WordProcessing Part II Finalizing a Document Practical Computer
- Slides: 67
Word-Processing: Part II Finalizing a Document Practical Computer Literacy, 3 rd Edition
What’s Inside and on the CD? • In this chapter, you’ll learn how to add finishing touches to your document, including: – Adding headers and footers – Setting margins – Incorporating graphics – Save your document in HTML format – Creating table of content – Adding comments and tracking changes PYP 002: Preparatory Computer Science 2
How do I use styles? • Style consists of predefined formatting applied to selected text • Advantages of styles: – Consistency in formatting – Avoid design errors • Create style – click on Styles Dialog Box Launcher and then New Style • Remove style – Select text and then Select Normal style • Delete style – Click on Styles Dialog Box Launcher, Right-click style to delete, and then Click Delete, Click Yes, Click Close. Practical Computer Literacy, 3 rd Edition 3
How do I use styles? Practical Computer Literacy, 3 rd Edition 4
How do I modify styles? 1. Select the style by browsing through the Quick Style List. 2. Right Click on the Selected Style and select modify from the menu. 3. Click Format and Select any option you want to change. Practical Computer Literacy, 3 rd Edition 4. Click the OK button to apply the changes. 5
How to delete a style? • Select the Style you want to delete from the Styles Group on the Home Tab. • Right-click the style you want to delete, and then click Remove. • If you delete a paragraph style that you created, Microsoft Word applies the Normal style to all paragraphs that were formatted with that style and removes the style definition from the task pane. Practical Computer Literacy, 3 rd Edition 6
How do I work with outlines and other document views? • Word provides several ways to viezw documents: • Format marks reveal hidden symbols that indicate paragraph breaks ¶, spaces ·, and tab stops . To display, click Show/Hide toolbar button – Print Layout View – Web Layout View – Outline View • Change views by clicking one of the View buttons in the lower-right corner of document window, or clicking View tab Practical Computer Literacy, 3 rd Edition 7
How do I work with outlines and other document views? • Outline view handy for organizing content – Assign outline levels to each title, heading, and paragraph – View any level of outline to get overview, or all details – Easy to rearrange sections to streamline document’s organization • Microsoft Word uses following conventions to indicate outline levels: – Plus sign indicates heading with subtext – Small solid circle indicates body text at lowest level of outline – Gray line under heading indicates subordinate text not displayed – Dash indicates heading without subordinate text Practical Computer Literacy, 3 rd Edition 8
How do I work with outlines and other document views? Practical Computer Literacy, 3 rd Edition 9
How do I create headers and footers? • Header is text that appears at top of every page • Footer is text that appears at bottom of every page • Typically display title of document, current date, author’s name, and page numbers PYP 002: Preparatory Computer Science 10
How do I create headers and footers? PYP 002: Preparatory Computer Science 11
How do I create headers and footers? • Where headers and footers are displayed: – Print Layout View – Print Preview – On printed pages • Headers and footers preset tabs – A center tab in middle of page – A right tab near right margin • Pressing Tab key will move insertion point to next tab PYP 002: Preparatory Computer Science 12
How do I create headers and footers? • Use Page Number button in the Header & Footer group to insert the page number • Use the Date & Time button in the Insert group to insert the current date and time • Click the Go to Header or Go to Footer button to switch between header and footer • Change the font and font style of page numbers just as you would with any other text PYP 002: Preparatory Computer Science 13
How do I insert page breaks and section breaks? • Page breaks occur when one page ends and the next begins • When a page is full, Word automatically inserts page break • You may “force” a page break at any point PYP 002: Preparatory Computer Science 14
How do I insert page breaks and section breaks? • Section break, displayed as double dotted line, divides document into sections • You can apply different formatting to each section • To insert a break: – Click Page Layout tab – Click Breaks – Select type of break PYP 002: Preparatory Computer Science 15
How do I insert page breaks and section breaks? PYP 002: Preparatory Computer Science 16
Can I insert photos into a document? • Two types of graphics may be inserted: – Vector graphics – Bitmap graphics • Bitmap referred to as “picture” with extensions: . bmp, . png, . jpg, . tif, . gif • Insert pictures and other bitmaps from files stored in computer PYP 002: Preparatory Computer Science 17
Can I insert graphics into a document? • To insert bitmap graphic: – Click Insert tab – Click Picture from Illustrations group – Use Open dialog to navigate to folder containing selection – Click to insert PYP 002: Preparatory Computer Science 18
Can I insert graphics into a document? • To crop picture: – Select picture – Click Crop button on Size group – Drag edges to frame part you want • Adjust brightness, contrast, and color of picture: – Select graphic – Click Corrections button PYP 002: Preparatory Computer Science 19
Can I insert graphics into a document? • Control text flow around picture in document: – Select picture – From Arrange group select Wrap Text button – Select choice from list • To delete a picture: – Click picture – Press Delete button PYP 002: Preparatory Computer Science 20
