Tutor name.....Ian Cole................
Subject...Advance Word .......
Date......... Time......... No.of Students.......
Location..................
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Topic
Advance Word training session
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Outcomes: students should be able to:
1/
To be able to modify and create templates
3/ Mail merge a
document and a data source
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Tutor Materials Student Materials
training disks Handouts
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Presentation steps
Introduction/Motivation: ............................ 5 minutes
Switch on computers and login
Sequence of learning: .................................. -- minutes
1
Templates:
Modifying
the Normal template
Open a blank document
Click on format
Then click on the required item (i.e. font)
Make changes
Click on default - Change dialog box appears
Click yes - template changed.
Creating a new template
Open Word - Click on File and then New
A New dialog box appears - click on Template then OK
Click on File and Page Setup (if needed) to set Size, Margins, Layout. then click OK
Click on Format, then Style, then Modify
In the Modify Style box click on Format
then select the item(i.e. Font, Paragraph, Tabs etc.)
Make the required changes and click OK
Click on File and then Save as give the template a name
(i.e. AAA)
The new template is now created - use File
and New to open it.
a macro is a pre-recorded set of commands
that can be played back to force certain events to happen (i.e. typing
F7 starts the spell checking macro)
Recording a macro (Header and Footer
macro).
Click Tools and then Macro (Macro box appears).
Name the Macro then click Record.
Assign the macro to the keyboard.
assign a shortcut key (i.e. Alt+T)
Click assign then close (Macro record toolbar appears)
Macro is now recording - click View then Headers and Footers then Stop on the macro tool bar.
The macro is recorded.
Close the Headers and Footers toolbar.
Type Alt+T to test the macro. Macro finished.
Mail merge is when you may want to send the same document to many people and it can contain each persons details.
This is done by merging two documents together (1 a letter and 2 a data document)
Main document
Create a letter or label document - this is our main document that we will have to put detailed fields in
Click on Tools and then Mail merge.
(1)A wizard appears click on Create and select the type of in document required (i.e. form letter)
We are then asked if we want to use the existing document or a new one (i.e. Active Window).
(2) Click on Get data and
choose a data source (i.e. create data source).
We are now asked to choose the field names required.
Remove the field names not required then
click OK.
Now click to edit data document (to input the names and addresses)
A data form will appear to put in the data details
After putting in address details click on Add new
to add another set of address details.
When completed click OK.
Click on Open data source and we will be asked to edit the main document - Click Edit main document
Click Insert Merge Field and input
the fields required.
(3) Click Tools and Mail merge again
Click Merge and Merge again
A new document will be created that has
the mail merge details.
Creating a new custom dictionary
Click on Tools and then Options (selects options box).
Click on Spelling and then New ( a create panel opens).
Name the new dictionary (i.e. DOHS ).
De-select the Custom Dictionary and select the new dictionary.
Select Language English(UK) click
on OK /Action completed.
Changing the default file locations
In the Options panel click on File Locations
Highlight Documents then click on Modify
Select the new location (i.e. A drive)
Click on OK / Action completed.
Revisions (strikethrough)
Highlight the required text.
Click on Format and then Font.
Under effect click Strikethrough Action
completed.
Most functions in the top section are straight forward with the exception of Find File.
Find file
will perform a search to find a Word document.
Edit functions
Finding a word or phrase
Click on Edit and then Find (Find box appears)
Type into Find What: required text
The document will be searched to match the text.
Can also be used to link to Replace a words or phrase.
Action completed.
Replace.
Same as Find but will replace text as required.
Go To
Will go to any required area of the document.
Autotext
Highlight the required text.
Click Edit and then Autotext give the autotext a name.
Click on Add.
Click on Insert to add the Autotext
to a document.
Bookmarks
Put the Insertion point where the bookmark is wanted.
Click Edit and Bookmarks
Name the bookmark (i.e. Para1
) use Go To to move to required bookmarks.
View functions
Word provides six ways to view documents on the screen. Each view allows you to concentrate on different aspects of your work.
