Word 2010

New AutoCorrect entry Scroll to see the list of AutoCorrect entries Click to add an entry

Select an entry, then click to delete it

FIGURE K-2: Completed tour costs

Symbol added automatically by AutoCorrect when (e) typed

Accessing AutoFormat options in the AutoCorrect dialog box Two tabs in the AutoCorrect dialog box relate to how Word formats text that you type. From the AutoFormat tab, you can view the list of formats that Word applies automatically to text. For example, if you type straight quotes ( " ), Word inserts smart quotes ( “ ).The AutoFormat As You Type tab shows some of the same options included in the AutoFormat tab along with some additional options, as shown in Figure K-3. Usually, you do not need to change the default options. However, if you do not want an option, you can click the check box next to the option to deselect it. For example, if you decide that you do not want Word to make an ordinal such as 1st into 1st, you can click the Ordinals (1st) with superscript check box to deselect it.

FIGURE K-3: Options available in the AutoFormat As You Type

dialog box


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UNIT

K Word 2010

STEPS

Customizing Footnotes You use footnotes or endnotes to provide additional information or to acknowledge sources for text in a document. Footnotes appear at the bottom of the page on which the footnote reference appears and endnotes appear at the end of the document. Every footnote and endnote consists of a note reference mark and the corresponding note text. When you add, delete, or move a note, any additional notes in the document are renumbered automatically. You can customize footnotes by changing the number format, by adding a custom mark, or by modifying the numbering sequence. The footnotes in the current document are numbered using the A, B, C style and set to restart on every page. You change the numbering style of the footnotes to the 1, 2, 3 style and set the footnotes to number consecutively starting from “1.” You then add a new footnote, and edit footnotes you inserted earlier.

1. Increase the zoom to 130%, scroll to the top of the document and notice as you scroll that the footnotes on each page start with “A,” click the References tab, click the launcher in the Footnotes group, click the Number format list arrow, then select the 1, 2, 3 number format 2. Click the Numbering list arrow, click Continuous, verify Whole document appears next to Apply changes to, compare the Footnote and Endnote dialog box to Figure K-4, then click Apply The footnotes are numbered continuously through the document starting at “1”.

3. Type rigorous training in the Search Document text box in the Navigation pane, click after training in the document, then close the Navigation pane The insertion point is positioned where you need to insert a new footnote.

4. Click the Insert Footnote button in the Footnotes group, type Artists began training at an early age. They first apprenticed with a master, as Cellini did at the age of fifteen., then scroll so you can see all three footnotes on the page Figure K-5 shows the footnote area with the newly inserted footnote (footnote 2). QUICK TIP You can also click the footnote text to move directly to the footnote.

5. Click in the line of text immediately above the footnote separator line, click the Next Footnote button in the Footnotes group to move to footnote 5, double-click 5 to move the insertion point to the footnote at the bottom of the page, click after the word Clement, press [Spacebar], type VII, then scroll up and click above the footnote separator 6. Press [Ctrl][G], click Footnote in the Go to what list, click in the Enter footnote number text box, type 1, click Go To, then click Close The insertion point moves to the footnote 1 reference mark in the document.

7. Press [Delete] two times to remove the footnote reference mark and its associated footnote text, then scroll down to see the newly labeled footnote 1 The original footnote reference mark 1 and its corresponding footnote are deleted, and the remaining footnote reference marks and their corresponding footnotes are renumbered starting with 1. By default, the Footnote Text style is applied to text in footnotes. You can also modify the appearance of the footnote text by changing the Footnote Text style.

8. Click anywhere in the footnote at the bottom of a page, right-click, then click Style The Style dialog box opens with Footnote Text already selected.

9. Click Modify, click the Format button at the lower left of the dialog box, click Paragraph, reduce the After spacing to 6 pt, click the Line spacing list arrow, click Single, click OK, click OK, click Apply, then save the document Text in all of the footnotes is now single spaced with 6 point After spacing. Word 260



FIGURE K-4: Footnote and Endnote dialog box

Number format list arrow

Numbering list arrow

Word 2010

Changes applied to the whole document

FIGURE K-5: Text for footnote 2

Insert Footnote button

Note reference mark for footnote 4 in the document

Footnote separator

Text for footnote 2 Text for footnotes 3 and 4

Zoom level set to 130%

Inserting endnotes Click the Insert Endnote button in the Footnotes group on the References tab to insert a note reference mark for an endnote. When you click the Insert Endnote button, the insertion point moves to the end of your document so that you can enter text for the endnote in

the same way you enter text for a footnote. You click above the endnote separator to return to the text of your document. You work in the Footnote and Endnote dialog box to modify options for endnotes.


Word 261


UNIT

K Word 2010

STEPS

Using the Translate Feature You can use the Translate feature on the Review tab to translate single words or short passages of text into another language or from another language into English. You can also access Web-based translation services from Word when you need to translate longer documents that require a high degree of accuracy. Finally, you can use the Mini Translator to provide instant translations into 22 languages of single words or phrases that you move the pointer over. Some of the text in the article is written in Italian. You use the Translate feature to translate the text from Italian to English, and then you experiment with the Mini Translator feature.

1. Press [Ctrl][Home] to move to the top of the document, press [Ctrl][F] to open the Navigation pane, type produce sculpture, then select the text from Cellini to adornamenti at the end of the sentence (do not include the opening parenthesis) 2. Click the Review tab, then click the Translate button in the Language group Three translation options are listed. TROUBLE You need to be connected to the Internet to work with the Translate feature.

3. Click Translate Selected Text to open the Research task pane, verify that Italian (Italy) appears in the From text box, then if necessary, click the To list arrow and click English (U.S.) A machine translation of the selected text appears in the Research task pane, as shown in Figure K-6. The translation is an approximation of the meaning and is not meant to be definitive.

4. Close the Navigation pane, then close the Research task pane 5. Click the word goldsmith in the line above the Italian quote, click the Translate button in the Language group, then click Choose Translation Language The Translation Language Options dialog box opens. You use this dialog box to set the options for translating the document or the options for the Mini Translator. You can also update the translation services available via a link in this dialog box.

6. Click the Translate To: list arrow in the Choose Mini Translator language area, select Italian (Italy), then click OK 7. Click the Translate button, then click Mini Translator [Italian (Italy)] to turn on this feature 8. Move the pointer over and then slightly above goldsmith to view the Online Bilingual Dictionary, then note that the Italian translation is “orefice” as shown in Figure K-7 9. Click the Translate button in the Language group, click Mini Translator to turn the feature off, then save the document

Word 262



FIGURE K-6: Translating text

Research task pane Translate button Language of selected text Selected text to be translated

Language to translate to

Translation of selected text from Italian to English

Word 2010

You can click Insert to copy the translation into the document FIGURE K-7: Using the Mini Translator

Translation of “goldsmith” into Italian

Online Bilingual Dictionary tools; use ScreenTips to identify tools

Exploring the Research task pane The Research task pane provides you with a variety of options for finding information. You can open the Research task pane from the Translate button, or you can open the Research task pane by clicking the Research button in the Proofing group on the Review tab. To find information about a specific topic, you enter keywords into the Search for text box, then click the list arrow to show the list of services. These services include dictionaries, thesauruses, and various Internet research Web sites. Figure K-8 shows the research sites that are available when “Italy” is entered in the Search text box and All Research Sites is selected. You can scroll through the list to find research sites that meet your needs.

FIGURE K-8: Options in the Research task pane


Word 263


UNIT

K Word 2010

STEPS

Working with Citations The Citations & Bibliography group on the References tab includes features to help you keep track of the resources you use to write research papers and articles, as well as any document that includes information you obtained from other sources, such as books and Web sites. During the course of your research, you can create a source by entering information, such as the author, title, and year of publication, into a preset form. Word provides preset forms for 17 source types. As you work on a research paper, you can then insert a citation for an existing source or for a new source that you create. A citation is a short reference, usually including the author and page number, that gives credit to the source of a quote or other information included in a document. Citations are based on information you entered in the source form and are used to generate the bibliography or works cited page. Over time, you can accumulate hundreds of reference sources. You can use the Manage Sources feature to help you organize your sources. You have already inserted some citations into the artist article. Now you need to add two new sources—one to a book and one to a conference proceeding. You also need to format a long quote and include a placeholder citation.

1. Press [Ctrl][F] to open the Navigation pane, type domestic security, click after the ending quotation mark in the document, click the References tab, then click the Insert Citation button in the Citations & Bibliography group A menu opens with a list of sources that have already been entered in the document. You can insert a citation to an existing source, or you can enter information to create a new source.

2. Click Add New Source, click the Type of Source list arrow in the Create Source dialog box, scroll the list to view the types of sources available, then select Book You enter information about the source in the Create Source dialog box. The fields provided in the preset form vary, depending on the type of source you selected.

3. Complete the form with the information shown in Figure K-9 4. Click the Show All Bibliography Fields check box to expand the Create Source dialog box You could enter more information about a source. The fields marked with a red asterisk are the recommended fields.

5. Click OK The citation (Wallace, 2011) appears following the text. The format of the citation, in this case (Author date), depends on which style, such as Chicago, MLA, or APA, you selected. The information in the citation is collected from its associated source form.

QUICK TIP You should format long quotes in a research paper with the Quote or Intense Quote style.

6. Search for the text sculptor’s art, click after the closing quotation mark, click the Insert Citation button, then click Add New Source 7. Click the Type of Source list arrow, select Conference Proceedings, complete the Create Source form with the information shown in Figure K-10, then click OK 8. Search for the text you should know, select the paragraph of text from “You should know...” to “...brief space of time.”(include the quotation marks), click the Home tab, click the More button in the Styles group to expand the Styles gallery, then select the Intense Quote style as shown in Figure K-11 9. Press [ ] once to deselect the quotation, click [ ] until the insertion point appears to the right of the quotation, click the References tab, click the Insert Citation button, click Add New Placeholder, click OK, then save the document The citation (Placeholder1) appears. When you are writing a research paper, you sometimes insert a placeholder to indicate where you will insert a citation later.

Word 264



FIGURE K-9: Entering a book source

Type of Source list arrow When you exit the dialog box, the name will appear as Wallace, W.A.

Word 2010

This code references the author’s initials and the year

FIGURE K-10: Entering a Conference Proceedings source

FIGURE K-11: Formatting a quote with the Intense Quote style

Intense Quote style selected

Preview of Intense Quote style


Word 265


UNIT

K Word 2010

STEPS

Modif ying Citations and Managing Sources You can modify the contents of a citation you have inserted in a document, edit the source of the citation, and format a citation for specific guidelines such as Chicago, MLA, or APA. When you create a new source, the source is added to a master list of sources that you can access each time you create a new document as long as you are working on the same computer. You change the citation style of the citations in the document, edit the citation content, and work in the Manage Sources dialog box to edit and delete sources.

1. Search for Stevens using the Navigation pane, click Stevens in the document, then close the Navigation pane 2. Scroll up slightly so you can see a portion of the picture, click the field selection handle to select the entire citation (the citation is shaded in blue when it is selected), click the Style list arrow in the Citations & Bibliography group to show the list of citation styles, then click MLA Sixth Edition as shown in Figure K-12 The year is removed and the citation includes only the name of the author.

3. Click the Citation Options list arrow, click Edit Citation, type 82 in the Pages text box as shown in Figure K-13, then click OK 4. Click the Style list arrow in the Citations & Bibliography group, click Chicago Fifteenth Edition, click the Citations Options list arrow, click Edit Citation, click the Year check box, then click OK The year is suppressed, and the citation includes only the author’s name and the page number of the reference, separated by a comma.

5. Click outside the citation to deselect it, open the Navigation pane, find the text space of time, click (Placeholder1), click the field selection handle to select the entire citation, press [Delete], click the Insert Citation button, then click Cellini, Benvenuto as shown in Figure K-14 6. Click the citation, click the Citation Options list arrow, click Edit Citation, type 324-325 for the pages, click the Year check box to select it, click OK, then click outside the citation to deselect it The citation changes to show the author name, a comma, and page numbers. The year is now suppressed in the citation.

7. Search for domestic security, edit the Wallace citation to add 123 as the page number and suppress the year, then search for sculptor’s art, and edit the Resnick citation to add 75 as the page number and suppress the year 8. Click Manage Sources in the Citations & Bibliography group In the Source Manager dialog box, you can view a master list of sources, browse to select a different master list, and copy sources either from the master list to your current document or vice versa. You can also choose how to view sources, edit a source, add a new source, delete a source, and find a source. You notice that the entry for John Stevens should be John Stephens.

9. Click the entry for Stevens in the Current list, click Edit, select Stevens, type Stephens, then click OK 10. Click Placeholder1 in the Current List, click Delete, click Close, then close the Navigation pane and save the document The placeholder entry is removed from the document and will not be included when you generate a bibliography in the next lesson. Word 266



FIGURE K-12: Changing the citation style

Style list arrow

Click the field selection handle to select the entire citation

Gallery of styles with MLA Sixth Edition selected

Citation

Word 2010

Citation Options list arrow; click to display a list of options for working with the citation

FIGURE K-13: Edit Citation dialog box

FIGURE K-14: Selecting an existing source


Word 267


UNIT

K Word 2010

STEPS

Generating a Bibliography Once you have finished your research paper, you can assemble all your sources on a separate page or pages at the end of your document. You can choose to create a works cited list or a standard bibliography. A works cited page lists only the works that are included in citations in your document. A bibliography lists all the sources you used to gather information for the document. You can also choose the format that meets your needs, such as APA, MLA, or Chicago. By default, the references are listed in alphabetical order by author. You create a bibliography for the paper, then experiment with different formats. Finally, you remove a source and update the bibliography.

1. Press [Ctrl][End] to move to the bottom of the document, then press [Ctrl][Enter] to insert a page break following the picture 2. Click the Bibliography button in the Citations & Bibliography group, click Bibliography, then scroll up to see the bibliography A field containing the bibliography is inserted. When you choose one of the built-in options, Word automatically inserts a title (Bibliography or Works Cited).

3. Change the view to 100%, click below the bibliography, then compare the bibliography to Figure K-15 The references are listed in alphabetical order by author, and the title of each work in the bibliography is italicized according to the Chicago style.

4. Click any entry to select the bibliography, click the Style list arrow in the Citations & Bibliography group on the References tab, then click MLA Sixth Edition In a few moments, the bibliography is formatted according to MLA guidelines. The titles are underlined instead of italicized. The citations are also formatted in the MLA style. When you change the style for the bibliography, the style for the citations is also changed. Figure K-16 shows how the same entry is formatted according to three of the most common styles: MLA, Chicago, and APA.

5. Click Manage Sources, then click the entry for Kren, Emil in the Current List A check mark does not appear next to Emil Kren’s name, indicating that his work was not cited in the article. However, you did use this source to gather information even though you did not cite it in the document. You leave the resource because you are generating a bibliography, which includes all documents you used to gather information.

6. Click the entry for Jolene Resnick, click Edit, select Resnick, type Reznick, click OK, click Yes, then click Close 7. Click the Bibliography field, click Update Citations and Bibliography on the tab at the top of the Bibliography field, then click below the bibliography and compare it to Figure K-17 The bibliography is formatted in the MLA style, and the Resnick entry is updated to reflect the corrected spelling of Reznick.


Word 268



FIGURE K-15: Bibliography formatted in the Chicago style

Word 2010

FIGURE K-16: Comparison of three common sourcing styles

FIGURE K-17: Updated bibliography using the MLA format


Word 269


UNIT

K Word 2010

STEPS

Creating a Table of Figures A table of figures lists all the figures with captions that are used in a document. A figure is any object such as a chart, a picture, an equation, a table, or an embedded object to which you can add a caption. When you insert a table of figures, a list of all the figures with captions is generated along with the page number on which each figure is found. Only figures accompanied by captions formatted with the Caption style are included in a table of figures. By default, captions are formatted with the Caption style. You edit the caption attached to one of the pictures in the current document, generate a table of figures on a new page, and customize the appearance of the table of figures.

1. Press [Ctrl][Home], click the picture of Florence on page 1, click Insert Caption in the Captions group, type a colon (:), press [Spacebar], type Classic View of Florence, click the Position list arrow, click Above selected item, then click OK You can modify the appearance of a figure caption by modifying its style.

QUICK TIP If your document includes a table of contents, the table of figures should be formatted using the same style as the table of contents, and it should appear after the table of contents.

QUICK TIP Drag the Hanging Indent marker to .5" on the ruler, then drag the First Line Indent marker to .5" on the ruler.

2. Select the text Figure 1: Classic View of Florence, click the Home tab, click the Line and in the Paragraph group, click Remove Space After Paragraph Spacing button Paragraph, right-click the selected text, point to Styles, click Update Caption to Match Selection, then scroll through the document to verify that spacing after each of the figure captions is reduced 3. Press [Ctrl][Home], press [Ctrl][Enter] to insert a new page break, press [Ctrl][Home] and click the Clear Formatting button in the Font group, type Table of Figures, apply bold, centering, and 24-point, press [Enter] following the text, then clear the formatting 4. Click the References tab, click the Insert Table of Figures button in the Captions group, click the Formats list arrow, click Formal, then click OK The table of figures is inserted. In addition to the Formal format, the Table of Figures style is applied to the table of figures by default. You can modify the Table of Figure style in the same way you modify other styles.

5. Display the ruler bar if it is not displayed, click to the left of the first entry in the table of figures (Figure 1), then drag each of the left indent markers on the ruler bar to the .5" mark and the right tab marker on the ruler bar to the 5.5" mark as shown in Figure K-18 6. Click the Home tab, click the launcher in the Styles group, scroll and point to TABLE OF FIGURES (the last selection) in the Styles task pane, click the list arrow, click Update Table of Figures to Match Selection, then close the Styles task pane The formatting of each entry in the table of figures is updated automatically to match the formatting applied to the first entry. When you make changes to the formatting of text in the table of figures, you need to update the style. If you do not update the style, your changes are lost when you update the table of figures.

TROUBLE If too much space appears between the paragraphs, click the Show/Hide ¶ button in the Paragraph group on the Home tab, and delete the extra paragraph mark.

7. Scroll to the Figure 2 caption in the document, select the caption, press [Delete], click the picture, press [Delete], then press [Delete] again to remove the extra blank line After deleting a figure, you need to update the figure numbers and then update the table of figures.

8. Scroll to the Figure 3 caption, select 3 in the figure caption (it will become highlighted in gray), click the References tab, click the Insert Caption button in the Captions group, click Numbering, click OK, then click Close The figure caption numbers are updated to reflect the deletion of Figure 2.

9. Press [Ctrl][Home], click in the table of figures, click Update Table in the Captions group, type your name in the footer, submit the file to your instructor, then save and close the document The table of figures now includes four figures as shown in Figure K-19. Note that the new formatting you applied is maintained because you updated the Table of Figures style. Word 270



FIGURE K-18: Modifying the left and right margins of Figure 1 entry

Drag the Right tab marker to 5.5"

Drag the Left indent markers to .5"

Word 2010

FIGURE K-19: Modified Table of Figures

Table of authorities A table of authorities lists all the cases, statutes, rules, and other legal references included in a legal document, along with the page on which each reference appears. To create a table of authorities, click the References tab, go to the first reference (called a citation) that you wish to include in the table of authorities, then click the Mark

Citation button in the Table of Authorities group. After you have marked all the citations in the legal document, click the Insert Table of Authorities button in the Table of Authorities group to build the table of authorities. Word organizes and then displays each citation you marked by category.


Word 271


UNIT

K Word 2010

Working with Equations You use the Equations feature to insert mathematical and scientific equations using commands on the Equation Tools Design tab. You can also create your own equations that use a wide range of math structures including fractions, radicals, and integrals. When you select a structure, Word inserts a placeholder that you can then populate with symbols, values, or even text. If you write an equation that you want to use again, you can save the equation and then access it from a custom equation gallery. You can also use the Math AutoCorrect feature to type math symbols instead of selecting them from a gallery. For example, if you type \inc, Word inserts Δ, which is the increment symbol. You have prepared a short paper that uses the microeconomics concept of elasticity to describe the result of raising the price of the Renaissance Art Tour from $2,400 to $3,000. The paper includes several equations to express the economics concepts. You need to create one equation from scratch and then edit another equation.

STEPS 1. Open the file WD K-2.docx from the drive and folder where you store your Data Files, save the file as WD K-Tour Price Increase, select the text [Equation 1 to be created] below the third paragraph, then press [Delete] 2. Click the Insert tab, then click Equation in the Symbols group The Equation Tools Design tab opens. This tab is divided into three groups: Tools, Symbols, and Structures. Table K-1 describes the content of each group.

3. Click the Fraction button in the Structures group to show a selection of fraction structures, click the first fraction structure in the top row, then increase the zoom to 140% Increasing the zoom helps you see the components of the equation.

4. Press [ ], then press [ ] to position the insertion point in the upper half of the fraction (the numerator) 5. Click the More button in the Symbols group to expand the Symbols gallery, click the Basic Math list arrow on the title bar, click Greek Letters, then click the Delta symbol (Δ) as shown in Figure K-20 You can select commonly used math symbols from eight galleries as follows: Basic Math, Greek Letters, LetterLike Symbols, Operators, Arrows, Negated Relations, Scripts, and Geometry. TROUBLE Follow Step 3 to insert the fraction structure each time; use the keyboard arrow keys to move to different parts of the equation. If your insertion point moves outside the equation, click in the equation again.

6. Type Q, press [ ] to move to the bottom half of the fraction (the denominator), type Q, press [ ], type an equal sign ( = ), then complete the equation as shown in Figure K-21, making sure to insert fraction structures as needed 7. Click anywhere in the next equation, be sure the Equation Tools Design tab is active, then click to the left of the top P in the first fraction The letter P looks like it is selected, and the insertion point flashes to the left of the letter P.

8. Click the dialog box launcher in the Tools group, click Math AutoCorrect, scroll the list to see all the choices available, click OK, click OK, type \inc, then press [Spacebar] The Δ symbol is inserted when you type \inc. You use the Math AutoCorrect list to identify the shortcut keys you can use to enter symbols you use frequently.

9. Enter your name where indicated in the footer, submit your file to your instructor, then save and close the document

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FIGURE K-20: Selecting a symbol

Click list arrow to select one of eight symbol galleries

Location of insertion point

Equation Options list arrow; click to display a list of options for working with the equation

Word 2010

Delta symbol selected from the Greek Letters gallery

FIGURE K-21: Completed Equation 1

TABLE K-1: Contents of the Equation Tools Design tab

group

description

Tools

• Use the Equation button to select a built-in equation • Select the equation style: Professional, Linear, or Normal Text to access the Equation Options dialog box where you can specify equation settings and access • Click the launcher the AutoCorrect list of symbols

Symbols

• Select commonly used mathematical symbols such as ( ± ) and ( ∞ ) • Click the More button

to show a gallery of symbols

• Click the list arrow in the gallery to select the group for which you would like to see symbols Structures

• Select common math structures, such as fractions and radicals • Click a structure button (such as the Fractions button) to select a specific format to insert in the equation for that structure


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Label the numbered items shown in Figure K-22. FIGURE K-22

5

4

1

3 2


Table of Figures Review Table of Authorities Footnote Bibliography Structures group Citation

a. b. c. d.

List of references included in a document, such as an essay or report Provides additional comments on information provided in the text Tab that includes the Translate feature Short reference, usually including the author and page number, that credits the source of a quote e. List of objects, such as charts and pictures, included in a document f. Location of fractions and radicals on the Equation Tools Design tab g. List of references included in a legal document

Select the best answer from the list of choices. 13. Which of the following selections in the Create Source dialog box do you select if you wish to enter information in a field not currently displayed? a. Show Fields b. Show All Bibliography Fields c. Tag name d. No selection; only the currently showing fields are available for data entry 14. Which of the following activities is not available in the Manage Sources dialog box? a. Copy a source to your document c. Change the source style b. Add a source d. Delete a source 15. From the Word Options dialog box, which option do you choose to work with the AutoCorrect feature? a. General c. Advanced b. Display d. Proofing Word 274



Skills Review


Word 2010

1. Work with AutoCorrect. a. Start Word, open the file WD K-3.docx from the drive and folder where you store your Data Files, then save the file as WD K-History Term Paper. b Open the Word Options dialog box, open Proofing, then open the AutoCorrect dialog box. c. Verify that the AutoCorrect tab is the active tab, type sc in the Replace text box, type Saint Cyr in the With text box, click Add, then exit all dialog boxes. d. Search for xx, use the AutoCorrect keystroke to replace xx with Saint Cyr, then adjust the spacing and punctuation as needed. (Hint: Select xx, type sc, and press [Spacebar] to enter the AutoCorrect text.) e. Repeat the process in Step d to replace xx in the next sentence, then check both inserts. f. Double-click to the left of your name in the document footer, type (c) to insert the copyright symbol, then replace the your name placeholder with your name. g. Delete the sc entry from the AutoCorrect Options dialog box. 2. Customize footnotes. a. Change the Number format of the footnotes to the 1, 2, 3 number format and select the Continuous option for footnote numbering. Apply the formatting to the whole document. b. Find the text “practical skills”, then position the insertion point following the period after the word “skills.” c. Insert a footnote with the following text: For example, training in textiles enabled girls to obtain employment in the factories. d. Edit footnote 1 so that In the eighteenth century, appears before “English girls” at the beginning of the footnote, then click above the separator line. e. Go to footnote reference mark 4 in the document text, then delete the footnote reference mark. f. Modify the style of the footnote text in the footnote area by changing the font size to 9 pt, the After spacing to 6 pt, and the line spacing to 1.5. g. Click above the separator line, then save the document. 3. Use the Translate feature. a. Find the text This French quote, then select the text from L’enseignement charitable... to ... à la vie extérieure at the end of the sentence (do not include the period). b. Use the Translate feature to view a translation of the selected text from French to English. c. Read the English translation, which is an approximate translation of the text. d. Close the Navigation pane and Research task pane, click the word “schools” in the second line of the next paragraph, then turn on and use the Mini Translator to view the French translation of school (école). e. Change the Mini Translator language to Spanish (International Sort), turn on the Mini Translator, then move the pointer over the word “schools” and note the Spanish translation to escuela. f. Turn off the Mini Translator, then save the document. 4. Work with citations. a. Find the text roles in society, insert a citation following the end quotation mark but before the period, select Add New Source, then enter information for a book in the Create Source dialog box as shown in Figure K-23. FIGURE K-23 b. Find the text L’enseignement, select the paragraph of French text (but not the citation), then apply the Quote style. c. Find the text popular education in England, then after the quotation mark and before the period, insert a new citation placeholder. d. Save the document.

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Skills Review (continued) 5. Modify citations and manage sources. a. Find the text roles in society, then edit the citation so that it suppresses the year and includes 28 as the page number. Remember to click the citation to show the Citation Options list arrow. b. Find the text household activities, then edit the citation so that it includes 93 as the page number. c. Change the style to Chicago Fifteenth Edition, then edit the citation to suppress the display of the year. d. Find the text Placeholder, select the Placeholder1 citation, then replace the placeholder with a citation using the Phyllis Stock source. e. Edit the citation so that it suppresses the year and displays page 70. f. Open the Source Manager dialog box, edit the entry for Wats so the name is Watts. g. Delete the Placeholder 1 entry, then close the dialog box. 6. Generate a bibliography. FIGURE K-24 a. Move to the bottom of the document, and insert a page break. b. Insert a bibliography, then scroll up to view it. c. Change the style of the citations and bibliography to MLA Sixth Edition. d. Open the Source Manager dialog box, then change the entry for Marsha Renfrew to Marion Renfrew. e. Change the style of the bibliography back to Chicago Fifteenth Edition, then update the bibliography. f. Enter your name where indicated in the document footer, save the document, submit a copy to your instructor, then close the document. The completed bibliography appears as shown in Figure K-24. 7. Create a table of figures. a. Open the file WD K-4.docx from the drive and folder where you store your Data Files, then save the file as WD K-Common Equations. b. Click the selection handle of the second equation, then insert a caption that uses Equation as the label option and is positioned above the equation. Center the caption if necessary. c. Select the caption for Equation 1, use the Mini toolbar to modify the caption so that the font color is Red, Accent 2, Darker 50%, then update the style to match the selected text. d. Go to the top of the document, insert a page break, type Table of Figures at the top of the document, and format it with bold, 18 point, and center alignment. e. Click below the title, clear the formatting, then insert a table of figures using the Distinctive format. f. Click to the left of the first entry in the table of figures (Equation 1) to select it, then use the ruler bar to set the left margin at 1" and the right tab at 6". g. Open the Styles task pane, update the Table of Figures style to match the selection, then close the Styles task pane. h. Go to Equation 3, then delete the Equation 3 caption and the equation, and the blank line. i. Select the 4 in Equation 4, then update the numbering of the captions. (Hint: You can right-click the caption number, then click Update Field.) FIGURE K-25 j. Update the table of figures so it appears as shown in Figure K-25, then save the document. 8. Work with equations. a. Go to the [Equation 1] placeholder, then replace it with an equation content control. b. Type A =, then select the pi symbol ∏ from the uppercase area of the Greek Letters gallery. Word 276



Skills Review (continued) c. Open the Scripts gallery in the Structures group. d. Select the first script structure, then type r in the large box, and 2 in the small box as shown in Figure K-26. e. Enter your name where indicated in the document footer, save the document, submit the file to your instructor, then close it.