Can I insert graphics into a document? PYP 002: Preparatory Computer Science 21
Can I insert line art into a document? • Vector graphic, sometimes called “drawing, ” created with basic shapes such as lines, curves, and rectangles • Clip art, logos, organizational charts created with vector graphics • To access Clip Art: – Click Insert tab – Click Clip Art in Illustrations group PYP 002: Preparatory Computer Science 22
Can I insert line art into a document? • Word’s Shapes allow creation of vector graphics within document • To create complex drawings, combine several shapes within a rectangle call a “canvas” • To open blank canvas: – Click Insert tab – Click Shapes button – Click New Drawing Canvas PYP 002: Preparatory Computer Science 23
Can I insert line art into a document? • Multiple shapes can be grouped together: – Hold down Ctrl key and select shapes – Right-click shapes – Point to Grouping – Click Group – Ungroup shapes by clicking Ungroup PYP 002: Preparatory Computer Science 24
Can I insert line art into a document? • Use layers to make shapes appear to stack or appear in front or behind • To move a shape from one level to another: – Right-click shape – Choose Order – Select order from list • To control text flows around vector graphics: – Click Wrap Text from the Arrange group – Select an option from the list PYP 002: Preparatory Computer Science 25
Can I insert line art into a document? PYP 002: Preparatory Computer Science 26
How do I set margins? • Margin settings typically apply to entire document, and are changed using Page Setup on the Page Layout tab • Default margins are set to 1” on all sides • Smaller margins allow for more text, larger margins reduce amount of text that will fit on page PYP 002: Preparatory Computer Science 27
How do I set margins? PYP 002: Preparatory Computer Science 28
How do I set margins? • If using headers and footers, don’t set top and bottom margins too small or headers and footers will not print correctly • Portrait orientation will display and print page vertically • Landscape orientation will display and print page sideways PYP 002: Preparatory Computer Science 29
How do I set margins? • Paper tab is used to set paper size and how paper will feed into default printer • Select appropriate paper size from Paper size list • Layout tab is useful for creating different headers and footers for odd and even pages PYP 002: Preparatory Computer Science 30
How do I set margins? • Other layout options allow you to: – Center text vertically on page – Insert line numbers – Add graphical elements such as borders to document • These formatting options can apply to entire document or to selected sections PYP 002: Preparatory Computer Science 31
Table of Contents • If you have formatted the different sections of document by appropriate heading styles, the table of contents can be generated easily as shown below. PYP 002: Preparatory Computer Science 32
Table of Contents Practical Computer Literacy, 3 rd Edition 33
Formatting Table of Contents • In the previous example, each section heading is of Style “Heading 1” and the each sub section is of style “Heading 2” • Note: The heading styles for the different section of your document must be formatted as explained above to generate the table of contents. • Once the formatting is done, to insert table of contents choose Reference Table of Content Insert Table of Contents Practical Computer Literacy, 3 rd Edition 34
Formatting Table of Contents Practical Computer Literacy, 3 rd Edition 35
Can I track changes and insert comments in a document? • As document is revised, you can maintain record of original wording • Track Changes feature maintains all deleted, changed, and inserted text – displays as contrasting color • You may hide or display “changes” and integrate them by “accepting” them PYP 002: Preparatory Computer Science 36
Can I track changes and insert comments in a document? • Word’s comment feature allows insertion of “sticky notes” in document • Comments displayed as balloons in margins, and displayed or hidden as needed PYP 002: Preparatory Computer Science 37
Can I track changes and insert comments in a document? PYP 002: Preparatory Computer Science 38
Can I track changes and insert comments in a document? • Before inserting comments or tracking changes: – Click the Review tab – Click Track Changes • To accept changes: – Highlight changed text – Click Accept in the Changes group – Click Accept Change button – To reject change, use Reject options in the Changes group PYP 002: Preparatory Computer Science 39
Can I track changes and insert comments in a document? • To accept all changes: – Click Accept in the Changes group – Click Accept All Changes in Document • To reject all changes: – Click Reject in the Changes group – Click Reject All Changes in Document • To insert a comment: – Click New Comment on the Review tab – Type comment in the comment bubble displayed in the Markup Area PYP 002: Preparatory Computer Science 40
Is there a way to protect documents from unauthorized access? • You can protect your documents in several ways – Encrypt the document so that it can be opened only when a valid password is entered PYP 002: Preparatory Computer Science 41
Is there a way to protect documents from unauthorized access? PYP 002: Preparatory Computer Science 42
Is there a way to protect documents from unauthorized access? – Allow anyone to open a document, but restrict the types of edits that can be made • Word’s Protect Document group PYP 002: Preparatory Computer Science 43
Is there a way to protect documents from unauthorized access? PYP 002: Preparatory Computer Science 44
