Transcript Word Tutorial 8.ppt

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Microsoft Office Word 2003
Tutorial 8 – Customizing Word and
Automating Your Work
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Apply advanced features to a
document template
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• Templates can be used to ensure that documents created from the
template all have the same information in the same format and in the
same order.
• Templates can include such elements as:
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Boilerplate text and graphics
AutoText
Custom toolbars and menus
Fields
Macros
• All of these elements can be combined into templates for frequently
used documents, such as fax cover letters, invoices, contracts, etc.
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Advantages of using templates
• Using templates to create documents has several
advantages:
– Consistency - every document created with the template
will have the same format
– Accuracy - avoiding typos in headings and other text
present in the template
– Efficiency - reducing the time and keystrokes required
to create a new document with custom toolbars and
menus
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Commonly used template features
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Define and Modify styles within XP
the document template
• Since templates are frequently created for specific
document types, you will want to create text styles
specific to that type of document.
• New styles are created using the New Style dialog
box, and you can modify an existing style in the
Modify Style dialog box.
– For example, you could change the font or point size of
the heading styles to make them more suitable for an
invoice template, or a fax template
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Define a new style
• To define a new style:
– Open the Styles and Formatting Task Pane by clicking the Styles
and Formatting button on the Formatting toolbar
– Click the New Style button to open the New Style dialog box
– Assign a name for the style and a style type
– Set whatever font attributes are required and click OK to save the
style
• The style name you assigned will now appear in the Styles
and Formatting Task Pane.
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Modify an existing style
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Apply borders and shading to a XP
paragraph
• When creating a document in which you want certain areas
to really stand out and be noticed, you can apply borders
and shading to the text.
• There are several types of borders available for text,
including a box, an underline, or a shadow.
• In addition to the border, you can apply shading to a word,
sentence, or paragraph.
• Shading allows you to specify a color to be used as
background for the selected text, which helps draw the
attention of the person viewing the document to that area.
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Add borders and shading
• To apply borders:
– Select the text to which you want to apply a border
– Click Format on the menu bar, and then click the Borders and
Shading option
– Click the Borders tab to apply a border, and then click the icon for
the type of border you want
– Then choose the line width for the border and the color
• To apply shading:
– Click the Shading tab and select a color from the sample colors
displayed, or click the More Colors button to create a custom color
• You can create and save a new style for these options so
that it can be applied to any other section of text.
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An example or borders and shading
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Create, insert and print
AutoText entries
• AutoText allows you to quickly insert frequently used text, such as a
word, phrase, or graphic, into a document.
• You can create an AutoText entry for Word's Normal template that will
make the entry available for all documents, or you can create one for a
specific template that will only apply to documents created from that
template.
• AutoText entries are created by typing the text, selecting the text, and
then opening the AutoCorrect dialog box to create the AutoText entry.
• You can then enter an abbreviation for the entry that will be used to
insert it into a document.
• When you want to insert the entry in the current document or a new
document, enter the abbreviation for the entry, and press the F3 key to
insert it.
• You can print a list of all AutoText entries to remind yourself of which
ones are available, or to distribute to other people.
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Create the AutoText entry
• To create an AutoText entry, type the text to be used as the
entry, and select it.
– Be aware that anything you select, including typos, symbols,
spaces, paragraph marks, etc. will be included in the AutoText
entry
• Click Insert on the menu bar, point to AutoText, and click
it to open the AutoCorrect dialog box.
• Specify the template for the AutoText entry to be saved in,
and enter an abbreviation or keyword name for the entry in
the top portion of the dialog box.
• Click the Add button to create the entry.
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The AutoCorrect dialog box
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Use Smart Tags
• Word automatically marks certain words or phrases (such
as names, dates, addresses, etc.) smart tags.
• When you move the mouse pointer over a smart tag, or
place the insertion point within the smart tag text, a Smart
Tags option button appears.
– This button will display a menu of commands that can be used to
perform specific actions on the tagged word or phrase
• A Smart Tag could be used to send someone an E-mail, or
to add someone to an electronic address book, or many
other actions.
• Smart Tags can be deleted from documents, and are only
visible if the Smart Tag feature has been turned on.
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Use Smart Tag actions, and turn XP
Smart Tags on
• To use a Smart Tag Action:
– Position the pointer over the text that is marked as a smart tag, or
click anywhere within the smart tag text. Smart tags appear with a
dotted purple underline in a document
– The Smart Tag Actions button will appear
– Click the button to see a menu of commands related to that tag
– Click on any action to perform it and close the menu
• To turn on smart tags:
– Click the Tools menu and then click AutoCorrect Options
– Click the Smart Tags tab in the AutoCorrect dialog box, select the
Label text with smart tags check box, and then click OK.
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Create a watermark
• A watermark is a graphic image that appears behind or
sometimes in front of text within a document.
• Generally, a watermark will appear as a vague or lightly
shaded image in the background of a document.
• It can be added to a header or a footer so it will appear on
every page of the document.
• Watermarks are frequently used to identify the origin of a
document, to identify the creator of a document, or just to
add a distinctive background image to the document.
• Once created, it can be modified just as any other element
of the document can be modified.