FIGURE K-26


a. Start Word, open the file WD K-5.docx from the drive and folder where you store your Data Files, then save it as WD K-English Term Paper. b. Create an AutoCorrect entry that replaces ssh with Shakespeare, then search for each instance of xx and replace it with the ssh AutoCorrect entry. (Note: The document contains three instances of “xx.”) c. Go to the top of the document, find the text first instance of chivalric code, then add the footnote: Chivalry is associated with the ideals of honor and courtly love held by medieval knights. d. Find footnote A, change the date 200 A.D. to 400 A.D., then change the number format for all the footnotes to 1, 2, 3. FIGURE K-27 e. Find the text by his involvements, then insert a citation for a journal article to the right of the ending quotation mark and before the ending period in the MLA Sixth Edition style from a new source with the information shown in Figure K-27. (Note: You need to click the Show All Bibliography Fields check box to view text boxes for all the information required.) f. Edit the citation to add the page number 74. g. Find the text Placeholder1, then replace it with the Quinones citation that references page 84. h. Find the text Placeholder2, then replace it with a second Quinones citation that also references page 84. i. Find the text with real virtue, create the citation shown in Figure K-28, and insert it to the right FIGURE K-28 of the quotation mark and before the ending period, then edit the citation to include pages 126–127.

Word 2010

You have finished writing a paper about Prince Hal in Shakespeare’s play Henry IV: Part 1. Now you use the References features to add source information. You create a new AutoCorrect entry, insert and modify footnotes, add new citations, and then modify existing citations. You also work in the Source Manager dialog box to organize sources, and then you generate and modify a bibliography.

j. In the Source Manager dialog box, make the following changes: • Delete the two placeholders. • Edit the source for Shakespeare’s Tudor History by Tom Allenham so that the last name is McAlindon. • Create a new source for a book from the following information: Martha Danforth, Prince Hal, Mark One Publishing, Vancouver, 2012. k. At the end of the document after the last paragraph, insert a new page, and then generate a new bibliography using the MLA Sixth Edition style.


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Independent Challenge 1 (continued) Advanced Challenge Exercise ■ In the Source Manager dialog box, search for all entries that include the text Prince Hal. (Hint: Type the search phrase in the Search text box to see the entries.) ■ Edit the source for Martha Danforth so that the new title is An Analysis of Prince Hal, show all the Bibliography fields, then enter BC as the State/Province, Canada as the Country/Region, and 320 as the number of pages. (Note: You will need to scroll to see the Pages text box.) ■ Answer Yes to update both your master list and the current document with the revised source, then update the bibliography. l. Remove the ssh AutoCorrect entry from the AutoCorrect dialog box. m. Type your name where indicated in the footer, submit the file to your instructor, then save and close the document.

Independent Challenge 2 You decide to further explore using the Translate feature. You open a document containing a short message in English. You translate the passage from English into Spanish and then from Spanish into French, and then compare the result with the original English text to check the accuracy of the translation. a. Start Word, open the file WD K-6.docx from the drive and folder where you store your Data Files, then save it as WD K-Translation Practice. b. Select the English message (begins “We are delighted…”), then use the Translate Selected Text feature to translate the selected text to Spanish. c. Click in the table cell under English to Spanish, then click Insert in the Research task pane to insert the Spanish translation from the Research task pane into the English to Spanish cell in the table. d. Close the Research task pane, select the Spanish translation, then use the Translate feature to translate the selected text into French. e. Copy the translation in the Research task pane, and paste it into the table cell under Spanish to French. (Hint: Use the keyboard shortcuts [Ctrl][C] to copy and [Ctrl][V] to paste.) f. Close the Research task pane, select the French translation in the table cell, use the Translate feature to translate the selected text back into English, then insert the English translation from the Research task pane into the table cell under Spanish to French to English. g. Note how the meaning of the original English message has changed after two translations. h. Type your name where indicated in the footer, submit a copy to your instructor, save it, then close it.

Independent Challenge 3 You are helping a teacher to prepare a worksheet showing some of the equations related to circles and spheres for a high school geometry class. The teacher has already entered some of the formulas into Word. She asks you to use the Equation feature to add a new formula and then to create a table of figures to list the formulas used in the document. a. Start Word, open the file WD K-7.docx from the drive and folder where you store your Data Files, then save it as WD K-Geometry Equations. b. Increase the zoom to 150% so you can easily see the formula as you work, then click below the Volume of a Sphere heading and create the Volume of a Sphere equation as follows: • Click Equation on the Insert tab, then type V. • Type an equal sign ( = ). • Click the Fraction button in the Structures group in the Structures group, then select the first fraction style and highlight the top box. • Type 4, show the Basic Math symbols, then click the Pi ( π ) symbol. Word 278




c.

f.

Word 2010

d. e.

• Click the Script button in the Structures group, select the Superscript style (first selection), FIGURE K-29 then type an r in the large box and a 3 in the small box. • Highlight the bottom box in the fraction, type 3, then compare the completed formula to Figure K-29. Add captions centered above each of the three equations so that each caption includes the caption number followed by a colon and the name of the equation. For example, caption 1 should be EQUATION 1: PERIMETER OF A CIRCLE. (Hint: Select Equation as the label type, and then type a colon and the caption title in the Caption text box in the Caption dialog box. To center the caption, press [Ctrl][e] immediately after you insert the caption.) Modify the Caption style so that the font is 10 point and the font color is Rose, Accent 6, Darker 50%. Below the heading SAMPLE EQUATIONS… at the top of the document, insert a table of figures using the style of your choice, insert a page break, then update the table of figures. Modify the table of figures so that both the left and right sides are indented 1", then update the table of figures style. (Note: Update the Table of Figure style to match the selection in the Styles task pane.)

Advanced Challenge Exercise ■ Click the first equation on page 2 (Perimeter of a Circle), then click its selection handle. ■ From the Home tab, select the 16 point font size and the Rose, Accent 6, darker 50% font color. ■ Use the Format Painter to apply the same formatting to the other two equations in the document. ■ Click the third equation, click the selection handle, then change the equation to a Linear equation. (Hint: Click the Equation Options list arrow, then click Linear.) g. Type your name where indicated in the document footer, submit the file to your instructor, then save and close the document.

Real Life Independent Challenge The Internet is a vast storehouse of information. With just a few clicks and some keywords, you can find answers to just about any question. You have just started a job as a research assistant with Information Overload, a company in Tulsa, Oklahoma, that conducts research projects for local businesses. On your first day on the job, your supervisor asks you to demonstrate how you use the Internet to find answers to three questions he gives you. He then wants you to use the citation feature in Word to document each of the three Web sites you accessed to find the answers. a. Start Word, open the file WD K-8.docx from the drive and folder where you store your Data Files, then save it as WD K-Web Citations. b. Read the first question, then use your favorite search engine to find the information. c. Copy a portion of the information (a paragraph at most) from the Web site you chose, then paste it below question 1 in the Web Citations document. d. Select the copied text, clear the formatting and remove any hyperlinks (right-click the hyperlink, click Remove Hyperlink), then format the copied text with the Quote style. e. Set the citations and bibliography style to APA Fifth Edition, then immediately following the quotation, insert a citation based on a new source you create by entering information about the Web site you used as a source. (Hint: To enter the Web site address, switch to the Web site, select the Web site address, press [Ctrl][C], switch back to the Create Source dialog box, click in the URL text box, then press [Ctrl][V].) f. Repeat Steps b through e to find answers to the next two questions and to provide appropriate citations. Make sure you consult different Web sites to find the answers. g. At the end of the document, generate a bibliography. h. Enter your name where indicated in the footer, submit the file to your instructor, then save and close the document.


Word 279


Visual Workshop Open the file WD K-9.docx from the drive and folder where you store your Data Files, then save it as WD K-Popular Culture Bibliography. Open the Source Manager dialog box, then create a new entry using the information shown in Figure K-30. Generate the bibliography as shown in Figure K-31, then select the bibliography style (e.g., MLA Sixth Edition, APA Fifth Edition, Chicago Fifteenth Edition) so the format of the entries in the Figure K-31 matches the format of the entries in the bibliography you generated. Type your name where shown, submit the file to your instructor, then save and close the document.

FIGURE K-30

FIGURE K-31

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UNIT

L Word 2010

Files You Will Need: WD L-1.docx WD L-2.xlsx WD L-3.docx WD L-4.accdb WD L-5.docx WD L-6.docx WD L-7.xlsx WD L-8.docx WD L-9.accdb WD L-10.docx WD L-11.docx WD L-12.xlsx WD L-13.docx WD L-14.docx WD L-15.xlsx WD L-16.docx WD L-17.accdb WD L-18.xlsx WD L-19.docx WD L-20.accdb WD L-21.xlsx WD L-22.xlsx

OBJECTIVES

Integrating Word with Other Programs The Office suite includes several programs, each with its own unique purpose and characteristics. Sometimes information you want to include in a Word document is stored in files created with other Office programs, such as PowerPoint or Excel. For example, the report you are writing in Word might need to include a pie chart from a worksheet you created in Excel. You can embed information from other programs in a Word document, and you can create links between programs.

Ron Dawson in the Marketing Department at the

Quest Specialty Travel office in San Diego has started a report on how to market questspecialtytravel.com, QST’s home on the World Wide Web. He asks you to supplement the report with embedded objects from PowerPoint and Excel, with information contained in another Word file, and with data included in files he created in Excel and Access. He then needs you to merge an Access data source with the cover letter that he will send along with the report to all the QST branch managers.

Explore integration methods Embed an Excel worksheet Link an Excel chart Embed a PowerPoint slide Insert a Word file and hyperlinks Import a table from Access Manage document links Merge with an Access data source


UNIT

L Word 2010

DETAILS

Exploring Integration Methods You can integrate information created with other Office programs into a Word document in a variety of ways. Figure L-1 shows a five-page Word document containing shared information from PowerPoint, Excel, Access, and another Word document. The methods available for sharing information between programs include copy and paste, inserting files, object linking and embedding, and exporting Rich Text Format (.rtf) files from Access. Table L-1 describes each Office program and includes its associated file extension and icon. You review the various ways you can share information between programs.

You can share information in the following ways: • Copy and paste You use the Copy and Paste commands to copy information from one program (the source file) and paste it into another program (the destination file). You usually use the Copy and Paste commands when you need to copy a small amount of text.

• Insert a Word file You can use the Object/Text from File command on the Insert tab to insert the text from an entire file into a Word document. The file types you can insert into Word include Word documents (.docx) or templates (.dotx), documents from previous versions of Word (.doc or .dot), documents saved in Rich Text Format (.rtf), and documents saved in a Web page format, such as .mht or .htm.

• Object Linking and Embedding The ability to share information with other programs is called object linking and embedding (OLE). Two programs are involved in the OLE process. The source program is the program in which information is originally created, and the destination program is the program the information is copied to.

• Objects An object is self-contained information that can be in the form of text, spreadsheet data, graphics, charts, tables, or even sound and video clips. Objects are used to share information between programs. To insert an object, you use the Object command on the Insert tab. This command opens the Object dialog box where you can create an object from new or from an existing file. You can insert an object either as an embedded object or as a linked object.

• Embedded objects An embedded object is created either within a source program or within a destination program and then modified in the destination program using the tools of the source program. For example, you can create a PowerPoint slide in a Word document as an embedded object. Word is the destination program, and PowerPoint is the source program. To make changes to the PowerPoint slide, you double-click it, and the Ribbon associated with PowerPoint is activated. When you insert a file created in another program into a destination program, the file becomes an embedded object that you modify using the tools of the source program within the destination program.

• Linked objects A linked object is created in a source file, inserted in a destination file, and then linked to the source file. When you link an object, any changes you make to the data contained in the object in the source file are reflected in the destination file.

• Exporting tables and reports from Access You can export a table or a report from Access into Word using the Export command. This command produces a Rich Text Format (.rtf) file that you can open in Word and then modify using Word formatting tools. An Access table exported to an .rtf file and then opened in Word is the same as a Word table and can be formatted using Word table styles and other Word features. Word 282

Integrating Word with Other Programs


FIGURE L-1: Word document with shared information

Word 2010

PowerPoint slide created as an embedded object in Word

Excel worksheet created as an embedded object in Word

Excel pie chart inserted into Word as a linked object that uses the Destination theme; the linked chart in Word can be updated to reflect changes made to the chart in Excel

Word file inserted into the Word document with formatting and chart image intact

Access table copied from Access and then formatted using Word’s table tools

TABLE L-1: Common Office programs

icon

program

extension

purpose

Word

.docx

To create documents and share information in print, e-mail, and on the Web

Excel

.xlsx

To create, analyze, and share spreadsheets and to analyze data with charts, PivotTable dynamic views, and graphs

PowerPoint

.pptx

To organize, illustrate, and provide materials in an easy-to-understand graphics format for delivery in a presentation or over the Internet

Access

.accdb

To store, organize, and share database information


Word 283


UNIT

L Word 2010

STEPS

Embedding an Excel Worksheet An embedded object uses the features of another program such as Excel, but it is stored as part of the Word document. You embed an object, such as an Excel worksheet or a PowerPoint slide, in Word when you want to be able to edit the object using the source program commands but when you do not need changes made in the source file to be updated in the embedded Word object. You edit an embedded object directly in Word using commands on the Ribbon associated with the source program. The Online Marketing Report contains placeholder text and bookmarks to designate where you need to insert information created in other programs. Your first task is to embed an Excel worksheet.

1. Start Word, open the file WD L-1.docx from the drive and folder where you store your Data Files, save it as WD L-Online Marketing Report, then scroll through the report to note where you will insert content from other programs 2. Press [Ctrl][G] to open the Find and Replace dialog box with the Go To tab active, click Bookmark in the Go to what list, verify that “Customers” appears in the Enter bookmark name text box, click Go To, click Close, then press [Delete] to remove the placeholder text Excel Worksheet Here and position the insertion point on a blank line 3. Click the Insert tab, then click the Object button in the Text group The Object dialog box opens. You use the Object dialog box to create a new object using the commands of a program other than Word or to insert an object created in another program.

4. Click the Create from File tab, click the Browse button, navigate to the drive and folder where you store your Data Files, click WD L-2.xlsx, then click Insert The path to the file WD L-2.xlsx is shown in the File name text box. Because you want to create an embedded object, you leave the Link to file check box blank, as shown in Figure L-2.

5. Click OK, then double-click the embedded worksheet object The embedded object opens in an Excel object window, and the Excel Ribbon opens in place of the Word Ribbon. The title bar at the top of the window contains the Word filename, indicating that you are still working within a Word file.

6. Click cell B3, type 100, press [Enter], click cell B8, then click the Bold button Font group

in the

The total number of customers shown in cell B8 increases by 62, from 6398 to 6460. Because you did not select the link option when you embedded the Excel file into the Word document, changes you make to the embedded file are not reflected in the original Excel file.

7. Click the Page Layout tab, click the View check box under Gridlines in the Sheet Options group to deselect the check box, click Themes in the Themes group, then select Waveform You turned off the display of gridlines so that only borders show in the worksheet. Then, you formatted the embedded Excel file to match the formatting of the Word document. The completed worksheet object appears in Word as shown in Figure L-3. TROUBLE If text is on the same line as the Excel worksheet, click before “The” and press [Enter].

Word 284

8. Click to the right of the worksheet object to return to Word The Excel Ribbon closes and the Word Ribbon opens. You double-click the Excel object when you want to make changes to the data. You click the Excel object once when you want to select the object to change the position of the object within the Word document.

9. Click the worksheet object to select it, click the Home tab, click the Center button the Paragraph group, click below the worksheet object, then save the document

in



FIGURE L-2: Create from File tab in the Object dialog box

Click to create an object from new, then select the type of object to create

Click to browse to file location Leave the Link to file check box blank for embedded objects

The path to the Excel worksheet to be inserted in the Word document (your path will differ)

Word 2010

Description of what will be inserted

FIGURE L-3: Excel Worksheet embedded in Word document

Title bar verifies this is a Word window

View check box deselected so gridlines do not show

Excel Ribbon Edit made to cell B3 shown here but not in source document

Excel worksheet selected so Excel Ribbon is active Excel object window

Edit made to cell B8 shown here but not in source document


Word 285


UNIT

L Word 2010

STEPS

Linking an Excel Char t The Paste command on the Home tab provides several options for integrating data from a source file into a destination file. When you select one of the paste link options, you create a linked object. The data copied from the source file in one program is pasted as a link into the destination file in another program. If you make a change to the data in the source file, the data in the linked object that you copied to the destination file is updated. You copy a pie chart from Excel and paste it into the Word report as a linked object.

1. Press [Ctrl][G], click the Enter bookmark name list arrow, select Resources, click Go To, click Close, then delete the text Excel Pie Chart Here 2. Click the Start button on the taskbar, point to All Programs, click Microsoft Office, click Microsoft Excel 2010, open the file WD L-2.xlsx from the drive and folder where you store your Data Files, then save it as WD L-Online Marketing Data Notice that the values in cells B3 and B8, which you changed in the embedded Excel worksheet object in the previous lesson, have not changed. Two programs (Word and Excel) are currently open, as indicated by their program buttons on your taskbar. TROUBLE Be sure a border with sizing handles surrounds the pie chart and all its related components. If only one component is selected, click outside the chart area, then repeat Step 3.

TROUBLE If text is on the same line as the Excel chart, click before “Web” and press [Enter].

3. Click the Expenses tab at the bottom of the Excel worksheet, click any white area of the chart to select the pie chart and all its components, then click the Copy button in the Clipboard group 4. Click the Microsoft Word program button on the taskbar to return to Word, click the Paste button list arrow in the Clipboard group on the Home tab, then move your mouse over each of the Paste Options to read each ScreenTip and preview how the chart will be pasted into the document based on the selected option Some of the options retain the formatting of the source program, and some options adopt the formatting of the destination program. The source program is Excel, which is currently formatted with the Office 2010 theme. The destination program is Word, which is currently formatted with the Waveform theme.

5. Click the Use Destination Theme & Link Data button as shown in Figure L-4, then note that Web Site Ads account for 2% of the advertising expenses The chart is inserted using the destination theme, which is Waveform.

6. Click the Excel program button on the taskbar to return to Excel, click cell B2, type 9000, then press [Enter] The Web Site Ads slice increases to 9%.

TROUBLE If the pie chart did not update, click the chart, click the Chart Tools Design tab, then click Refresh Data in the Data group

7. Return to Word, then verify that the Web Site Ads slice has increased to 9% 8. Click the Chart Tools Format tab, click Size if necessary to show the Shape Height and Shape Width text boxes, select the contents of the Shape Width text box in the Size group, type 6, press [Enter], click the Home tab, click the Center button in the Paragraph group, click away from the pie chart object to deselect it, scroll up to view the Allocating Advertising Resources heading, compare the pie chart object to Figure L-5, then save the document 9. Switch to Excel, save and close the workbook, then exit Excel The WD L-Online Marketing Report in Word is again the active document.

Word 286



FIGURE L-4: Selecting a link paste option

Use Destination Theme & Link Data option selected

Be sure heading is on its own line under the chart

Word 2010

Pasted chart uses the Waveform theme currently applied to the Word document

FIGURE L-5: Linked pie chart updated in Word

Chart object resized and centered

Web Site Ads slice increased to 9%

Using the Object dialog box to create a linked file In addition to using the Paste options, you can create a linked object using the Object dialog box. Open the Object dialog box by clicking Object in the Text group on the Insert tab, and then click the Create from File tab. Click the Browse button, navigate to and then select the file you want to link, click the Link to file check box, then click OK. The active worksheet of the file you select is inserted in the destination file as a linked object.

You create a linked object using one of the options available on the Paste menu when you want to copy only a portion of a worksheet such as selected cells or a chart. You create a linked object using the Link to file check box in the Object dialog box when you want to insert the entire worksheet.


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UNIT

L Word 2010

STEPS

Embedding a PowerPoint Slide You can share information between Word and PowerPoint in a variety of ways. You can use the Paste Special command to insert a slide as a linked or an embedded object into a Word document. You can also use the Create New tab in the Object dialog box to create a PowerPoint slide as an embedded object in Word, and then use the tools on the PowerPoint Ribbon to modify the slide in Word. You plan to distribute the Online Marketing Report at a conference where you will also deliver a PowerPoint presentation. You create a new PowerPoint slide and embed it in the title page, then you use the tools on the PowerPoint Ribbon to format the embedded object.

1. Press [Ctrl]Home], then press [Ctrl][Enter] A new blank page appears. You want to embed a PowerPoint slide on the new blank page.

2. Press [Ctrl][Home], click the Insert tab, then click Object in the Text group The Object dialog box opens. The types of objects that you can create new in Word are listed in the Object type: list box.

3. Scroll down, select Microsoft PowerPoint Slide in the Object type: list box as shown in Figure L-6, then click OK A blank PowerPoint slide appears along with the PowerPoint Ribbon.

4. Click the Click to add title text box, type Marketing Online Report, click the Click to add subtitle text box, type www.questspecialtytravel.com, press [Enter], then type your name 5. Click the Design tab, click the More button in the Themes group to open the gallery of presentation designs, then scroll to and click Waveform as shown in Figure L-7 6. Click outside the slide, click the View tab, click One Page in the Zoom group, right-click the slide object, then click Format Object 7. Click the Size tab in the Format Object dialog box, select 100% in the Height text box in the Scale section, type 125, press [Tab], then click OK The slide object is increased to 125% of its default size.

QUICK TIP Scroll to page 2, click the body text to deselect the slide, then scroll to page 1 to view the slide with its border.

8. Click the Home tab, click the Borders list arrow in the Paragraph group, click Borders and Shading, click Box, click the width list arrow, click 1 pt, click OK, then click the Center button in the Paragraph group 9. Click away from the slide object to deselect it, return the Zoom to 100%, then save the document The embedded PowerPoint slide appears in a Word document, as shown in Figure L-8.

Creating a PowerPoint presentation from a Word outline When you create a PowerPoint presentation from a Word outline, the Word document is the source file and the PowerPoint document is the destination file. Text formatted with heading styles in the Word source file are converted to PowerPoint headings in the PowerPoint destination file. For example, each line of text formatted with the Heading 1 style becomes its own slide. To create a PowerPoint presentation from a Word outline, create and then save the outline in

Word 288

Word, close the document, then launch PowerPoint. In PowerPoint, click the New Slide list arrow, click Slides from Outline, navigate to the location where you stored the Word document, then doubleclick the filename. The Word outline is converted to a PowerPoint presentation, which you can modify in the same way you modify any PowerPoint presentation. Any changes you make to the presentation in PowerPoint are not reflected in the original Word document.



FIGURE L-6: Create New tab in Object dialog box

Microsoft PowerPoint Slide selected

Word 2010

FIGURE L-7: Waveform presentation design selected

Word title bar Waveform theme; its position in your gallery might differ; use ScreenTips to locate theme

PowerPoint Ribbon

PowerPoint slide object embedded in Word

FIGURE L-8: Completed embedded PowerPoint slide object in Word

Word Ribbon

PowerPoint Waveform design applied to embedded PowerPoint slide


Word 289


UNIT

L Word 2010

STEPS

Inser ting a Word File and Hyperlinks When you want to include the content of an entire Word document in another Word document, you use the Text from File Insert command to insert the entire Word file. When you insert an entire file into a document, the formatting applied to the destination file is also applied to the content you insert. The inserted file becomes part of the Word document, similar to an embedded object, and you cannot return to the original document from the inserted file. After inserting a file into a Word document and as a result expanding the document length, you can help readers navigate the content of a document quickly by creating hyperlinks from text in one part of the document to text in another location in the document. You insert a Word file, then you create hyperlinks and add ScreenTips to the hyperlinks.

1. Press [Ctrl][G], select the Research bookmark, click Go To, click Close, delete the text Word File Here, then be sure the insertion point is on a blank line 2. Click the Insert tab, click the Object list arrow in the Text group, then click Text from File 3. Navigate to the drive and folder where you store your Data Files, click WD L-3.docx, then click Insert The content of the file WD L-3.docx file appears in your current document and is formatted with the Waveform theme. If you make changes to the text you inserted in this destination file, the changes will not be reflected in the file WD L-3.docx source file.

4. Scroll up, select the title Market Research Methods (including the bottom border), press [Delete], select the Demographics heading, click the Home tab, click the More button in the Styles group to show the Style gallery, click the Heading 3 style, then apply the Heading 3 style to the Webographics and Psychographics headings 5. Scroll up to the Web Marketing Strategies heading on page 3, select demographic in the third line of the paragraph, click the Insert tab, then click the Hyperlink button in the Links section In the Insert Hyperlink dialog box, you can create a link to another file, to a Web page, or to a place in the current document. You can also create a link that creates a new document and a link that opens an e-mail client.

6. Click Place in This Document A list of all the places within a document you can create a hyperlink to appears in the Insert Hyperlink dialog box. The list includes all the headings and subheadings that are formatted with styles and the bookmarks already included in the document.

7. Click Demographics as shown in Figure L-9, click ScreenTip, type Click here to move to information about demographics. as shown in Figure L-10, click OK, then click OK The text demographic appears blue and underlined to indicate it is a hyperlink.

8. Repeat Steps 5 through 7 to select and then create hyperlinks for the text webographic and psychographic, changing the ScreenTip as required so it matches its corresponding heading 9. Move the pointer over psychographic to show the ScreenTip as shown in Figure L-11, press Ctrl+Click as directed to move to the section on Psychographics, then save the document

Word 290



FIGURE L-9: Insert Hyperlink dialog box

Demographics selected Click to create a ScreenTip for a hyperlink Place in This Document

Word 2010

List of places in this document that you can create a hyperlink to

FIGURE L-10: Entering text for a ScreenTip

FIGURE L-11: Viewing a ScreenTip


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UNIT

L Word 2010

STEPS

Impor ting a Table from Access You can share information between Access and Word in a variety of ways. The most common method is to export an Access table or report to a Rich Text Format (.rtf) file. You can then open the .rtf file in Word and use Word’s table features to format it just as you would format any table. You have already created an Access database that contains information related to online survey results. You open the Access database and export the table containing the survey results to an .rtf file that you then open in Word. Next you copy the Word table into the Marketing Online Report and then format the table with a built-in table style.

1. Press [Ctrl][G], select and go to the Survey bookmark, delete Access Table Here, be sure the insertion point is on a blank line, click the Start button on the taskbar, point to All Programs, scroll to and click Microsoft Office, then click Microsoft Access 2010 2. In Access, click Open, navigate to the drive and folder where you store your Data Files, double-click WD L-4.accdb, then click Enable Content if prompted The database file opens in Microsoft Access.

3. Click Online Survey : Table, click the External Data tab, then click the More button in the Export group as shown in Figure L-12 4. Click Word The Export – RTF File dialog box opens, as shown in Figure L-13. You use this dialog box to designate where you will save the exported file. You can also select options for exporting the file. When you are exporting to Word, only the second option is available.

5. Click Browse, navigate to the drive and folder where you save your files, change the filename to WD L-Online Survey.rtf, click Save, click the Open the destination file after the export operation is complete check box to select it, then click OK The .rtf file opens in a Word window.

6. Click the table move handle in the upper-left corner of the table to select the entire table, click the Copy button in the Clipboard group on the Home tab, show the Online Marketing Report document, then click the Paste button in the Clipboard group on the Home tab The Word table is copied into your Word document. The Word table is just that—a Word table; it is not an embedded object or a linked object. QUICK TIP You deselected Banded Columns so only rows contain shading.

TROUBLE Be sure the entire table is still selected when you complete this step.

7. Select the entire table again, click the Table Tools Design tab, click the Banded Columns check box in the Table Style Options group to deselect it, click the More button in the Table Styles group to view the table styles available, then select the Light Grid – Accent 3 (light green) table style 8. Double-click the column divider between Location and Access, click the Home tab, click the Center button in the Paragraph group, click away from the table to deselect it, save your document, submit the file to your instructor, then close it The formatted table appears as shown in Figure L-14.

9. Show the WD L-Online Survey.rtf document, close the document without saving it, switch to Access, click Close if the Export – RTF File dialog box is open, then exit Access You don’t need to save the WD L-Online Survey.rtf file because you’ve already copied the table. Word 292



FIGURE L-12: Options from the More button in the Export group

More button

Word 2010

FIGURE L-13: Export – RTF file dialog box

Filename of the Access table you are exporting; you can change the filename

Location the file will be exported to; your path will differ

Export options; only the bold option is available for the file to be exported

Click to change the save location

FIGURE L-14: Table originally created in Access, then copied to and formatted in Word


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UNIT

L Word 2010

STEPS

Managing Document Links When you create a document that contains linked objects, you must include all source files when you copy the document to a new location or when you e-mail the document to a colleague. If you do not include source files, you (or your colleague) will receive error messages when trying to open the destination file. If you do not want to include source files when you move or e-mail a document containing links, then you should break the links before moving or e-mailing the document. After you break the links, the Update Links command cannot be used to update information in your destination file. Any changes you make to the source files after you break the links will not be reflected in the destination file. The objects in the destination file will appear as they do at the time the links are broken. You need to distribute the Word report to all QST branch managers. You keep a copy of the original report with the links intact, and then you save the report with a new name and break the links. You also view the entire report in Reading Layout view.

1. Open the document WD L-Online Marketing Report, then save it as WD L-Online Marketing Report_Managers You do not want to send along the source file for the Excel pie chart, so you break the link that was created when you copied the pie chart from Excel and pasted it into the Word report.

2. Click the File tab, then click Edit Links to Files in the Related Documents section of the Properties pane The Links dialog box opens, as shown in Figure L-15. You can use the Links dialog box to update links, open source files, change source files, and break existing links. Notice that only one source file is listed in the Links dialog box—the Excel file called WD L-Online Marketing Data.xlsx.

3. With the Excel file selected, click Break Link A message appears asking if you are sure you want to break the selected link.

4. Click Yes, click OK to exit the Links dialog box, then click the Home tab The link between the Excel source file and the pie chart in the Word destination file is broken. Now if you make a change to the pie chart in the Excel source file, the pie chart in Word will not change.

5. Scroll to the Suggested Advertising Expenses pie chart on page 3, then click the pie chart The Word Ribbon is still active, and the Chart Tools contextual tabs are available. When you broke the link to the source file, Word converted the pie chart from a linked object to a chart object. You can use commands on the Design, Layout, and Format tabs to modify the chart object, but you cannot change the content of the pie chart.

TROUBLE What you see on your screen may differ. Remember, Full Screen Reading view shows the document so it is easy to read on the screen. Do not be concerned about page breaks or large areas of white space in this view.

