Open LearningWord 2007 Advanced

Open Learning Guide

Microsoft®

Word 2007

Advanced

Note: Microsoft is a registered trademark and Windows is a trademark of the Microsoft Corporation.

Release OL317v1

Published by:

CiA Training Ltd

Business & Innovation Centre

SunderlandEnterprisePark

Sunderland SR5 2TH

United Kingdom

Tel: +44 (0)191 549 5002

Fax: +44 (0)191 549 9005

ISBN 13: 978-1-86005-536-2

Important Note

This guide was written using Windows Vista. If using Windows XP some dialog boxes will look different, although the content is the same.

A screen resolution of 1024 x 768 was used. Working in a different screen resolution, or with an application window which is not maximised, will change the look of the Office 2007 Ribbon.

The ribbon appearance is dynamic, it changes to fit the space available. The full ribbon may show a group containing several options, but if space is restricted it may show a single button that you need to click to see the same options, e.g.

the Editing group may be replaced by the Editing button.

First published 2007

Copyright © 2007 CiA Training Ltd

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) without the prior written permission of CiA Training Limited.

CiA Training's Open Learningguides are a collection of structured exercises building into a complete open learning package to teach how to use a particular software application. They are designed to take the user through the features to enhance, fulfil and instil confidence in the product.

WORD ADVANCED - The final guide in the Word2007 series contains exercises covering the following topics:

  • Borders and Columns
/
  • Customisation

  • Styles
/
  • Outline View

  • Automatic Referencing
/
  • Macros

  • Fields and Form Fields
/
  • Document Protection

  • Master Documents
/
  • Hyperlinks

  • Tracking Changes
/
  • Templates

  • Charts
/
  • Web Pages and e-mail

This Open Learning guide is suitable for:

  • Any individual wishing to further their knowledge of Word 2007 following the Intermediate guide or equivalent. The user works through the guide from start to finish.
  • Tutor led groups as reinforcement material. It can be used as and when necessary.

Aims and Objectives

To provide the knowledge and techniques necessary for the successful creation and manipulation of word processed documents using Word 2007.

After completing the guide the user will be able to:

  • work with borders and columns
/
  • customise Word

  • apply and work with styles
/
  • work in Outline view

  • use automatic referencing
/
  • use fields and form fields

  • insert captions
/
  • track and review changes

  • create a master document
/
  • apply document protection

  • create hyperlinks
/
  • insert charts and other objects

  • send mail
/
  • use templates and wizards

Downloading the Data Files

The data associated with these exercises must be downloaded from our website. Go to: . Follow the on screen instructions to download the appropriate data files.

By default, the data files will be downloaded to Documents\CIADATA FILES\Open Learning\Word 2007 Advanced Data.

If you prefer, the data can be supplied on CD at an additional cost. Contact the Sales team at .

Introduction

This guide assumes that the program has been correctly and fully installed on your personal computer, that the computer is already switched on and that a printer and mouse are attached. This guide was created using version 2007 of Word. It assumes that the user has a good knowledge of the everyday features of Word, gained from the Introductory and Intermediate guides or equivalent.

Notation Used Throughout This Guide

  • Key presses are included within > e.g. <Enter>
  • The guide is split into individual exercises. Each exercise consists of a written explanation of the feature, followed by a stepped exercise. Read the Guidelines and then follow the Actions with reference to the Guidelines, if necessary.

Recommendations

  • It is suggested that the user add their name, the date and exercise number after completing each exercise that requires a printed copy.
  • Read the whole of each exercise before starting to work through it. This ensures understanding of the topic and prevents any unnecessary mistakes.
  • Measurements used throughout this guide are metric.
  • Some fonts used in this guide may not be available on all computers. If this is the case, select an alternative.

Section 18 Document Enhancement......

161 - Automatic Borders......

162 - Paragraph Borders......

163 - Shading Paragraphs......

164 - Watermarks......

165 - Picture Watermarks......

166 - Page Borders......

167 - Mastheads and Column Breaks......

168 - Columns......

169 - Breaking and Balancing Columns......

170 - Modifying Column Width/Spacing......

171 - Revision: Document Enhancement......

Section 19 Customising Word......

172 - Customising the Quick Access Toolbar......

173 - Word Options......

174 - Revision: Customising Word......

Section 20 Styles......

175 - Applying Styles......

176 - Creating Styles......

177 - Modifying Styles......

178 - Removing Styles from Text......

179 - Deleting Styles......

180 - List Styles......

181 - Table Styles......

182 - Document Map......

183 - Copying Styles......

184 - Printing Styles......

185 - Revision: Styles......

Section 21 Outline View......

186 - Outline View......

187 - Move, Promote and Demote Text......

188 - Revision: Outline View......

Section 22 Automatic Referencing......

189 - Cross-referencing......

190 - Inserting a Caption......

191 - Automatic Caption Options......

192 - Table of Contents......

193 - Creating Index Entries......

194 - Creating Other Tables......

195 - Inserting and Deleting Section Breaks......

196 - Revision: Automatic Referencing......

Section 23 Macros......

197 - Macros......

198 - Creating a Macro......

199 - Running a Macro......

