Document

Download Report

Transcript Document

Word 2003 Module II

Lesson 1: Working with Graphics

Objectives

• • • •

Work with pictures in documents Format graphics Work with drawing objects Use WordArt

Types of Graphics

• • •

Drawing objects and pictures A drawing object is any drawn or inserted graphic that can be changed and enhanced

–

Create drawing objects using the Drawing toolbar A picture is a graphic that comes from a file

–

Includes bitmap images, photographs, scanned images and clip art

–

Insert pictures using the Clip Art task pane or the Insert Picture dialog box

Inserting Clip Art

• • • • •

Clip art files are stored in collections A collection can include any or all of the media types available To insert clip art, use the Clip Art task pane To insert a clip, click its thumbnail To display additional options, right-click the thumbnail or display the clip’s drop-down list

Inserting Other Picture Files

•

Use the Insert Picture dialog box to insert other pictures into a document at the location of the cursor

Formatting Graphics

• •

Use the Format Picture dialog box and the Picture toolbar to format graphics You can:

– – –

Scale Resize Reposition

– – –

Crop Rotate Specify text wrapping

Creating Drawing Objects

• • •

Drawing objects include AutoShapes, diagrams, curves and lines The individual components of drawing objects can be moved, edited, rearranged and grouped Use the tools on the Drawing toolbar to create and enhance drawing objects

Enhancing Drawing Objects

• – – – – –

Modify and enhance drawing objects by:

–

Adding fill colors

– – –

Modifying line colors and line styles Adding 3-D effects Resizing objects Repositioning objects Rotating objects Layering objects Aligning and grouping objects Adjusting the size of the drawing canvas

Using WordArt

• • •

WordArt is not recognized as text; it is a graphic object Word includes 30 WordArt styles You can customize applied WordArt styles by:

–

Changing the font and font size

– –

Applying the bold and italic attributes Applying fill effects

Lesson 2: Using Advanced Formatting Options

Objectives

• • • •

Modify text flow options Insert and delete section breaks Format sections Verify format consistency

Using Widow/Orphan Control

• •

A widow is the last line of a paragraph that appears by itself at the top of a page An orphan is the first line of a paragraph that appears by itself at the bottom of a page

Setting Page Breaks and Nonbreaking Spaces

• • •

A soft page break is created automatically when text reaches the bottom page margin, forcing subsequent text to the top of a new page A hard page break forces subsequent text to the next page, regardless of its proximity to the bottom page margin

–

You can insert hard page breaks using the Paragraph dialog box or the Break dialog box A nonbreaking space forces words to remain together on the same line

–

To insert a nonbreaking space, press CTRL+SHIFT+SPACEBAR

Inserting Section Breaks

• •

A section is a portion of a document in which you can set certain page formatting options that do not affect the rest of the document A section break document is a code that identifies a section in a

•

Next Page starts the new section on the next page

•

Continuous starts the new section on the same page

•

Even Page starts the new section on the next even-numbered page

•

Odd Page starts the new section on the next odd-numbered page

Formatting Sections

• •

After you establish sections in a document, you can apply formatting to each as needed Formatting options you can apply to sections include:

–

Page orientation

–

Margins

– – – – – –

Page borders Headers and footers Vertical alignment Columns Page and line numbering Footnotes and endnotes

Verifying Format Consistency

•

To compare formatting between two text selections:

–

Display the Reveal Formatting task pane

– –

Select the first text selection Select Compare To Another Selection

– –

Select the second text selection Right-click the second selection and click a menu option or make a change from the task pane

Verifying Format Consistency (cont’d)

• • •

To verify formatting as you type:

–

Select Tools | Options and display the Edit tab

–

Select Keep Track Of Formatting, if necessary, and select Mark Formatting Inconsistencies Perceived inconsistencies are marked with blue, wavy underlines To correct an inconsistency, right-click the marked text and select an option from the shortcut menu

Lesson 3: Working with Headers and Footers

Objectives

• • • • •

Create headers and footers Create first-page headers and footers Use alternating headers and footers Create headers and footers for sections Work with page numbers