Word 294

6. Click the Chart Tools Design tab, click the More button in the Chart Styles group to show the Chart Styles gallery, then click Style 29 (fourth row, fifth column) 7. Click away from the chart, press [Ctrl][Home], click the View tab, click the Full Screen Reading button in the Document Views group to open the document in reading mode, then click the Next Screen button to view the report In reading mode, you can comfortably read the document text and scroll from screen to screen using the Next Screen and Previous Screen buttons. As you scroll through the report in reading mode, you notice that page breaks appear in different places and that some parts of the graphics are cut off.

8. Click View Options in the upper-right corner of the screen, then note the options available for working in reading mode as shown in Figure L-16 9. Click Close in the upper-right corner of the screen, save the document, submit a copy to your instructor, then close the document



FIGURE L-15: Links dialog box

Options for working with files

List of all files linked to the source file appears here

Click to break link between the source file and the selected file

Name of selected file

Word 2010

Path to selected file; your path will differ

Click to open the Links dialog box

FIGURE L-16: Reading mode options

Click to view reading mode options

Navigation buttons for moving from screen to screen in reading mode

Options for working in reading mode

Click to move to the next screen

Click to move to the previous screen


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UNIT

L Word 2010

STEPS

Merging with an Access Data Source Many businesses store the names and addresses of contacts, employees, and customers in an Access database. You can merge information contained in an Access database with a letter, a sheet of labels, or any merge document that you’ve created in Word. The data you merge with the destination file is the data source. When you use an existing database as your data source, you save time because you do not need to create a new data source. You need to mail a printed copy of the Online Marketing Report to all QST branch managers. First, you edit a cover letter to accompany the report, and then you merge the letter with the names and addresses of the QST branch managers that are stored in an Access database.

1. Open the file WD L-5.docx from the drive and folder where you store your Data Files, save it as WD L-Online Marketing Cover Letter, replace “Current Date” with today’s date, scroll down, then type your name in the complimentary closing 2. Click the Mailings tab, click Select Recipients in the Start Mail Merge group, click Use Existing List, navigate to the drive and folder where you store your Data Files, click WD L-4.accdb, then click Open 3. Verify that Branch Managers is selected, then click OK TROUBLE

Most of the buttons on the Mailings tab are now active.

Press [Enter] after if the text immediately follows the closing chevron.

4. Delete the word Address near the top of the letter, be sure the insertion point is on a blank line, click the Address Block button in the Write & Insert Fields group, click the Always include the country/region in the address option button as shown in Figure L-17, then click OK

TROUBLE

5. Delete the word Greeting, be sure the insertion point is on a blank line, click the Greeting Line button in the Write & Insert Fields group, click the list arrow next to Mr. Randall, scroll down and click Joshua, then click OK 6. Scroll to the last paragraph, click to the left of Please, click the Insert Merge Field button in the Write & Insert Fields group, click FirstName, click Insert, click Close, type a comma ( , ), press [Spacebar], then change Please to please 7. Click the Preview Results button in the Preview Results group, select the text in the address block from “Ms. Marilyn Clancy” to “United States,” click the Home tab, click the Line in the Paragraph group, click Remove Space After and Paragraph Spacing button Paragraph, press the right arrow, then press [Enter] to move the greeting line down

Press [Enter] after if the text immediately follows the closing chevron.

The field is inserted in the letter.

Sometimes you need to adjust spacing when you view the results of a merge.

8. Click the Mailings tab, then click the Next Record button until you have previewed all seven records

in the Preview Results group

You’ve successfully merged the cover letter with the names and addresses of the branch managers. Now you can save just a selection of the letters.

9. Click the Finish & Merge button in the Finish group, click Edit Individual Documents, click the From option button, enter 5 and 6, click OK, click the View tab, click Two Pages, compare the letters to Figure L-18, save the document as WD L-Online Marketing Cover Letter_Merged, then close it 10. Save the main document, submit all files to your instructor, close the file, then exit Word Word 296



FIGURE L-17: Insert Address Block dialog box

Click to preview next address Format used to display recipient name

Preview of address block

Word 2010

Option to always include the country/ region selected

FIGURE L-18: Merged cover letters in Two Pages view

Opening a merge document When you open the WD L-Online Marketing Cover Letter document, you will see a warning telling you that opening the document will run the SQL command: SELECT*FROM ‘Branch Managers’. This warning means that Word will look for the list of recipients in the Branch Managers table in a database file. Click Yes. If the database is stored on your computer, the correct recipient list will be matched

to the document. If the database is not stored in the location expected by Word, then you will need to navigate to the location where the database is stored and select it. If the database is not available, you will receive an error message and will not be able to complete the merge.


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Practice


Concepts Review

Refer to Figure L-19 to answer the questions that follow. FIGURE L-19 a e b d

c

1. 2. 3. 4. 5.

Which element do you click to create an Excel worksheet or PowerPoint slide directly in Word? Which element describes the action being taken? Which element points to the name of the file that will be inserted? Which element do you click to link the inserted file to its source program? Which element do you click to find the file you want to insert?

Match each term with the statement that best describes it. 6. 7. 8. 9. 10.

OLE Object Destination theme Embedded object Source program

a. b. c. d. e.

Describes the connection between linked objects Doesn’t change if the source document is edited Self-contained information that can be in the form of text, graphics, and so on Program that information is copied from The Office theme applied to the contents of the destination program

Select the best answer from the list of choices. 11. What is the destination program? a. The program the information is copied from c. The program the information is created in b. The program the information is copied to d. The program containing new information 12. Which of the following statements is not true about an embedded object? a. An embedded object is created in a source file and inserted into a destination file. b. An embedded object becomes part of the destination file. c. Changes you make to an embedded object are reflected in the destination file. d. Changes you make to an embedded object are reflected in the source file. 13. Which command can be used to insert a linked object? a. Keep Source Formatting and Embed Workbook c. Use Destination Theme & Link Data b. Keep Text Only d. Picture Word 298



Skills Review


Word 2010

1. Embed an Excel worksheet. a. Start Word, open the file WD L-6.docx from the drive and folder where you store your Data Files, then save it as WD L-Venture Tours Report. b. Use the Go To command to find the Categories bookmark, then delete the placeholder text Excel Worksheet and be sure the insertion point is on a blank line. (Note: As you delete placeholder text throughout this Skills Review, always be sure the insertion point is on a blank line.) c. Click Object in the Text group on the Insert tab, click the Create from File tab, then use the Browse feature to insert the file WD L-7.xlsx from the drive and folder where you store your Data Files into the Word document. d. Edit the worksheet object. Change the value in cell B3 from 1400 to 1600, then enhance the value in cell B8 with bold. e. Apply the Trek theme to the Excel workbook. f. In Word, center the worksheet object, then save the document. 2. Link an Excel chart. a. Use the Go To command to find the Popularity bookmark, then delete the placeholder text Excel Chart. b. Start Microsoft Excel, open the file WD L-7.xlsx from the drive and folder where you store your Data Files, then save it as WD L-Venture Tours Data. c. Show the Popularity worksheet, change the number of Backpacking Tours sold to 1600, copy the column chart, switch to Word, preview the paste options, then paste the column chart using the Use Destination Theme & Link Data paste option. d. Switch to Excel, change the value in cell C5 from 2400 to 2500, then save the workbook in Excel. e. In Word, verify that the Wilderness Canoeing column for Available Tours is now 2500, refreshing the data if the data does not update automatically. f. Switch to Excel, exit the program, then switch to the WD L-Venture Tours Report document if it is not the active document. 3. Embed a PowerPoint slide. a. Insert a blank page at the top of the document, then insert a PowerPoint slide as an embedded object on the new blank page. b. Enter the text Venture Tours as the slide title, then enter your name as the subtitle. c. Apply the Trek design to the embedded slide object. d. Click below the embedded slide object, then view the page in One Page view. e. Add a blank line below the slide object, increase the slide size by 110%, center the object, then save the document. 4. Insert a Word file and hyperlinks. a. Return to 100% view, then use the Go To command to find the Tours bookmark in WD L-Venture Tours Report. b. Remove the placeholder text Word File, then insert the file WD L-8.docx as a Text from File from the drive and folder where you store your Data Files. c. Scroll up to and delete the heading Venture Tours, including its bottom border, select the Sea Kayaking heading (currently formatted with the Heading 2 style), then apply the Heading 3 style to the heading. d. Apply the Heading 3 style to these other headings: Backpacking, Wildlife Photography, Wilderness Canoeing, and Mountain Biking. e. Scroll up to Category Descriptions, select Sea Kayaking in the first line, create a hyperlink to the Sea Kayaking heading, then create this ScreenTip: Click here to move to the description of Sea Kayaking tours. f. Create hyperlinks and ScreenTips for each of the remaining four tour categories: Backpacking, Wildlife Photography, Wilderness Canoeing, and Mountain Biking; test the hyperlinks, then save the document. (Hint: Copy the text for the Sea Kayaking ScreenTip, paste it into the ScreenTip text box for each entry, then change the name of the tour.) 5. Import a table from Access. a. Use the Go To command to find the Profile bookmark, then remove the placeholder text Access Table. b. Start Microsoft Access, then open the file WD L-9.accdb from the drive and folder where you store your Data Files, enabling content if prompted.

Word 299


Skills Review (continued) c. Export the Customer Profile table as an .rtf file called WD L-Customer Profile.rtf to the drive and folder where you store your files for this book, making sure to select the Open the destination file after the export operation is complete check box. d. Copy the table from the .rtf file that opened in Word, and paste it into the Venture Tours Report document. (Note: The table breaks across two pages. You will adjust pagination shortly.) e. Apply the Light Grid-Accent 4 table style to the table, deselect the Banded Rows check box, then reduce the column widths to fit the column content. (Hint: Mouse over the options in the Table Styles gallery, and use the ScreenTips to find the Light Grid-Accent 4 style.) f. Press [Ctrl][Home], scroll through the document and adjust line spacing as needed. For example, add a page break before the Tour Popularity heading, remove the space before the Customer Profiles heading as needed being careful not to remove the style formatting, and then insert a page break at the Customer Survey Results heading. g. Save the WD L-Venture Tours Report document, switch to and close the WD L-Customer Profile.rtf file without saving it, then switch to Access, click Close, then exit Access. 6. Manage document links. a. Using the Word File tab, open the Links dialog box, then break the link to the WD L-Venture Tours Data.xlsx file. b. Scroll to view the Tours Popularity column chart, then click the column chart. c. Apply chart style 32, then select Chart Layout 1. d. Click away from the chart, switch to Full Screen Reading view, use the Next Screen and Previous Screen buttons to view the document in reading mode, then exit Full Screen Reading view. e. Enter your name where indicated in the document footer, save the document, submit a copy to your instructor, then close the document. FIGURE L-20 f. The completed report appears as shown in Figure L-20. 7. Merge with an Access data source. a. Open the file WD L-10.docx from the drive and folder where you store your Data Files, save it as WD L-Venture Tours Cover Letter, then replace the placeholder text Current Date and Your Name with the appropriate information. b. Click the Mailings tab, select the file WD L-9.accdb as the recipients list, then select the Tour Guides table. c. Insert the Address Block to replace the word Address and accept the default settings. d. Insert the Greeting Line with Joshua as the greeting line format to replace the word Greeting. e. Click to the left of Please in the last paragraph, insert the FirstName field, type a comma ( , ), insert a space, then change Please to please. f. Preview the merge results, select the text of the first address in the address block, change the line spacing to 1.15 if that is not the current setting, then remove the After paragraph spacing so that no extra space appears between the lines in the inside address. g. Press [Enter] following the address so a blank line appears between the address and the greeting line. h. Preview all the records, finish the merge so that you edit letters 5 and 6. i. Save the two merged letters as WD L-Venture Tours Cover Letter_Merged.docx, then close the document. j. Save and close the main document, submit all files to your instructor, then exit Word.

Word 300



Independent Challenge 1 As a member of the Recreation Commission in Santa Fe, New Mexico, you are responsible for compiling the minutes of the monthly meetings. You have already written most of the text required for the minutes. Now you need to insert information from two sources. First, you insert a worksheet from an Excel file that shows the monies raised from various fundraising activities, and then you insert a Word file that the director of the commission has sent you for inclusion in the minutes.

Word 2010

a. Start Word, open the file WD L-11.docx from the drive and folder where you store your Data Files, then save it as WD L-Recreation Commission Minutes. b. Go to the Fundraising bookmark, then insert the file WD L-12.xlsx from the drive and folder where you store your Data Files as an embedded object to replace EXCEL WORKSHEET. (Hint: Click the Create from File tab in the Object dialog box.) c. Edit the worksheet object by changing the value in cell D5 from 800 to 700, notice that the value in cell G5 is now 6000, then enhance the contents of cells A5 and A6 with bold. d. Apply the Executive theme to the Excel workbook, then center the worksheet in Word. e. Move the Recreation Council Report heading to page 2, press [Ctrl][End], press [Enter] and clear the formatting, then insert the file WD L-13.docx as a Text from File from the drive and folder where you store your Data Files. f. Apply the Heading 1 style to the text Director’s Report. g. Type Prepared by followed by your name in the document footer. Advanced Challenge Exercise ■ In the worksheet object, click cell A6, then press [ ] once to view another row in the worksheet. ■ In cell A7, type Per Person, click cell B7, enter the formula =B6/B5, then press [Enter]. ■ Drag the lower-right corner of cell B7 across to cell F7 to fill cells C7 to F7 with the formula. ■ Bold the label in cell A7, select the range A1:G7, click the Borders list arrow, then click All Borders. ■ Drag the bottom middle of the worksheet object FIGURE L-21 down slightly so that the new row 7 is visible as shown in Figure L-21. ■ Click outside the worksheet object. h. Save the document, submit all files to your instructor, close the document, then exit Word.

Independent Challenge 2 You run a summer camp in Yosemite National Park for teenagers interested in taking on leadership roles at their schools and in their communities. You have started an outline for a report about this program in Word. You will continue to enhance the Word document so you can eventually use it to create a PowerPoint presentation. a. Start Word, open the file WD L-14.docx from the drive and folder where you store your Data Files, then save it as WD L-Yosemite Camp Report. b. Insert a new page above the first page in the document, then insert an embedded PowerPoint slide. c. Add Yosemite Camp Report as the title and your name as the subtitle, then format the slide with the Hardcover design. d. Center the slide object, and increase the slide size to 115%. e. Deselect the slide, press [Ctrl][End], then press [Enter] once. f. Start Excel, open the file WD L-15.xlsx from the drive and folder where you store your Data Files, then save it as WD L-Yosemite Camp Data. g. Copy the chart, then paste it below the Student Enrollment heading using the Use Destination Theme & Link Data paste option. h. In Excel, change the value in cell B3 from 1500 to 1900, save and close the workbook, then exit Excel. i. In Word, refresh the data if it did not update automatically, center the chart, add your name to the footer, then save the document.


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Independent Challenge 2 (continued) Advanced Challenge Exercise ■ Go to the beginning of the document, then double-click the slide object to show the PowerPoint Ribbon. ■ Format the slide background so it is filled with the Cork texture. (Hint: Click the Design tab, click the launcher in the Background group, click the Picture or texture fill option button, click the Texture list arrow, then select the required texture.) ■ In Word, change the chart height to 2.7, center the chart, if it is not already centered, then move the chart and accompanying text up to page 2. j. Open the Links dialog box, and break the link to the chart. k. Save all open documents and workbooks, submit your files to your instructor, close all open documents, then exit Word.

Independent Challenge 3 You own a small Web-based business that sells art materials online. The business is growing—thanks in large part to the help you’re receiving from several art stores in your area. You’ve decided to send a memo to the store managers every few months to describe the growth of the Web site. The memo will include a linked Excel worksheet and a table created in Access. Once you have completed the memo, you will merge it with a database containing the names of all the store managers who are helping to promote the Web site. a. Start Word, open the file WD L-16.docx from the drive and folder where you store your Data Files and save it as WD L-Arts Online Memo. b. Start Access, then open the file WD L-17.accdb from the drive and folder where you store your Data Files and enable content if requested. c. Export the Access table called May 1 Sales to an .rtf file called WD L-May 1 Sales so the .rft file opens in Word. d. In Word, copy the table in the .rtf file, then switch to the WD L-Arts Online Memo Word document, and paste the table below the paragraph that starts The table illustrated below.... e. Apply a table design of your choice with Banded Columns deselected, automatically adjust the column widths, then center the table. f. Start Excel and open the file WD L-18.xlsx from the drive and folder where you store your Data Files, then save the Excel file as WD L-Arts Online Data. g. Click the pie chart to select it, copy the pie chart, switch to the Arts Online Memo file in Word, then paste the worksheet below the paragraph that starts The pie chart shown below... using the Use Destination Theme & Link Data paste option. h. In Excel, click cell F3, change the sale generated by the Georgia customer from 113.56 to 350.50, press [Enter], then save the worksheet. i. In the WD L-Arts Online Memo document, refresh the chart data if it did not update automatically, change the height of the chart to 2.5", then center it. j. Break the link to the Excel chart. k. Scroll to the top of the document, then replace the placeholder text with your name and today’s date in the Memo heading. l. Click after the To: in the Memo heading, open the Mailings tab, click the Select Recipients button, click Use Existing List, browse to the drive and folder where you store your Data Files, double-click WD L-17.accdb, then select the Retail Outlets table. m. Insert an Address Block following To: that contains only the recipient’s name. (Hint: Deselect the Insert company name check box and the Insert postal address check box in the Insert Address Block dialog box.) n. Preview the recipients, then complete the merge so that records 3 and 4 can be edited. o. Save the merged memos as WD L-Arts Online Memo_Merged, then close the file. p. Save and close the main document in Word, close the .rtf file without saving it, submit your files to your instructor, then exit all open applications. Word 302



Real Life Independent Challenge You can use the various applications in the Office suite in combination with Word to help you plan a special event in your life such as a party or a wedding. For example, you can enter the names and addresses of the people you plan to invite in an Access database and create a budget for the event in Excel. You could even create an invitation to the event in PowerPoint. To keep track of all the information related to the event, you can create a party planning document in Word. You open a Word document that contains tables and placeholders that you complete with information and objects related to an event of your choice.


Word 2010

a. Open the file WD L-19.docx from the drive and folder where you store your Data Files, save it as WD L-Event Planning, then apply the theme of your choice. b. Complete the top table with the required information such as the type of party or event you are planning (for example, a wedding or a graduation party); the date, time, and location of the event; and the number of guests invited. You determine the required information. c. Open WD L-20.accdb in Access, then save the database as WD L-Event Guest List. (Hint: Click the File tab, click Save Database As, then enter the name of the database and click Save.) d. View the Guests table, enter information in the required fields for up to 10 guests you plan to invite to your event. (Hint: Press [Tab] to move from field to field in each record.) Close the table, then export it to an .rtf document called WD L-Event Guests. e. Open WD L-Event Guests.rtf in Word, copy the table to the appropriate location in the Word Event Planning document, then format it attractively. Note that you can remove the ID column and adjust the spacing of the column headings so the information is easy to read. f. Open WD L-21.xlsx, save it as WD L-Event Data, then close the file. g. In the Word Event Planning document, delete Budget Items, then insert the Excel file WD L-Event Data.xlsx as a linked object. (Hint: To create the linked object, click Object in the Text group on the Insert tab, click the Create from File tab, browse to the WD L-Event Data.xlsx file, then be sure to click the Link to file check box to create the linked worksheet.) h. Edit the data in the Costs worksheet to enter cost items appropriate to your event. For example, you can identify different categories or remove categories you don’t want, and you can change the values assigned in the Cost column to the categories. i. When you are finished working in the Cost worksheet, save and close the Excel file, then right-click the linked worksheet in Word and click Update Link if the data did not update automatically. j. In Excel, open WD L-Event Data, click the Breakdown tab, copy the pie chart, switch to the WD L-Event Planning Word document, then paste the chart in the appropriate area of the document using the Use Destination Theme & Link Data paste option. k. Return to Excel, change one of the values in the Costs worksheet related to the cost category of your choice, then save the worksheet. l. Return to Word and refresh the chart data, then center the chart. m. Scroll to and double-click the linked worksheet object to open its corresponding Excel worksheet, verify the change you made in Step k and then exit Excel, return to Word, right-click the linked worksheet, and then click Update Link to update the worksheet data. n. Break the links to the Excel chart and the Excel worksheet. o. Add your name to the footer in the Word document, view the document in Two Pages view, then adjust page breaks where needed. p. Save all open files, submit your files to your instructor, close all documents, then exit all open applications.

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Visual Workshop Start a new document in Word, select the Slipstream theme, then enter and format the headings and text for the document shown in Figure L-22. Start Excel, open the file WD L-22.xlsx from the drive and folder where you store your Data Files, then save it as WD L-Alabama Arts Cell Phone Data. Copy the pie chart, paste it into the Word document using the Use Destination Theme & Link Data paste option, apply the chart style shown, then change the height and width to 3"⫻ 6". Save the document as WD L-Alabama Arts Cell Phone Report. In Excel, change the value in cell B2 to 180, then save the workbook. In Word, verify that the pie chart appears as shown in Figure L-22, then break the link to the Excel file. Type your name under the chart, submit your files to your instructor, close the document, close the workbook in Excel, then exit all programs.

FIGURE L-22

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UNIT

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Exploring Advanced Graphics


Word includes features you can use to create and modify a variety of illustrations

WD M-1.docx

also apply a range of special effects to selected text and then enhance photographs by

WD M-2.jpg

removing background objects and applying artistic effects. Finally, you can modify clip

WD M-3.jpg WD M-4.docx WD M-5.docx

including charts, SmartArt diagrams, pictures, clip art, shapes, and screenshots. You can

art pictures and work in the drawing canvas to combine them with other pictures and drawn objects.

The Sydney branch of Quest Specialty Travel is excited about

WD M-6.jpg

holding a series of tour presentations to promote tours to people in the Sydney area.

WD M-7.jpg

Sheila Barton, the manager of QST Sydney, asks you to prepare a summary of the activities

WD M-8.docx

that QST Sydney completed in 2013. The summary will include text modified with text

WD M-9.docx

effects and other advanced font effects, a screen shot of the Quest Specialty Travel Web

WD M-10.docx WD M-11.docx WD M-12.docx

site, modified pictures, SmartArt graphics, and a drawing consisting of a modified clip art picture and four rotated shapes.

WD M-13.docx

OBJECTIVES

Work with text effects Create and modify screenshots Modify a picture Remove the background from a picture Use artistic effects and layering options Create SmartArt graphics Edit clip art Align, distribute, and rotate graphics


UNIT

M Word 2010

STEPS TROUBLE Read the ScreenTip that appears as you move the mouse pointer over each selection to find Gradient Fill - Blue, Accent 1.

Working with Text Ef fects You use the Text Effects feature to modify the appearance of any block of text in your document. Text effects are font enhancements that you can use in addition to the formats you are familiar with such as font style, font size, and font formats. You use text effects to apply fill and outline styles to selected text along with enhancements such as shadows, reflections, glows, and 3-D effects. You can also modify text with Character Spacing and OpenType settings from the Advanced tab of the Font dialog box. You open the document describing QST Sydney’s year in review, apply a text effect to the document title, and then modify the text effect and save it as part of the Title style. You also experiment with some of the features in the Advanced tab of the Font dialog box to view their effect on selected text.

1. Start Word, open the file WD M-1.docx from the drive and folder where you store your Data Files, save it as WD M-QST Sydney Year in Review, select the title QST Sydney at the in the Font group, then apply the top of the document, click the Text Effects button Gradient Fill – Blue, Accent 1 text effect (third row, fourth column) 2. With the text still selected, click the launcher in the Font group, then click Text Effects In the Format Text Effects dialog box, you can modify a wide range of formats, such as text fill and outline, and apply additional formats, such as shadow, reflection, and 3-D effects.

3. Click 3-D Format in the left pane, click the Top button, select the Art Deco bevel style (lower-right selection), select 4.5 pt in the Width text box, type 10 as shown in Figure M-1, click Close, click OK, then click away from the selected text The changes you made are not that obvious because of the current font size of the text and the current font.

4. Select QST Sydney again, click the Grow Font button in the Font group until 36 appears in the Font Size text box, click the Font list arrow, select Berlin Sans FB Demi, click the Font Color list arrow, then select Blue, Accent 1, Darker 50% You can include the text effects as part of the Title style.

QUICK TIP In the Advanced tab of the Font dialog box, you can adjust the character spacing and apply OpenType settings.

5. Click the More button in the Styles group to view the Styles Gallery, right-click Title, click Update Title to Match Selection, select 2013 Year in Review, open the Styles Gallery, apply the Title style, then click below the text to deselect it 6. Select the WEB SITE heading, click the launcher in the Font group, then click the Advanced tab 7. Click the Spacing list arrow in the Character Spacing area, click Expanded, click OK, open the Styles Gallery, right click Heading 2, then click Update Heading 2 to Match Selection All headings formatted with the Heading 2 style are updated to include the Expanded character spacing.

QUICK TIP Information about which OpenType Features you can apply to a font can be obtained from the font designer, or you can experiment by applying OpenType settings to selected text.

8. Select 2013 at the beginning of the first paragraph, click the launcher in the Font group, click the Number spacing list arrow in the OpenType Features section, click Proportional, click the Number forms list arrow, then click Old-style The numbers in 2013 appear slightly closer together and the bottom of the “3” drops below the other numbers. The OpenType Features include options that can be applied to any fonts that include designs for special features, such as ligatures, number spacing options, number form options, and stylistic sets. Table M-1 describes the four OpenType Features available and displays how text is changed according to which special feature is applied. Notice that some of the changes are very subtle.

9. Click OK, click the Format Painter button in the Clipboard group, click 2013 in the paragraph under the WEB SITE heading, save the document, then compare it to Figure M-2

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FIGURE M-1: Format Text Effects dialog box

Text Effects categories

10 pt

Art Deco Bevel style selected

3-D Format options

Word 2010

FIGURE M-2: Text formatted with special effects

Text Effects button Title style updated to include text effects

Text Effects setting applied to both lines

OpenType features applied to 2013

Expanded character spacing applied to Heading 2 text

TABLE M-1: OpenType Features

OpenType feature and options

description

sample changes

explanation of sample changes

Ligatures: None, Standard Only, Standard and Contextual, Historical and Discretionary, All

A combination of characters such as “ff” that is written as if it is a single character; each ligature option affects the character combination differently

No ligature: f f Standard Only ligature: ff

The ff cross-bars are joined in the Standard Only ligature

Number spacing: Default, Proportional, Tabular

The spacing between numbers; for example, an “8” is wider than a “1” and the spacing can be adjusted

Default: 18 Proportional: 18

The bottom rule of the 1 has been dropped in proportional spacing

Number forms: Default, Lining, Old-style

The height of numbers; for example, Lining numbers all have the same height, while Old-style numbers flow above or below the line of the text, depending on the number

Default: 368 Old-style: 368

The 3 dips below the 6 and 8 in Old-style

Stylistic sets: Default, Sets from 1 to 20 depending on the font

A set of formats that is applied to text in OpenType fonts to change the look of certain letters; some fonts can include up to 20 stylistic sets

Gabriola font default stylistic set: The text becomes increasingly The quick blue fox more ornate, depending on the Gabriola font stylistic set 7: stylistic set applied i x


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UNIT

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STEPS

Creating and Modif ying Screenshots The Illustrations group on the Insert tab contains the buttons you use to create illustrations in one of six categories: pictures, clip art, shapes, SmartArt, charts, and screenshots. The Screenshot command can provide a gallery of screenshots of all open program windows, such as a Web site window, an Excel worksheet window, and another Word window. You select the screenshot from the gallery and insert it into your document as a graphic object. A screenshot is a static image. If you take a screenshot of a Web page and then the contents of the Web page changes, the screenshot does not change. In addition to inserting a screenshot, you can also use the Screen Clipping option to select just a portion of a window and insert it as a graphic object into your Word document. The document describing QST Sydney’s year in review contains placeholders for two graphic objects that you will insert using the Screenshot and Screen Clipping commands. You want to include a screenshot of the Quest Specialty Travel Web site, so your first step is to open the Web site in your Web browser.

1. Start Internet Explorer or the Web browser you prefer, click in the Address text box, type www.questspecialtytravel.com, then press [Enter] The Quest Specialty Travel Web site opens in the browser window.

2. Return to the document in Word, press [Ctrl][F], type [Web Site], select the [Web Site] placeholder in the document (highlighted in yellow), then close the Navigation pane The placeholder identifies the position where you will insert the screenshot.

3. Click the Insert tab, then click the Screenshot button in the Illustrations group A thumbnail of the window containing the Web page appears in the Available Windows gallery, as shown in Figure M-3. If you have additional windows active, then pictures of those windows will also appear in the Available Windows gallery.

4. Click the thumbnail of the QST Web site window in the Available Windows gallery The screenshot of the QST Web site window is inserted in the Word document as a graphic object. You can resize, position, and format the object just like you would any graphic object, such as a picture or a chart.

TROUBLE Press [Esc] if a window other than the QST window opens, minimize all open windows except the QST window and your Word document, and then repeat Steps 6 and 7.

TROUBLE If the Word screen does not open when you release the mouse button, click the Word button on the taskbar.

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5. Select the contents of the Width text box in the Size group, type 3.8, press [Enter], click the Home tab, click the Center button , then click away from the screenshot to deselect it In addition to the Screenshot feature, Word also has a Screen Clipping feature that you can use to insert just a portion of a screen into a Word document.

6. Scroll to the top of the document, select the [Clipped Screenshot] placeholder, click the Insert tab, then click Screenshot 7. Click Screen Clipping In a few seconds, the window containing the Web site fills the screen and is dimmed.

8. Drag the pointer to select just the company slogan as shown in Figure M-4, then release the mouse button When you release the mouse button, the screen clipping appears in the Word document at the selected location. If you do not like the appearance of the clipped screen, click the Undo button, then repeat Steps 6 to 8.