200 - Editing Macros......

201 - Copying a Macro......

202 - Shortcut Keys......

203 - Customising Shortcut Keys......

204 - Assigning Buttons......

205 - Revision: Macros......

Section 24 Fields and Form Fields......

206 - Fields......

207 - Using Fields......

208 - Working with Fields......

209 - Updating Fields......

210 - Form Fields......

211 - Revision: Fields and Form Fields......

Section 25 Document Tools......

212 - Creating Master Documents......

213 - Comments......

214 - Printing Comments......

215 - Tracking Changes......

216 - Accepting or Rejecting Changes......

217 - Compare and Merge Documents......

218 - Document Protection......

219 - Revision: Document Tools......

Section 26 Objects......

220 - Inserting Charts......

221 - Editing Charts......

222 - Formatting Charts......

223 - Inserting Objects......

224 - Hyperlinks......

225 - Creating Links to other Applications......

226 - Revision: Objects......

Section 27 Templates......

227 - Using a Template......

228 - Creating a Template......

229 - Modifying a Template......

230 - Revision: Templates......

Section 28 E-mail......

231 - Creating and Sending e-mail......

232 - Changing the Message Priority......

233 - Attaching Files......

234 - E-mail Options......

235 - Revision: E-mail......

Answers......

Glossary......

Index......

Other Products from CiA Training......

Section 18
Document Enhancement

By the end of the Section you should be able to:

Create Borders around Paragraphs and Pages

Create Automatic Borders

Create Watermarks

Shade Paragraphs

Apply and Balance Columns

Modify Column Layout

Modify Column Width and Spacing

Insert Mastheads and Column Breaks

Exercise 161 - Automatic Borders

Guidelines:

Some keyboard characters automatically create borders, providing a quick and easy way to add borders to a document to divide up different parts of text.

Actions:

1.Open the document Hardware. Each paragraph is to be separated with borders.

2.Position the cursor at the end of the last sentence of paragraph one and press <Enter> to start a new line.

3.Before continuing, click the Office Button, select Word Options and the Proofing option and then click AutoCorrect Options to display the AutoCorrect dialog box. Click on the AutoFormat As You Type tab and make sure that the Border lines check box in the Apply as you type area is selected. Click OK and OK again to close Word Options.

4.Press the Hyphen (-) three times, then press <Enter>. A single horizontal line has been added.

5.Move to the end of the second paragraph, press <Enter> and create a border as in step 4, using the Equals (=) character. A double line is added.

6.Add a border after the third paragraph using the Tilde (~) character. A wavy line is added.

7.Add a border after the fourth paragraph using the Hash (#) character to add a three line border.

8.Add a bold, single line after the fifth paragraph by holding down <Shift> while pressing the Hyphen (-) three times.

9.Add a dotted line after the sixth paragraph using the Asterisk (*).

10.Add a wavy line after the seventh paragraph and a double line after the eighth paragraph.

11.Add automatic borders to the rest of the document.

12.Print Preview the document, then close it without saving.

Exercise 162 - Paragraph Borders

Guidelines:

A border can be added to a paragraph to emphasise it. Borders can be added to the whole paragraph or to each line of text within the paragraph.

Actions:

1.Open the document Summary and select the first paragraph.

2.Click the drop down arrow on the Borders button, and select Borders and Shading to display the Borders and Shading dialog box. Make sure the Borders tab is displayed.

3.Select Shadow from the Setting area and select a Color from the drop down list, then change the border Width to 1 pt.

4.To apply the border to the paragraph, make sure Paragraph is selected from the Apply to area, then click OK.

5.Apply a Red 2¼ pt Box border to the second paragraph.

6.Select the third paragraph. Apply a boxborder to each line of text by selecting Text from the drop down list in the Apply to area and then Box from Setting. Leave the other border settings the same. Click OK.

7.Apply a Blue Shadow border to the Text of the fourth paragraph.

Note:To remove any border, select the area containing the border and display the Borders and Shading dialog box. Select None from Settings.

8.Print the document and close it without saving.

Note:Individual borders can be applied/deleted using the Borders button drop down list.

Exercise 163 - Shading Paragraphs

Guidelines:

Shading and highlighting with a range of patterns and/or colours can be applied to paragraphs of text. Paragraphs are usually shaded for emphasis, either in shades of grey or colour, while small pieces of text can be highlighted in colour.

Actions:

1.Open the document Geology. Click in the first paragraph and then display the Borders and Shading dialog box and select the Shading tab.

2.Drop down the Style list and select 20%.

3.Click OK.

4.A paragraph can be selected for shading by either selecting the whole paragraph or by placing the cursor within it. Select the second paragraph and shade it with aqua blue (leave the style as Clear).

5.Try some different Styles and Fills on this paragraph.

6.From the Fontgroup click on the drop down list from the Text HighlightColor button, and select bright green.

7.The cursor changes to . Drag the mouse across the text of the third paragraph to highlight it.

Note:Shading colours the paragraph with a rectangular block of colour, whereas highlighting only applies colour behind the selected text. Highlighting is often applied to individual words or small sections of text.

8.To turn off the highlighter, click on the button again.