Creating Headers and Footers

• • •

Headers and footers display text and/or graphics in the top and bottom margins of document pages Headers and footers can include graphics, AutoText, page numbers, and date and time codes Headers and footers appear only in Print Layout view or in Reading Layout view when the Actual Page option is in use

Working with Headers and Footers Header And Footer toolbar

Creating First-Page Headers and Footers

• • •

First-page headers and footers are blank Any previously inserted text is removed when a different first-page header and footer are specified You specify a different first-page header and footer using the Layout tab of the Page Setup dialog box

Using Alternating Headers and Footers

• • •

Use alternating headers and footers to specify different information for odd- and even-numbered pages Alternating headers and footers are useful when documents are bound with facing pages You specify alternating headers and footers using the Layout tab of the Page Setup dialog box

Creating Headers and Footers for Sections

• • •

To create headers and footers with varying content throughout a document, insert section breaks and create different headers and footers for each section Word automatically makes a connection between section headers and footers Before entering header and footer text, you must break the connections between sections

Working with Page Numbers You can use the Page Numbers dialog box to specify the position and alignment of page numbers

Working with Page Numbers (cont’d) You can use the Page Number Format dialog box to specify formatting characteristics of page numbers

Lesson 4: Working with Columns

Objectives

• • • •

Apply column formats Edit and format column text Format columns Remove column formatting and breaks

Applying Column Formats

• • • •

You can specify a column format using the Columns button on the Standard toolbar or the Columns dialog box If a document contains only one section, the entire document will be formatted with columns If a document is divided into sections, only the current section or selected sections will be formatted with columns If text is selected, only the selection will be formatted with columns, and section breaks will be added automatically

Editing and Formatting Column Text

• • •

Word applies newsletter-style columns, in which text flows from the bottom of one column to the top of the next column As you add or delete content, text shifts between the columns and is distributed to keep the columns balanced You edit and format column text just as you would any other text

Formatting Columns

• • •

Column formatting you can modify includes:

–

Forcing text to begin in a new column

– – –

Changing column width Changing the space between columns Displaying vertical lines between columns To force text to the top of a new column, insert a column break To change width and spacing or to display lines, use the Columns dialog box

Removing Column Formatting and Breaks

• • • •

To remove a column break, locate the break in Normal view, select it, and press DELETE You can remove section breaks to allow two contiguous sections to share the same column format You can restore text to a single-column format Section breaks are not removed when you restore a single-column format

Lesson 5: Using Styles

Objectives

• • • •

Apply styles Create custom styles Modify styles Remove styles from documents

Using Styles in Documents You can create and apply four types of styles:

Applying Styles Use the Styles And Formatting task pane or the Style drop-down list to apply styles

Creating Custom Styles

• • •

To define a style: Format text or a paragraph, click the Style list box, type a name, and then press ENTER OR Use the New Style dialog box to name a style and specify formatting characteristics New styles are added to the task pane and to the Style drop-down list

Creating Custom Styles (cont’d) New Style dialog box options:

Modifying Styles

• • • •

You can modify both built-in and user-defined styles When you modify a style, any text or paragraphs in the active document that use that style are updated accordingly Use the Modify Style dialog box to modify styles When you modify a style, any other styles that are based on that style will reflect the changes

Removing Styles from Documents

• • • • •

You can remove user-defined styles, but not built in styles When you remove a style, paragraphs formatted with that style revert to the Normal style You can use the Clear Formatting command to remove styles from text, tables and lists You can also set the style for the selected item to Normal Previous formatting will be lost

Lesson 6: Creating Tables

Objectives

• • • •

Create tables in documents Sort table data Perform calculations in tables Use Microsoft Excel data in tables

Creating Tables in Documents

• •

Tables display data in rows and columns, which intersect to form individual cells A cell is a table element in which you enter data or graphics

Creating Tables in Documents (cont’d)

•

Create tables by:

–

Drawing a table with the tools on the Tables And Borders toolbar

–

Converting text to a table

•

Use a tab or a comma (or some other separator to indicate where one column ends and another begins