Normal
Normal view is the default document view
you probably will use for most typing, editing, and formatting. To switch
to normal view, click the Normal View button on the horizontal scroll bar,
or choose Normal from the View menu.
Outline
In outline view, you can collapse a document
to see only the main headings or expand it to see the entire document.
This makes it easy to move and copy text and to reorganize long documents.
To switch to outline view, click the Outline View button on the horizontal
scroll bar, or choose Outline from the View menu.
Page Layout
In page layout view, you can see a document just as it will look when printed and refine its text and formatting. To switch to page layout view, click the Page Layout View button on the horizontal scroll bar, or choose Page Layout from the View menu.
Print Preview
Print preview shows entire pages at a reduced
size so that you can view one or more pages at a time, check page breaks,
and make changes to text and formatting. To switch to print preview, click
the Print Preview button on the Standard toolbar, or choose Print Preview
from the File menu.
Master Document
A master document helps you organize and
maintain a long document, such as a book or a multipart report, that is
divided into several separate documents called subdocuments. In master
document view, you can work in a single document window and still see the
overall organization of all parts of the master document. To switch to
master document view, choose Master Document from the View menu.
Full Screen
To see only a document on screen -- without rulers, toolbars, and other screen elements -- choose Full Screen from the View menu. In full screen view, you can choose commands with shortcut keys and display shortcut menus while you work. To return to the previous view, click the Full Screen button in the bottom-right corner of the screen or press ESC.
Zoom
Zoom will zoom into and out of the document
Insert functions
Most functions in the top section are straight
forward with the exception of
Annotation, Field and Form field.
Annotation.
Inserts an annotation mark, which contains the reviewer's initials and reference number, into the document and opens the annotation pane in which you type the annotation. The annotation mark appears in the document in hidden text format.
To display annotation marks and all other
non-printing characters in the document, click the Show/Hide ¶ button
on the Standard toolbar. Click the button again to hide annotation marks.
Field.
A set of codes that instruct Word to insert
text, graphics, page numbers, and other material into a document automatically.
For example, the DATE field inserts the current date, and the TIME field
inserts the current time. You can also use fields to insert variable data
into merged documents, such as form letters.
Form field.
Inserts a text form field, a check box
form field, or a drop- down form field.
Format functions
Most functions in the top section are straight
forward with the exception of Change Case and Drop Cap
Change Case
Changes selected characters to all uppercase
letters, all lowercase letters, or a combination of uppercase and lowercase
letters.
Drop Cap
Formats a letter, word, or selected text as a large initial, or dropped, capital letter. A "drop cap," which is traditionally the first letter in a paragraph, can appear either in the left margin or dropped from the base line of the first line in the paragraph.
Tools functions
AutoCorrect
Customizes the settings used to correct
text automatically as you type.
Protect Document
Prevents changes to all or part of a document,
a password can be assigned.
Revisions
Tracks revisions made to a document - see
strikethrough.
Table functions
Inserting a Table by using a shortcut.
Click on the Insert table button on the tool bar
Choose the amount of rows and columns.
Make sure the Gridlines are selected from the Table menu.
Right click within the table to select Table Autoformat
This will allow the user to format the table.
The other method is to use the Boarders tool bar to format the table.
Use Sort to arrange the data in
the table.
Window functions
New Window
Is to view the same document in another
window
Arrange All
Will arrange all the open documents
Split
Will split the view of the document in
two
The Windows functions menu will also show
all the open documents for ease of moving from one document to another.
Open the Telwork.doc and place the Insertion pointer where the imported file will appear
Click Insert and then the required type (File, Picture, Object, etc.)(i.e. Picture)
Select the file location and click OK.
The file will be imported into your Word
document.
Select the drawing toolbar
Most functions in the top section are straight forward with the exception of:
Callout and Format Callout
these are used for Flowcharts.
Format Painter
Will copy the format of any highlighted or pervious text
(Will need to be double clicked to start)
End of Session: