Transcript Microsoft Word Training

NTAP’s
Microsoft Word Training
An Intermediate Training for
Poverty Law Advocates
About NTAP


Legal Services National Technology
Assistance Project
NTAP fights injustice to low income
persons by helping poverty law
programs improve client services
through efficient and innovative
technology solutions.
www.lsntap.org (Oct 1, 2006)
(fka www.lstech.org)
About Trainers
Gabrielle Hammond, Exec. Dir
[email protected]

Madhu Lakshmanan, Content and
Usability Coordinator
[email protected]

NTAP’s Services

Training and Assistance

Information Online

Promote Successful Technology
Initiatives for Poverty Law Use
Objectives for Today



Understand the “Tool of Your Trade”
Explore Using New Functions &
Use Old Functions in New Ways
Ultimate Goal is to Help You Be
Competitive and Efficient Advocates
Topics to Cover Today

Section 1: Formatting Tips:






Section 2:




Headers & Footers
Section & Page Breaks
Section 3: Track Changes
Section 4: Protecting Your Document



Paste Special
Format Painter
AutoCorrect, AutoText, AutoFormat
Find and Replace
Headers & Footers
Word Redaction
Remove Personal Information & Password Protection
Section 5: Toolbar Edits
Section 1: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
Paste Special: Why is it Important?


When you copy content from a website,
other documents or emails to a
document, it usually gets messy.
Paste Special allows you to copy-andpaste information without transferring
unwanted formatting code.
Examples in Use
 Cut-and-Paste
from Email
 Cut-and-Paste
from Website
 Cut-and-Paste
between
into Document
into Document
Documents
How to Paste Special?
From the Menu Bar:
 Edit > Paste Special.
 Choose Unformatted text.
 Click OK.
Note for Word 2002 and 2003 Users: In Word
2002 and 2003, you get yet another option. In
Tools > Options > Edit you can tick Show Paste
Options buttons to give you even more control. If
you click that option, when you paste (using ctrl-v
or Edit > Paste), you see a little clipboard thingy,
which contains a drop down menu.
Paste Special – Dialog Box
Applications of Paste Special:
Web Text
Website text comes in all colors and fonts sizes, even white
text on a dark background. If you copy white text and
paste it into Word, it is invisible.
Use Paste Special: Default option is HTML – that’ll create
invisible text, so try unformatted text.
Advanced Paste Special
To copy a picture from a web page or
to/from an e-mail or convert picture to
smaller size: (use .gif or .jpeg)
Section 1: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
Format Painter


What? Looks like a paintbrush in
Toolbar.
Why? Can apply formatting you have in
one part of a document to any other part
of the document with one click.
Format Painter - Application


Format Painter can copy character attributes if
you choose the (font style, font size, bold, italics
etc). It can also copy paragraph attributes
(alignment, indentation, bullets etc.) It can apply
the original formatting to your next click.
Multiple Locations: If you want to apply the same
formatting to more than one item, select the
formatting you want, double-click Format Painter,
and then select each word, phrase, or paragraph
you want to apply formatting to. When you're
finished, press ESC.
Note: You can also use a feature called Styles to apply
formatting to multiple locations in a file. Advantage of
this is that you can select all instances of that
formatting and change all of them at once if you want.
Format->Styles and Formatting.
Format Painter – Example


Add text from an email to your pleading. Formatting is
messed up. Correct with Format Painter.
Say you've written a quarterly report for one of your
funders, in Word. You like the look, especially your
headings, which are 14 pt. Bookman Old Style, centered,
green, and bold, with a nice subtle shadow. Thirty
minutes before you're supposed to present the report,
you need to add four new sections to the report. You
spend twenty minutes adding the information and
manually reformatting all of the text to match the
existing headers. You spend the next two wishing that
you hadn't chosen such complicated formatting for your
headings.
Format Painter

How to use Format Painter



Select the text with the formatting you
want applied elsewhere in the
document.
On the Standard toolbar, click Format
Painter icon.
Select the text you want to apply the
formatting to. The text takes on the
new formatting.
Section 1: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
AutoCorrect


What? Corrects typos as they occur. It
does this by replacing text you type with
something else.
Why?



You need to know how to turn it off.
You can use it to apply replace characters with
special symbols you commonly use (such as
the § symbol).
Very Important: You can use it like a minimacro. You can save A LOT of time if you use it
to replace text you type as a shortcut, with
longer, standardized text that you tire of
retyping again and again. You can assign
abbreviations to frequently used names,
phrases, and terminology, for example such as
the copyright symbol.
AutoCorrect: How?

From the Tools menu, select AutoCorrect
Options…to:
 Change Rules: (i.e., correct two CAPITAL
letters together.)
 Change Formatting: You will see a grid
that shows character(s) and the symbol
Word will convert it to. If you are done
with the © symbol transformation, simply
highlight it and Delete or modify. Scroll
through to see what else Microsoft wants
to correct for you.
AutoCorrect for MiniMacros

How Do I Use Replace Text?