9. Change the width of the screen clipping to 3", compare your screen to Figure M-5, make any spacing adjustments required, save the document, click the Web browser button on the taskbar, then close the Web browser Exploring Advanced Graphics


FIGURE M-3: Window available for a screenshot

The Web site open in the Web browser appears as an available window for a screenshot

Word 2010

Selected screenshot will be inserted at location of selected text FIGURE M-4: Making a screen clipping

Web browser window appears dimmed when Screen Clipping option active

Drag the crosshair to select the portion of the screen to clip

FIGURE M-5: Completed screen clipping

Picture Tools Format tab active

Inserted Screen Clipping object active


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UNIT

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STEPS

Modif ying a Picture You use the tools on the Picture Tools Format tab to modify a picture in hundreds of different ways. You can crop a picture, change the picture shape, modify the picture border, and apply picture effects such as the Glow and Bevel effects. You can even add alternative text (also known as alt text) to a picture to provide a description of the picture for people who are visually impaired and using a screen reader to read the document. Finally, you can specify an exact position for the picture on the page. The document describing QST Sydney’s year in review contains a picture of a pink flower. You use the picture tools to transform the picture into an interesting graphic object, add Alt Text, and then position the picture precisely.

1. Scroll to the Top Tours heading on page 2, then double-click the pink flower picture By default, a picture inserted in a document is formatted with the Wrap Text setting called In Line with Text. This setting makes the picture part of the line of text it appears next to. QUICK TIP Click a picture to make the Picture Tools Format tab available. Doubleclick a picture to make the Picture Tools Format tab active.

2. Click the Crop button in the Size group, then drag the lower-left crop mark up and to the right so the image appears as shown in Figure M-6 When you crop a picture, you drag the crop handle associated with the part of the picture you want to crop. If you don’t like the crop effect, you can click the Undo button to undo your last crop action. A cropped picture is smaller than the original picture because you take away parts of the top, bottom, and/or sides of the picture. When you resize a picture, you make the entire picture smaller or larger.

3. Click away from the picture to set the crop, click the pink flower picture again, click the Crop button list arrow in the Size group, point to Crop to Shape, then click the Oval shape in the top row of the Basic Shapes section (far-left selection) The picture is cropped further in the shape of an oval.


in the Picture Styles group

The Format Picture dialog box opens. In this dialog box, you can select options to modify the Fill, Line Color, Line Style, Shadow, Reflection, Glow and Soft Edges, 3-D Format, 3-D Rotation, Picture Corrections, Picture Color, Artistic Effects, Crop, and Text Box effects. You can also add Alt Text.

5. Click Alt Text, click in the Title text box, type Pink Flower, press [Tab], type the description: Beautiful waterlily on the Mary River in Australia’s Northern Territory., then click Close The Alt Text will be visible to users who view the document with a screen reader.

6. Click Picture Effects in the Picture Styles group, point to Bevel, then click the Convex bevel style (second row, third column) A bevel effect is added to the picture.

7. Click Picture Effects again, point to Bevel, click 3-D Options, change the Bevel Top Width setting to 15, click the Material button and select Dark Edge in the Special Effect section, click the Lighting button and select Two Point in the Special section, compare your Format Pictures dialog box to Figure M-7, then click Close 8. Click the Wrap Text button in the Arrange group, click Square, select the contents of the Shape Width text box in the Size group, type 1.6, then press [Enter] The picture is resized, and the Square text wrapping makes the picture into a floating graphic. You apply Square text wrapping so you can position the picture any place in the document.

9. Click the Position button in the Arrange group, click More Layout Options to open the Layout dialog box, modify the settings in your Layout dialog box to match those shown in Figure M-8, click OK, then save the document You can position a graphic object horizontally and vertically on the page relative to a margin, column, line, or edge of the page. Word 310



FIGURE M-6: Cropping a picture

Gray shows area to be removed

Word 2010

The pointer changes to a crosshair as you drag

FIGURE M-7: 3-D effects applied to a picture

Change the Top Bevel width to 15 pt

Verify Top Height is set to 6 pt

3-D Format selected

After clicking Material in the Surface section, verify Dark Edge in the Special Effect section is selected

After clicking Lighting in the Surface section, verify Two Point in the Surface section is selected FIGURE M-8: Setting advanced positioning options for a graphic object

Horizontal position options; click the Alignment option button

This value may be slightly different on your computer.

Vertical position options Ignore all settings that are dimmed

Using advanced positioning options Word offers a variety of ways to position objects. You can use the Position tab in the Arrange group on the Picture Tools Format tab or the Drawing Tools Format tab to position the object in one of several predefined locations, such as Position in Middle Center with Square Text Wrapping. You can use the pointer to position an object anywhere on the page in a Word document unless the object has been formatted with the In Line with Text wrapping style. You can use the

arrow keys on the keyboard to move an object by small increments. You can press [Ctrl] and use the arrow keys on the keyboard to move an object in very small increments. You can also use the Layout tab in the Format Object dialog box to position an object precisely in relation to the page, margin, column, paragraph, or line in a Word document.


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UNIT

M Word 2010

STEPS QUICK TIP This document contains two pictures of the koala. You will use the second picture in the next lesson.

Removing the Background from a Picture You use the Remove Background feature to remove background objects from a photograph. For example, you can modify a photograph of a person standing in front of a landscape so that only the person is visible. The Year in Review document includes a photograph of a sleeping koala. You use the Remove Background feature to isolate just the koala from the surrounding leaves, and then in the next lesson you use artistic effects to superimpose the isolated koala over a new picture.

1. Scroll to the first picture of the koala under the Prize Winner heading on page 3, increase the zoom to 150%, then scroll so the picture fills the document window You increase the zoom percentage when working with graphics so you can clearly see your changes.

2. Click the koala picture to select it 3. Click Remove Background in the Adjust group Most of the picture turns purple and only the koala and a section of the tree appear in full color, and the Background Removal tab becomes active. You use the buttons in the Refine group on the Background Removal tab to mark which areas of the photograph to keep and which areas to discard.

4. Click the Mark Areas to Keep button in the Refine group, then move the mouse pointer over the picture The mouse pointer changes to a pencil shape that you use to indicate which areas of the photograph to include. QUICK TIP When you mark an area to include or to remove, you can simply click and drag to draw a line across the area. You do not need to be precise.

TROUBLE The process of removing a background takes some time. You do not need to match Figure M-10 exactly.

QUICK TIP If you want to start over, click the Reset Picture button in the Adjust group to return the picture to its original settings.

5. Click the area of the tree near the koala’s left paw and drag the pencil down as shown in Figure M-9, then release the mouse button A portion of the tree reappears. A dotted line showing where you dragged the pointer appears on the tree trunk. The dotted line includes an Include marker, which is a circle with a plus symbol. The Include marker indicates that the line identifies the area of the picture to keep. A Remove marker appears as a circle with a minus symbol. You use the Remove marker to indicate which areas of the picture you want to remove. The markers give a hint about whether something is part of the foreground that you want to keep or part of the background that you want to remove.

6. Mark additional areas of the tree to keep as indicated by the Include markers shown in Figure M-10, then click the Mark Areas to Remove button to remove areas that you don’t want to include as indicated by the lines with Remove markers shown in Figure M-10 The best way to learn more about the Remove Background tools is to spend time experimenting with them. Remember that you can use the Undo button on the Quick Access toolbar to undo any action that produces a result you don’t want. Notice that in the koala picture some areas of the picture appear connected. For example, when you try to remove the top of the tree trunk, a portion of the leaves might appear. When this happens, click the Undo button, then reverse the order you mark things. Use the Mark Areas to Remove pointer to mark the portion of leaves as an area you want to remove and use the Mark Areas to Keep pointer to mark the top of the tree trunk as an area to include.

7. When you are satisfied that the picture appears similar to Figure M-10, click the Keep Changes button in the Close group The picture appears similar to Figure M-11. If you do not like the picture you have created, click the Remove Background button again and then use the Mark Areas to Keep, Mark Areas to Remove, and Undo buttons to further refine the picture.


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FIGURE M-9: Selecting an area of a photograph to keep

Marquee handle; drag to include more of the picture immediately adjacent to the handle

Click here

Marquee Drag the pointer down the length of the tree; the pointer appears as an arrow when dragged

Word 2010

FIGURE M-10: Marking multiple areas to keep and remove

Mark this area to remove before marking the top of the tree trunk to keep

Remove marker is a minus sign that indicates areas marked for removal

The location of the Include and Remove markers will be different on your screen, depending on how you marked areas to keep and remove

Include marker is a plus sign that indicates areas marked for inclusion FIGURE M-11: Portion of a picture isolated from the background

Compressing pictures When you add a picture to a document, you increase the file size of your document—sometimes quite dramatically. You can use the Compress Pictures command to reduce the file size of the picture. When you apply this command, you can choose to reduce the image resolution and you can specify to delete all cropped areas of a picture. To compress a picture, select it, click the Picture Tools Format tab, click the Compress Pictures button in the Adjust

group, then specify the resolution you want to use. For example, you may choose 220 dpi (dots per inch) for pictures that you want to print and 96 dpi for a picture that you want to send in an e-mail. If you have more than one picture in a document, you can specify that you wish to apply compression options to every picture in the document.


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UNIT

M Word 2010

STEPS QUICK TIP You can move the mouse pointer over each of the artistic effects to view how the photograph changes.

Using Ar tistic Ef fects and Layering Options In the Adjust group on the Picture Tools Format tab, you can choose to apply one of 23 artistic effects to a picture, correct the brightness and contrast, modify the color saturation, and sharpen or soften the appearance of a photograph. When you include two or more photographs or graphic objects in your document, you can use the options in the Arrange group on the Picture Tools Format tab to specify how the objects should appear in relation to each other. For example, you can choose to layer objects in order to show one object partially on top of another object. You can also use the Selection and Visibility pane to help you layer objects. You want to combine two versions of the koala bear picture. First, you apply an artistic effect to the untouched picture of the koala, and then you use layering options to superimpose the picture of the koala with the background removed over the picture of the koala with the artistic effect applied.

1. Scroll to and click the untouched photograph of the koala, then click Artistic Effects in the Adjust group 2. Click the Mosaic Bubbles effect as shown in Figure M-12 3. Click Corrections in the Adjust group, then click the Brightness: +20% Contrast: –20% option (second row, fourth column) in the Brightness and Contrast area 4. Reduce the zoom to 60%, click the Wrap Text button in the Arrange group, click Through, click the top picture of the koala, click the Wrap Text button, then click Through You changed the wrapping of both pictures so you can superimpose one picture on top of the other picture.

5. Press the down arrow [ ] to move the selected picture down so that it exactly covers the koala with the Mosaic Bubbles artistic effect as shown in Figure M-13 QUICK TIP You can rename objects in the Selection and Visibility pane so they have meaningful names, such as “koala background removed”. You can also widen the Selection and Visibility pane.

QUICK TIP You can also use the re-order buttons at the bottom of the Selection and Visibility pane to change the layering of pictures.

The picture of the koala with the background removed is superimposed over the picture formatted with the Mosaic Bubbles artistic effect. You show the Selection and Visibility pane and experiment with the layering options.

6. Increase the zoom to 100%, click Selection Pane in the Arrange group, click the eye icon to the right of the currently selected picture in the Selection Pane The photograph of the koala with the background removed is hidden from view. The eye icon is a toggle button that toggles the status of an object between show and hide. The Selection and Visibility pane shows the objects on the current page along with the stacking order of those objects. The picture listed at the top of the pane is the picture on top, which in this example is the photograph of the koala with the background removed.

7. Click the eye icon again to show the koala with the background removed, click the koala picture, click the Picture Tools Format tab, click the Send Backward list arrow in the Arrange group, click Send to Back, notice how the photograph of the koala with the background removed seems to disappear and the pictures in the Selection Pane are re-ordered, click the Bring Forward list arrow, then click Bring to Front The koala picture with the background removed is back on top, and it is listed first in the Selection and Visibility pane.

8. Click the second picture listed in the Selection and Visibility pane, click Color in the Adjust group, click Saturation 200% in the Color Saturation area (top row), then close the Selection and Visibility pane 9. Click above the picture, press [Delete] once to remove the extra blank line, compare the completed pictures to Figure M-14, then save the document Word 314



FIGURE M-12: Applying the Mosaic Bubbles artistic effect

Gallery of artistic effects

Mosaic Bubbles effect

Click to open the Format Picture dialog box with the Artistic Effects pane active

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Preview of Mosaic Bubbles artistic effect applied to photograph

FIGURE M-13: Moving one picture on top of another picture

After applying text wrapping to both pictures, the bottom picture moves up and under the other picture

The top picture is superimposed on the bottom picture

FIGURE M-14: Completed pictures appear as one picture

Pictures moved up together when blank line deleted


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STEPS

Creating Smar t Ar t Graphics You create a SmartArt graphic when you want to provide a visual representation of information that you can communicate using bullet points. A SmartArt graphic combines shapes with text. Figure M-15 describes when to use each of the eight categories of SmartArt graphics and shows an example of each. Once you have selected a SmartArt category, you select a layout and then type text in each of the SmartArt shapes or in the text pane. You can further modify a SmartArt graphic by changing fill colors, shape styles, and layouts. You include two SmartArt graphics in the QST Sydney Year in Review document: a picture graphic and an organizational chart.

1. Scroll up to page 2, then click the picture immediately below the Top Tours paragraph You can create a SmartArt picture graphic from any picture inserted in a document, and then you can add additional pictures to the graphic.

2. Click the Picture Tools Format tab, click Picture Layout in the Picture Styles group, move your mouse pointer over each of the picture layouts to see how the selected picture changes, click the Bending Picture Blocks layout (second row, fourth column), then click Text Pane in the Create Graphic group if the Text Pane is not open Two SmartArt Tools tabs appear with the Design tab active. You use commands on these tabs to add more pictures to the graphic and to apply formatting.

TROUBLE Click Wrap Text in the Arrange group if you do not see Arrange.

3. Click Add Shape in the Create Graphic group, click Add Shape again, click the picture icon for the second shape in the Text Pane to open the Insert Picture dialog box, navigate to the location where you store your Data Files, double-click WD M-2.jpg, click the picture icon in the last shape in the Text Pane, then double-click WD M-3.jpg 4. Click next to the top bullet, type Red Centre Tour, press the [ ], enter text in the Text Pane for the other two pictures as shown in Figure M-16, close the Text Pane, click away from the SmartArt graphic, then click a white area of the graphic to select it 5. Click the SmartArt Tools Format tab, click Arrange, click Wrap text, click Square, click the Size button if you do not see the Shape Height and Shape Width text boxes, change the Height of the graphic to 5" and the Width to 6.5", click the SmartArt Tools Design tab, click the Bending Picture Caption layout in the Layouts group, then use your arrow keys and the mouse pointer to move the graphic down so that it appears below the flower picture 6. Click away from the graphic to deselect it, press [Ctrl][F], type Personnel, press [Enter], select the [Organization Chart] placeholder, close the Navigation pane, click the Insert tab, click the SmartArt button in the Illustrations group, click Hierarchy, select the Hierarchy style, click OK, click in the top box, type Sheila Barton, press [Shift][Enter], then type Manager You press [Shift][Enter] to move to a new line in the same box.

QUICK TIP Click the Undo on the button Quick Access toolbar if you do not like where a shape is added.

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7. Click the box below and to the right, click the Add Shape list arrow in the Create Graphic group, then click Add Shape Below The Add Shape menu provides options (such as below, after, and above) for adding more shapes to your SmartArt graphic. The new shape is added based on the currently selected box and the menu selection.

8. Click the Change Colors button in the SmartArt Styles group, select Colorful Range – Accent Colors 2 to 3, click the More button in the SmartArt Styles group, then click Inset 9. Enter text so the organization chart appears as shown in Figure M-17, making sure to press [Shift][Enter] after you type each name, then save the document Exploring Advanced Graphics


FIGURE M-15: Samples of the eight categories of SmartArt graphics

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FIGURE M-16: Text entered in the Text Pane

FIGURE M-17: Names and positions for the organization chart

for the Picture SmartArt graphic Your text might wrap differently

Picture icons replaced with inserted pictures


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STEPS

Editing Clip Ar t A clip art picture is made up of many objects that are grouped together into one picture. When you edit a clipart picture, you are really editing the objects that make up the picture. The Year in Review document contains a clip art picture of an award ribbon that was inserted from the Clip Organizer. First, you ungroup the picture into its component objects, and then you change the color of selected objects and remove an object. Finally, you use the Edit Shape feature to change the shape of one of the objects in the picture.

1. Increase the zoom to 200%, scroll down to view the clip art picture of the ribbon, use the scroll bars to center the ribbon picture in the document window, right-click the picture, click Edit Picture, then click Yes in response to the warning The picture is contained in a drawing canvas. A gray border encloses the edge of the drawing canvas, and the Drawing Tools Format tab becomes available. The drawing canvas is an area for creating or modifying graphics, such as the shapes that make up a clip art picture.

2. Click the Drawing Tools Format tab, then click Selection Pane in the Arrange group The Selection and Visibility pane opens and shows all the objects that make up the ribbon picture. The objects are contained in one group named Canvas. You can click the icon to the left of the word “Canvas” to collapse the list or expand the list.

3. Click any shape that begins with Freeform in the Canvas group in the Selection Pane Selecting a shape in the Selection and Visibility pane selects the corresponding shape in the image. In a clip art picture that contains so many objects, you will find it easier to select shapes by clicking them in the picture.

4. Click the tip of any black star point to select the entire black star shape as shown in Figure M-18, close the Selection Pane, click the Shape Fill button list arrow, then click Green in the Standard Colors section The black star shape is filled with green. You continue to modify shapes that make up the clip art image. TROUBLE Remember to use the Undo button on the Quick Access toolbar if you do not like the results of an action.

5. Click the black object that makes up the background of one of the two ribbon shapes, change its color to Green, repeat for the other black ribbon shape, click the 1 in the center of the black circle, change its color to White, then click the red circle and press [Delete] The ribbon appears as shown in Figure M-19. In addition to changing the color of shapes, you can use the Edit Points feature to change the shape of any of the objects that make up the clip art picture. When you work with the Edit Points feature, you often expand the Drawing canvas so you have more room to work.

6. Drag the left, right, and top dotted edges of the Drawing canvas to provide more white space as shown in Figure M-20, click the large green star shape, click the Edit Shape in the Insert Shapes group, then click Edit Points button Black squares appear around the edges of the shape. These squares identify the shape’s wrap points. You can click and drag any of these wrap points to redraw any shape included in a clip art picture. Some pictures contain hundreds of wrap points, and editing each one can be a long process.

7. Drag a star point up until it extends to the top of the drawing canvas, then use Figure M-21 as a guide to redraw the remaining star points so you have adjusted a total of five star points After you modify specific objects that make up a clip art picture, you can group all the objects back into one object that you can easily size and position.

8. Click a blank area of the drawing canvas, click the Home tab, click Select in the Editing group, then click Select All 9. Click the Drawing Tools Format tab, click the Group button in the Arrange group, click Group, then save the document The modified clip art picture is complete. Word 318



FIGURE M-18: Selecting one object in an ungrouped clip art picture

Organizational chart, your number might differ

Shape Fill button

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Canvas contains all the shapes that make up the clip art image

Border indicates selected area

Click any black point to select the whole black star shape FIGURE M-19: Clip art picture enhanced with new fill colors

FIGURE M-20: Resizing the drawing canvas

Drag dotted area on the top edge up once, stop, and then drag again to add space Drag dotted area on the left edge

Drag dotted area on the right edge

FIGURE M-21: Modifying five star points

Drag a wrap point to extend the size of the shape


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STEPS

Aligning, Distributing, and Rotating Graphics The Align button in the Arrange group on the Drawing Tools Format tab includes commands you can use to change the relative positioning of two or more objects. For example, you can use the Align Left command to align several drawn objects along their left sides. You can use the Distribute Vertically or the Distribute Horizontally command to display three or more objects so that the same amount of space appears between each object. The Rotate button in the Arrange group includes commands you can use to rotate or flip an object. For example, suppose you insert a clip art picture of a cat stalking to the right. You can use the Flip Horizontal command to flip the cat so that it stalks to the left, or you can use the Rotate option to make the cat stalk uphill or downhill. You decide to include a series of small stars that are aligned and distributed vertically along the left edge of the drawing canvas containing the clip art picture that you modified in the previous lesson. You also want to rotate the stars.

1. Click outside the Drawing canvas, click the Insert tab, click Shapes in the Illustrations group, then select the 5-Point Star shape in the Stars and Banners section (first row, fourth column) 2. Point to a white area above and to the left of the ribbon picture, then draw a star similar to the star shown in Figure M-22 3. Click the More button in the Shape Styles group to show the selection of shape styles, then click the Moderate Effect – Orange, Accent 6 style (second to last row, last column) The star is filled with an attractive gradient fill that includes a shadow.

4. Click the Size button on the Drawing Tools tab if you do not see the launcher , click the Size dialog box launcher , click the Lock aspect ratio check box to select it, set the Absolute Height at .3", press [Tab] to set the Width automatically, compare the Layout dialog box to Figure M-23, then click OK By selecting the Lock aspect ratio check box, you make sure that the Width is calculated in proportion to the Height you enter (or vice versa).

5. Press [Ctrl][C] to copy the star, press [Ctrl][V] to paste a copy of the star, repeat two times so you have four stars, then position the bottom star as shown in Figure M-24 You don’t need to worry about positioning the star exactly because you will use the Align and Distribute commands to set the positions of all four stars at once.

6. Press and hold [Ctrl], click each star until all four stars are selected, click the Align in the Arrange group, then click Align Left button The left edge of each star is on the same plane as the other stars.

7. Verify all four stars are still selected, click the Align button , click Distribute Vertically, click the Group button in the Arrange group, then click Group The Distribute Vertically command places the stars so that the distance between each star is equal. You group the stars into one shape so that you can rotate all four stars at once and then position them. TROUBLE The Many Pages button looks like a computer with several pages displayed on the monitor.

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8. Click the Rotate button in the Arrange group, click Rotate Left 90o, reduce the zoom to 100%, then position the rotated stars below the clip art picture 9. Click the View tab, click Zoom, click the Many Pages button, drag to show 1 ⫻ 4 pages, click OK, turn on formatting marks and make adjustments to the spacing so your pages resemble Figure M-25, enter your name where indicated at the top of the document, save the document, submit the file to your instructor, then close the document Exploring Advanced Graphics


FIGURE M-22: Star shape drawn

5-Point Star

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FIGURE M-23: Setting a specific size for an object

FIGURE M-24: Positioning a graphic object

Absolute height is .3"

Absolute width adjusted to .3"; your value may differ slightly Lock aspect ratio option selected

Star positioned

FIGURE M-25: Completed document


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Practice


Concepts Review Label the numbered items shown in Figure M-26. FIGURE M-26

5

1

4

3

2

Match each term with the statement that best describes it. 6. 7. 8. 9. 10. 11.

Drawing canvas Edit Picture Edit Points Distribute Vertically Align Left Target

a. b. c. d. e. f.

Select to edit the drawing points on an object Type of SmartArt graphic Evenly spaces three or more objects Select to modify the individual objects that make up a clip art picture Arranges two or more objects along the same plane Enclosed box that can contain a variety of graphics objects

Select the best answer from the list of choices. 12. In the Advanced tab of the Font dialog box, what selection increases the spacing between characters? a. Proportional c. Condensed b. Expanded d. Ligatures 13. Which type of SmartArt diagram do you use to show relationships that progress from a single entity at the top to multiple entities at the bottom? a. Process c. Hierarchy b. Cycle d. Relationship 14. How do you select two or more non-adjacent objects? a. Press and hold [Ctrl], then click each object in turn. c. Press and hold [Alt], then click each object in turn. b. Click each object in turn. d. Click Edit in the Arrange group, then click Select. Word 322



Skills Review


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1. Work with text effects. a. Start Word, open the file WD M-4.docx from the drive and folder where you store your Data Files, then save it as WD M-Island Trading Report. b. Apply the Gradient Fill – Lime, Accent 6, Inner Shadow text effect to the Island Trading Report title. c. Open the Format Text Effects dialog box, then modify the text effect by applying the Circle bevel style to the top with a width of 10 pt. d. Increase the font size of the title to 28 pt, then apply the Arial Black font. e. Update the Title style to match the selection, then apply the Title style to “Year End Analysis”. f. Scroll to and select the Web Design heading, open the Advanced tab in the Font dialog box, then apply the Expanded character spacing. g. Update the Heading 1 style to match the selection. h. Select Way to Go Team! (the line above the Web Design heading), apply the Gabriola font, open the Advanced tab in the Font dialog box, apply Stylistic Set 6, increase the font size to 18 pt, then center the text. i. Save the document. 2. Create and modify screenshots. a. Open WD M-5.docx from the drive and folder where you store your Data Files. b. Return to the Island Trading Report in Word, then select the [Home Page Design] placeholder. c. View the available windows for a screenshot, verify that the Word document you just opened appears as the first available thumbnail, then click Screen Clipping. d. Clip the picture so only the representation of the Web page is included. e. Change the width of the inserted clip picture to 3.8", center the picture, then apply a black border. (Note: The picture will appear on page 1 of the report after you complete the next section.) f. Save the document, then close WD M-5.docx without saving it. 3. Modify a picture. a. Click the picture of the flower on page 1, then crop it so that it appears as shown in Figure M-27. b. Crop the picture to the Diamond shape. FIGURE M-27 c. In the Format Picture dialog box, open the Alt Text pane, then enter Flower in the Title text box and replace Flower.jpg with A pink hibiscus in Hawaii. as the description. d. Modify the picture effects to use the Slope Bevel with the following settings in the Bevel 3-D options: Top Width of 15 pt and Metal Material. e. Change the text wrapping to Square, open the Size tab in the Layout dialog box, click the Lock aspect ratio check box to deselect it, then set the height of the picture to 1.5" and the width of the picture to 1.6". f. Using the Position tab in the Layout dialog box, specify the horizontal alignment as Right relative to the column, then save the document. Note that the screen clipping should now fit on page 1. FIGURE M-28 4. Remove the background from a picture. a. Scroll to the first picture of the sailboat on page 3. b. Remove the background and make adjustments until only the sailboat appears as shown in Figure M-28. c. Save the document. 5. Use artistic effects and layering options. a. Scroll down until the two sailboats pictures are in the document window, adjust the zoom as needed to see both pictures, then apply the Watercolor Sponge artistic effect to the second picture. b. Apply the Brightness: 0% (Normal) Contrast: +20% correction. c. Change the wrapping option to Through for both pictures, then move the picture of the single sailboat over the picture of the two sailboats.

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Skills Review (continued) d. Use the Selection and Visibility pane to select the photograph of the two sailboats, then use the Bring Forward command to change the order of the two pictures. e. Apply the 400% Saturation color effect to the picture of the two sailboats, then place the single sailboat in front, close the Selection and Visibility pane, and save the document. 6. Create SmartArt graphics. a. Scroll up to page 2, click the photograph (not the clip art image) below the New Supplier Countries paragraph, then apply the Picture Accent Blocks picture layout. b. Add two new shapes using Add Shape After, then insert WD M-6.jpg in the new top shape and WD M-7.jpg in the new bottom shape from the drive and folder where you store you Data Files. c. In the Text Pane, enter three captions as follows: Japan, Australia, Thailand. d. Apply the Square wrapping option, and change the height of the graphic to 4" and the width to 6". e. Apply the Ascending Picture Accent Process layout (third row, fourth column). f. Find the [Organization Chart] placeFIGURE M-29 holder, insert an organization chart using the Hierarchy layout in the Hierarchy category, type Anita Chau in the top box, press [Shift][Enter], then type President. g. Click the box below and to the left, add a shape after, then add a shape below the new box. h. Enter text so the organization chart appears as shown in Figure M-29, making sure to press [Shift][Enter] after typing each name. i. Apply the Polished SmartArt style, change the colors of the organization FIGURE M-30 chart to Colorful – Accent Colors, then save the document. 7. Edit clip art. a. Scroll up to the New Supplier Countries heading, click the green globe figure, then edit it to convert it into a graphic (answer Yes to the warning). b. Using Figure M-30 as your guide, increase the zoom, remove the green square, remove all the objects that make up the rocket ship shape, then use the wrap points function to modify the appearance of the two feet. c. Select and then group the objects into one object. d. Save the document. 8. Align, distribute, and rotate graphics. a. Draw a sun shape in a blank area to the right of the clip art picture and outside the drawing canvas, then apply the Subtle Effect – Lime, Accent 6 shape style. b. Open the Size tab in the Layout dialog box, select the Lock aspect ratio check box to select it, then set the absolute height of the shape at .3". c. Copy the sun shape twice so that there is a total of three sun shapes. d. Use the Align and Distribute functions to show all three suns evenly spaced above the drawing canvas containing the clip art picture. (Note: Move one star to the right side of the clip art picture, then select all three suns and apply align left and distribute horizontally options. If the suns do not align as expected, click the Align Selected Objects option on the Align menu in the Arrange Group on the Drawing Tools Format tab.) e. Group the three suns into one picture. f. Click the clip art picture, view the rotate options, then click Flip Horizontal. Word 324



Skills Review (continued) FIGURE M-31 g. Change the wrapping of the drawing canvas to Square, then position the objects on page 2 as shown in the completed document in Figure M-31. h. Preview the document and view each of the four pages, enter your name where indicated at the top of the document, save the document, submit the file to your instructor, then close the document.