•

Use a hard return to indicate where a table row ends

–

Using the Table | Insert | Table command

Entering Data in Tables

• • • • • •

Type in a table cell to enter data in the cell Text you type in a table automatically wraps within each cell As you create additional lines of text in a cell, the cell height changes for the entire row Press TAB to move the cursor to the next cell Press SHIFT+TAB to move the cursor to the previous cell You can also use the arrow keys or click in a cell to position the cursor in a table

Inserting and Deleting Rows and Columns

• • • •

You can use the Insert and Delete commands on the Table menu to insert and delete columns and rows in a table You can also right-click a selected row or column and select a command from the shortcut menu Press TAB at the end of a table to add a new row The number of rows or columns you select determines how many rows or columns will be inserted

Sorting Table Data

• • • •

You can sort table data in ascending or descending order by the values in one or more columns If the table includes a header row with column names, it is automatically excluded from sorts If the header row is not distinguished from other text, you must manually exclude it from sorts You can sort table data using the Sort dialog box or the Sort buttons on the Tables And Borders toolbar

Performing Calculations in Tables

• • •

Use the Formula dialog box to perform calculations in tables You can insert formulas or functions to perform calculations on a series of numbers entered into the table Press F9 to update formula results manually when data changes

Performing Calculations in Tables (cont’d)

• • • •

To use calculations in table data, you reference cells by their column letters and row numbers The first character of a formula must be an equal sign (=) Formulas can contain standard mathematical operators:

– –

+ (addition) - (subtraction)

– –

* (multiplication) / (division) To quickly sum a range of cells, position the cursor in the far right cell of a row or the bottom cell of a column and then click the AutoSum button on the Tables And Borders toolbar

Using Microsoft Excel Data in Tables

• •

You can bring Excel data into a Word table by:

–

Copying and pasting the data

– –

Creating a linked object to display the data Creating an embedded object to display the data A linked object is an object created in a source file and inserted into a destination file

–

A connection is maintained between the files, allowing the destination file to be updated when the source file is modified

Using Microsoft Excel Data in Tables (cont’d)

• •

An embedded object is an object created in a source file and inserted into a destination file.

–

Once embedded, it becomes part of the destination file, and does not reflect changes to the source file When choosing a method, consider:

–

Where the data is stored

– –

Who has access to the data Whether the data is updated regularly

Lesson 7: Formatting Tables

Objectives

• • • • • • •

Format table text Modify table properties Use borders and shading in tables Use the Table AutoFormat feature Apply table styles Split tables Use advanced table features

Formatting Table Text

• • •

Format text in a table just as you would other text in a document Select the text, then apply the formatting You can specify:

–

Font and font size

– – –

Font attributes (bold, italic, underline) Font color Text alignment

Modifying Table Properties

• •

You can modify table properties in order to:

–

Change table alignment and text wrapping

– –

Change column widths and row heights Change cell formats Use the tabs on the Table Properties dialog box to modify table properties

Changing Alignment and Wrapping

• •

By default, tables are left aligned and text wrapping is not applied Use the Table tab of the Table Properties dialog box to specify horizontal alignment of a table and specify whether text will wrap around the table

Changing Row Heights

• • • •

You can adjust the height of an individual row, or you can adjust row heights for an entire table Change the height of a single row by dragging its lower border up or down To specify an exact row height for a row, use the Row tab of the Table Properties dialog box You can also use the Distribute Rows Evenly button on the Tables And Borders toolbar

Changing Column Widths

• • • • •

You can adjust the width of a single column, or you can adjust column widths for an entire table Change the width of a single column by dragging its right border left or right You can also use the AutoFit feature to automatically adjust column widths throughout a table to the minimum width required to contain the longest cell entry in each column To specify an exact column width, use the Column tab of the Table Properties dialog box You can also use the Distribute Columns Evenly button on the Tables And Borders toolbar

