Transcript Document
Word 2000: Module II
© 2002 ComputerPREP, Inc. All rights reserved.
Lesson 2:
Using Templates
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Use existing templates
• Create templates
• Delete templates
Using Existing Templates
• To create a document based on a template:
– Choose a template from the New dialog box
– Specify to open the template as a document
– Replace placeholder text with your own text
• Placeholder – a predefined area in which you
type text specific to the current document
– Modify layout or content as necessary
– Save the document with a file name
Creating Templates
• To create a template:
– Open an existing template
– Modify the template to reflect your preferences
– Save the template with a new name
• Templates you create are placed in the General
card of the New dialog box, unless you specify
otherwise
Deleting Templates
• Deleting a template does not affect the documents
that were previously created using that template
To delete a template:
– Right-click the template name in the New dialog
box
– Click Delete
– Click the Yes button to confirm the deletion
Lesson 3:
Creating Letters,
Envelopes, and Labels
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
• Create letters
• Create envelopes
• Create mailing labels
Creating Letters
• You can create letters by:
– Entering text into a blank document
– Using the automated Letter Wizard feature
• Letter Wizard – automates the creation of letters
by providing built-in templates and options, and
by prompting you for necessary information
• You can access the Letter Wizard from the Tools menu,
from the Letters & Faxes card of the New dialog box, or
from the Office Assistant
• You can use AutoText to insert standard letter
salutations and closings
Creating Envelopes
• You can use the Tools, Envelopes and Labels
command or the Office Assistant to create an envelope
• When creating an envelope, you can specify:
– Delivery address
– Return address
– Envelope size
– Envelope font
– Position of delivery and return addresses
• You can create envelopes within a letter document or
independent of any documents
Creating Mailing Labels
• You can use the Tools, Envelopes and Labels
command or the Office Assistant to create a mailing
label
• When creating a mailing label, you can specify:
– Label type
– Label text
– Label dimensions
– Whether to print a single label or a full page
• You should have the labels ready in the printer before
printing. The printer does not pause before printing
labels as it does for printing envelopes.
Lesson 4:
Using Styles
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Apply styles
Define styles
Modify styles
Delete styles
Applying Styles
• Style – a set of formatting characteristics that affects
the appearance of selected text
– Character style – used to format individual
characters and words
– Paragraph style – used to format paragraphs
• Character styles apply font attributes, such as
typeface, font size, bold or italic attributes, and so forth
• Paragraph styles can apply indents, tab settings, line
spacing and so forth, as well as font characteristics
• You can apply a style by selecting a style name from
the Style drop-down list in the Formatting toolbar
Defining Styles
• You can define a style three ways:
– Format text or a paragraph, click in the Style
box in the Formatting toolbar, and enter a new
style name
– Use the New Style dialog box to name a style
and specify formatting characteristics
– Modify an existing style and save it under
another style name
• New styles are added to the Style drop-down list
Modifying Styles
• You can modify any defined style
• When you modify a style, all paragraphs formatted
with that style are updated accordingly
• You can modify styles using the Modify Style
dialog box or by making changes directly to text
and saving the changes to the existing style
• When you modify a style, any other styles that are
based on that style will reflect the changes
Deleting Styles
• You can delete user-defined styles, but not built-in
styles
• When you delete a style, paragraphs formatted
with the deleted style revert to the Normal style
• You use the Style dialog box to delete styles
Lesson 5:
Using Outlines
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Create outlines
Collapse and expand outlines
Format documents in Outline view
Edit documents in Outline view
Creating Outlines
• You can use Outline view to create outlines
– Outline view – displays a document as headings
and subheadings, indented to show the
document structure
• You can create an outline by applying built-in
heading styles or outline levels to each paragraph
– Heading style – specifies formatting
characteristics and an outline level
– Outline level – a paragraph format that assigns
a hierarchical level to selected paragraphs,
creating an outline hierarchy
Creating Outlines
(cont’d)
• There are nine built-in outline levels, from Level 1
through Level 9
• You can modify and rearrange an outline by
switching to Outline view and using the Outlining
toolbar
• You can use the buttons on the Outlining toolbar
to rearrange the hierarchy of the outline and to
control the level of detail displayed
• You can also use the Document Map to control the
level of detail displayed
Collapsing and
Expanding Outlines
• You can control the level of detail displayed in
Outline view by collapsing or expanding the
outline
• When you collapse a level within an outline, you
hide the subheadings and body text below that
level
• When you expand a level within an outline, you
redisplay the subheadings and body text below
that level
• You can collapse and expand outlines using the
Outlining toolbar or the Document Map
Formatting Documents
in Outline View
• You can modify heading styles and numbering
automatically in Outline view
• You can use the Outlined Numbered card of the
Bullets and Numbering dialog box to apply and
modify numbers to outline headings
Editing Documents