Say you type in your name and your program’s address,
contact, etc. Select the text and copy it.
From the Tools menu, select AutoCorrect Options…In
the With field, paste your text.
Replace Text: This feature, can revolutionize your work
and make up for all the frustration you’ve accumulated
from the tool. You’ll see a line that says Replace and
With. (Note: You can also access this feature
Insert>AutoText.)
In the Replace field, type the code you want to use to
have Word automatically generate that text. Remember:
if you use commonly used words, like “address,” then
every time you type the word “address,” your program’s
name and contact will show up. Choose a code that is not
a series of characters you normally type.
Notice you can select Plain Text or Formatted Text.
This will simply allow you to carry over specific
formatting, if desired.
Applications for
AutoText & AutoCorrect

Commonly used words:





Your program’s name
The name of courts you file in
Your signature
Small sentences you type often
(confidentiality clauses, closings, etc.)
Opposing Counsel names
AutoText



What? AutoText finishes words you are typing.
You can use AutoText for words you will still type out
(versus use a code as in AutoCorrect), but you want
Word to finish your typing for you to save time. Any
text entered as AutoText will be utilized for word
prediction.
Examples:





Name of your program
Your name
Your court’s name
Opposing parties (common)
Some sentences or phrases
AutoText

How? 2 Ways:



Tools>AutoCorrect Options… Select
AutoText
Insert>AutoText
Example:

Legal Services National Technology
Assistance Project
Find and Replace



What? Change a certain word or phrase
that is repeated throughout the document.
Save time by typing a code that will be
replaced later.
How? Edit > Find
Note: Word also lets you conduct
expanded searches for such things as
matching case, whole words, wildcards,
sounds like, all word forms, character
formats, and special punctuation. To access
these features, click the More button in the
Find and Replace window.
Section 2
Headers & Footers
Page and Section Breaks
Headers and Footers


Go to the View menu, and choose Header and
Footer from the list. You will be placed in the header
area first and provided with a floating toolbar.
To move to the footer area, click the “Switch Between
Header and Footer button” on the Header and Footer
Toolbar.
Multiple Headers/Footers
What if you want different footers or headers
on pages in your document?


Word will only break the connection of headers
and footers by sections — that is sections, not
pages.
If your document isn't already sectioned then
you'll need to create section breaks at any
point where the header or footer will be different
from the previous pages. Once the section breaks
are in then you're ready to begin.
Page and Section Breaks
Word has two main features for controlling
pagination:


Paragraph style pagination options:
Format>Paragraph
Manual page and Section breaks:
Insert>Break…
Show Paragraph symbols to view the double dotted
line Word inserts to show where section breaks occur.
Paragraph Style Breaks
Format>Paragraph…


“Keep with next” - keeps a
paragraph with the paragraph following
it
Example: You have a pleading with a
heading at the bottom of a page and
the text on the next page. This can
keep it together.
Section Breaks


Sectioning your document allows you to
apply different attributes -- Header,
Footer, Columns, or Page Numbers -within the same document.
Example: You have a grant or a pleading
with Exhibits. You want the main
document to be paginated 1 – 10. You
want the Exhibits to be paginated Exhibit
A – C. You can change this in the footer if
you create sections first.
Section Breaks

Example 2: You have a document
that has two columns but then has
one column thereafter on the same
page. Create a section to change
these attributes.
Section 3: Track Changes
Collaborative Editing
Track Changes

You can access this several ways on
Word:



Tools>Track Changes
View>Toolbars>Reviewing
TRK (Located bottom of your screen
next to OVR and REC. Click on it to
activate)
Remember!


Make sure when you are sending
the final: Select Show Final Showing
Markup to make sure all changes
have been accepted or rejected.
Otherwise, your recipient will see all
the edits and iterations.
Section 4: Protecting Your
Document
Word Redaction
Remove Personal Information
Word Redaction


Why? Helps you black out words
easily from your document, but still
have them edit-able by the
recipient. You can protect
confidential information.
How? Download:

www.microsoft.com/downloads (Search
Word Redaction. Free.)
Remove Hidden Text



www.microsoft.com/download
Why? There is information
associated with each document that
lists authors who contributed, dates
edited, and potentially other
information registered to the
computer user.
When you are ready for your final
version, remove hidden data.
Password Protect Your Doc


Requires a password to open and/or
read only.
Tools>Options>Security
Section 5: Toolbars
Create and Edit
Edit Your Tools



Right click on your tool bar to
Customize.
Or, View>Toolbars>Customize
In this mode (Customize), you can
click and drag icons, add tools, and
drag stuff off that you don’t use.