Changing Cell Formats

• • • •

You can change formatting options for one or more table cells Formatting options include adjusting cell margins and aligning text within cells Use the Cell Options dialog box to change cell margins Use the Cell tab of the Table Properties dialog box or the Table shortcut menu to change alignment

Using Borders and Shading

• • • •

By default, all table cells are surrounded by a 0.5-point solid border You can modify borders by applying different line styles, weights and colors You can apply shading to table cells To modify borders or apply shading, use the Borders and Shading tabs of the Borders And Shading dialog box or the Tables And Borders toolbar

Using the Table AutoFormat Feature

• • • •

You can apply a Table AutoFormat style to a table to format it automatically Table AutoFormats include borders, shading and text attributes You can specify which attributes of a Table AutoFormat will be applied to your table You can also adjust formatting on a table after you have applied a Table AutoFormat style

Applying Table Styles

• • •

Table styles control formatting characteristics that include alignment, borders, shading, fonts and text attributes Use the Styles And Formatting task pane to apply or remove built-in table styles or to create custom table styles For best results, apply custom styles to tables that have not been manually formatted

Splitting Tables

• • •

You can split tables to separate your data To split a table, click the row that you want to be the first row of the new table, then select Table | Split When you split a table, the new table does not contain column headings; you can add or copy these as needed

Merging and Splitting Table Cells

• • •

You can split or merge table cells to create complex tables To split cells, select the cells and then select Table | Split Cells To merge cells, select the cells and then select Table | Merge Cells

Modifying Text Direction in Table Cells

• •

You can rotate text in a table cell 90 degrees to the left or right You can change text direction by:

–

Right-clicking the cell(s) and clicking Text Direction to display the Text Direction-Table Cell dialog box

–

Selecting the cell(s) and clicking the Change Text Direction button on the Tables And Borders toolbar

Inserting and Modifying Fields in Tables

•

You can insert fields into tables to display data that changes frequently in a table, such as:

– –

The current date and time The date the file containing the table was last saved

– –

The name of the person who last saved the file Other system or document information

Lesson 8: Using Basic Collaboration Features

Objectives

• • • • •

Distribute documents for review Work with comments Use the Track Changes feature Compare and merge documents Save a document as a Web page

Working with Basic Collaboration Features

•

You can use collaboration features in Word to:

–

Distribute a document for review

– –

Insert and respond to comments Make suggested changes electronically without permanently changing the document

–

View changes suggested by others and selectively accept or reject them

–

Merge comments and suggested changes from several copies of a document into a single document for comprehensive review

Distributing Documents for Review

• •

You can use the Mail Recipient (for Review) command to send a file for review This command:

–

Generates a review request form

–

Automatically inserts a subject and message text

–

Automatically attaches the file (either as an attachment or a link)

–

Automatically attaches a follow-up flag

Working with Comments

• • • •

A comment is a note or annotation inserted by a reviewer into a document By default, Word displays comments in balloons that appear in the right margin of the document Use the buttons on the Reviewing toolbar for easy access to comment features You can also work with comments in the Reviewing Pane

Working with Comments (cont’d)

• • •

To insert a comment, click the Insert Comment button on the Reviewing toolbar, then type the comment To view comments, click the Next or the Previous button on the Reviewing toolbar to move among the comments in a document To delete a comment, select the comment, then click the Reject Change/Delete Comment button on the Reviewing toolbar

Using the Track Changes Feature

• • • •

The Track Changes feature marks every instance in a document in which a reviewer makes an insertion, a deletion or a formatting change Although the reviewer types directly in the document, the content is not permanently edited Each reviewer’s marks are designated with a different color To track changes as you edit, click the Track Changes button on the Reviewing toolbar to activate the feature

Using the Track Changes Feature (cont’d)

• • • •

To review changes, use the Next and Previous buttons on the Reviewing toolbar to move from one change to the next.