in Outline View
• You can change the hierarchy of items in a
document by:
– Promoting text to a higher level
– Demoting text to a lower level
• You can rearrange, add and delete paragraphs
• When you move a collapsed outline heading that
contains hidden body text, the body text moves
with the heading
• When you move an expanded outline heading, the
body text will not automatically move with it
Lesson 6:
Using Headers and Footers
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Create headers and footers
Create first page headers and footers
Alternate headers and footers
Work with page numbering
Creating Headers and Footers
• To create headers and footers, display the header
and footer areas of the page and the Header and
Footer toolbar
– Header – displays text and/or graphics in the
top margin of document pages
– Footer – displays text and/or graphics in the
bottom margin of document pages
• Headers and footers display only in Print Layout
view
• Headers and footers can include AutoText entries,
page numbers, and date and time codes
Creating First Page
Headers and Footers
• You can create a header or footer on the first page
of a document that differs from the headers and
footers in the rest of the document
• You specify a different first page header and footer
using the Layout card of the Page Setup dialog
box
• First page headers and footers are initially blank
• You can leave the first page headers and footers
blank or enter any other text or graphics
• If header or footer text was previously entered for
the first page, it is deleted
Alternating Headers
and Footers
• Use alternating headers and footers to specify
different information for odd- and even-numbered
pages
• You specify alternating headers and footers using
the Layout card of the Page Setup dialog box
• Alternating headers and footers are useful when a
document will be bound as a book with facing
pages
Working with Page Numbering
• Two ways are available to add page numbers to
the header or footer area of documents:
– Use the page numbering tools in the Header
and Footer toolbar
– Use the Page Numbers dialog box
• When using the Page Numbers dialog box, you
can specify whether or not to display the page
number on the first page of the document
• You can specify different formatting
characteristics for page numbers, such as Arabic
or Roman numerals
Lesson 7:
Creating and Using Tables
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Create tables
Enter text into table cells
Perform calculations on table data
Move tables
Creating Tables
• Table – a collection of text and/or graphics displayed in rows
and columns
• Cell – a table element in which you enter data or graphics.
Each cell is the intersection of a row and column.
• You can create tables by:
– Using the Insert Table feature
– Using the Draw Table tool
– Using the Insert Table dialog box
• You can modify tables using the tools in the Tables and
Borders toolbar
Entering Text into Table Cells
• Text you type automatically wraps within each cell
• If text wraps to additional lines, the cell height changes to
accommodate the text, but the column width stays the same
• You can manually adjust row heights and column widths
• To enter text, position the insertion point in a cell and type
• To move to:
– The next cell – press TAB
– The previous cell – press SHIFT+TAB
– Other cells – use the arrow keys or click on a cell
• To revise cell data, select the text and type new text
Performing Calculations
on Table Data
• To perform calculations on table data, you reference cells by
their column letters and row numbers
– Columns are denoted alphabetically from left to right
– Rows are denoted numerically from top to bottom
– The top-left cell is cell A1
• You can use the Formula dialog box to enter formulas or
functions into the active cell
– Formula – an expression that performs a specified
calculation on table data
– Function – a pre-defined formula that performs a special
calculation, such as summing a specified range of cells
– Active cell – the cell that contains the insertion point
Performing Calculations on
Table Data (cont’d)
• Formulas must begin with an equal sign (=)
• Formulas can contain mathematical operators:
– Addition (+)
– Subtraction (-)
– Multiplication (*)
– Division (/)
• =C1+C2+C3 sums the first three cells in column C
• You can use the Formula dialog box to specify a
number format for the calculation results
Moving Tables
• To move a table, drag its move handle to a new
location in the document
• You can move a table into a blank area of the
document or into blocks of text
• When you move a table into a block of text, the
text wraps around the table by default
• You can use the Table card of the Table Properties
dialog box to:
– Specify left, right or center alignment for a table
– Activate or deactivate text wrapping
Lesson 8:
Formatting Tables
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Change column widths and row heights
Format table text
Use borders and shading with tables
Use Table AutoFormat
Changing Column Widths
and Row Heights
• To change row height, you can:
– Drag the bottom border of the row up or down
– Specify an exact row height in the Row card of
the Table Properties dialog box
– Click on the Distribute Rows Evenly button
• To change column width, you can:
– Drag the right border of the column left or right
– Specify an exact column width in the Column
card of the Table Properties dialog box
– Click on the Distribute Columns Evenly button
Formatting Table Text
• You can format table text the same way you format
other document text
• You can select the contents of one or more cells,
then apply formatting characteristics using the
Formatting toolbar and the Tables and Borders
toolbar
Using Borders and Shading
with Tables
• By default, all table cells have half-point borders
• You can modify borders by changing line style or
line weight, or you can remove borders
• By default, table cells contain no shading