9.To remove the highlighting, select paragraph 3, then select No Color from the Highlight button options.

10.Close the document without saving.

Exercise 164 - Watermarks

Guidelines:

A watermark is text (or a picture) that appears faintly behind or on top of existing text. Watermarks are meant for printed documents only; they can easily be created and can be used to personalise documents or to make it more difficult to copy them without permission.

Actions:

1.Open the document Prices.

2.Select the Page Layout tab and from the Page Background group, click . Scroll down the watermark options and click on Sample 1 to apply it.

Note:To apply your own watermark, select Custom Watermark from the Watermark button options. Enter your own choice of text and formatting options.

3.Print the document.

4.Close it without saving.

Exercise 165 - Picture Watermarks

Guidelines:

Graphics or drawings can also be used to create a watermark. Graphics can be inserted via the Printed Watermark dialog box, but drawings or shapesmust be inserted into the document header.

Actions:

1.Open the document Company. Display the Header.

2.Use the drawing tools to draw a simple coloured house. The drawing can be created anywhere on the page, but is still assumed to be part of the Header and Footer.

3.To move the drawing down the page, first Group the elements of the drawing. Drag the group down the page, over the text.

4.To ensure that the watermark colour is not too bold for the text, first right click on the drawing and select Format AutoShape. In the Fill section, change the Transparency to about 80%. Click OK and resize to suit.

5.Close the Header and Footerview to see the effect.

6.Now open the Header and Footer again and delete the drawing. Close the Header and Footer.

7.To insert a picture, select the Page Layout tab, click , select Custom Watermark and select the Picture watermark option.

8.Click Select Picture and locate the supplied data folder intheInsert Picture dialog box. Select the watermark file and click Insert.

9.In the Printed Watermark dialog box, ensure Washout is checked so the graphic is not too vivid.

10.Click OK.Close the Header and Footerview.

11.Go to the end of the document and insert a new page by pressing <Ctrl Enter>. Notice how the watermark is applied to the new page.

12.Print the document then close it without saving.

Exercise 166 - Page Borders

Guidelines:

A border can be added to a whole page to enhance its appearance. Plain borders, coloured borders and BorderArt can all be used. BorderArt is a selection of artwork specifically designed for creating borders.

Actions:

1.Open the document Pondlife. Use the Borders button to display the Borders and Shadingdialog box and display the Page Border tab.

2.Select Box from Setting, then select a shade of purpleand 2¼pt from Color and Width respectively and click OK.

3.UsePrintPreview to view the border. Close PrintPreview and display the Borders and Shadingdialog box again - Page Border tab.

Note:Some DeskJet printers cannot print borders at the extreme edges of the page and so may not be visible inPreview. If this is the case, from the Page Border tab, select Options, select to measure from the Edge of page or Text and make alterations until the border can be previewed. Measuring from Text gives better results on DeskJets.

4.Click the Art drop down list and select the Apples. Click OK.

Note:The width of the border can be changed in the same way as for line borders.

5.Experiment with page borders.

6.To remove the PageBorder, select None from Settings. Click OK.

7.Close the document without saving the changes.

Exercise 167 - Mastheads and Column Breaks

Guidelines:

A mastheadis a title that spans columns. The easiest way to create a title is to do so before turning on the column display. Columns can be ended at any point to aid ease of reading by inserting a column break at the required point.

Actions:

1.Start a new document.

2.Create a centred title, Daily Report.

3.Change the font to Arial 36 pt Bold and capitalise the text.

4.To prevent the title being changed later, a column break must be inserted. Position the cursor at the end of the text.

5.Select the Page Layout tab and click.

6.Select Continuous from Section Breaks,because more text is to be added later.

7.The Masthead will remain centred, in a single column. Turn on the Show/Hide feature to see the breaks.

8.Leave the document open for the next exercise.

Exercise 168 - Columns

Guidelines:

Columns divide the page vertically into sections. Several columns can be created on a page to create a varied effect. Columns can be applied to the whole document, or to certain parts of it.

Actions:

1.Use the document created in the last exercise.

2.Position the cursor underneath the Masthead and click the Align Text Left button, .

3.Change the font to Calibri 11pt.

Note:Click and Type does not work with columns.

4.Select theInsert tab, click the drop down arrow and select Text from File. Insert the data file Stop press.

5.With the cursor at the beginning of this text, select the Page Layout tab and click . Select More Columns.

6.Select Two from the Presets area and make sure the Apply to area shows This section. Check the Line between box to divide the columns with a line.

7.Click OK to apply the columns.

8.Apply a box page border: Black, double line, 1½pt (see the note on Exercise 166 - Page Borders).

9.Save the document as Daily and leave it open for the next exercise.

Exercise 169 - Breaking and Balancing Columns

Guidelines:

Columns can be balanced to divide the text evenly, so that the columns are not out of proportion. Column breaks are used to force a new column, or to move text to the next column.

Actions:

1.Use the document Daily. Change the view to Draft.

2.Move to the title of the story about the dog.

3.To place this article at the top of the next column, place the insertion point before the D of Dog.

4.Select the Page Layout tab, click and select Column. The column break appears as a dotted line across the screen.