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Add text or image watermarks
• To create a text watermark in a header or footer:
– Click the View menu, and then click Header and Footer to open the
Header and Footer dialog box
– Choose the header or the footer option, depending on where you
want the watermark to appear and add the watermark text
• To add an image as a watermark:
– Click the Insert menu, then Picture, and then click From File
– Click the image to select it, click the Text Wrapping button on the
Picture toolbar, and then click the Behind Text option to place it
behind the text on the page
– Click the Color button, and click the Washout option to turn the
image in to a low-contrast, faded appearing image
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An example of a watermark
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Customize the toolbars
• There are some tools you will use more often than others
depending on the document you are working in.
• Word makes it easy to customize any of the toolbars to
display or not display the icons for the various
commands.
• The Customize dialog box displays the various toolbars
and Word menus.
• You can drag new commands to the menu or toolbar and
drag unwanted commands from the menu or toolbar.
• You can save the changes for the specific template you
are working in or save them to the Normal template to
apply to all documents created from that template.
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Remove or add a button
from a toolbar
• To remove a button from a toolbar:
– Right-click any button or anywhere on the toolbar, and then click
Customize from the shortcut menu
– When the Customize dialog box opens, click the Commands tag
– Choose the template to which this change applies, click on the button you
want to remove, keep the mouse key depressed, and drag the button from
the toolbar to the document window
• To add a button to a toolbar:
– Open the Customize dialog box, and again select the template to which the
change will apply
– Find the category in the left-hand box that contains the command you
want, find the command itself in the right-hand box, and drag it to the
place on the toolbar where you want it to insert
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The Customize dialog box
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Automate parts of a document
using field codes
• Fields are special codes in a document that instruct Word
to insert information such as a date, a filename, or other
information.
• When a field is inserted, it includes the name of the field,
and may include optional instructions and switches
associated with the field.
• The instruction, if any, is a prompt for the user telling them
what to enter, and the switches can be used to format the
field.
• The field information must be enclosed in curly braces,
also known as French brackets, or Word will not recognize
it as a field.
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The components of a field code
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Record a macro
• A macro is a recording of keystrokes and mouse operations that can be
played back at any time by using the mouse or by pressing some
keystroke combination.
• Macros are used to automate operations that are performed on a
frequent basis.
• There are four basic steps to follow before actually recording the
macro.
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Name the macro
Provide a description of the macro
Attach the macro to a template
Assign the macro to a toolbar button, a keystroke or a menu
• You can then begin recording the macro, a process that is similar to
recording your voice on tape. You perform a series of actions while
Word records them.
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Run and edit a macro
• When you are done performing the steps the macro
requires, you stop the recording process and Word stores
the macro for later use.
• Anytime you need to repeat that operation, you run the
macro instead of having to perform all the steps manually
again.
• Once a macro has been recorded it can be edited to fix
problems or add to its functionality.
• To run the macro, click the toolbar button that was
assigned to it, or select it from a menu, or enter the
keystroke combination that was assigned to the macro.
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Record the macro
• To create a macro, double-click the REC button in the Word status bar,
or click the Tools menu and then click Macro.
• When the Macros dialog box opens, assign a descriptive name to the
macro, and a description. The description can refresh your memory as
to what the macro does.
• Unless you specify otherwise, the macro you create will be assigned to
the Normal.dot template.
• You can also assign a keyboard shortcut key or toolbar button, or a
menu to place the macro on so you can find it when you are ready to
run it.
• When you click the Close button in the Macros dialog box, the REC
button in the status bar becomes highlighted, and the Stop toolbar
appears. Execute the operations or steps that the macro is to perform,
and click the Stop button when done.
• The macro is now recorded and you can run it at any time.
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The Macro dialog box
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A macro shown in the
VBA editor window
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Create and modify a chart using data
from an Excel worksheet
• Some documents can best represent data with a chart.
• The Microsoft Graph feature allows you to create a chart in a Word
document.
• Enter the data for the chart manually. If you already have the data for
the chart in an Excel worksheet, you can import it and avoid having to
re-key the data.
– When you open Microsoft Graph, it will display a datasheet with default
data, and a default chart created from that data. Select all of the data in the
default datasheet and then click the Import File option from the Edit menu
– You can then locate the Excel file and worksheet you want to use, select
the data you want, and import that data into the datasheet
• The imported data will replace the selected data, and the chart will be
redrawn using the data from Excel.
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Open Microsoft Graph
• To open Microsoft Graph to insert a chart:
– Position the insertion point in the Word document
where the chart is to go
– Click the Insert menu
– Point to Picture
– Click Chart
• A Microsoft Graph window will appear with a
default datasheet and chart.
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The Microsoft Graph datasheet
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Import data for a chart
• To acquire the data from an Excel workbook:
– Click the Edit menu
– Click the Import File option
– Locate the Excel file in the dialog box, and indicate if
you want to import an entire data sheet or a range of
cells
– Click the Overwrite existing cells option to overwrite
the default data with the Excel data, and click OK
• The data is imported and the default chart is
redrawn using the imported data.
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An example of a chart inserted
into a Word document
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