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Independent Challenge 1 You have just been hired to design a menu for Pacific Bistro, a new restaurant situated on an island off the coast of Washington state. You use text effects to enhance text in the document, and then you use the Remove Background and Artistic Effects features to modify a photograph. a. Start Word, open the file WD M-8.docx from the drive and folder where you store your Data Files, then save it as WD M-Pacific Bistro Lunch Menu. b. Apply the Gradient Fill – Gold Accent 1 text effect to the Pacific Bistro Lunch Menu title, increase the font size to 28 pt, then apply the Offset Diagonal Bottom Left shadow style. (Hint: Click the Text Effects button, point to Shadow, then click the first row, third column, in the Outer section.) c. Update the Menu Title style to match the selection. d. Select “Appetizers”, then change the character spacing on the Advanced tab of the Font dialog box to Expanded by 2 pt. (Hint: Select 1 pt in the By text box, then type 2 pt.) Update the Category style to match the selection so that all the menu items use the expanded character spacing. e. Select $6.95 (the first price in the Appetizers section), then change the OpenType setting for Number forms to Oldstyle. Update the Price style to match the selection. (Note: With the Old-style number form applied, the placement of numbers varies depending on the number combinations; for example, the “95” in “6.95” dips below the “6” but are even with the “4” in “4.95.”) f. Scroll to the bottom of the document, select the picture of the kayak on page 1, then remove the background so only the orange kayak remains. g. Scroll to the second page, apply the Cutout artistic effect to the second photograph of the kayak, then change the color to Aqua, Accent color 2 Light in the Recolor section that appears when you click Color in the Adjust group. h. Use the Corrections feature to select the Brightness: + 20% Contrast: +40% Correction. i. Change the picture style to Bevel Rectangle, then apply the Circle Bevel FIGURE M-32 picture effect. j. Change the wrapping to Through, then scroll up and change the wrapping of the kayak picture with the background removed to Through. k. Use arrow keys and the mouse pointer to position the orange kayak over the aqua picture. Use the Selection and Visibility pane and the Bring Forward and Send Backward features to help you position the two pictures in relation to each other so the completed picture appears as shown in Figure M-32. l. Type your name where indicated at the top of the document, save and close the document, submit the file to your instructor, then close the document.


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Independent Challenge 2 You have just started working for Growing Green, a tour company based in Connecticut that takes visitors on guided tours of local gardens and provides gardening advice. One of your jobs is to prepare the company’s annual report. Before you format the entire report, you gather some of the information required. First, you insert and modify a screenshot of the graphic created by a coworker that will be featured on the report’s title page, and then you create an organization chart to show the company personnel. a. Start Word, open the file WD M-9.docx from the drive and folder where you store your Data Files, then save it as WD M-Growing Green Report to the drive and folder where you store your Data Files. b. Open WD M-10.docx, then view the WD M-Growing Green Report document again. c. Select the [Screenshot] placeholder, then use the Screenshot command to take a screen clipping of the picture in WD M-10.docx. Include only the picture from WD M-10.docx, not any of the text, in the screenshot. d. In the WD M-Growing Green Report document, add a 3 pt Dark Green, Accent 5 border to the screen clipping, change the picture’s width to 6", then center it. e. Insert a page break to move the Organization Chart heading to the next page, left align the heading if it is not already left aligned, select the [Organization chart] placeholder, FIGURE M-33 then insert a SmartArt graphic that uses the Horizontal Hierarchy style in the Hierarchy category. f. Refer to Figure M-33 to enter the text and add or remove the boxes required for your organization chart. Remember to press [Shift][Enter] after you type a name so that you can enter the position. g. Apply the Cartoon SmartArt style from the SmartArt Tools Design tab. Advanced Challenge Exercise ■ Click the box for Jessica Gruber, right-click, click Format Shape, then change the fill color to Dark Green, Accent 5, Darker 50%. ■ Change the fill color of the two second-level boxes to the Lighter 40% shade of the same Green color, and change the text color to black. (Hint: You need to enhance each box separately.) ■ Click a white area of the chart, change the width of the entire chart to 7", then change the text wrapping to Through. ■ Double-click below the organization chart, click the Clip Art button on the Insert tab, search for flower (you must be connected to the Internet to find suitable clip art), then insert the clip art picture (not a photograph) of the flower you prefer. (Hint: Choose a simple clip art picture that will be easy to modify.) ■ Use the Edit Picture command to ungroup the picture, enlarge the drawing canvas to provide more workspace, and then modify the clip art picture in some way. For example, you can remove some of the objects that make up the picture and change the fill color of other objects. (Hint: If the picture “jumps” to the top of the page when you edit it, drag it back to a blank area of the screen.) ■ Select all the components of the picture and group them into one object, change the wrapping for the drawing canvas to Through, then position the drawing canvas with the picture in a blank area of the organization chart. Note that you can slightly overlap any of the boxes, if you wish. (Hint: Be sure to drag the border of the drawing canvas to move both the drawing canvas and the picture.) h. Type your name where indicated in the document footer, save the document, close the WD M-10.docx document without saving it, submit the WD M-Growing Green Report to your instructor, then close the document.

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Independent Challenge 3 You work as a teacher’s aide at an elementary school. Your supervisor has asked you to create a worksheet that children can color, according to the labels. You’ve downloaded the clip art picture to use in the worksheet. Now you need to modify the picture, draw and rotate an AutoShape, and then add some text objects.

Word 2010

a. Start Word, open the file WD M-11.docx from the drive and folder where you store your Data Files, then save it as WD M-Learning Colors Picture. b. Drag a corner handle of the balloon picture to increase its size to approximately 5" ⫻ 5" using the settings on the horizontal and vertical ruler bars to help you. (Note: Change the zoom setting as needed to meet your needs as you work.) c. Right-click the picture of the balloons, select Edit Picture (answer Yes), then remove the colored shape from each balloon. d. Refer to Figure M-34 to complete the picture, according to the following instructions. e. Outside and to the right of the drawing canvas containing the balloons, draw and format the three sun AutoShapes: First draw one sun AutoShape, and set the height at 1.3" with the lock aspect ratio option selected. (Hint: Select the Lock aspect ratio button before you enter 1.3 in the Height text box.) f. Remove the fill color and change the line color to black, copy and paste the two other sun AutoShapes, use the vertical distribute option to set an equal space between each of the suns, and then use the pointer to drag the middle sun just behind the far-right balloon. (Hint: To place the sun behind the balloon, select the Send Behind Text layering option.) g. As shown in Figure M-34, add text boxes and draw black, 3 pt lines, copyFIGURE M-34 ing and pasting where needed to reduce drawing time. Type text in the text boxes and format it in Calibri, 18 pt. (Note: Remove the border around each text box and move text boxes as needed to ensure they do not block other parts of the picture.) Advanced Challenge Exercise ■ Use the Edit Points function to modify each of the three balloons so that each balloon shape is closed. ■ Be sure there is no gap in the oval shape. ■ Increase the zoom so that you can see the points you are dragging. Click away from the picture to see the progress, then use Edit Points again to refine your efforts. h. Double-click below the Drawing canvas, type Prepared by followed by your name, and then center the text. i. Save the document, submit the file to your instructor, then close the document.

Real Life Independent Challenge You can use the many options available in the Picture Tools Format tab to modify the appearance of your photographs. You can then use the modified photographs to enhance invitations, posters, and photo albums. You decide to explore the options on the Picture Tools Format tab and then to use at least four different options to format two photographs. As you format the photographs, you keep track of the options you have selected. a. Open the file WD M-12.docx from the drive and folder where you store your Data Files, then save it as WD M-Picture Effects. This document contains two photographs and space for you to specify the options you use to modify the photographs. b. Use the Rotate function to show the second of the two pictures vertically. c. Use four features to modify each of the two pictures. For example, you can choose to change the shape of the picture; modify picture effects such as glows, bevels, and reflections; apply a picture correction; change the picture color; or apply an artistic effect. As you work, note the modifications you make in the table provided under the photograph. For example, if you add a Cool Slant Bevel picture effect, enter Picture Effects: Bevel in the Feature column, then enter Cool Slant in the Setting column. d. Type your name where indicated in the footer, save the document, submit the file to your instructor, then close the document.


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Visual Workshop You are working with the Web Development Group at SnugglePets.com to plan and launch a new Web site that sells exotic stuffed animals. You’ve created a Target SmartArt graphic that illustrates the steps toward the goal of launching the Web site. Open the file WD M-13.docx from the drive and folder where you store your Data Files, then save it as WD M-Web Launch Target Graphic. Apply the Gradient Fill – Green, Accent 4, Reflection text effect to the document title. Edit the crocodile picture so that it appears as shown in Figure M-35. With the crocodile in the drawing canvas, remove the reflection shape, then change the color of the crocodile’s body to Indigo, Accent 6, Darker 50%. After you have modified the picture, regroup it and change the wrapping to Square. Use the Basic Target SmartArt graphic in the Relationship category to create the Target graphic. (Hint: Be sure to use the text pane to enter the text and add shapes before you apply a color or style to the graphic.) Select the color scheme and SmartArt style shown. Enclose the SmartArt graphic in a 6 pt green border. Change the wrapping to Square, and use the mouse to position the graphic and the picture. Add your name, save the document, submit the file to your instructor, then close the document.

FIGURE M-35

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UNIT

N Word 2010


Building Forms Word provides the tools you need to build forms that users can complete within a Word document. A form is a structured document with spaces reserved for entering information.

WD N-1.jpg

You create a form as a template that includes labeled spaces—called content controls—

WD N-2.jpg

into which users type information. The form template can include a variety of content con-

WD N-3.docx WD N-4.jpg WD N-5.docx

trols including Rich Text content controls, Building Block Gallery content controls, and even a Date Picker content control. Once you have created a form, you can protect it so that

WD N-6.docx

users can enter information into the form, but they cannot change the structure of the form

WD N-7.jpg

itself.

Ron Dawson in the Marketing Department wants to create a form to survey the

managers of the various Quest Specialty Travel (QST) branches worldwide. You start by creating the form template.

OBJECTIVES

Construct a form template Add Text content controls Add Date Picker and Check Box content controls Add Drop-Down and Picture content controls Add a Building Block Gallery content control Insert Legacy Tools controls Format and protect a form Fill in a form as a user


UNIT

N Word 2010

STEPS

Constructing a Form Template A Word form is created as a form template, which contains all the components of the form. As you learned in an earlier unit, a template is a file that contains the basic structure of a document, such as the page layout, headers and footers, and graphic elements. The structure of a form template usually consists of a table that contains labels and two types of controls: content controls and Legacy Tools controls. A label is a word or phrase such as “Date” or “Location” that tells people who fill in the form the kind of information required for a given field. A control is the placeholder that you, as the form developer, insert into the form. You insert a control to contain the data associated with the label. Figure N-1 shows a completed form template containing several different types of controls. You need to create the basic structure of the form in Word, and then you save the document as a template to a new folder that you create.

1. Start Word, click the File tab, click New, then click My templates in the Available Templates section to open the New dialog box 2. Be sure Blank Document is selected, click the Template option button in the Create New section, then click OK A new document appears in the document window, and Template1 appears on the title bar. QUICK TIP To apply the Title style, click the More in the button Styles group on the Home tab, then click Title.

QUICK TIP To merge cells, select the cells to merge, click the Table Tools Layout tab, then click Merge Cells in the Merge group.

3. Click the Page Layout tab, click Themes, click Concourse, type Marketing Survey, press [Enter], select the text, then apply the Title style and center the text 4. Click below the title, click the Insert tab, click Table, click Insert Table, enter 4 for the number of columns and 8 for the number of rows, click OK, type Name, press [Tab] twice, type Position, select the first three rows of the table, then reduce the width of columns 1 and 3 as shown in Figure N-2 5. Enter the remaining labels and merge cells to create the form shown in Figure N-3 Once you have created the structure for your form, you can save it as a template. First, you create a new folder to contain the template and then you specify this folder as the location of user templates so that Word can find it.

6. Minimize Word, click the Start button on the taskbar, click Computer, navigate to the drive and folder where you store your Data Files, click New folder on the menu bar, type Your Name Form Templates as the folder name, then press [Enter] You set this new folder as the default location for user templates so all templates are stored automatically in the same location and so you do not need to navigate to the folder each time you save a template. A user template is any template that you create.

QUICK TIP Write down the default location so you have the information available when you reset the File Location for User Templates to the default location.

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7. Close Windows Explorer, return to Template1 in Word, click the File tab, click Options, click Advanced, then scroll to the bottom of the Word Options dialog box 8. Click File Locations, click User templates, click Modify, navigate to the Your Name Form Templates folder, click to select the folder, then click OK until you are returned to the document 9. Click the Save button on the Quick Access toolbar, verify that “Marketing Survey.dotx” appears in the File name text box, change the filename to WD N-Marketing Survey.dotx, then click Save Word saves the template to the new folder you created.

Building Forms


FIGURE N-1: Form construction

Rich Text content control

Plain Text content control formatted with the Strong style

Legacy Tools Text Form Field into which users can enter only a three-digit number

Date Picker content control; a calendar appears when users move to the field

Combo Box content control; a list arrow appears when users move to the field

Drop-Down List content control; a list arrow appears when users move to the field

Word 2010

Building Block Gallery content control contains text and a SmartArt graphic

Picture content control; a user can insert a picture file

Legacy Tools Text Form Field formatted for upper case and includes a Help message that appears on the status bar when a user moves to the field

Check Box content control; a check mark appears when a user clicks the box

FIGURE N-2: Modifying column widths

Drag the border between columns 1 and 2 to the left

Drag the border between columns 3 and 4 to the left

FIGURE N-3: Table form with labels and merged cells

Merge cells Merge cells

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UNIT

N Word 2010

STEPS

Adding Text Content Controls Once you have created a structure for your form, you need to designate the locations where you want users to enter information. You insert text content controls in the table cells where users enter text information, such as their names or positions. Two types of text content controls are available. You use the Rich Text content control when you want formatting, such as bold or a different font size, automatically applied to text as users enter it in the content control. You can also apply a style, such as the Title style, to a Rich Text content control. You generally use the Plain Text content control when you do not need formatting applied to the text that users enter. However, if you want to format a Plain Text content control, you can specify that a style be automatically applied to text as users enter it. You use the Developer tab to access all the commands you use to create and work with forms in Word. You display the Developer tab on the Ribbon, then you insert text content controls in the table cells where you need users to enter text.

1. Click the File tab, click Options, click Customize Ribbon, click the Developer check box in the list of main tabs on the right side of the Word Options dialog box to select it, then click OK The Developer tab becomes available on the Ribbon. The Controls group on the Developer tab contains the buttons you use to create and modify the various elements of a form. Table N-1 describes each content control button in the Controls group. QUICK TIP Design Mode must be active when you insert content controls into a table form.

2. Click the Developer tab, click Design Mode in the Controls group to make Design Mode active, click in the blank table cell to the right of Name, then click the Rich Text Content Control button in the Controls group A Rich Text content control is inserted. When completing the form, the user will be able to enter text into this content control.

3. Click Properties in the Controls group The Content Control Properties dialog box opens.

4. Type Full Name as the title of the content control, press [Tab], type Name as the tag, then click OK You can use the same title for more than one content control, but you must assign a unique tag to each content control. The tag is used to help Word distinguish between different content controls that may have the same title. You can view tags only in Design Mode. QUICK TIP When the content control is selected, the title is dark blue and the rest of the control is shaded blue.

5. Click Full Name to select the entire content control, click the Home tab, change the font , then select size to 16 point, click the Bold button , click the Font Color list arrow Red, Accent 2, Darker 25% 6. Click the Developer tab, select the text Click here to enter text. between the two tags, then type Enter your full name here. as shown in Figure N-4 7. Press [Tab] two times to move to the blank cell to the right of Position, then click the Plain Text Content Control button in the Controls group 8. Click Properties in the Controls group, type Job, press [Tab], type Job, click the Use a style to format contents check box, click the Style list arrow, select Strong as shown in Figure N-5, then click OK If you want text entered in a Plain Text content control to appear formatted when the user fills in the form, you must apply a paragraph style. If you apply formats, such as bold and font size, to the Plain Text content control, the formatting will be lost when the form is opened and filled in by a user. You can format both Rich Text and Plain Text content controls with a paragraph style. The Strong paragraph style that you applied to the Plain Text content control will show when you fill in the form as a user.

9. Select Click here to enter text. between the two Job tags, type Enter your job title here., then save the template Word 332

Building Forms


FIGURE N-4: Rich Text content control

Design Mode is active Rich Text Content Control is dimmed when text is being entered into the content control by the form author

Content control tags

Word 2010

Text provides direction to form user regarding what to type in this cell of the form

Content control title

FIGURE N-5: Content Control Properties dialog box

Title and Tag can be the same or different Style list arrow

Options in this section vary depending on which content control is active

Strong style selected

TABLE N-1: Buttons in the Controls group

button

use to Insert a Rich Text content control when you want to apply formatting, such as bold, to text users type Insert a Plain Text content control to apply a style to text users type or to display text as plain, unformatted text Insert a Picture content control when you want users to be able to insert a picture file Insert a Building Block Gallery content control when you want to insert a custom building block, such as a cover page or a SmartArt graphic Insert a Combo Box content control when you want users to select from a list or be able to add a new item Insert a Drop-Down List content control to provide users with a list of restricted choices Insert a Date Picker content control when you want to include a calendar control that users can use to select a specific date Insert a Check Box content control when you want to insert a check box that users can click to indicate a selection Insert controls from the Legacy Tools options when you want additional control over the content that can be entered into a control; if you have programming experience, you can insert ActiveX Controls into forms using the Legacy Tools button

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UNIT

N Word 2010

STEPS

Adding Date Picker and Check Box Content Controls The Date Picker content control provides users with a calendar from which they can select a date. The Check Box content control inserts a check box that users can click to insert an “X” or another symbol of your choice such as a check mark. You want the form to include a Date Picker content control that users click to enter the current date and Check Box content controls that users can click to indicate their preferences among a selection of options.

1. Click in the blank table cell to the right of Date, then click the Date Picker Content Control button in the Controls group 2. Click Properties in the Controls group, type Current Date as the title and Date as the tag, click the date format shown in Figure N-6, then click OK You will see the calendar in a later lesson when you complete the form as a user.

3. Select the contents of the Current Date content control, then type the message Click the down arrow to show a calendar and select the current date. Users see this message when they fill in the form.

4. Scroll to and click the blank table cell below Tour Presentations, then click the Check Box Content Control button in the Controls group A check box appears in the cell.

5. Click Properties, type Activity, press [Tab], then type Check Box 6. Click the Use a style to format contents check box, click the Style list arrow, then select Title If you want the check box to appear larger than the default size in the form, you need to modify it with a style that includes a large font size. You can also choose what character is inserted in the check box when a user clicks it.

7. Click Change next to the Checked symbol label, click the Font list arrow in the Symbol dialog box, click Wingdings if that is not the active font, select the contents of the Character code text box, type 252, click OK, then click OK A check mark symbol will appear in the check box when a user filling in the form clicks it.

8. Click Activity to select the check box content control, press [Ctrl][C], press [ ] to deselect the check box, press [ ] to move to the next cell, press [Ctrl][V], press [ ], press [Ctrl][V], press [ ], then press [Ctrl][V] A check box appears under each of the four marketing activities.

9. Click to the left of the row to select the entire row, press [Ctrl][E] to center each of the check boxes, click away from the selected row, then save the document The Check Box and Date Picker content controls appear as shown in Figure N-7.

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Building Forms


FIGURE N-6: Selecting a date format

Date format selected

Word 2010

FIGURE N-7: Table form with the Date Picker and Check Box content controls added

Date Picker Content Control button

Check Box Content Control button

Message for Date Picker content control

Check boxes formatted with the Title style and centered

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UNIT

N Word 2010

STEPS

Adding Drop-Down and Picture Content Controls You can choose from two drop-down content controls: the Combo Box content control and the DropDown List content control. Both drop-down content controls provide users with a list of choices. Users can only select from the list of choices in the Drop-Down List content control. In the Combo Box content control, users can select an item from the list of choices or they can type a new item. You can also insert a Picture content control into a form. In the completed form, users click the Picture content control and then insert a picture they have stored on their computer. As QST continues to grow, new branch locations are opening on a regular basis. You insert a Combo Box content control next to the Branch table cell so users can select the location of their QST branch if it is listed or type in the location of their branch if it is not listed. You then insert a Drop-Down List content control so users can select an adjective to describe overall tour sales. Finally, you insert a Picture content control in the Top Tour table cell.

1. Click in the blank table cell to the right of Branch, click the Combo Box Content Control button in the Controls group, click Properties in the Controls group, type Branch Location, press [Tab], then type Branch 2. Click Add, type London, England, then click OK London, England, will be the first choice users see when they click the Combo Box content control.

3. Click Add, type San Diego, California, then click OK 4. Refer to Figure N-8 to add three more branch locations to the Content Control Properties dialog box: Sydney, Australia; Vancouver, Canada; and New York, USA 5. Click San Diego, California, click Modify, change California to USA, click OK, click New York, USA, click Move Up until the entry appears immediately below London, England The list is now in alphabetical order.

6. Click OK 7. Click in the blank table cell to the right of Tour Sales, click the Drop-Down List Content Control button in the Controls group, click Properties, complete the Content Control Properties dialog box as shown in Figure N-9, then click OK 8. Click Design Mode in the Controls group to turn off Design Mode, click to the right of Top Tour, press [Enter], then click the Picture Content Control in the Controls group You need to turn off Design Mode before you insert a Picture content control or a Building Block Gallery content control so that the controls work when you fill in the form. TROUBLE If the Insert Picture dialog box opens, click Cancel, then be sure to click the light blue background square (not the picture icon) to make the Picture Tools Format tab active.

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9. Click the blue background square representing the picture, click the Picture Tools Format tab, click the More button in the Picture Styles group, click Rounded Diagonal Corner, White in the Picture Styles group, then click the Developer tab You applied a picture style to the Picture content control, as shown in Figure N-10. When a user inserts a picture in the form, this picture style will be applied to the inserted picture.

10. Save the template

Building Forms


FIGURE N-8: Entries for the Combo Box content control

FIGURE N-9: Entries for the Drop-Down List content control

List of items that users can use to select a branch location

Word 2010

Modify button, active when an entry is selected Move Up button, active when an entry is selected

FIGURE N-10: Picture style selected

Design Mode must be turned off when inserting a Picture content control

Content control tags are not visible when Design Mode is turned off

Drop-Down List content control

Combo Box content control

Picture content control with Rounded Diagonal Corner, White picture style applied

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UNIT

N Word 2010

STEPS

Adding a Building Block Gallery Content Control A Building Block Gallery content control can contain both text and objects, such as pictures and SmartArt graphics. You must follow several steps to use a Building Block content control. First, you create the content you want to be the building block in a new document. Next, you save the content as a Quick Part to the General gallery (or any gallery of your choice). Then, you insert the Building Block Gallery content control into the form. Finally, you use the Quick Parts list arrow on the Building Block Gallery content control to insert the Quick Part you created into the form. Just like Picture content controls, you always work with Design Mode turned off when you are working with Building Block Gallery content controls. You create a Building Block Gallery content control that contains instructions and a SmartArt graphic that users can modify when they fill out the form. You start by creating a new building block.

1. Click the File tab, click New, then click Create You create a new blank document that will contain the new building block you want to appear in the form.

TROUBLE If a warning message opens, click Yes.

2. Type the text Enter the titles of your top three tours., press [Enter], click the Insert tab, click SmartArt in the Illustrations group, click List in the list of SmartArt types, then click Vertical Box List as shown in Figure N-11 3. Click OK, click the Change Colors button, then select Colorful - Accent Colors (first selection in the Colorful section) 4. Click in the text above the SmartArt graphic, press [Ctrl][A] to select the contents of the document, click the Insert tab, click the Quick Parts list arrow in the Text group, then click Save Selection to Quick Part Gallery 5. Type Tour List as the building block name, click OK, save the document as WD N-Marketing Survey Building Block to the location where you save the files for this book (but not to the Your Name Form Templates folder), then close the document 6. Verify that WD N-Marketing Survey.dotx is the active document, click to the right of Most Popular Tours, press [Enter], click the Developer tab, then verify that the Design Mode button is not active 7. Click the Building Block Gallery Content Control button in the Controls group, click the Quick Parts list arrow on the Building Block Gallery content control title tab as shown in Figure N-12, then click Tour List Notice that a different color scheme is applied to the SmartArt graphic because you applied the Concourse theme to the form when you created it. The default Office theme was applied when you created the SmartArt graphic in a new document.

8. Click the white area just below Enter to select the graphic (a gray box appears around the graphic to indicate it is selected), scroll down if necessary, then drag the lower-right corner handle up and to the left to change the width of the graphic to about 3" as shown in Figure N-13 9. Click outside the SmartArt graphic, then save the template

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Building Forms


FIGURE N-11: Selecting the Vertical Box List SmartArt graphic

Vertical Box List

Word 2010

FIGURE N-12: Selecting the Tour List building block

Design Mode must be turned off when inserting a Building Block content control

Tour List building block (you may see other building blocks in the General section)

Quick Parts list arrow

FIGURE N-13: Resizing the Tour List building block

Drag the lower-right sizing handle up to reduce the size of the SmartArt graphic to about 3"

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UNIT

N Word 2010

STEPS

Inserting Legacy Tools Controls The Legacy Tools button in the Controls group on the Developer tab provides access to a selection of Legacy Tools controls. Some of the Legacy Tools controls, such as the Text control and the DropDown Form Field control, are similar to the content controls you have already worked with. You use Legacy Tools when you need more control over how the content control is configured. First, you insert a Text Form Field control that you limit to three numerical characters, and then you insert another Text Form Field control to contain comments and a Help message.

1. Click the Design Mode button in the Controls group to turn Design Mode back on, click in in the blank table cell to the right of Extension, then click the Legacy Tools button the Controls group The selection of Legacy Forms controls and ActiveX controls opens, as shown in Figure N-14. QUICK TIP Legacy Tools controls are inserted as a field, which appears as a gray shaded box, and do not include a title bar or tags.

2. Click the Text Form Field button

to insert a form field

You use the Text Form Field control when you need to control exactly what data a user can enter into the placeholder.

3. Double-click the text form field to open the Text Form Field Options dialog box In the Text Form Field Options dialog box, you define the type and characteristics of the data that users can enter into the Text Form Field control.

4. Click the Type list arrow, click Number, then click the Maximum length up arrow to set the maximum length of the entry at 3 5. Click the Default number text box, type 100, compare your Text Form Field Options dialog box to Figure N-15, then click OK Users will only be able to enter a 3-digit number in the form field. If users do not enter a number, the default setting of 100 will appear.

6. Scroll to the last row of the table (contains “Comments”), click to the right of Comments, then press [Spacebar] 7. Click the Legacy Tools button , click the Text Form Field button , double-click the text form field, click the Text format list arrow, then click Uppercase 8. Click the Add Help Text button to open the Form Field Help Text dialog box, click the Type your own: option button, then type Provide suggestions to help us improve our marketing efforts. as shown in Figure N-16 The Help message will appear in the status bar when users click in the Text Form Field control.

9. Click OK, click OK, then save the template

ActiveX controls The Legacy Tools button also provides you with access to ActiveX controls that you can use to offer options to users or to run macros

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or scripts that automate specific tasks. You need to have some experience with programming to use most of the ActiveX controls.

Building Forms


FIGURE N-14: Inserting a Text Form Field control

Legacy Tools button Text Form Field button

Word 2010

FIGURE N-15: Text Form Field Options dialog box

Type list arrow 100 entered as the Default number

Up arrow

FIGURE N-16: Adding Help text

Type your own: option button

Building Forms

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UNIT

N Word 2010

STEPS QUICK TIP Instead of using the Format Painter, you can use the [Ctrl] key to select each label, then click the Bold button.

Format ting and Protecting a Form Forms should be easy to read on-screen so that users can fill them in quickly and accurately. You can enhance a table containing form fields, and you can modify the magnification of a document containing a form so that users can easily see the form fields. You can then protect a form so that users can enter only the data required but are not able to change the structure of the form. When a form is protected, information can be entered only in form fields. You enhance the field labels, modify the table form, then protect and save the template.

1. Scroll up and select Name in the first cell of the table, click the Home tab, click the Bold button in the Font group, double-click the Format Painter button , then use the Format Painter to enhance all the field labels with bold 2. Click the Format Painter button to turn off formatting, reduce the zoom to 60%, select the first three rows in the table, press and hold [Ctrl], then select the last four rows in the table 3. Click the Table Tools Layout tab, click Properties in the Table group, click the Row tab, click the Specify height check box, select the contents of the Specify height text box, then type .45 You work in the Table Properties dialog box to quickly format nonadjacent rows in a table.

TROUBLE Don’t worry that the table has extended to two pages. It will fit on one page when Design Mode is turned off.

4. Click the Cell tab in the Table Properties dialog box, click Center in the Vertical alignment section, click OK, then click any cell containing a label (for example, Name) to deselect the rows The height of the rows is increased to at least .45", and all the labels and content controls are centered vertically within each table cell.

5. Click the Developer tab, then click the Design Mode button to turn off Design Mode Before you protect a document, you must be sure Design Mode is turned off.

6. Click the Restrict Editing button in the Protect group, click the check box in the Editing restrictions section, click the No changes (Read only) list arrow, then click Filling in forms as shown in Figure N-17 7. Click Yes, Start Enforcing Protection 8. Type cengage, press [Tab], then type cengage You enter a password so that a user cannot unprotect the form and change its structure. You can only edit the form if you enter the “cengage” password when prompted.

9. Click OK, close the Restrict Formatting and Editing task pane, compare the completed form template to Figure N-18, save the template, then close it Protecting documents with formatting and editing restrictions You protect a form so that users can enter data only in designated areas. You can also protect a document. To protect a document, click the Developer tab, click the Restrict Editing button, then choose the restriction settings you wish to apply. To restrict formatting, you click the Limit formatting to a selection of styles check box, then click Settings. You then choose the styles that you do not want users

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to use when formatting a document. For example, you can choose to prevent users from using the Heading 1 style or some of the table styles. For editing restrictions, you can specify that users may only make tracked changes or insert comments, or you can select No changes (read only) when you want to prevent users from making any changes to a document.