Is there a way to protect documents from unauthorized access? • To deactivate document protection, use the Protect Document button to access the Restrict Formatting and Editing task pane – Scroll to the bottom and click the Stop Protection button PYP 002: Preparatory Computer Science 45
What other features can I use to finalize my documents? • Borders and shading allow emphasizing text or parts of table – Border: Line or graphic drawn around page or section of text – Shading: Grayscale or color background applied to text or table cells • To apply borders and shading: – Click Home tab – Use Options on the Borders button – Use the Shading button PYP 002: Preparatory Computer Science 46
What other features can I use to finalize my documents? • Theme is predefined set of coordinated styles, colors, and text options to be applied to existing documents • Word includes Apex, Metro, and Office themes • To chose theme: – Click Page Layout tab – Click Themes in the Themes group PYP 002: Preparatory Computer Science 47
What other features can I use to finalize my documents? • Auto. Format allows automatic formatting • Examples are replacing fractions (1/4 with ¼) and formatting internet addresses as hyperlinks • To activate: – Click File tab – Click Options button – Click Proofing button – Click Auto. Correct Options button PYP 002: Preparatory Computer Science 48
What other features can I use to finalize my documents? • Format Painter allows replication of formats between text sections – Click any text that has format to be replicated – Click Format Painter button – Click text where format is to be applied • If you double-click Format Painter button, it can be applied to several locations • To stop Format Painter click button again PYP 002: Preparatory Computer Science 49
What other features can I use to finalize my documents? PYP 002: Preparatory Computer Science 50
How do I perform a mail merge? • A mail merge allows you to create multiple documents from a starting document and a data source • You can compose your starting document from scratch or from a document template • The data source can come from: – A Database file – Outlook – An Excel spreadsheet – A Word document PYP 002: Preparatory Computer Science 51
How do I perform a mail merge? PYP 002: Preparatory Computer Science 52
How do I perform a mail merge? • Recipient lists contain data such as names and addresses – Each item is considered a field – A merge field contains one item of data – A merge block can contain multiple lines • Merge fields are enclosed in angle brackets • Use the Write & Insert Fields group to insert preformatted merge field blocks or individual merge fields • Preview your final documents PYP 002: Preparatory Computer Science 53
How do I perform a mail merge? PYP 002: Preparatory Computer Science 54
How do I save a document as a Web page? • Document may be posted on Internet as Web page • Must be in HTML (Hypertext Markup Language) format to be accessible to Web browsers • Use the Save As option accessed from the File tab to save a document in HTML format PYP 002: Preparatory Computer Science 55
How do I save a document as a Web page? PYP 002: Preparatory Computer Science 56
How do I save a document as a Web page? • Not all formatting elements in Word document can be properly converted to HTML • Message will be displayed if Word encounters problems during conversion process • Cancel or continue with conversion process if problems are encountered PYP 002: Preparatory Computer Science 57
How do I save a document as a Web page? • To view HTML document, locate the file with Windows Explorer and double-click it • Long Word document will display as one continuous Web page • When viewed with browser, vertical scroll bar allows viewer to move through document PYP 002: Preparatory Computer Science 58
How do I convert a document into a PDF? • PDF was created by Adobe Systems – Has become a universal standard for exchanging files – Preserves layout • Software for viewing PDFs is free • To convert a Word document to PDF: – Save it first as a normal Word document – Use the Save As command select PDF from the Save As type list PYP 002: Preparatory Computer Science 59
How do I convert a document into a PDF? PYP 002: Preparatory Computer Science 60
How do I convert a document into a PDF? • Software for creating PDFs can be obtained a number of ways – Free PDF software usually allows you to create, read, and print PDF files – Adobe Acrobat Pro offers the fullest feature set PYP 002: Preparatory Computer Science 61
How do I convert a document into a PDF? • Some PDF software offers additional features – Adobe Acrobat Professional • Insert text • Make line-out deletions • Highlight passages • Add comments • XPS is similar to PDF, but created by Microsoft PYP 002: Preparatory Computer Science 62
How do I work with electronic documents? • Word has several built-in features that help you work with electronic documents – File tab’s Share option – Publish option – Fax templates • The way you plan to use a document affects the way you handle it PYP 002: Preparatory Computer Science 63
How do I work with electronic documents? PYP 002: Preparatory Computer Science 64
How do I work with electronic documents? PYP 002: Preparatory Computer Science 65
How do I work with electronic documents? • Remain alert to avoid the following problems: – Loss of information or formatting – Necessary software not installed – Missing linked data – Blocked file types – Large files PYP 002: Preparatory Computer Science 66
How do I work with electronic documents? PYP 002: Preparatory Computer Science 67
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