Evaluate each change to decide whether you want to accept it or reject it To accept a change, click the Accept Change button on the Reviewing toolbar To reject a change, click the Reject Change/Delete Comment button on the Reviewing toolbar

Using the Track Changes Feature (cont’d)

• •

You can use the Track Changes dialog box to change markup and balloon options You can specify to show or hide particular reviewers by selecting or deselecting their names in the Reviewers drop-down list

Comparing and Merging Documents

• • •

The Compare And Merge feature compares two documents at once and shows the differences between them as tracked changes You can merge changes from several reviewers into one document and then review them at once You can specify to merge into:

–

The current document

– –

The target document A new document

Saving a Document as a Web Page

• • •

Save a document as a Web page if you want to display it on the Internet or over an intranet When you save the document, Word displays it in Web Layout view You can specify a page title, which determines the text that will appear on the title bar of a viewer’s browser

Lesson 9: Using Charts, Diagrams and Organization Charts

Objectives

• • • • •

Create charts Modify charts Create and modify charts from other sources Work with diagrams Use organization charts

Creating Charts

• • • • •

You insert charts into Word documents as objects Create charts in Word 2003 using Microsoft Graph Use the Insert | Object command to insert a new chart Replace the sample data in the datasheet window with your own data Click outside the datasheet window to view the chart object with the new data

Modifying Charts

•

You can modify charts by:

–

Editing chart data

– – –

Changing the chart type Changing chart options Formatting chart objects

Editing Chart Data To edit data in a chart, double-click the chart object to open the associated datasheet window Make your edits in the datasheet

Changing Chart Type

• •

Use the Chart | Chart Type command to change the chart type Select from any type and subtype shown in the Chart Type dialog box

Changing Chart Options

•

You can change many chart options using the Chart Options dialog box

– – –

Specify titles Display or hide gridlines Display and position a chart legend

– –

Display data labels Specify whether to show the data table with the chart

Formatting Chart Objects

• • •

In addition to changing chart options, you can format individual chart objects Objects you can format include:

–

Data series

– –

Legends Chart walls Right-click the object you want to format, then click the Format command to display the appropriate dialog box

Creating and Modifying Charts from Other Sources

• • •

You can use data from other applications, such as Excel, to create charts in Word You can import data from Excel worksheets into charts, or you can create a chart based on an embedded worksheet or workbook object If you insert a Microsoft Excel workbook or worksheet, you can use the Excel Chart Wizard to create and modify a chart based on the worksheet data

Importing Data to Create Charts

• • •

To import data to create a chart, insert a Microsoft Graph chart object into the document, then import data into the datasheet You can import an entire worksheet or a specific range of cells Use the Import Data Options dialog box to import data into the datasheet

Creating a Chart Based on an Excel Workbook Object

• •

Double-click an inserted object to open it in its native application Click the Chart Wizard button that appears on the Standard toolbar to create the chart

Modifying a Chart Based on an Excel Workbook Object

• • •

Double-click an inserted object to open it in its native application Change underlying data for the chart if required Right-click the chart and select the commands you want for formatting the chart

Working with Diagrams Diagram types

Creating Diagrams

• • •

To create a diagram, click the Insert Diagram Or Organization Chart button on the Drawing toolbar Click an icon in the Diagram Gallery dialog box to insert the diagram Add text to the diagram as needed

Working with Shapes

• • • •

The default structure for each diagram type contains a specific number of shapes You can add or delete shapes as needed to accommodate your data You can also move shapes forward or backward to change the order You can also reverse the directional flow of diagram shapes

Formatting Diagrams

• • •

Each diagram type has a default format that you can change You can format:

–

Text

– –

Lines Fill colors You can also apply predefined diagram styles

Using Organization Charts

• •

Organization charts illustrate hierarchical relationships Organization charts use four different hierarchy levels:

Using Organization Charts (cont’d)

• • • •

Organization chart shapes are distinguished from each other by where they are placed and how they are connected You can add and delete shapes as needed A branch traces a hierarchy through individual shapes A level is a grouping of all shapes of the same type that are in the same level of the hierarchical structure

Formatting Organization Charts

• • •

Organization chart elements you can format include:

– – –

Text Shapes Connecting lines You can also apply predefined styles You can change the layout of branches within the chart, determining whether they branch to the left, right, or both

Document

Transcript Document

Directory