Building Forms


FIGURE N-17: Protecting a form

Design Mode must be turned off before protecting a form

Restrict Editing must be selected to protect a form

Word 2010

Filling in forms selected

FIGURE N-18: Completed form template

Building Forms

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UNIT

N Word 2010

STEPS

Filling in a Form as a User Before you distribute a form template to users, you need to test it to ensure that all the elements work correctly. For example, you want to make sure you can modify the SmartArt in the Building Block Gallery content control and that the Help text you entered appears in the status bar when you move to the Comments cell. You also want to make sure that selections appear in the list boxes, that you can insert a picture, and that you can easily select the check boxes. You open a new document based on the template, then fill in the form as if you were the Sydney branch manager.

1. Click the File tab, click New, click My templates, verify that WD N-Marketing Survey.dotx is selected, then click OK Notice that the WD N-Marketing Survey.dotx file opens as a Word document, as indicated by the filename that appears on the title bar. The insertion point highlights the content control following Name. The form is protected, so you can enter information only in spaces that contain content controls or check boxes.

2. Increase the zoom to 100%, type your name, then click the content control to the right of Position 3. Type Marketing Manager, double-click 100 next to Extension, then type 240 Notice how Marketing Manager appears bold because you applied the Strong style when you inserted the Plain Text content control.

4. Click the content control to the right of Date, click the down arrow, click the left arrow or right arrow to move to January 2013 as shown in Figure N-19, then click 8 The date of Tuesday, January 08, 2013, is entered. QUICK TIP Users could also click the content control and type a new branch name because the content control is a Combo Box content control.

5. Click the content control to the right of Branch, click the list arrow, click Sydney, Australia, click the content control to the right of Tour Sales, click the list arrow, then click Fantastic 6. Click the red box in the SmartArt graphic, type Fraser Island, click the orange box, type Desert Quest, click the blue box, then type Crocodile Cruise 7. Click the picture icon in the Picture content control in the Top Tour cell, navigate to the drive and folder where you store your Data Files, then double-click WD N-1.jpg 8. Click the check box below Tour Launches, click the check box below Promotions, verify that the insertion point appears next to Comments, note the message that appears on the status bar, then type the comment text shown in Figure N-20, noting that it will appear in lower case as you type 9. Press [Tab] to view the text in uppercase, switch to 60% view, compare the completed form to Figure N-21, save the document with the name WD N-Sydney Survey to the drive and folder where you save your files for this book, submit the file to your instructor, then close the document

Editing a form template Before you can edit a form template, you need to unprotect it. Open the form template, click the Developer tab, click the Restrict Editing button in the Protect group, click Stop Protection, then enter the correct password, if prompted. You can make changes to the

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structure of the form by inserting new controls and labels, and modifying the formatting. You protect the form again, and then save the template.

Building Forms


FIGURE N-19: Selecting the date

Word 2010

FIGURE N-20: Comment entry

Help text appears on the status bar

FIGURE N-21: Completed form

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Practice


Concepts Review

Identify each of the numbered buttons in the Controls group shown in Figure N-22. FIGURE N-22

5 1 4

2 3

Match each term with the statement that best describes it. 6. 7. 8. 9. 10.

Rich Text content control Design Mode Date Picker content control Combo box content control Building Block Gallery content control 11. Drop-Down List content control

a. b. c. d. e. f.

Use to provide users with a list of items to click Can be formatted with font and paragraph enhancements Use to insert a calendar control Deselect before protecting a document Use to insert a document building block Use to provide users with a list and space to type a new entry

Select the best answer from the list of choices. 12. Which of the following statements best describes the purpose of a Rich Text or Plain Text content control? a. A code visible only in Design Mode b. A placeholder for text such as a user’s name c. A control that, when clicked, shows a list of options that the user can select d. A word or phrase such as “Name” or “Location” that tells users the kind of information required for a given field 13. What happens when you click the list arrow next to a Date Picker content control in a form? a. A blank box appears. b. A calendar grid appears. c. The current date appears. d. A dialog box opens where you can select a date. 14. Which button do you click to open a task pane with options for protecting a form? a. Protect Mode c. Design Mode b. Restrict Editing d. Form Design Word 346

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Skills Review

Building Forms

Word 2010

1. Construct a form template. a. Start Word, click the File tab, click Save As, click the Save as type list arrow in the Save As dialog box and select Word Template, navigate to the Your Name Form Templates folder, type WD N-Change of Grade Notification as the filename, then click Save. FIGURE N-23 b. Refer to Figure N-23. Type Change of Grade Notification, press [Enter], enhance the text with the Title style, then change the Style Set to Formal. c. Create a table that has 4 columns and 13 rows. d. Type the text and merge cells as shown in Figure N-23, then save the template. 2. Add Text content controls. a. Show the Developer tab on the Ribbon if necessary, then turn on Design Mode. b. Insert a Rich Text content control in the table cell to the right of Student Name. c. In the Properties dialog box for the content control, type First and Last Name as the title and Name as the tag, exit the Properties dialog box, then click the Home tab. d. Select the entire control, change the font size to 14 point, then change the font color to Blue, Accent 1, Darker 25%. e. Between the two Name tags, enter Type the student’s full name here. in the content control. f. Click the Developer tab, click in the blank cell to the right of Grade Change Reason in the second to last row of the table, then insert a Plain Text content control. g. In the Properties dialog box, enter Description of Change as the title and Description as the tag, then specify that the text be formatted with the Intense Emphasis style. h. Between the two Description tags, type Enter the reason for the grade change here., then save the template. 3. Add Date Picker and Check Box content controls. a. Insert a Date Picker content control in the blank cell to the right of Date. b. In the Properties dialog box, enter Current Date as the title and Date as the tag, then change the date format to the format that corresponds to March 18, 2013. c. Between the two Date tags, type the message Click the down arrow to show a calendar, then select the date of the last day of term. d. Insert a space and a Check Box content control to the right of “A” in the Original Letter Grade column, and apply the Heading 1 style to the Check Box content control. e. Change the Checked symbol to Character code 251 from the Wingdings font. f. Use Copy and Paste to insert a space and a Check Box content control to the right of each of the remaining letters in the Original Letter Grade and Revised Letter Grade columns. g. Select the cells containing the letter grade headings and grades, then center the contents. 4. Add Drop-Down and Picture content controls. a. Insert a Combo Box content control in the blank cell to the right of Course Title. b. In the Properties dialog box, enter Course Title as the title and Title as the tag. c. Add the following entries: Accounting, Finance, Marketing, and Business. d. Change Business to Computers, then move Computers up so it appears immediately after Accounting. e. Insert a Drop-Down List content control in the blank cell to the right of Course Number. f. In the Properties dialog box, enter Course Number as the title and tag, add the following entries: 100, 150, 200, 220, 300, then save the template. g. Turn off Design Mode, then in the blank cell below Student Picture, insert a Picture content control. h. Click the picture placeholder, apply the Metal Frame picture style, then save the template. 5. Add a Building Block Gallery content control. a. Create a new blank document. b. Type Enter the courses in the program in the spaces provided., then apply the Formal style set.

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Skills Review (continued) c. On the next line, insert a SmartArt graphic using the Target List type from the List category (in the last line of the selection of graphics in the List category). d. Apply the Cartoon SmartArt style, then apply the Colorful Range - Accent Colors 4 to 5 color scheme. e. Click the text above the SmartArt graphic, then press [Ctrl][A] to select all the text and the SmartArt graphic. f. Save the selection to the Quick Parts gallery as a building block called Program Profile. g. Save the document as WD N-Business Program Building Block to the drive and folder where you save your files for this book (but not to the Your Name Forms Template folder), then close the document. h. Verify that Design Mode is not active, then insert a Building Block Gallery content control in the blank cell below Program Profile in the form template. i. Use the Quick Parts list arrow to select Program Profile, then use your mouse to reduce the size of the SmartArt graphic. It should fit the space in column 3 so that the widths of column 1 and column 2 are similar. Be sure the form fits on one page. The SmartArt graphic will be approximately 3" wide and 1" high. You may need to reduce the zoom so that you can see and then resize the graphic. j. Save the template. 6. Insert Legacy Tools controls. a. Turn on Design Mode, then insert a Text Form Field control from the Legacy Tools in the blank cell to the right of Student Number. b. Double-click the control to open the Text Form Field Options dialog box, change the type to Number, change the Maximum length to 7, then enter 1234567 as the default. c. Insert a Text Form Field control from the Legacy Tools in the blank cell to the right of Comments. d. Specify that the format should be uppercase, then add the help text: Provide additional details if necessary. e. Save the template. 7. Format and protect a form. FIGURE N-24 a. Turn off Design Mode, then apply bold to all the labels in the form template. b. Change the view to 60%, select the table, then change the row height to at least .4". c. Vertically center text in all the cells. (Hint: Use the Cell tab in the Table Properties dialog box.) d. Protect the document for users filling in forms using the password skills, then save and close the template. 8. Fill in a form as a user. a. Start a new blank document based on the WD N-Change of Grade Notification.dotx template, then complete the form as shown in Figure N-24. Insert WD N-2.jpg (or your own picture if you wish) in the Picture content control. b. Save the document as WD N- Grade Change Completed to the drive and folder where you store your files for this book, submit the file to your instructor, then close the document.

Independent Challenge 1 You work for the owner of Watson Consultants, a communications consulting company that assists businesses in the creation and development of business reports and proposals. The owner and some of the managers of the company often travel to meet with clients. Your boss asks you to create an itinerary form that managers can complete in Word to help them keep track of their travel details. a. Start Word and open the file WD N-3.docx from the drive and folder where you store your Data Files. Save it as a template called WD N-Itinerary Form to the Your Name Form Templates folder that you created to complete the lessons in this unit. (Refer to the first lesson in this unit, if necessary.) Word 348

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b. Make Design Mode active, then insert a Rich Text content control in the blank table cell to the right of the Name label. Enter Full Name as the title and Name as the tag, then format the control with 14 pt, bold, and italic. c. Insert a Date Picker control in the blank table cell to the right of Report Date. Enter Date as the title and tag, then select the date format that corresponds with June 30, 2013. d. Click the Date content control title bar, then copy the content control to each of the seven cells in column 1 below the Date label. e. Insert a Drop-Down List content control in the blank table cell to the right of Department. Enter Department as the title and tag, then add three selections: Sales, Accounting, and Human Resources. Put the three entries in alphabetical order. f. Insert a text form field from the Legacy Tools in the blank table cell to the right of Extension. Specify the type as Number, a Maximum length of 3, and 200 as the Default number. g. Insert a Plain Text content control in the blank table cell to the right of Purpose of Travel. Enter Travel Purpose for the title and Travel for the tag, then apply the Intense Emphasis style. h. Insert a Drop-Down List content control in the blank table cell to the right of Location. Enter Location as the title and tag, add three selections: North America, Europe, and Asia, then arrange them in alphabetical order. i. Insert a Combo Box content control in the first cell below Category. Enter Category as the title and tag, then add three selections: Transportation, Hotel, Meeting. Enter the text Choose an item or type your own between the two tags. j. Copy the content control, then paste it into each of the next six cells in the Category column. k. Insert a Plain Text content control in the first cell below Details. Enter Details as the title and tag, change the style to Subtle Emphasis, then copy the control and paste it FIGURE N-25 into each of the next six cells in the Details column. l. Exit Design Mode, then insert a Picture content control in the blank cell to the right of Picture of Location. Apply the Drop Shadow Rectangle picture style. m. Apply bold to all the form labels, then center the three labels: Date, Category, and Details. n. Protect the form using the Filling in forms selection, enter challenge1 as the password, then save and close the template. o. Open a new document based on the template, then complete the form with appropriate information, inserting WD N-4.jpg for the picture. Figure N-25 shows an example of a completed form. p. Save the form as WD N-Paris Itinerary, submit a copy to your instructor, then close the document.

Independent Challenge 2 You are the Office Manager at Lakeside Regional Securities, a company that has just instituted parking regulations for staff wanting to park in the new staff parking lot. Any staff member who wants to park in the lot must purchase a parking permit. You decide to create a Word form that staff members complete to purchase a parking permit. You create the form as a Word template saved on the company’s network. Staffers can open a new Word document based on the template, then complete the form in Word, or they can print the form and fill it in by hand. a. Start Word and open the file WD N-5.docx from the drive and folder where you store your Data Files. Save it as a template called WD N-Parking Permit Requisition to the Your Name Form Templates folder that you created to complete the lessons in this unit. (Refer to the first lesson in this unit, if necessary.) b. Be sure Design Mode is active, then insert content controls with appropriate titles and tags (you choose) as follows: Location Content Control Date Date Picker content control using the 5-May-13 format Name Plain Text content control formatted with the style of your choice Department Drop-Down List content control with four entries (for example, Accounting, Sales) in alphabetical order

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Independent Challenge 2 (continued) Extension Full-time, Part-time, etc.

Plain Text content control formatted with the style of your choice Check Box content control in each of the four Status cells formatted with the Heading 1 style and using the check mark symbol of your choice

c. Exit Design Mode, right-align the contents of all four of the Status cells, then apply bold to all the labels. Advanced Challenge Exercise ■ Add a new row at the bottom of the form, enter Payment in the first cell, then apply bold if necessary. ■ Select the next three blank cells, click the Clear Formatting button on the Home tab, merge the three cells into one cell, then split the newly merged cell into three cells. (Note: This creates three cells of equal width, independent of the cells above them.) ■ Click in the second cell in the last row, click the Design Mode button to turn it on, show the selection of Legacy Tools, then click the Option Button (ActiveX Control) button in the ActiveX Controls section. (Note: In a form containing a selection of option buttons, users can select just one button.) ■ Click the Properties button, widen the Properties panel as needed to see all the text in column 2, select the OptionButton1 text next to Caption in the list of properties, then type Payroll. ■ Repeat the procedure to insert two more option button ActiveX controls in cells 3 and 4 with the captions Debit and Cash. ■ Close the Properties panel. ■ Select just the cell containing Status, then use your mouse to reduce its width to .5". ■ Click the Design Mode button to exit design mode, save the template, then answer yes if a message regarding macros appears. ■ Select the row containing the option buttons, then increase its height to .5” with center vertical alignment. d. Protect the form for filling in forms, click OK to bypass password protection when prompted, then save and close the template. e. Open a new document based on the template, then complete the form as a user with appropriate information you provide. f. Save the document as WD N-Completed Parking Requisition to the drive and folder where you store your files for this book, submit a copy to your instructor, close the document, then exit Word.

Independent Challenge 3 You work for a company called Write Right! that conducts business writing and communications seminars for corporate and government clients in the Houston area. One way you can measure the success of the seminars is to ask clients to complete a feedback form after they participate in a seminar. You decide to create a Word form that you can e-mail to clients. a. Start Word and open the file WD N-6.docx from the drive and folder where your Data Files are located. Save it as a template called WD N-Seminar Evaluation Form to the Your Name Form Templates folder that you created to complete the lessons in this unit. (Refer to the first lesson in this unit, if necessary.) b. Switch to Design Mode, then insert and format controls as described below using titles and tags of your choice: Location Content Control Name Rich Text content control formatted with Heading 1 Seminar Date Date Picker content control using the date format of your choice Instructor Drop-Down List content control with the names of four instructors (for example, Mary Prentiss, Doreen Jefferson); put the names in alphabetical order by last name Subject Combo Box content control with entries for three subjects in alphabetical order: Viral Marketing, Business Writing, and Leadership Skills; include the text Select an item or enter a new subject. between the form tags as a direction to users Rankings Check Box content control in each of the 16 blank cells for the ranking of course elements. Format the content controls with the Heading 1 style, and select the check mark character of your choice. Hint: Insert and modify the first check box content control, then copy and paste it to the remaining table cells. Word 350

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Independent Challenge 3 (continued) c. d. e. f. g.

h.

k. l.

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i. j.

Save the template, then create a new blank document. Type the text: Enter three words that summarize your experience at your Write Right! seminar. Press [Enter], then insert the Converging Radial SmartArt graphic from the Relationship category. Type Write Right! in the circle shape, then apply the SmartArt style and color of your choice. Select all the text and the SmartArt graphic, then save it as a building block called Seminar Evaluation in the Quick Parts gallery in the General category. (Hint: Be sure to click in the text above the SmartArt and use [Ctrl][A] to select all content for the building block.) Save the Word document as WD N-Seminar Building Block to the location where you save files for this book (but not to the Your Name Form Templates folder). In the form template, turn off Design Mode, then insert the Seminar Evaluation building block in the last row of the table. Reduce the size of the SmartArt graphic so it fills the row without overlapping the edges of the table and the entire form remains on one page. Select the entire table, then change the cell alignment so all the text is centered vertically. Center all the check boxes and the numbers above them.

Advanced Challenge Exercise ■ Turn Design Mode on, then delete one of the instructors from the Drop-Down List content control. ■ Apply the table style of your choice to the entire table; experiment with the table style options (Header Row, Banded Columns, etc.) until you are satisfied with the appearance of your form. ■ Turn off Design Mode, verify that the form remains on one page, then increase the width of the SmartArt graphic so it appears centered within the table cell. m. Protect the form for filling in forms, click OK to bypass password protection when prompted, then save and close the template. n. Open a new document based on the template, then complete the form as a user with appropriate information you provide. o. Save the document as WD N-Completed Seminar Evaluation Form to the drive and folder where you store the files for this book, submit it to your instructor, then close the document.

Real Life Independent Challenge Microsoft Word includes a large number of form templates that you can adapt to meet the needs of your company or organization. You can learn a great deal about form design by studying how the form templates are constructed. To complete this independent challenge, you decide to find and complete one of the form templates included with Microsoft Office Word. a. Open Word, click the File tab, click New, click Forms in the list of document types in the Office.com Templates section, then explore the various categories and forms available. b. Click Business, scroll to and click the Interpersonal/organizational skills assessment, then click Download. The form was created with controls from the Legacy Tools selection. c. Delete the text box containing Your Logo Here, type the name of your company, organization, or school in place of Company Name, center the text you just typed, then increase the font size to 20 point. d. Select the first row containing black shading, press and hold the [Ctrl] key, select all the rows that contain black shading on both pages, then change the shading color to a color of your choice (for example, Purple, Accent 4, Darker 25%). e. Protect the form using the filling in forms setting, password protect the form or click OK to bypass password protection, then save the document as a template called WD N-Assessment Form to the Your Name Form Templates folder. Answer OK at the prompt. f. Close the template, then start a new document based on the template. g. Type your name where indicated, complete the form with an assessment of your own interpersonal and organizational skills, save the form as WD N-Completed Assessment Form and submit it to your instructor, then close the form. (Note: You can use the [Tab] key to move from field to field in a form created with Legacy Tools controls.) h. Open the Your Name Form Templates folder, then delete the Interpersonal-organizational skills assessment.dot template and any other templates you may have downloaded (but not the LiveContent, Document Themes, and SmartArt Graphics folders that were created when you created the various templates in this unit).

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Visual Workshop You work for Culture Crawl Tours, Inc., a tour company that specializes in taking small groups of travelers on study tours that focus on the history and culture of a region. You need to create a form that clients can complete after they have returned from a tour. Work in Design Mode to create and enhance a form template similar to the one shown in Figure N-26. Note that the Slipstream theme and the Modern style set are applied to the document. You can determine an appropriate title and tag for each control. Make Tour Guide a drop-down list with three names entered and make Tour Name a drop-down list with four tour names entered: New York Culture, Renaissance Art Tour, Asian History Tour, and Chicago Architecture Tour entered. Use the check box symbol of your choice. Save the SmartArt graphic as a building block called Tour Preferences in the General category in the Quick Parts gallery. You don’t need to save the document containing the building block. Make sure you exit Design Mode before you insert the Building Block Gallery content control and the Picture content controls. Use styles, apply formatting, and make adjustments to controls as needed so that the form fits on one page. Save the template as WD N-Tour Feedback Form to the Your Name Form Templates folder containing all the form templates you’ve created for this unit. Protect the form, do not password protect it, close the template, then open a new document based on the template. Complete the form as a user who took the Chicago tour, inserting WD N-7.jpg as the picture, then save the completed form as WD N-Completed Tour Feedback Form to the drive and folder where you store your files for this book, submit a copy to your instructor, then close the document.

FIGURE N-26

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UNIT

O Word 2010


Collaborating with Coworkers Word includes a variety of commands designed to let you work on a document as part of a team. You can include comments and tracked changes in a document, compare documents

WD O-1.docx

to see differences between them as tracked changes, and combine the compared documents

WD O-2.docx

into a new document that colleagues can review and approve. You can also use Find and

WD O-3.docx WD O-4.docx WD O-5.docx

Replace options to edit special characters and formatting. Finally, you can add a digital signature to a document that confirms to the recipient the file is from you.

Paula

WD O-6.docx

Watson in the Marketing Department at Quest Specialty Travel in New York has written

WD O-7.docx

several questions for an online survey that visitors to the Quest Specialty Travel Web site can

WD O-8.docx

complete. You collaborate with Paula to refine the survey so you can submit it to other

WD O-9.docx

colleagues for additional input.

WD O-10.docx WD O-11.docx WD O-12.docx

OBJECTIVES

Explore collaboration options Include comments in a document Track changes Work with tracked changes Manage reviewers Compare documents Use advanced find and replace options Sign a document digitally


UNIT

O Word 2010

DETAILS

Exploring Collaboration Options You can collaborate with colleagues in different ways. For example, you can distribute printed documents that show all the changes made by one or more colleagues, along with the comments they have made, or you can share the electronic file of the document, which also shows the changes and comments. In addition, you can collaborate with coworkers over the Internet by working with the Word Office Web Apps on Windows Live. Before you start working with Paula to develop questions for an online survey, you investigate collaborative features available in Word.

The collaborative features in Word include the following: • Review tab The Review tab provides access to commands that allow you to share a document with two or more people. The collaboration commands are included in four groups on the Review tab: Comments, Tracking, Changes, and Compare.

• Insert comments You insert comments into a document when you want to ask questions or provide additional information. When several people work on the same document, their comments appear in colored balloons. Each reviewer is assigned a unique color automatically. The colored comment balloons appear along the right side of the document in Print Layout view. Figure O-1 shows a document containing comments made by two people.

• Track changes When you share documents with colleagues, you need to be able to show them where you have inserted and deleted text. In Word, inserted text appears in the document as underlined text in the color assigned to the person who made the insertion. This same color identifies that person’s deletions and comment balloons. For example, if Paula’s comment balloons are blue, then the text she inserts in a document will also be blue, and the text she deletes will be marked with a blue strikethrough. The default setting for text that is deleted is to show the deleted text as strikethrough and the default setting for text that is inserted is to show the inserted text as underlined. Figure O-1 includes both new text and deleted text.

• Compare and combine documents You use the Compare command to compare documents based on the same original document to show the differences between them. The Compare command is often used to show the differences between an original document and an edited copy of the original. The differences between the two documents are shown as tracked changes. The Combine command is also used to combine the changes and comments of multiple reviewers into a single document when each reviewer edits the document using a separate copy of the original.

• Collaborate online If you are a business user of Word 2010, you can use SharePoint Workspace 2010 to access a coauthoring feature that allows you to work collaboratively on a document with one or more people at the same time. You can edit files in real time, discuss revisions among team members, and review the work done by each person on a team. If you are a home user of Word 2010, you can sign into a Windows Live account and use the Word Office Web App to work collaboratively with another user. You can save a document directly from Word to Windows Live by clicking Save & Send on the File tab, clicking Save to Web, signing into your Windows Live account, and then saving the document. Figure O-2 shows a document open in the Word Web App in a Web browser. In the Word Web App, you can perform simple functions such as typing and formatting text, and inserting pictures, tables, clip art, and hyperlinks.

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Collaborating with Coworkers


FIGURE O-1: Document showing tracked changes and comments

Formatting changes appear in a balloon Deleted text

Inserted text

Word 2010

Comments–a different color identifies each reviewer; blue is for one reviewer’s comments and purple is for a second reviewer’s comments Reviewer’s initials

FIGURE O-2: Document in Word Web App

Browser window Filename of Word document on Word Web App Word Web App Ribbon


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UNIT

O Word 2010

STEPS

Including Comments in a Document Sometimes when you review a document that someone else has written, you want to insert a comment about the document text, the document formatting, or any number of other related issues. A comment is contained in a comment balloon that appears along the right side of your document by default. Comment marks and shading appear in the document at the point where you inserted the comment. A line connects the end comment mark and the comment balloon. The Reviewing pane is used to view comments. The Reviewing pane can be set to display tracked changes at the left of the document window or below the document window. Your colleague, Paula Watson, has prepared a document containing a list of survey questions, and she has inserted some comments for your review. You open the document, add a new comment, edit one of the comments that Paula inserted, then delete a comment.

1. Start Word, open the file WD O-1.docx from the drive and folder where you store your Data Files, then save it as WD O-QST Online Survey_Paula The comments that Paula inserted appear in colored balloons in the right margin of the document. Comment marks (parentheses that surround the text associated with the comment) and shading indicate the location of a comment.

2. Click the Review tab, select the word e-coupon in the first paragraph, then click the New Comment button in the Comments group The word “e-coupon” is shaded, and a comment balloon appears in the right margin in a color that is different from Paula’s comment. Your initials or the initials assigned to your computer appear in the balloon.

3. Type Should we tell users where to spend their e-coupons? Your comment appears in a new balloon, as shown in Figure O-3.

4. Click in the first comment balloon (starts with “Too much?”), click the New Comment button in the Comments group, type I suggest changing the amount to $15.00, pending management approval. in the new balloon, then click anywhere outside the comment balloon A comment balloon with your response appears between the two existing comments. You click in a comment balloon, and then click the New Comment button in the Comments group to keep the original comment and the response together. Note that the balloon has the code R1 after your initials to indicate that the comment is a response to comment 1.

QUICK TIP When you click in a comment balloon, the balloon becomes a darker shade of its original color.

5. Scroll down as needed, click in Paula’s second comment balloon (“Should we say…”), click the New Comment button in the Comments group, then in the new balloon type I don’t think so. 6. Click in the comment you inserted in Step 3 that contains the text “Should we tell users…” next to paragraph 1, select users, then type clients 7. Scroll down as needed, click the comment balloon containing the text “I’m using the new name…” attached to Best Picks in question 4, then click the Delete button in the Comments group The comment is removed from the document.

8. Click Reviewing Pane in the Tracking group, reduce the zoom to 80% so you can see the comments, then compare your screen to Figure O-4 9. Close the Reviewing pane, return to 100% view, then save the document Word 356



FIGURE O-3: Comment balloons

New Comment button Paula’s comment; you may see a different color New comment inserted by you; different initials will appear

Word 2010

Text shaded at point where comment added

FIGURE O-4: Comments in the Reviewing pane

The name that appears here depends on the settings in the Word Options dialog box for the computer you are using


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UNIT

O Word 2010

STEPS

Tracking Changes When you work on a document with two or more people, you want to be able to see any changes they have made. You use the Track Changes command to show deleted text and inserted text. By default, deleted text appears as strikethrough and inserted text appears underlined in the document. Both insertions and deletions appear in the color assigned to the reviewer. You go through the survey that Paula prepared and make some editing changes to the text and to some of the formatting. You also move selected text to a new location. All of these changes are tracked so that each person who opens the document next can see exactly what changes you made.

1. Press [Ctrl][Home] to move to the top of the document, then click the Track Changes button in the Tracking group Now, when the Track Changes button is active, every change you make to the document will appear in colored text.

2. Select $10.00 in the first paragraph, then press [Delete] The deleted text appears as strikethrough. The strikethrough line is the same color as your comment balloon.

3. Type $15.00, then press [Spacebar] As shown in Figure O-5, the inserted text appears underlined and in the same color as the color of the comment balloons you inserted in the previous lesson.

4. Select often in question 1, then type frequently The deleted text appears as strikethrough, and the text “frequently” appears in colored underlined text.

5. Scroll down the document to question 5, select the text from “Have you” to the blank line above question 6 as shown in Figure O-6, click the Home tab, then click the Cut button in the Clipboard group The text you selected appears as deleted text, and the questions have been renumbered.

6. Click on the line directly below the new question 5, click the Paste button in the Clipboard group, click after “Improvement” (option d. in question 5.), press [Enter], then press [Backspace] to remove the letter “e” and create a blank line between the questions As shown in Figure O-7, both the cut text and the pasted text appear in a new color and are double-underlined. The new color and the double underlining indicate that the text has been moved.

7. Press [Ctrl][Home], select the title of the document, click the Shrink Font button in the , select Font group once to shrink the font to 16 pt, click the Font Color list arrow Olive Green, Accent 3, Darker 50%, then press the [ ] to deselect the text The formatting changes appear in a new balloon next to the selected text.

8. Click the Review tab, click Show Markup in the Tracking group to show a menu with the ways you can view tracked changes in a document, then click Comments The comments are no longer visible in the document. You can also choose not to view formatting changes, insertions, and/or deletions.

9. Click Show Markup, click Comments, then save the document The document appears as shown in Figure O-8.

Track Changes and the Clipboard If Track Changes is on when you are pasting items from the Clipboard, each item you paste is inserted in the document as a tracked change. If you cut an individual item and then paste it from the Clipboard in a new location, the item is inserted in a new color and with double underlining, which indicates that the item has been moved. If, however, you use the Paste All button on the Clipboard to

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paste all the items on the Clipboard at once, the items are pasted in the document as inserted text at the location of the insertion point. When you use the Paste All button, the items are pasted in the order in which you collected them, from the first item you collected (the item at the bottom of the Clipboard) to the most recent item you collected (the item at the top of the Clipboard).