• To apply shading to cells, click on a cell or select
multiple cells, then click on a color from the
Shading Color palette
Using Table AutoFormat
• Table AutoFormat – a feature that applies predefined fonts, borders, shading, and column
widths to a table
• To apply an AutoFormat – click anywhere in the
table, display the Table AutoFormat dialog box,
and select a table style
• You can choose to selectively apply portions of
the AutoFormat to the table, and you can choose
to apply formatting to specific areas of the table
Lesson 9:
Working with Columns
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Insert section breaks
Format sections as multiple columns
Enter and edit text in columns
Format columns
Remove columns and section breaks
Inserting Section Breaks
• Be default, new documents contain one column
that spans the width of the page
• To create a multiple-column format in a portion of
a document, you must divide the document into
sections
– Section – a portion of a document with its own
page formatting characteristics, separated from
the rest of the document by section breaks
• Use the Break dialog box to insert section breaks
Inserting Section Breaks
(cont’d)
• You can start a new section:
– On the following page
– Immediately following the current section
without a page break
– On the next even-numbered page
– On the next odd-numbered page
• In a multiple-section document, the current section
number displays in the status bar
Formatting Sections as
Multiple Columns
• You can apply a multiple-column format to any
section in a document
– Use the Columns button in the Standard toolbar
to specify the number of columns to insert
– When you apply column formatting, the
changes affect only the section that contains
the insertion point
• If you have not yet inserted sections, you can
select text, then use the Columns button to specify
column formatting. Section breaks will be inserted
automatically.
Entering and Editing Text
in Columns
• Text in columns flows the same way as text in
regular paragraphs
• You enter and edit text in columns just as you
would any other text
• When you reach the bottom of a column, the text
automatically flows to the top of the next column
• By default, the columns are balanced to occupy
the same amount of space
Formatting Columns
• Column formatting you can modify includes:
– Forcing text to begin in a new column
– Preventing page breaks between paragraphs
– Changing the number of columns in a section
– Adjusting column width and spacing
• To force text to the top of a new column, insert a
column break
• To adjust column width and spacing, use the
Columns dialog box
Removing Columns and
Section Breaks
• To restore a single-column format, select the section(s) to be
changed, click the Columns button, and select one column in
the palette
• Section breaks are not removed when you restore a singlecolumn format
• To remove a section break, locate the break in Normal view,
select it, then delete it
• You can remove section breaks to allow two contiguous
sections to share the same column format; the format of the
section beneath the break takes precedence
Lesson 10:
Using Graphic Elements in
Documents
© 2002 ComputerPREP, Inc. All rights reserved.
Objectives
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Create and modify lines and objects
Use bitmap pictures in documents
Use clip art pictures in documents
Use WordArt
Create watermarks
Use borders and shading
Creating and Modifying
Lines and Objects
• Use drawing tools on the Drawing toolbar to draw
lines and objects in documents
• You can draw lines, arrows, ellipses, rectangles,
circles, arcs and freehand objects
• You can modify lines and objects by filling them
with a color or pattern, changing the line style,
rotating them, applying 3-D effects and flipping
them horizontally or vertically
• You must use Print Layout view to make drawing
objects visible
Using Bitmap Pictures
in Documents
• Insert pictures into documents using the Insert
Picture dialog box
• You can insert pictures created using drawing
applications, images created using a scanner,
pictures you download from the Internet and
images from picture libraries
• You can use the Picture toolbar to modify a picture
by adding borders, changing the contrast or
brightness, cropping the image or specifying how
text will wrap around the picture
Using ClipArt Pictures
in Documents
• You can insert predefined pictures from the Word
ClipArt gallery using the Insert ClipArt dialog box
• Once inserted, you can resize, move, recolor and
delete ClipArt pictures
• You can also insert sound files and motion clips
using the Insert ClipArt dialog box
Using WordArt
• You can create special text effects by inserting
WordArt drawing objects using the WordArt
Gallery dialog box
• Text effects include 3-D effects, textured effects,
special shapes and vertical text
• Enter WordArt text and specify text attributes in
the Edit WordArt Text dialog box
• You can use the WordArt toolbar to modify a
WordArt object by editing the text, changing the
style, formatting the text and applying other types
of transformations
Creating Watermarks
• Watermark – text and/or a graphic that appears as
a background on every page of a document
• Enter text or graphics for a watermark in the
header or footer area of a document
• You can position a watermark anywhere on the
page
• After the text or graphic is in place, select it, click
on the Image Control button in the Picture toolbar,
then click Watermark
Using Borders and Shading
• You can add borders and shading to text,
paragraphs or entire pages
• Use the Page Border card of the Borders and
Shading dialog box to apply borders around pages
• Use the Shading card of the Borders and Shading
dialog box to shade objects in a document
– When you shade text you are not changing the
font color but shading the space surrounding
the text
– Use the Font Color tool in the Drawing toolbar
to change font color