Transcript INF3060

INF3060
Word Processing III
Create A Blog!
• For this assignment, you will create your own
blog website to post all of your stuff and to
demonstrate everything that you do.
• Use a site like Wordpress. Make sure it lets you
upload files and documents.
• You will need to take a screenshot of what you
are doing. You will put this screenshot into your
blog. You will explain what it is you have done
and how you did it. I will let you know when you
need to do this.
• This will be part of your mark.
Capturing The Screen
• Hold down these keys: Shift, Ctrl, Alt and then
press the Print Screen button. This will copy what
is on the screen
• Open Paint
• In Paint, use Ctrl + V to insert your captured
image.
• Use the crop tool to crop it.
• Save the image with a useful name
• Upload the image to your blog and describe what
you did.
First Assignment:
Create and Customize Documents
First Step- Inserting Fields
• We will do this first as a tutorial. After learning
how to do this, you will then create your own
document that uses fields.
Go to Insert tab, click on Quick Parts and choose
Field
What Are Fields?
• They look things up
• They find information
• They insert information
• We will learn how to import data from
Microsoft Access!!!!!!!!!!!!!!!!!!!!!!!!!
Find the Database Field
Then click
“Insert
Database”
Follow Along…
• Select “Get Data”
Then We Find the File
• The file is called DemoFile in the INFO folder
• Find it and open it.
• Select the “Employees” table
AutoFormat
• This lets you change how it looks.
• Play with it and try it out!
Query Options
• Under Query Options you can remove or add a
field. Right now they are all in. Try taking one
out.
Insert Your Data!- Select “All”
Example
Not Hard, Eh? Now It’s Time For Some
Basic Programming!
• We will now learn how to insert a Title. It’s
easy!
• Find the Title field
The Language
• TITLE is what the field is
• Employees is the name of the title
• \* Upper is telling it to make all the letters
upper-case.
• Try it out!
Toggling On and Off the Field View
• If you press Alt + F9 you will turn on/off the ability to see the code that the
fields actually use.
• This is highly useful if you want to edit a code. See the example below.
• It is a table of contents. We will now learn how to make our own.
Code ->
What it looks like ->
Assignment 1
Creating a Table of Contents for a Cookbook
• In a new document, we are going to create a cook book.
• Leave the first page blank. Our Table of Contents (TOC) will
go there later.
• On the second page, Choose a type of food (eggs, cheese,
beer) and put it at the top of the page.
• You will have 4 types of food, for 4 pages.
• Below that, list 4 different dishes that use that ingredient.
• Under these 4 dishes, briefly describe what they are like.
• Save your document as “3060cookbook”
Example of 1 Page
SEAFOOD
Poached Salmon
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A delicious and healthy dinner
Shark Fin Soup
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An expensive Chinese delicacy
BBQ Dill Arctic Char
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The amazing taste of the fish from the north
Baked Red Snapper
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A Louisiana favorite
Headings
• We want to use only some of this information in our data, so we
will turn some of the words into something called Headings.
• To do this, click on the Home tab and click on Heading 1 for your
main food. In this case, it is “Seafood”.
More Headings
• Add Heading 2 to all of the dishes (ie Salmon)
You will do this for 3 more pages.
• You will have a main topic (Seafood, Beef) with
Heading 1
• Dishes related to that topic, Heading 2
• And a brief description of each dish, no heading
Putting Together the TOC
• On the first page, go to Insert -> Quick Parts->
Fields-> TOC
• Click on Table of Contents
• Press OK
Voila!
Uh Oh!
• We don’t want to have page numbers for all of
the dishes in here, just the main 4 categories
• So what can we do?
• Use Field Codes to edit what is happening!
• Press Alt + F9 to view the code that is your
table of contents. (see next page)
The Code
The code goes in these
brackets
This tells us it is
A TOC field
These \ signs are
called switches.
They cause extra
things to happen
Inserts TOC entries as hyperlinks
\o Tells the TOC
what headings to
use. We used
headings 1-2
Doesn’t really
do anything
The style we chose
(we didn’t do anything here
Useless, really)
Removing the Page Numbers
• We want to remove the page numbers for the
Heading 2 items (the dishes).
• To do this, we will add an \n switch. This
removes page numbers to the headings we
specify. See next page.
• Change this:
• To this: We told it to exclude all Headings 2s.
Update the Field
• You will now have to update this information
• Right-click on the field and select
• Press OK
• Hit Alt + F9 and see how your table looks!
See how the page numbers are removed
Next Steps
Securing Documents
• Sometimes you only want certain people to be
able to edit your documents.
• We will learn how to set restrictions on a
document
• Under the File tab, select Info and click
“Protect Document”
• Then click on Restricted Editing
Change the Editing Restrictions
• Change them to “Tracked Changes”
• This will allow other users to add Tracking, the
next thing we will learn about
Tracking
• Tracking allows you to add in corrections to
your document without actually getting rid of
anything or overwriting it.
• It is really useful for editing.
• Under the Review tab, select Track Changes
Time to Edit
• The Tracking changes are done in red
• These changes are not in the actual
document. If you were to print out the
document, they would not appear.
Accept or Reject
• You can accept or reject the tracking. Doing so
will either put it into the actual document, or
remove it. Previous/ Next let you jump from
Tracking to Tracking
What You Will Do
• Include two examples of tracking in your
document. Do not accept the changes.
• You will later upload an image of the
unaccepted changes to your blog. After you
have done that, accept the changes
• The list of everything to upload to your blog is
on the next page
Time to Blog!