FIGURE O-5: Text inserted with Track Changes feature active

Track Changes button active Deleted text

Word 2010

The line in the margin indicates there is a change made to this line of text New text inserted

FIGURE O-6: Selected text

FIGURE O-7: Tracked changes formatting for moved text

Cut text

Question renumbered

Include the blank line in the selection

Pasted text

FIGURE O-8: Document with formatting and text tracked changes

Formatting changes appear in a balloon


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UNIT

O Word 2010

STEPS

Working with Tracked Changes You can modify the appearance of tracked changes using the Track Changes Options dialog box. For example, you can change the formatting of insertions and select a specific color for them, and you can modify the appearance of the comment balloons. When you receive a document containing tracked changes, you can accept or reject the changes. When you accept a change, inserted text becomes part of the document and deleted text is permanently removed. You use the buttons in the Changes group on the Review tab to accept and reject changes in a document, and you use the buttons in the Comments group to find and remove comments. You decide to modify the appearance of the tracked changes in the document. You then accept or reject the tracked changes and remove all the comments.

1. Click the Track Changes list arrow in the Tracking group, then click Change Tracking Options The Track Changes Options dialog box opens.

2. Click the Insertions list arrow, click Double underline, then in the Balloons section at the bottom of the Track Changes Options dialog box, change the Preferred width of the balloon to 2" The Track Changes Options dialog box appears, as shown in Figure O-9.

3. Click OK, press [Ctrl][Home], then click the Next button in the Changes group to move to the first tracked change in the document The insertion point highlights the title because you modified the formatting.

4. Click the Accept list arrow in the Changes group, then click Accept and Move to Next The formatting changes to the title are accepted, and the insertion point moves to the deleted text ($10.00) in the first paragraph.

5. Click the Accept button to accept the deletion, click the Accept button again to accept the new amount ($15.00), then click the Delete button in the Comments group to delete the comment The comment is removed, and the amount $15.00 appears in black text in the document, which indicates that it has been accepted as the new amount.

6. Click the Next button in the Changes group to highlight the next tracked change (deletion of “often”), click the Reject button in the Changes group, then click the Reject button again QUICK TIP Review all changes and comments before using the Accept All Changes in Document or Delete All Comments in Document commands.

TROUBLE If the Track Changes menu opens, click Track Changes to turn off the feature.

Question 1 is restored to its original wording. You can continue to review and accept or reject changes individually, or you can choose to accept the remaining changes in the document.

7. Click the Accept list arrow in the Changes group, click Accept All Changes in Document, then scroll to the end of the document All the tracked changes in the document are accepted, including the question that was moved and renumbered.

8. Click the Delete list arrow in the Comments group, then click Delete All Comments in Document Scroll through the document. Notice that all tracked changes and comments are removed from the document.

9. Click the Track Changes button in the Tracking group to turn off Track Changes, scroll to the bottom of the document, type your name at the end of the document, then save and close the document, but do not exit Word The completed document appears as shown in Figure O-10.

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FIGURE O-9: Track Changes Options dialog box

Insertions markup changed to Double underline

Balloon width changed to 2"

Word 2010

FIGURE O-10: Completed document with tracked changes accepted and comments deleted

Distributing documents for revision When you work with several people on a document, you can e-mail each person a copy of the document and ask for his or her input. To send the active document, click the File tab, click Save & Send, be sure Send Using E-mail is selected, then click Send as Attachment in the Send Using E-mail pane. If you are using Outlook as your e-mail client, the Outlook client window opens. The current document

filename appears in the subject line, and the current document is attached to the e-mail message. If you are already connected to the Internet, you just enter the e-mail address(es) of the recipient(s) in the To: and Cc: text boxes, type a message in the message window, and then click Send.


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UNIT

O Word 2010

STEPS

Managing Reviewers You use commands on the Review tab to help you collaborate with one or more people and to manage how you work with multiple reviewers. For example, you can choose to display tracked changes and comments associated with one reviewer, with several reviewers, or with all reviewers. You can also choose how you would like your own username and initials to appear in a document that you have reviewed. Finally, you can choose how you want to review the changes made to a document. You sent a copy of the QST Online Survey document you completed in the previous lesson to Darren Grant, who edited the document and then sent it to Susan Won for her input. Susan then sent the edited document back to you. You view the changes they made and add a few more changes of your own.

1. Open the file WD O-2.docx from the drive and folder where you store your Data Files, save the document as WD O-QST Online Survey_Darren and Susan, click the Review tab, then click the Track Changes button to turn on tracked changes if the feature is not active 2. Click the Final: Show Markup list arrow in the Tracking group as shown in Figure O-11, click Final, note that all the changes are accepted, click the Final list arrow, then click Final: Show Markup All the comments and tracked changes are again visible.

3. Click the Show Markup button in the Tracking group, point to Balloons, click Show All Revisions Inline, then move your pointer over sw2 in paragraph 1 to view the comment made by Susan as shown in Figure O-12 Instead of being contained in balloons, the comments are contained within the document.

4. Click the Show Markup button in the Tracking group, point to Balloons, click Show Revisions in Balloons, note that both the comments and the deletions appear in balloons, click the Show Markup button again, point to Balloons, then click Show Only Comments and Formatting in Balloons to return to the default view 5. Click the Show Markup button, then point to Reviewers As shown in Figure O-13, a list of the reviewers who worked on the document appears, along with the color assigned to each reviewer.

6. Click the check box next to Susan Won to deselect it, then scroll through the document QUICK TIP You can also change the username and initials by clicking the File tab, and then clicking Options to open the Word Options dialog box.

TROUBLE To delete all comments, click any comment, click the Delete list arrow in the Comments group, then click Delete All Comments in Document

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Only the changes made by Darren Grant are visible. You can choose to view comments for all reviewers, for several reviewers, or for an individual reviewer.

7. Click the Track Changes list arrow, click Change User Name to open the Word Options dialog box, select the contents of the User name text box, type your name, press [Tab], type your initials, then click OK 8. Click the Accept button once to accept the deletion in the title, click the Accept button again to accept the insertion of QST, select e-coupon, then type gift certificate The text “e-coupon” is marked as deleted, and the text “gift certificate” is marked as inserted.

9. Click the Show Markup button, point to Reviewers, note that your name appears as one of the reviewers, click the check box next to Susan Won to select it, then accept all changes and delete all comments in the document 10. Turn off track changes, type your name where indicated at the end of the document, save the document, then close the document, but do not exit Word



FIGURE O-11: Changing the Markup view

Final: Show Markup list arrow

Word 2010

FIGURE O-12: Showing a comment

Comment visible when pointer over comment indicator Comment indicator for Susan

FIGURE O-13: Showing reviewers

Names of the two reviewers who worked on this document; colors assigned to each reviewer may differ


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UNIT

O Word 2010

STEPS

Comparing Documents The Compare feature in Word allows you to compare two documents at one time so you can determine where changes have been made. Word shows the differences between the two documents as tracked changes. After identifying the documents you want to compare, you can choose to show the changes in the original document, in the revised document, or combined into one new document. Ron Dawson, your boss at QST, has reviewed the latest version of the QST Online Survey. You use the Compare feature to check the changes that Ron made against the WD O-QST Online Survey_Darren and Susan document.

1. Open the file WD O-3.docx from the drive and folder where you store your Data Files, type your name at the end of the document, then save it as WD O-QST Online Survey_Ron Ron changed the value of the gift certificate from $15.00 to $25.00 before he turned on track changes. As a result, the change does not appear as a tracked change. After he turned on track changes, he added “within 30 days of receipt” to paragraph one and changed “Good” to “Very Good” in question 5 b.

2. Click the File tab, click Close, click the Review tab, click the Compare button in the Compare group, then click Compare The Compare Documents dialog box opens. In this dialog box, you specify which two documents you want to compare.

3. Click the Browse button in the Original document section, navigate to the location where you save the files for this unit, then double click WD O-QST Online Survey_Darren and Susan 4. Click the Browse button in the Revised document section, then double-click WD O-QST Online Survey_Ron 5. Select the name in the Label changes with text box in the Revised document section, type Ron Dawson, then click More to show the options available for comparing documents TROUBLE If your document opens in a split screen as shown in Figure O-15, read but do not complete Step 7.

TROUBLE Close the Reviewing pane if it opens to the left of the compared document.

The edited Compare Documents dialog box is shown in Figure O-14. Check marks identify all the document settings that will be compared. If you do not want one of the settings to be included in the comparison, you can uncheck the check box next to that setting. By default, the changes are shown in a new document.

6. Click OK, then click Yes to accept the warning The new document that opens shows the difference between the two documents being compared as tracked changes, including the change Ron made to the price of the gift certificate price before he turned on tracked changes.

7. Click the Compare button in the Compare group, point to Show Source Documents to see the options available for viewing compared documents, then click Show Both if it is not already selected The two documents appear in a split screen, as shown in Figure O-15. The original document appears in the top pane to the right of the compared document and the revised document that incorporates Ron’s changes appears in the lower pane.

8. Close the Original document, then close the Revised document The revised document with tracked changes now fills the screen.

9. Click the Accept list arrow in the Changes group, click Accept All Changes in Document, then save the document as WD O-QST Online Survey_Final

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FIGURE O-14: Compare Documents dialog box

WD O-QST Online Survey_Darren and Susan.docx Click to toggle between showing less options and more options

WD O-QST Online Survey_Ron.docx Changes in the document reviewed by Ron will be labeled with Ron Dawson’s name

Insertions and deletions are compared by default and cannot be deselected Where changes will appear

Word 2010

Document settings that can be compared or deselected and not compared

FIGURE O-15: Comparing documents

Your number may differ

Original document

Revised document

All the changes Ron made, both tracked and untracked, are shown as tracked changes in the Compared Document


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UNIT

O Word 2010

STEPS

Using Advanced Find and Replace Options Word offers advanced find and replace options that allow you to search for and replace formats, special characters, and even nonprinting elements such as paragraph marks (¶) and section breaks. For example, you can direct Word to find every occurrence of a word or phrase of unformatted text, and then replace it with the same text formatted in a different font style and font size. You are pleased with the final version of the survey questions. Now you need to consider how best to format the questions for delivery over the Internet. You decide to bold every instance of QST. You use Find and Replace to find every instance of QST, then replace it with QST formatted with bold. You also notice that an em dash (—) appears between the words “Click” and “through“ in two entries in question 2. You use Find and Replace to replace the em dash with the smaller en dash (–).

1. Click the Track Changes button to deselect it, click the Home tab, then click the Replace button in the Editing group The Find and Replace dialog box opens.

2. Type QST in the Find what text box, press [Tab], type QST, then click More The Find and Replace dialog box expands, and a selection of additional commands appears.

3. Click the Format button at the bottom of the Find and Replace dialog box, click Font to open the Replace Font dialog box, click Bold in the Font style list, then click OK The format settings for the replacement text QST appear in the Find and Replace dialog box, as shown in Figure O-16.

4. Click Find Next, move the dialog box as needed to see the selected text, click Replace All, click OK, click Close, then scroll up and click in the first paragraph to deselect the text Every instance of QST is replaced with QST.

5. Press [Ctrl][H] to open the Find and Replace dialog box with the Replace tab active, press [Delete], click the Special button at the bottom of the dialog box, then click Em Dash 6. Press [Tab] to move to the Replace with text box, click Special, then click En Dash Codes representing the em dash and en dash are entered in the Find what and Replace with text boxes on the Replace tab in the Find and Replace dialog box.

7. Click the No Formatting button at the bottom of the Find and Replace dialog box As shown in Figure O-17, the codes for special characters appear in the Find what and Replace with text boxes, and the formatting assigned to the text in the Replace with text box is removed.

8. Click Find Next, click Replace All, click Yes if prompted, click OK, then click Close Two em dashes (—) are replaced with en dashes (–).


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FIGURE O-16: Find and Replace dialog box

Formatting to apply to the replaced text

Word 2010

Format button

FIGURE O-17: Special characters entered

Em dash code

En dash code

Special button


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UNIT

O Word 2010

STEPS

TROUBLE If at any time the Get a Digital ID dialog box opens, click the Create your own digital ID option button, click OK, type your name where indicated, then click Create.

Signing a Document Digitally You can authenticate yourself as the author of a document by inserting a digital signature. A digital signature is an electronic stamp that you attach to a document to verify that the document is authentic and that the content of the document has not been changed or tampered with since it was digitally signed. When you insert a digital signature line into a Word document, you specify who can sign the document and include instructions for the signer. When the designated signer receives an electronic copy of the document, he or she sees the signature line and a notification that a signature is requested. The signer clicks the signature line to sign the document digitally, and then either types a signature, selects a digital image of his or her signature, or uses a Tablet PC to write a signature. A document that has been digitally signed becomes read-only so that no one else can make changes to the content. You add a digital signature to the online survey.

1. Press [Ctrl][End] to move to the bottom of the document, select your name, press [Delete], press [Backspace] two times to move the insertion point up so it appears just below question 6, click the Insert tab, then click Signature Line in the Text group 2. Read the information about digital signatures that appears, then click OK The Signature Setup dialog box opens. You enter information about the person who can sign the document in this dialog box.

3. Type your name in the Suggested signer text box in the Signature Setup dialog box as shown in Figure O-18, then click OK A space for your signature appears at the position of the insertion point.

4. Double-click the signature line, read the message that appears, then click OK 5. Type your name, click Sign, then click OK The signature appears at the bottom of the document, and an information bar appears at the top of the document window, which includes a message that the file is marked as final and an Edit Anyway button.

6. Click the File tab, click Close, click the File tab, open WD O-QST Online Survey_Final.docx again, then try to type text You are not able to type text because the document has been digitally signed, and the document is marked as final, as shown in Figure O-19.

7. Click Edit Anyway in the information bar at the top of the document, click Yes to remove the digital signature, click OK, click the Review tab, click the Track Changes list arrow, click Change Tracking Options, return the options to the default settings: Underline for insertions and 3" for the balloon width, then click OK 8. Scroll to the bottom of the document, double-click the signature line, click OK, type your name, click Sign, then click OK 9. Click File, click Close, submit a copy of the file and the other three files you created in this unit to your instructor, then exit Word

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FIGURE O-18: Signature Setup dialog box

Word 2010

FIGURE O-19: Document marked as final after digital signature added

The Ribbon is minimized; most commands on the Ribbon are not available because the document is marked as final The information bar shows that the document is marked as final

Acquiring a digital ID You can acquire a digital ID from two sources. First, you can purchase a digital ID from a Microsoft partner. Other people can use this type of digital ID to verify that your digital signature is authentic. The Microsoft partner that issues the digital ID ensures the authenticity of the person or organization that acquires the digital ID. Second, you can create your own digital ID, as you did in this lesson. Other

people cannot verify the authenticity of a digital ID that you create yourself. If you open a document that you digitally signed, you will see the digital signature. However, if someone else opens a document that you digitally signed using a digital ID that you created, the person will see an error message. This message tells the user that the digital ID cannot be verified as authentic.


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Practice


Concepts Review Label each of the elements in Figure O-20. FIGURE O-20 1

2

5

3

4

Match each term with the statement that best describes it. 6. Balloon 7. Show All Revisions Inline 8. Next 9. Digital signature 10. Reviewing pane 11. Track Changes Options dialog box

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a. b. c. d. e. f.

Use to move to another change View that shows comments as shaded initials within a document Contains a comment and appears in the right margin Use to verify the identity of the person who created the document Use to view comments at the left of the document window Use to change the appearance of tracked changes




Word 2010

12. How are comments that have been inserted by two or more individuals differentiated in a document? a. The initials of the individual are inserted in the document next to the comment. b. The comment balloon is a different color for each individual. c. The comment balloon appears in a different location for each individual. d. The full name of the individual appears at the end of the comment text. 13. Where can you see the name of an individual associated with a specific comment? a. In the Reviewing pane c. At the location where the comment was inserted b. In the comment balloon d. In the Track Changes pane 14. By default, how is deleted text shown in the Final Showing Markup view? a. As strikethrough text that looks like this b. As bold and colored text in the document c. As italic text in the document d. In a balloon along the right side of the document 15. Which button do you click to create a new document out of two versions of an existing document? a. Merge c. Compare b. Show Source Documents d. Show Source Documents 16. From which tab and group do you insert a digital signature? a. View, Signature c. Insert, Text b. Review, Proofing d. Home, Editing

Skills Review 1. Include comments in a Document. a. Start Word, open the file WD O-4.docx from the drive and folder where you store your Data Files, then save it as WD O-Company Description_Maria. b. Select the word homeowners in the first paragraph, then add a comment that contains the text Let’s include businesses as well. c. Add a comment following Maria’s first comment (contains the text “I suggest we change…”) that contains the text How about we just say décor items? d. Add a comment to Maria’s comment that begins “Should we mention…”, that contains the text No, but we might include a copy of the article. e. Click in the comment you inserted in Step b, and insert the word local before businesses. f. Delete Maria’s comment in the Expansion Plans section of the document, then save the document. 2. Track changes. a. Turn on Track Changes, delete the word “homeowners,” then replace it with homes and businesses. b. Replace “objects d’art” in paragraph 1 with décor items. c. Delete “-based” under “Company Background” so it reads: “home business” instead of “home-based” business. d. Select the text from the Target Market heading to the end of the document (but not including “Compiled by Your Name”), cut the text, then move it above the Expansion Plans section. e. Reduce the font size of the document title to 20 pt. f. Save the document. 3. Work with tracked changes. a. Open the Track Changes Options dialog box. b. Change the color of both the Moved from text and Moved to text from green to dark blue. c. Change the width of a balloon to 2.5", then close the Track Changes Options dialog box. d. Press [Ctrl][Home] to go to the top of the document, then use the buttons in the Changes group to move to the first tracked change in the document, reject the formatting change, accept the deleted text (“homeowners”), then accept the inserted text (“homes and businesses”). (Hint: If “homes and businesses” is not the next tracked change selected, select the phrase “homes and businesses” and accept the change.)


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Skills Review (continued) e. f. g. h.

4.

5.

6.

7.

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Accept the deletion of “objects d’art” and the insertion of “décor items”. Reject the change to “home-based”. Accept all the remaining changes in the document, then delete all the comments in the document. Turn off Track Changes, make any additional adjustments, such as deleting blank lines between paragraphs as needed, type your name at the bottom of the document where indicated, then save and close the document. Manage reviewers. a. Open the file WD O-5.docx from the drive and folder where you store your Data Files, then save the document as WD O-Company Description_Wendy and David. b. Show the document in Final view, scroll to view the document, return to Final: Show Markup view, change to Show All Revisions Inline, then mouse over an inline comment to view the comment in the document. c. Return to the Show Only Comments and Formatting in Balloons view. d. Show the list of reviewers, then deselect David Vance. e. Change the user name to your name and your initials if necessary. f. Show the changes made by David Vance. g. Move to the beginning of the document, use commands on the Review tab to accept the addition of “and professional,” delete the two comments in paragraph 1, then reject the change to “lifestyle”. h. Accept all remaining changes in the document, then delete all comments in the document. i. Turn off track changes if it is active, save the document, then close the document. Compare documents. a. Open the file WD O-6.docx from the drive and folder where you store your Data Files, then save it as WD O-Company Description_Merilee. Note that Merilee has made several changes, including changing the amount of the loan request in the Expansion Plans section from $50,000 to $80,000. b. Close the document, but do not exit Word, open the Compare Documents dialog box, select WD O-Company Description_Wendy and David as the original document, then select WD O-Company Description_Merilee as the revised document. c. Enter Merilee Owens in the Label changes with text box in the Revised document area. d. Click OK to create the Compared Document, click Yes to accept tracked changes, then show both documents (Original and Revised) if they are not already open. (Note: Your compared document window may open with the Reviewing pane active, and the original and revised documents open in the right pane.) e. Close the original and revised documents, then close the Reviewing pane if it is open. f. Accept all changes to the document, then save the document as WD O-Company Description_Final. Use advanced find and replace options. a. Verify that Track Changes is turned off, move to the top of the document, open the Replace dialog box, then enter The Design Place in the Find what text box. b. Expand the dialog box if necessary, type The Design Place in the Replace with dialog box, then set the formatting as Bold Italic. c. Find and replace all instances of The Design Place with The Design Place. d. Move to the top of the document, replace the contents of the Find what text box with the symbol for a Manual Line Break. (Hint: Click Special, then click Manual Line Break.) e. Remove the contents of the Replace with text box so nothing appears in the text box, then remove the formatting assigned to the text. f. Find and replace every Manual Line Break with nothing, close the Find and Replace dialog box, then save the document. (Note: You will make one replacement.) Sign a document digitally. a. Move to the bottom of the document, then insert a signature line. b. Type your name in the Signature Setup dialog box. c. Open the Sign dialog box, and type your name in the Sign dialog box. d. Close the document, open the document again, then try to type text.



Skills Review (continued) e. Compare your document to the one shown in Figure O-21. f. Click Edit Anyway, click Yes, click OK, open the Track Changes Options dialog box, return the options to the default settings: Green for Moved text (two places), and 3" balloon width appearing in the right margin. g. Double-click the signature line and digitally sign the document again, close the document, submit the files you created in this Skills Review to your instructor, then exit Word.

FIGURE O-21

Independent Challenge 1 Word 2010

You work for Tech Savvy Solutions, a large application service provider based in Birmingham, England. The company is sponsoring a conference called E-Business Solutions for local businesses interested in enhancing their online presence. Two of your coworkers have been working on a preliminary schedule for the conference. They ask for your input. a. Start Word, open the file WD O-7.docx from the drive and folder where you store your Data Files, then save it as WD O-Conference Schedule. b. Scroll through the document to read the comments and view the changes made by William Jones and Joan McDonald. c. Change the user name to your name and initials if necessary. d. In the 9:00 to 10:00 entry, select “E-Payment Systems”, then insert a comment with the text I suggest we change the name of this session to E-Cash in the Second Decade. e. Be sure the Track Changes feature is active. f. Starting with the first comment, make all the suggested changes, including the change you suggested in your comment. Be sure to capitalize “continental” in Continental Breakfast. g. Type your name where indicated at the bottom of the document, go to the top of the document, then accept all the changes. Advanced Challenge Exercise ■ Show only formatting changes. ■ Open the Reviewing pane and review the information in the Detail Summary near the top of the Reviewing pane. ■ Center the two lines of text that refer to the location of the event, then increase the size of the text to 14 pt. ■ Notice how the information in the Reviewing pane changes as you track changes. ■ Center and bold “Conference Schedule.” ■ Change the Theme to Technic, then note if the change of theme is recorded as a formatting change. ■ Change Show Markup so all the boxes are checked, then accept all the changes. ■ Close the Reviewing pane. h. Delete all the comments in the document. i. Save the document, submit a copy to your instructor, then close the document.

Independent Challenge 2 You work as an editor for Gillian Markham, a freelance author currently writing a series of articles related to e-commerce. Gillian sent you a draft of her Web Security Issues article that contains changes she has made and changes made by her colleague Jasjit Singh. You need to review the changes made by Gillian and Jasjit and then prepare the final document. Gillian has also asked you to use the Find and Replace feature to apply formatting to selected text included throughout the article. a. Start Word, open the file WD O-8.docx from the drive and folder where you store your Data Files, then save it as WD O-Web Security Issues Article.


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Independent Challenge 2 (continued) b. c. d. e. f.

Turn on Track Changes, then scroll through the document to get a feeling for its contents. Open the Reviewing pane. Notice there were two reviewers—Gillian Markham and Jasjit Singh. Close the Reviewing pane. Find and accept the first change that is not a comment—the addition of “Access Control.” Find, read, and then accept all the remaining changes. Move back to the top of the document, move to the first comment, read it, then as requested in the comment, move the last sentence in paragraph 1 to the end of the article (following the Validity head and its paragraph), as its own paragraph. g. Move to the comment about switching the Protection and Access Control sections, then perform the action requested. h. Make the change requested in the Identification paragraph. i. Delete all the comments from the document, then accept all the changes. j. Turn off the Track Changes feature. k. Show the paragraph marks, scroll through the document, then remove extra paragraph marks between paragraphs, if necessary. l. Scroll to the top of the document, then use the Find and Replace feature to find all instances of “Web” and replace it with “Web” formatted in Italic. m. Clear formatting assigned to the text in the Replace with text box, then close the Find and Replace dialog box. n. At the bottom of the document, add a digital signature containing your name. o. Close the document, then submit a copy to your instructor.

Independent Challenge 3 The Alpine Challenge School in Banff, Alberta offers teens and young adults courses in various winter and summer mountain sports. As the course programmer, you are responsible for approving all the course descriptions included on the school’s Web site. Two of your colleagues, Gordon Liu and Cecil Gomez, have each revised descriptions of the three summer courses offered at the school. You use the Compare feature so that you can see the changes made by the reviewers. You review the changes and make some additional changes. a. Start Word, open these files from the drive and folder where you store your Data Files, then save them as indicated: WD O-9.docx as WD O-Summer Courses_Gordon.docx, and WD O-10.docx as WD O-Summer Courses_Cecil.docx. Close both files. b. Use the Compare feature to compare the WD O-Summer Courses_Gordon (select as the Original document) and WD O-Summer Courses_Cecil (select as the Revised document). c. Show both documents used in the comparison to the right of the Compared Document. d. Show just the compared document. e. Change the user name to your name if necessary, turn on Track Changes, then make the following changes: i. Replace “thrill” in the paragraph on Rock Climbing with an appropriate synonym. (Hint: Right-click “thrill,” point to Synonyms, then select a synonym such as “excitement,” or “delight.”) ii. Replace “expedition” in the Mountaineering paragraph with an appropriate synonym. iii. Replace “proficient” in the Kayaking paragraph with an appropriate synonym. f. Accept all the changes, then save the document as WD O-Summer Courses_Final.docx. Advanced Challenge Exercise ■ Be sure the Track Changes feature is active, then change the name of the Mountaineering Course to Wilderness Survival. ■ Password protect the document for Track Changes with the password banff. (Hint: Click the Restrict Editing button in the Protect group on the Review tab, click the Allow only this type of editing in the document check box in the Editing restrictions section, select Tracked changes, click Yes, Start Enforcing Protection, enter the password two times as requested, then click OK.) ■ Try to accept the tracked change to verify that the file is protected. ■ Unprotect the document, then accept the tracked change. Word 374



Independent Challenge 3 (continued) g. Turn off Track Changes if necessary, save the document, then add a digital signature at the bottom of the document using your name. h. Close the document, then submit a copy to your instructor.

Real Life Independent Challenge This Independent Challenge requires an Internet connection.

a. Open your Web browser, type home.live.com in the Address bar, then press [Enter]. b. If you do not have a Windows Live account, follow the instructors to sign up for a Windows Live account using your e-mail address, then close your Web browser. If you do have a Windows Live account, use that account to complete the remaining steps. c. Start Word, open the file WD O-11.docx from the drive and folder where you store your Data Files, then save it as WD O-Work Plan. d. Click the File tab, click Save & Send, then click Save to Web. In a moment, the Save to Windows Live SkyDrive pane opens on the right side of the window (Note: If you are not already signed in to Windows Live, you will need to sign in.) To sign in, click Sign In, type the e-mail address you use to access your Windows Live account, press [Tab], type your password, then click OK. e. Click the link to Windows Live SkyDrive, click your e-mail address and enter your password as directed, click Sign In, switch to Word, then close WD O-Work Plan. f. Switch to your Web browser, then in Windows Live SkyDrive, click My Documents, click Add files, click Select documents from your computer, navigate to the location where you saved WD O-Work Plan, then double-click WD O-Work Plan. g. Click Continue, click WD O-Work Plan, then click Edit in Browser. (Note: The document is ready for editing in the Word Web App. You can perform limited functions in the Word Web App to make edits to the document.) h. In the Word Web App, select “Marketing” in the heading and change it to Work, add your name in the subtitle, then change the deadline for the first task to March 20. i. Click Open in Word in the Office group, click Save, then click OK in response to the message. j. Click Enable Editing on the Protected View bar near the top of the document window if prompted then save the document as WD O_Work Plan Revised to the location where you save files for this book. (Hint: Click the File tab, click Save As, then navigate to the location where you save the files for this book. If you click Save on the Quick Access toolbar, the file will be saved to your Windows Live SkyDrive account.) k. Select the table and apply the table design of your choice, save the document, submit your file to your instructor, then close the document. l. Exit the Web browser.


Word 2010

From Word 2010 you can go directly to SkyDrive on Windows Live on the Internet and work with a Word file using the Word Web App. The Word Web App does not include all of the features and functions included with the full Office version of its associated application. However, you can use the Word Web App from any computer that is connected to the Internet, even if Microsoft Word 2010 is not installed on that computer. You obtain a Windows Live account (if you do not already have one), upload a file from Word to SkyDrive on Windows Live, and then explore how you can work with Word Web App to modify the file.

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Visual Workshop You work for a company called Tropical Art that sells gardening supplies and plants. Your coworker has prepared a mission statement for the company, and she asks you to edit it. Open the file WD O-12.docx from the drive and folder where you store your Data Files, then save it as WD O-Tropical Art Mission Statement. Turn on the Track Changes feature, then change the Track Changes Options and add changes so that the edited mission statement appears as shown in Figure O-22. (Hint: Change the color of insertions to Red and select the Double-underline style.) Save the document and turn off Track Changes, add a digital signature containing your name, close the document, then submit a copy to your instructor. (Be sure to change the Track Changes Options back to the default: Underline insertions with the color set to By author.)

FIGURE O-22

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UNIT

P Word 2010


Customizing Word You can customize Word in a variety of ways to suit your working style and to help you use Word efficiently. You can create a new tab for the Ribbon that contains buttons for commands

WD P-1.docx

you use frequently, you can change the default spelling options, and you can create keyboard

WD P-2.docx

shortcuts for specific tasks. You can also create a watermark to designate a document with a

WD P-3.docx WD P-4.docx WD P-5.docx

category such as “Draft,” add customized page borders, include line numbers in a document, modify how words are hyphenated, and use options on the View tab to view and work in two

WD P-6.docx

or more documents at the same time. Finally, you can save files in different formats for sharing

WD P-7.docx

with others and explore Help to find answers to Word-related questions.

