Transcript INTRODUCTORY MICROSOFT WORD Lesson 8 – Increasing Efficiency Using Word Microsoft Office XP: Introductory Course Pasewark & Pasewark.

INTRODUCTORY MICROSOFT WORD
Lesson 8 – Increasing Efficiency
Using Word
Microsoft Office XP:
Introductory Course
1
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Objectives
Word - Lesson 8
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Create and use templates and wizards.
Insert, view, and edit comments.
Track changes.
Compare and merge documents.
Create and print envelopes and labels.
Use mail merge.
Microsoft Office XP: Introductory Course
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Objectives
Word - Lesson 8
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Save a document as a Web page and apply
a theme.
Create a Web site with the Web Page
Wizard.
Insert a hyperlink in a document.
Use Paste Special.
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Terms Used in This Lesson
Word - Lesson 8
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Data source
Hyperlink
Mail merge
Main document
Paste special
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Template
Track changes
Web Page
Web site
Wizard
Microsoft Office XP: Introductory Course
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Word - Lesson 8
Using Templates
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Template – a file that already contains the
basic elements of a document such as
page and paragraph formatting, fonts, and
text.
To open an existing template, choose New
on the File menu. Click General Templates
in the New from template section. The
Templates dialog box appears.
Microsoft Office XP: Introductory Course
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Word - Lesson 8
Templates Dialog Box
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See Figure 8-2 in
student book,
Templates dialog
box
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Using Wizards
Word - Lesson 8
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Wizard – similar to a template, but asks
questions and creates a document based on
the answers.
To start a wizard, choose New from the File
menu. In the New Documents task pane,
click General Templates. In the Templates
dialog box, click an appropriate tab and click
a document wizard. The wizard dialog box
appears.
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Workgroup Collaboration
Word - Lesson 8
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Workgroup collaboration – the process of
working together in teams, sharing
comments, and exchanging ideas for a
common purpose.
Team members can review each other’s
work, comment on it, and suggest changes
directly in the Word document.
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Inserting and Viewing Comments
Word - Lesson 8
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Comment balloon – text box connected to
selected text by a dashed line. Document
needs to be in Print Layout or Web Layout
view.
Select the text, then choose Comment on the
Insert menu or click the New Comment
button on the Reviewing toolbar.
In Normal view, comments are only displayed
in the Reviewing Pane.
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Track Changes
Word - Lesson 8
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Track Changes – keeps a record of any
changes that have been made in a
document.
Choose Track Changes on the Tools menu or
click the Track Changes button on the
Reviewing toolbar.
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Compare and Merge Documents
Word - Lesson 8
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Compare and Merge – merges comments
and changes from several documents into
one document for easy review.
Choose Compare and Merge Documents on
the Tools menu. The Compare and Merge
dialog box appears.
See Figure 8-9 in student book,
Compare and Merge dialog box
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Creating and Printing Envelopes
Word - Lesson 8
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Choose Letters and Mailings on the Tools
menu and Envelopes and Labels on the submenu. The Envelopes and Labels dialog box
appears. Select the Envelopes tab.
See Figure 8-10 in student book,
Envelopes tab of the
Envelopes and Labels dialog box.
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Creating and Printing Labels
Word - Lesson 8
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Choose Letters and Mailings from the Tools
menu, and Envelopes and Labels on the
submenu. The Envelopes and Labels dialog
box appears. Select the Labels tab.
See Figure 8-12 in student book,
Labels tab of the
Envelopes and Labels dialog box
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Using Mail Merge
Word - Lesson 8
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Mail Merge – combining a document with
information that personalizes it.
Main Document – document with information that
does not change.
Data Source – file that contains information that will
vary with each document.
Choose Letters and Mailings on the Tools menu and
Mail Merge Wizard on the submenu. The Mail Merge
task pane appears.
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Creating a Web Page
Word - Lesson 8
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Web Page – document created with the
programming language HTML so it can be
viewed by a Web browser.
To convert a Word document to a Web page,
choose Save as Web Page on the File menu.
To preview the document in your browser,
choose Web Page Preview on the File menu.
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Adding a Theme
Word - Lesson 8
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Theme – preformatted design that will
change the color scheme, font, and
formatting of text without changing the
content.
Choose Theme on the Format menu and the
Theme dialog box appears.
See Figure 8-16 in student book,
Theme dialog box
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Adding Text Animation
Word - Lesson 8
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Text Animation – calls attention to a block of
text by creating movement with the text.
Select the text and choose Font on the
Format menu. Click the Text Effects tab.
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Using the Web Page Wizard
Word - Lesson 8
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A single Web page or a whole Web site can
be created with the Web Page Wizard.
Web site – collection of related Web pages
connected by hyperlinks.
Hyperlinks – underlined and colored text
you click to go to a different location in the
document or to an external location such as
a different Web page.
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Using the Web Page Wizard
Word - Lesson 8
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Choose New on the File menu. In the New
Document task pane, click General
Templates. Click the Web Pages tab, and
then the Web Page Wizard icon.
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Send a Word Document via E-mail
Word - Lesson 8
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Two ways to send a document by e-mail with
Word:
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E-mail copy of document directly from Word. Click
the E-mail button on the Standard toolbar.
E-mail document as an attachment. Choose Send
To on the File menu.
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Inserting a Hyperlink
Word - Lesson 8
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Select the text you want to make a hyperlink.
Choose Hyperlink on the Insert menu. The
Insert Hyperlink dialog box appears.
See Figure 8-21 in student book,
Insert Hyperlink dialog box
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Paste Special
Word - Lesson 8
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Paste Special – connects data within Word
or between Word and other Office programs.
Information that is changed in one document
will be automatically updated in the other.
Choose Paste Special from the Edit menu
and the Paste Special dialog box appears.
See Figure 8-22 in student book,
Paste Special dialog box.
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Summary
Word - Lesson 8
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Templates save the format, font choices, and
text of commonly produced documents.
Wizards ask questions and create
documents based on the answers.
When working in a group, it is easy to
suggest changes to a document by inserting
comments.
Microsoft Office XP: Introductory Course
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Summary
Word - Lesson 8
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Use Compare and Merge to merge various
documents into one document for easy
review.
Envelopes and labels can be created quickly
by choosing the Envelopes and Labels
command on the Tools menu.
Mail merge inserts changing information into
a standard document.
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Summary
Word - Lesson 8
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The Save as Web Page command saves a
Word document as a Web Page.
The Web Page Wizard helps you to create a
Web page or a Web site.
A document can be e-mailed either as an
attachment or directly from Word.
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Summary
Word - Lesson 8
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Hyperlinks link a Word document to a Web
page or another file.
Paste Special allows you to move information
from one document to another. Information
that is changed in one document will
automatically be updated in the other.
Microsoft Office XP: Introductory Course
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