• Upload an image of your finished TOC to your blog
• Also upload an image of your Field Code
• Image of your Tracked Changes. Don’t forget to accept
the tracking after you take the image.
• Describe in a comment how you found this part of the
minor assignment. Also describe how this applies to
real life and careers.
• We will learn more things before moving onto the main
assignment.
Assignment 2
Expense Claim
• You will make your own expense claim forms.
• These forms keep track of the money people have
spent on company purchases.
• You will create tables and use forms to create your
document
• You will use formulas in your cells to add up the
information
• You will merge information from another document
into your expense form.
• Make sure you put your document to Landscape
(sideways)
Using formulas in a cell
• After making your tables, go to Table Tools
>Layout and click on the Formula box
• You may now enter a formula. The cells are labelled the
same way as excel cells, like battleship.
Merging a Document
• You will have to merge information from one
document to your expense sheet. To do this:
Locate Object, Text From File
1 Choose your files
2. Click Insert
What to put in the other document?
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It can be anything
A description of what the expenses are for
Names of people who need the materials
Whatever you want!
Examples of Expense Claims
• http://img.docstoccdn.com/thumb/orig/2629
4797.png
• http://myexceltemplates.com/wpcontent/uploads/2010/03/030510_0614_Trav
elExpen1.jpg
Make Your Table Fancy
• Add some borders and shading
• Add some colour
• Do this by right-clicking on the
table
Next Assignment:
Creating a Detailed Report
• Your next assignment will involve a variety of different
things
• You will choose a subject of interest to you
• You will need to find information on your topic that can
be represented in writing, statistics and images
• The next few slides will detail the things you will need
to know for your assignment
• Follow along and complete the tasks for your minor
assignment.
• Create a new document for this minor assignment
Creating a Flowchart
• You will have to create a flowchart for your
assignment. Follow this example
• Go to SmartArt under the Insert tab
Select This Hierarchy Graph and Insert
You Can Adjust How Many Text Boxes
• Click on this here
It Will Bring Up This Box
By pressing the Enter
button, you tell the
program to make a new
box
By hitting the Tab key, it
moves it over to the right.
This turns the box into a
sub-box linked to the one
above it
Can you make it look like this?
Building Blocks Organizer
• The BBB lets you put some pre-made things
into a Word document
• It can be used for things that take up an entire
page to make a title page, or small things like
pre-formatted text boxes that can be inserted
wherever you like
• Make sure you have a blank page after your
flowchart to do this on.
To Get There
• Go to “Quick Parts”, just like the fields and
click on Building Blocks Organizer
• You will see a big list of all sorts of choices.
Choose This One
• It is called Motion
• And Insert
Add Your Own Info
Navigating a Document
• A great way to go to where you want right away in a document is to use
the Navigation window.
• Anything that is listed as a heading will show up in it. You can click on it
and it will take you right to it .
• You can also search for specific text in the document
• To find the Navigation pane, go to View-> and click Navigation Pane
Add 3 Headings to a New Page
• Remember how we did that for the Table of
Contents? It’s the same thing.
• You should now see these 3 headings appear
in your Navigation Pane.
• Click on one and it should take you right to it
Creating a Table of Figures
• It is like a Table of Contents for images
• Just like the TOC, you can CTRL + Click on it
and it can take you right to the images
• Go to the References tab and click on Insert
Table of Figures. A box will pop up. Press OK.
Oh no! What happened?
• Don’t get your jimmies rustled, we haven’t put any pictures
into it yet so it hasn’t done anything
• Paste any 3 pictures below the error message
• We will then add a Caption to each picture
• A Caption will link it to the TOF
Click on the picture you want to use
Go to References -> Insert Caption
Captions
• Give a name to your captions under “Caption”
• Press OK
All 3 should now have a caption
Now we need to updater our Table of Figures
Simply right-click on it and select Update Field
You should have something like this:
Adding Text To a Shape
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It is really easy
Make a shape. I used an arrow
Right-click and select Add Text
Add your text!
Too
Easy
Formatting a Paragraph
• We will now look at how to change the way a
paragraph looks. Copy the paragraph below
into a new page:
Four score and seven years ago our fathers brought forth on this continent, a new nation, conceived in
Liberty, and dedicated to the proposition that all men are created equal.
Now we are engaged in a great civil war, testing whether that nation, or any nation so conceived and so
dedicated, can long endure. We are met on a great battle-field of that war. We have come to dedicate a
portion of that field, as a final resting place for those who here gave their lives that that nation might
live. It is altogether fitting and proper that we should do this.
Select and Right-Click
• Select “Paragraph”
• You can adjust the alignment, indentation and
spacing. We will only adjust the spacing
• Change the spacing to this up above
Adding in Comments
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Comments allow us to add a comment to a word or section of a paragraph
They appear in the main document. Unlike Tracking, the comments will not be put
into the main text. They just sit there. They are great for editing your work.
To get to the Comments, go to Review, select the text you want and select New
Comment. Add two comments to the Abe Lincoln text from earlier, as seen below.
Main Assignment- Report
Your report will have to have at least 3 pages of typed information for
your topic. It cannot be a topic that you have done before. On your
blog you will submit a rough draft with Tracking and Comments as well
as a good copy.
You will include a:
• Table of Contents
• Table of Figures
• Flowchart
• Shape with text
• Title Page using the Building Blocks Organizer
• Imported information from an Access database that is relevant to
the assignment (you will have to find some information)
• Navigation by giving chapters Headings
• Tracking
• Comments
Upload the document to your blog. Post what you found difficult or
easy with the project, as well as the usual career stuff. Please put a link
to your blog in the assignment.