WD P-8.docx

the Marketing Department at Quest Specialty Travel in San Diego has asked you to produce a

WD P-9.docx

booklet of excerpts from travel journals created by clients who have taken a QST tour. You have

WD P-10.docx WD P-11.docx WD P-12.docx

Ron Dawson in

received travel journals from several clients, but each journal is formatted differently. You create a new tab for the Ribbon that contains the commands you will use to format the journals and then you customize the appearance of buttons on the new tab, modify default settings to help you work efficiently, create keyboard shortcuts to automate document formatting tasks, and add a watermark and page border. Finally, you work in two windows, explore the file save options, and use Help to provide the steps required to create entries for an AutoText gallery.

OBJECTIVES

Create a new tab Customize buttons Modify Word options Create keyboard shortcuts Add a watermark and a page border Work with document windows Save in alternate file formats Apply Word Help


UNIT

P Word 2010

STEPS TROUBLE The spelling and grammar errors in the document are intentional; you will correct them in a later lesson.

Creating a New Tab You can create a new Ribbon tab that consists of groups containing only the commands you specify. You can also customize the Quick Access toolbar to include additional buttons that you use frequently. Over time, you will be formatting dozens of journals submitted by QST clients. You want every journal to use a common format, so to save time, you create a new Ribbon tab that includes only the commands you need to format a journal.

1. Open the file WD P-1.docx from the drive and folder where you store your Data Files, then save it as WD P-Journal_Pacific Odyssey Tour.docx 2. Click the File tab, click Options, then click Customize Ribbon The Word Options dialog box opens with the Customize the Ribbon and keyboard shortcuts pane the active pane. You use this pane to create a new tab and then to choose commands to place into groups on the new tab.

3. Click the New Tab button, click New Tab (Custom) in the list of tabs, click the Rename button, type Journals, then click OK The new tab is called Journals. You need to add groups to the tab to contain commands.

4. Click New Group (Custom) under Journals (Custom), click the Rename button, type Document, then click OK QUICK TIP You can click in the list of commands and then type the first letter of a command name to move quickly to all the commands that start with that letter (for example, the letter “f”).

QUICK TIP To view the ScreenTip, move your mouse pointer over an unselected button in the list of commands.

Now that you have created a group for the Journals tab, you can add commands to it. You move commands from the list box on the left side to the list box on the right side of the Word Options dialog box. By default, the list of popular commands appears in the Choose commands from list.

5. Click the Popular Commands list arrow, then click All Commands The hundreds of commands you can use to develop and format documents in Word are listed in alphabetical order. You plan to add two commands to the Document group: Footer and Page Border.

6. Scroll to and click Footer, click the Add button, scroll to and click Page Borders, then click the Add button The two commands associated with the Document group on the new Journals tab appear as shown in Figure P-1.

7. Click Journals (Custom), click the New Group button, click the Rename button, type Text, click OK, then add the following commands to the Text group: Hyphenation Options, Line Numbers, Spelling & Grammar, and Text Effects (the second of the two Text Effects selections with the Home Tab | Font | Text Effects (TextEffectsGallery) ScreenTip) The ScreenTip describes the exact function of the command. The Text Effects command you selected will show the Text Effects Gallery when clicked.

8. Click Journals (Custom), create a new group called Graphics, then add the Change Shape button for WordArt Tools (first selection) and Watermark The list of main tabs appears as shown in Figure P-2.

9. Click OK, click the Journals tab, compare the Journals tab to Figure P-3, then save the document The Change Shape button in the Graphics group is grayed out. This button will be active when a WordArt object is selected.

Customizing the Quick Access toolbar To customize the Quick Access toolbar, click the File tab, click Options, then click Quick Access Toolbar. The three buttons included by default on the Quick Access toolbar appear in the far-right pane. These buttons are Save, Undo, and Redo. To add a new command to

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the Quick Access toolbar, select the command from the list to the left, then click Add. To remove a button from the Quick Access toolbar, select it and click Remove.

Customizing Word


FIGURE P-1: Adding buttons to a new group

New custom tab

All Commands selected

New custom group

Add button

Word 2010

Commands added to the Document (Custom) group on the Journals (Custom) tab

FIGURE P-2: Groups and commands on the Journals custom tab

Your Home group may be expanded New commands in three groups

FIGURE P-3: Table form with labels and merged cells

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UNIT

P Word 2010

STEPS

Customizing But tons You can change the name of any button that you add to a custom group. You can also change the icon associated with a button you add to a custom group. However, you cannot change the names of buttons or the icons associated with the buttons on the default Ribbon. Now that you have created the new Journals tab and added commands to three new groups on this custom tab, you customize the commands on the Journals tab by changing button names and the icons associated with them.

1. Click the File tab, click Options, then click Customize Ribbon 2. Click the Popular Commands list arrow, then click Tool Tabs The list of all the Tool tabs, such as the Drawing Tools tab and the SmartArt Tools tab, along with all the commands associated with each tab appears. When you are not sure exactly what command you want to include on a custom Ribbon tab, you can browse the commands on the specific set of tabs that interests you.

3. Click the Format expand icon under Picture Tools, click the Picture Styles expand icon , then click the Picture Effects expand icon All the commands associated with the Picture Styles command on the Picture Tools tab are listed, as shown in Figure P-4.

4. Click Bevel, click Graphics (Custom) in the list of tabs to the right, then click Add You can change the order in which you want commands to appear within a group.

5. Click Bevel, then drag the mouse pointer up to move Bevel above Change Shape You can further customize a button by renaming it and identifying a unique icon to associate with it.

QUICK TIP You cannot rename commands that appear grayed out.

6. Click the Document (Custom) expand icon , click Page Borders, click the Rename button, type Border, click the icon shown in Figure P-5, then click OK 7. Click the Watermark expand icon in the Graphics (Custom) group to view the commands associated with the Watermark button, click Watermark, click the Rename button, type Draft, click the icon shown in Figure P-6, then click OK 8. Click OK to exit the Word Options dialog box and return to the document The revised Journals toolbar appears as shown in Figure P-7.

9. Click the picture at the end of the document, click the Bevel button in the Graphics group on the Journals tab, click the Divot style (bottom left option) in the Bevel section, click away from the picture to deselect it, then save the document

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Customizing Word


FIGURE P-4: Commands associated with the Picture Effects command

Click the Expand icon to show the list of associated commands

Groups on the Journals tab are collapsed

Word 2010

Expand icon changes to a Collapse icon when clicked Bevel command

FIGURE P-5: Selecting an icon for the Border button

FIGURE P-6: Selecting an icon for the Draft button

Icon selected for the Draft button Icon selected for the Border button

FIGURE P-7: Updated Journals tab

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UNIT

P Word 2010

STEPS QUICK TIP By default, recent documents are not displayed on the File menu.

Modif ying Word Options Word includes many default settings designed to meet the needs of most users. You can modify default settings by selecting or deselecting options in the Word Options dialog box. After working with Word for several months, you have identified some default options that do not suit your working style. You work in the Word Options dialog box to change the number of recent documents you can view on the File menu, modify a Spelling option, specify that the Show readability statistics dialog box appears each time you check the spelling, then set Word to check a document for both grammar and style errors.

1. Click the File tab, click Recent, click the Quickly access this number of Recent Documents check box at the bottom of the Recent Documents pane to select it, click in the text box, type 3, then press [Enter] A list of three recent documents appears on the File menu.

2. Click Options In addition to customizing the Ribbon and the Quick Access toolbar, you can access eight other categories in the Word Options dialog box. In Unit J, you used the Advanced option to change the location where templates are stored, and in Unit O, you used the General option to change the user name and initials associated with a computer.

3. Click Proofing, then click the Ignore words in UPPERCASE check box to deselect it Now when you use the Spelling command to check the spelling of a document, Word will check the spelling of words entered in uppercase. QUICK TIP There are four spelling errors to correct.

4. Click the Show readability statistics check box to select it, click OK, click the Spelling & Grammar button in the Text group on the Journals tab, then correct the spelling errors Notice that “COPYWRIGHT” is identified as a spelling error because you changed the option so that Word checks the spelling of words entered in uppercase.

5. Click OK, then compare the Readability Statistics dialog box to Figure P-8 In the Readability Statistics dialog box, Word displays the number of words in the document, the average number of words in each sentence, and the Flesch-Kincaid grade level. The document contained some grammatical errors that were not identified. You can also set Word to check grammar and style. QUICK TIP Table P-1 lists some of the other categories available via Options on the File tab.

6. Click OK, click the File tab, click Options, click Proofing, click the Writing Style list arrow in the When correcting spelling and grammar in Word section of the dialog box, then click Grammar & Style if it is not already set to Grammar & Style 7. Click Settings, scroll down and view the default options that Word checks when Grammar & Style are selected, click the Use of first person check box to select it, click OK, click Recheck Document, click Yes, click OK, press [Ctrl][Home] to move to the top of the document, then click the Spelling & Grammar button in the Text group The first error identified is the use of the first person “I” in the first sentence. Since these are journal entries, you decide that you’d like to keep the first person after all.

8. Click Options, click Settings, click the Use of first person check box to deselect it, click OK, then click OK The next error is the use of “they’re” instead of “their.” The suggested correction does not work.

9. Select they’re in the Contraction Use box, type their, then click Next Sentence The next error is the use of passive voice.

10. Select The day was spent in the Passive Voice box, type I spent the day, click Next Sentence, click OK, click OK, then save the document

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FIGURE P-8: Readability Statistics dialog box

Word 2010

TABLE P-1: Some categories available via Options on the File tab

category

options to change

category

options to change

General

• User interface • User name • Start-up

Language

• Editing languages • Display and Help languages

Display

• Page display • Formatting marks • Printing options

Advanced

• • • • • • • • • •

Proofing

• • • •

Add-Ins

• List of programs included with or added to Word

Save

• Save documents • Offline editing options • Fidelity for sharing

Trust Center

• Privacy • Security • Microsoft Word Trust Center

AutoCorrect Spelling Spelling and Grammar Exceptions

Editing options Cut, copy, and paste Image size and quality Document content Display Print Save Fidelity General Compatibility

Creating and using custom dictionaries You can use a custom dictionary to prevent Microsoft Word from flagging words that are spelled correctly but that do not appear in Word’s main dictionary. For example, you can create a custom dictionary to contain terms you use frequently, such as medical terms, technical terms, or surnames. To create a new custom dictionary, click the File tab, click Options, click Proofing, click the Custom

Dictionaries button, click New, type a name for the custom dictionary, save it, then click Edit Word List to add words to the new custom dictionary. If you do not want a custom dictionary to be activated for a particular document, you can remove the check mark that appears next to it in the Custom Dictionaries dialog box.

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UNIT

P Word 2010

STEPS

Creating Keyboard Shor tcuts You may already use keyboard shortcuts to help you work quickly in Word. For example, you might press [Ctrl][C] to copy text to the Clipboard instead of taking one hand from the keyboard and using the mouse to click the Copy button. Word includes hundreds of keyboard shortcuts that you can use to streamline document formatting tasks and to help you work efficiently in Word. You can also create your own keyboard shortcuts for procedures you use frequently. You create a keyboard shortcut that you can use to create a footer building block, and then you use several common keyboard shortcuts to format the document, including the keyboard shortcut to turn on full justification. Finally, you modify hyphenation options so that hyphens are inserted to minimize white space in the document that now uses full justification.

1. Click the File tab, click Options, click Customize Ribbon, click Customize next to Keyboard shortcuts, then click Insert Tab in the list of Categories All the commands associated with the Insert tab are listed in alphabetical order in the Commands box.

2. Click CreateFooterBlockFromSel in the list of Commands This command will create a footer building block from currently selected text and then make the footer block available in the list of Quick Parts.

3. Click in the Press new shortcut key: text box, then press [ALT][F] Notice that the [Alt][F] keyboard shortcut is unassigned, as shown in Figure P-9, which means it is available for you to use. You always want to check if a keyboard shortcut is assigned and then decide if you want to reassign the shortcut to a different command. For example, you would likely keep [Ctrl][B] as the keyboard shortcut for the Bold command rather than use it for another procedure such as adding a border.

4. Click Assign, click Close, click OK, select COPYRIGHT Quest Specialty Travel above the picture, press [Alt][F], then click OK You’ve created a new building block that you can use to enter the selected text in a footer.

5. Press [Delete] to remove the selected text, click the Footer button in the Document group on the Journals tab, click Blank, then click the Quick Parts button in the Insert group of the Header & Footer Tools tab 6. Click Building Blocks Organizer, click Name to put all the building blocks in alphabetical order, scroll to and click COPYRIGHT, click Insert, click the Close Header and Footer button in the Close group, then scroll to view the footer The footer text is inserted. TROUBLE The > symbol appears above the period on your keyboard.

7. Double-click in the footer area, click after Travel in the Copyright line, press [Tab] once, type your name, close the footer and move to the top of the document, select Pacific Odyssey Tour, click the Journals tab, click the Text Effects button in the Text group, select Gradient Fill – Blue, Accent 1 (third row, fourth column), then press [Ctrl][Shift][>] five times to increase the font size 8. Press [Ctrl][A] to select all the text in the document, press [Ctrl][5] to turn on 1.5 line spacing, then press [Ctrl][J] to turn on full justification When full justification is turned on, extra space is inserted in lines so that every line is the exact same width. You can turn on hyphenation to minimize these extra spaces.

9. Click the Hyphenation Options button in the Text group, complete the dialog box as shown in Figure P-10, click OK, click anywhere in the text to deselect it, then save the document Hyphens are added where appropriate, and most extra spacing is removed.

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Customizing Word


FIGURE P-9: Customize Keyboard dialog box

“Create a footer building block from selected text” command selected

Keystrokes assigned to the command

Word 2010

Shortcut key is currently unassigned

FIGURE P-10: Hyphenation dialog box

Automatically hyphenate document selected

Hyphenation zone changed to .1"

Finding keyboard shortcuts You access the list of Word’s keyboard shortcuts from the Help menu. Click the Help button in the upper-right corner of the document window, type keyboard shortcuts, then press [Enter]. Click the

link to Keyboard shortcuts for Microsoft Word. In the article that appears, all the keyboard shortcuts you can access in Word are described. Figure P-11 shows some common keyboard shortcuts.

FIGURE P-11: Some common keyboard shortcuts

Customizing Word

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UNIT

P Word 2010

STEPS

Adding a Watermark and a Page Border You can customize the appearance of a document by including a watermark and a page border. A watermark is a picture or other type of graphic object that appears lightly shaded behind text in a document. For example, you could include a company logo as a watermark on every page of a company report, or you could create “Confidential” as a WordArt object that appears in a very light gray behind the text of an important letter or memo. A page border encloses one or more pages of a document. You can create a box border using a variety of line styles and colors, or you can insert one of Word’s preset art borders. You add a watermark consisting of the text “DRAFT” that will appear lightly shaded behind the document text, you modify the text using the Change Shape button in the Graphics group on the Journals tab, and then you add a page border.

1. Click the Draft button in the Graphics group on the Journals tab, then click Custom Watermark 2. Click the Text watermark option button, click the ASAP list arrow in the Text text box, then select DRAFT 3. Click the Horizontal option button, compare the Printed Watermark dialog box to Figure P-12, click Apply, then click Close If you want to make additional changes to the watermark, you can access it by opening the document header. Both the watermark and the document header are on a drawing layer.

4. Switch to 70% view, double-click above the document title to open the header area, then click any part of Draft that appears below the text 5. Click the Journals tab, click the Change Shape button in the Graphics group, then click the Cascade Down shape (row four, column six in the Warp section) You can also modify the watermark using any of the tools on the Drawing Tools tab. For example, you can modify the transparency settings and fill color, and add special effects such as a reflection or shadow.

6. Double-click anywhere in the document to close the header area 7. Click the Border button in the Document group, click Box, scroll to and click the Thick-Thin border in the Style list box (ninth selection from the top), click the Color list arrow, click Blue, Accent 1, Darker 25%, then compare the Borders and Shading dialog box to Figure P-13 8. Click OK, then save the document The document appears in 70% view as shown in Figure P-14. This document is the formatted journal you will refer to when you want to format other journal entries.

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Customizing Word


FIGURE P-12: Printed Watermark dialog box

To add a picture watermark, click the Picture watermark option button and select a picture file

DRAFT selected

Text watermark selected Horizontal selected

Word 2010

FIGURE P-13: Selecting a page border

Thick-Thin border style selected

Preview of border

New color selected

FIGURE P-14: Document modified with a watermark and page border

Customizing Word

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UNIT

P Word 2010

STEPS

Working with Document Windows You use options in the Window group on the View tab to help you work easily with two or more documents at once. You can view two documents side by side, split a current document into two windows, and place a copy of the current document in a new window. You have created the new Journals tab and modified other settings so that you can quickly format every journal document you receive. To help you format a new journal document, you display it side by side with the formatted journal document so you can easily see what changes you need to make. You also turn on line numbers so that you can quickly determine the length of the two documents.

1. Open the file WD P-2.docx from the drive and folder where you store your Data Files, then save it as WD P-Journal_Japan Culture Tour.docx 2. Click the View tab, click View Side by Side in the Window group, then scroll up if necessary so you can see the title of both documents Notice that synchronous scrolling is turned on, which means that the windows scroll together. When you work with two windows side by side, you generally need to turn off synchronous scrolling so that you can view different parts of each document at the same time. TROUBLE Use the ScreenTips to find “Synchronous Scrolling” in the Window group.

TROUBLE When a procedure takes you away from the Journals tab, click the Journals tab again when needed.

3. Click Window on the Ribbon in the Japan Culture Tour document if the Window group is not displayed, then click Synchronous Scrolling to deselect it 4. Change the view to 70%, then click the Journals tab on the Ribbon in the Japan Culture Tour document 5. Refer to Table P-2 and use the buttons on the Journals tab to modify the Japan Culture Tour document so that it matches the Pacific Odyssey Tour document 6. Click the Line Numbers button in the Text group, then click Continuous 7. Click in the Pacific Odyssey Tour document, then add continuous line numbers The two documents appear as shown in Figure P-15. By turning on line numbers you can see at a glance that both documents contain the same number of lines.

8. Press [Ctrl][S] to save the Pacific Odyssey Tour document, then minimize it 9. Maximize the Japan Culture Tour document and save it

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Customizing Word


FIGURE P-15: Documents viewed side by side

Word 2010

TABLE P-2: Changes to make to the Japan Culture Tour document

location

change

Whole Document

Use the Border button to add a Thick-Thin double border that is formatted with the Orange, Accent 6, Darker 25% color

Spelling & Grammar

Use the Spelling & Grammar button to check the spelling and grammar in the document: • Correct spelling errors and accept the two hyphen suggestions (three-week and 900-meter), ignore Japanese words (koya, koyasan, etc.), and change UNASCO to UNESCO • Ignore the two passive voice errors

Footer

Insert the COPYRIGHT building block in the footer followed by [Tab] and your name; delete any extra blank lines

Watermark

Use the Draft button to insert the DRAFT watermark with the Horizontal option selected

Watermark Shape

Use the Change Shape button to change the shape of the Draft button to Cascade Down

Document Title

Use the Text Effects button to apply the Gradient Fill – Orange, Accent 6, Inner Shadow text effect to “Japan Culture Tour,” then use [Ctrl][Shift][>] to increase the font size so the titles of the two documents match

Line Spacing

Select all the text, then use the [Ctrl][5] keyboard shortcut to change the spacing for the entire document to 1.5 spacing

Hyphenation

Turn on full justification using [Ctrl][J], then turn on hyphenation with a hyphenation zone of .1

Picture Format

Use the Bevel button to apply the Divot bevel style

Customizing Word

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UNIT

P Word 2010

STEPS

Saving in Alternate File Formats By default, Word saves all documents with the .docx extension. You can also choose to save a Word document in other formats such as PDF and RTF. You save a document as a PDF (Portable Document Format) file when you want to send it to people who may not have Word installed on their computers. You also use the PDF file format for documents that you want to post on a Web site. People can download a document saved as a PDF file and view it using Acrobat Reader, a free program available for download from Adobe. You use the RTF (Rich Text Format) file type when you want to limit the file size of a document and you want to share it with people who may not have access to Word. An RTF file can be opened, viewed, and edited in virtually any word processing program. You save the current document as a PDF file and view it in Acrobat Reader, and then you save another copy of the document as an RTF file. Finally, you take a screenshot of the Journals tab you created in this unit.

1. Click the File tab, then click Save As The Save As dialog box opens.

TROUBLE If Acrobat Reader is not installed on your system, follow prompts to install it or go to Step 6.

2. Click the Save as type list arrow, then click PDF as shown in Figure P-16 3. Click the text to the right of Authors, press [Backspace] to delete any text that may appear, then type your name 4. Click the Open file after publishing check box to select it if it is not already checked, then click Save In a few moments, the document opens in Acrobat Reader. You can choose to print the PDF version of the file from Acrobat or you can close it.

5. Click File on the menu bar in Acrobat Reader, then click Close You can also access file-saving options using the Save & Send option on the File tab.

6. Click File, click Save & Send, click Change File Type in the File Types section, click Rich Text Format (*.rtf) in the Other File Types section, click Save As, click Save, read the warning that appears, then click Continue The text effect you applied to the document title is removed in the .rtf file. However, the larger font size is retained.

7. Click File, click Close, then verify that WD P-Pacific Odyssey Journals.docx is again the active document and that the Journals tab is the active tab 8. Press [Ctrl][N] to start a new blank document, click the Insert tab, click the Screenshot button in the Illustrations group, click Screen Clipping, then drag to clip only the Journals tab as shown in Figure P-17 9. Save the document as WD P-Journals Tab The document contains the screen clipping of the Journals tab.

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Customizing Word


FIGURE P-16: Selecting PDF in the Save As dialog box

Word 2010

Save as type list arrow

PDF selected

FIGURE P-17: Creating a screen clipping of the Journals tab

Section of the screen to clip

Customizing Word

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UNIT

P Word 2010

STEPS

Applying Word Help Word’s extensive support system is designed to provide you with help on hundreds of features and commands. You can search Word Help from within Word and then modify your windows so that you can quickly try the steps suggested to perform a specific task. You search Word Help for information about the new AutoText feature, add the AutoText button to the Quick Access toolbar, then insert an AutoText entry into the two journal documents. Finally, you delete the Journals tab and restore all defaults.

1. Click the Microsoft Word Help button in the upper-right corner of the document window, click in the Search help text box at the top of the window to the left of bing, type AutoText, then press [Enter] 2. Click Add AutoText in Word The page includes the steps required to add the AutoText command to the Quick Access toolbar and to create a new AutoText entry.

3. Click the Restore Down button if your Word Help window is maximized, scroll to the heading Add AutoText from a gallery, use the mouse to size and position the Word Help window as shown in Figure P-18, follow the steps included in the Help window to add AutoText to the Quick Access toolbar (in Step 3, click Quick Access Toolbar instead of Customize), then click OK to exit the Word Options dialog box The AutoText button appears on the Quick Access toolbar as shown in Figure P-19 TROUBLE Move the window containing the Help steps to see the screen as you type.

TROUBLE If the picture disappears, click the Undo on the button Quick Access toolbar, then repeat Step 6, making sure the insertion point is on line 16.

QUICK TIP If you wish to keep the Journals tab on your system, select it, then click Remove. The tab is removed from the Ribbon but it is stored with Custom Tabs and Groups. Repeat the process to remove the AutoText command from the Quick Access toolbar.

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4. Double-click below the screenshot of the Journals tab, then type the following text: A customer of Quest Specialty Travel has written this journal entry about his or her experiences on a QST tour. The customer has provided QST with permission to reproduce the journal entry on its Web site and in print materials. 5. Click in the Help window, scroll to view the steps for creating a new AutoText entry, then follow the first three steps to create the text you typed in Step 4 as an AutoText entry using the text Journal Permission as the entry name, and then clicking OK to close the Create New Building Block dialog box 6. Close the Help window, add your name below the AutoText entry, save and close the WD P-Journals Tab document, double-click below the picture in the Pacific Odyssey Tour document, press [Enter] until the insertion point is on line 16, click the AutoText button on the Quick Access toolbar, then click the Journal Permission entry as shown in Figure P-20 7. Press [Backspace] to remove line number 19, save and close the document, open WD P-Journal_ Japan Culture Tour.docx, add the Journal Permission AutoText entry at line 16 below the picture, remove line 19, then save the document 8. Click the File tab, click Options, click Customize Ribbon, click Reset, click Reset all customizations, then click Yes The Journals tab is removed from your system, and the AutoText command is removed from the Quick Access toolbar.

9. Click Proofing, click the Ignore words in UPPERCASE check box to select it, deselect the Show readability statistics check box, change the Writing Style to Grammar Only, click OK, click Recent on the File menu, change the number of Recent Documents to access to 0, save and close the document, submit a copy of each document to your instructor, exit Word, then if prompted click Don’t Save, click Cancel, then click Don’t Save twice more The warnings refer to the keyboard shortcut you created in a previous lesson and to the building blocks you created. You don’t need to save these changes.

Customizing Word


FIGURE P-18: Resizing the Help window

Word 2010

FIGURE P-19: AutoText button added to the Quick Access toolbar

AutoText button

FIGURE P-20: Selecting an AutoText entry

AutoText entry

Getting Help from the Internet When you cannot find a solution to a Word problem in Help, you can often find answers by searching the Internet. Thousands of tutorials, blogs, discussion groups, forums, and white papers contain information on virtually every aspect of Word from automatically checking for errors to working with Zoom options. The key to

success is to enter as many relevant keywords as possible into your search engine. For example, if you want to find out how to use the hyphenation option, enter “How do I turn on hyphenation in Word?” Entering search terms in the form of a question often yields excellent results.

Customizing Word

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Practice


Concepts Review

Refer to Figure P-21 to answer the following questions. FIGURE P-21

Which element do you click a. to include a command on a Ribbon tab? b. to show the list of command groups? c. to customize the Quick Access toolbar? d. to remove all customized tabs from your system? e. when you want to create a shortcut, such as [Alt][F]?

1

2

3

4 5

Match each term with the statement that best describes it. 6. 7. 8. 9. 10. 11.

New Group Watermark Quick Access toolbar Customize Options RTF

a. b. c. d. e. f.

Can contain buttons of your choice Use to set up a group for commands on a new Ribbon tab Graphic or text that appears lightly shaded behind text Button used to access the Customize Keyboard dialog box File format that can be opened and edited in any word processing program Contains categories such as General, Advanced, and Proofing

Select the best answer from the list of choices. 12. How do you create a new Ribbon tab? a. Right-click the Ribbon, then click New Tab. b. In the Customize the Ribbon and keyboard shortcuts pane of the Word Options dialog box, click New Ribbon. c. In the Customize the Ribbon and keyboard shortcuts pane of the Word Options dialog box, click New Tab. d. In the Add-Ins pane of the Word Options dialog box, click Add Tab. 13. How do you restore the default Ribbons and Quick Access toolbar? a. In the Customize the Ribbon and keyboard shortcuts pane of the Word Options dialog box, click Reset. b. Right-click the new Ribbon tab, then click Delete. c. Open the template containing the Ribbons tabs, then select the new tab and press Delete. d. In the Customize the Ribbon and keyboard shortcuts pane of the Word Options dialog box, click the new tab, then click Remove. Word 394

Customizing Word


Skills Review

Customizing Word

Word 2010

1. Create a new tab. a. Start Word, open the file WD P-3.docx from the drive and folder where you store your Data Files, then save it as WD P-Press Release_Lake Towers Hotel. (Note: Spelling and grammar errors in the document are intentional. You will correct these errors later in the Skills Review.) b. Using the File tab, open the Word Options dialog box, then open the Customize the Ribbon and keyboard shortcuts pane. c. Create a new tab called Hotels. d. Rename the new group on the Hotels tab Format, then add the following commands: Header, Hyphenation Options, Line Numbers, Page Borders, and Spelling & Grammar. e. Create a new group on the Hotels tab called Visuals, then add the Shading, Shadow (third selection for Text Effect), Shape Fill (first selection for WordArt), and Watermark commands. f. Exit the Word Options dialog box, then save the document. 2. Customize buttons. a. Using the File tab, open the Word Options dialog box, then open the Customize the Ribbon and keyboard shortcuts pane. b. Show the list of Tool Tabs, expand the Picture Tools Format tab, expand Picture Styles, add Quick Styles to the Visuals group on the Hotels tab, then move Quick Styles above Shading. c. Expand the Format group on the Hotels tab, then change the name of the Header command to Hotel Name. d. Change the name of the Quick Styles command in the Visuals group on the Hotels tab to Clip Art, then select the icon in the second row of the Symbols that resembles an artist’s palette. e. Click OK to accept the changes and close the Word Options dialog box, then display the Hotels tab. Compare your updated Hotels tab to the one shown in Figure P-22. FIGURE P-22 f. Click the picture, use the Clip Art button to apply the Drop Shadow Rectangle picture style to the clip art picture, then save the document. 3. Modify Word options. a. Using the Recent options on the File tab, change the number of recent documents displayed on the File tab to 5. b. Using the Word Options dialog box, change the Proofing options as follows: • Check the spelling of words in UPPERCASE • Show the readability statistics c. Return to the document. d. Use the Spelling & Grammar command on the Hotels tab to correct the errors, then save the document. 4. Create keyboard shortcuts. a. Use the Customize Ribbon option in the Word Options dialog box to open the Customize Keyboard dialog box. b. Select the Insert Tab option in the Categories list box, then select the CreateHeaderBlockFromSel command in the Command list box. c. Enter [ALT][H] as the new shortcut key for creating a header building block from currently selected text, then assign the shortcut key. d. Return to the document, select Lake Towers Hotel Press Release at the bottom of the document, then use the [Alt][H] command to make it a building block called Press Release. e. Delete the selected text, then use the Hotel Name button on the Hotels tab to insert a Blank header. f. Insert the Press Release building block into the header. g. Select the document title, then use the Shadow button on the Hotels tab to apply the Offset Diagonal Bottom Right shadow style. h. Select the address line, then use the Shading button to shade the line of text with Blue, Accent 1, Lighter 80%. i. Use the [Ctrl][Shift][

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Beginning Microsoft Word 2010

Beginning Microsoft Word 2010

Beginning Microsoft Word 2010