Microsoft Word 2010 Level 3 www.ddls.com.au 1800 U LEARN (1800 853 276)
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Product Code INF1012 First published: September 2010; Revised November 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Production Acknowledgments This course is the result of team collaboration. However, several individuals need to be singled out for acknowledgement including Natalie Ford, Lisa Charlesworth, Marie Krupa (proofing), and Ron Krupa (course assembly and publishing). Trademark Acknowledgments All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark.
1 4 In case you're not familiar with the terminology, Read Me First is quite often the name given to a computer file that contains important information for people to know prior to using an application. This section contains some important information to help you use this book so we thought we'd start with a Read Me First section.
Who this course is for Microsoft Word 2010 Level 3 is designed for users who are keen to extend their understanding and knowledge of Word beyond creating basic documents. What skills and knowledge you will acquire The skills and knowledge acquired in this course are sufficient to be able to use and operate the software at an advanced level especially as it relates to creating more complex documents and also automating document procedures. What you'll need to know before beginning this course This course assumes an understanding of the topics and concepts covered in Levels 1 and 2. It would also be beneficial to have a general understanding of personal computers and the Windows operating system environment. The objectives of this guide… At the completion of this course you should be able to: • apply various page layout techniques • save a document as a PDF and view it in a PDF reader • customise mail merges • insert and work with text boxes • create and work with SmartArt • create and use building blocks • create, use and delete bookmarks • create and work with a table of contents in a document • create and work with an index in a document • create and use interactive fields. • create and work with master documents • create and remove several forms of protection for your document • create and work with electronic forms in Word • create and work with macros • insert content from other sources What you get in a Chapter Each of the chapters is comprised of a summary page listing the topics covered in that chapter. The chapter then consists of single-page topic sheets pertaining to the theme of the chapter. What you'll need to have before commencing this course Many of the topics in Microsoft Word 2010 Level 3 require you to open an existing file with data in it. These files can be downloaded free of charge from our web site at www.watsoniapublishing.com. Simply follow the student files link on the home page. You will need the product code for this course which is INF1012. As you work through this guide… It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of course files and any from a previous chapter are no longer required. Where to from here Have a look at the next page which explains how a topic page works, ensure that you have access to the exercise files (see above), and you're ready to make a start.
The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar – an overview at the top, detail in the centre and additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below. Topic name General topic overview provides an introduction to the topic Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information. In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts. The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in Task-based topic sheets. The Handy To Know (optional) element provides additional information such as alternate ways of accomplishing a task or further information providing handy tips.
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Dimension Data Learning Solutions 2011 Microsoft Word 2010 - Level 3 CONTENTS
Once you have written and formatted your document, you may consider adding some finishing touches to the overall page layout, such as cover pages, watermarks, page borders, and the like. This chapter will step you through some of the page layout techniques that you can apply to your documents in Word. In this session you will: learn how to insert a cover page learn how to insert a blank cover page learn how to insert a watermark learn how to create a watermark learn how to remove a watermark learn how to apply page colours learn how to apply page borders learn how to apply lines to a page. INFOCUS WPL_W816
Before starting this exercise you MUST open the file W816 Page Techniques_1.docx
Click on the Insert tab, then click on Cover Page in the Pages group to display the Cover Pages gallery Click on Cubicles to insert the cover page at the start of the document Cover pages are always inserted at the start of the document no matter where the cursor is positioned Click in Type the company name and type Alpheius Global Enterprises Click in Type the document title and type The Economics of Installing Solar Panels Click in Type the document subtitle and type For All AGE Operations, and then type 2010 for Year Click on Author below the document subtitle, then click on the blue Author tab and press . Click outside the selection to see the result Let’s remove the original title now that you have added the cover page Scroll to the next page, select the text The Economics of Installing Solar Panels for All AGE Operations and press
Save the document For Your Reference… To insert a cover page: 1. Click on the Insert tab, then click on Cover Page in the Pages group 2. Click on the desired cover page option 3. Replace the sample text with your own Handy to Know… • If you insert a second cover page in a document, it will replace the first cover page. • You can download more cover page designs from Office Online. Click on Cover Page in the Pages group and select More Cover Pages from Office Online. Select a cover page to apply to the document. 2 6 Microsoft Word 2010 includes 19 cover page designs that you can apply to long documents, such as annual reports, reports, white papers and the like. You simply choose the desired cover from the Cover Page gallery and replace the sample text with your own. Cover pages are part of the Building Block gallery.
Continue using the previous file with this exercise, or open the file W816 Page Techniques_2.docx
Click on the Insert tab, then click on Cover Page in the Pages group and select Remove Current Cover Page The cover page will be deleted so you can now insert a blank page to replace it Ensure that the cursor is positioned to the left of Introduction, then click on Blank Page in the Pages group to insert a blank page A blank page will always be inserted immediately before the cursor Press + to position the cursor at the top of the new page, then type The Economics of Installing Solar Panels, press
and type For All AGE Operations Click in the first heading, then click on the Home tab and then click on Title in the Styles group to apply this style to the heading Click in the subheading, then click on the Home tab and then click on Subtitle in the Styles group to apply this style to the heading Save and close the document For Your Reference… To insert a blank cover page: 1. Press + to position the cursor 2. Click on the Insert tab, then click on Cover Page in the Pages group 3. Type and format the details for the cover page Handy to Know… • You can save a customised cover page in the Cover Pages gallery. To do this, select the entire contents of your cover page, click on Cover Page on the Insert tab and select Save Selection to Cover Page Gallery. Type a Name and Description if required and then click on [OK]. 3 Rather than using one of the predesigned cover pages from the Cover Pages gallery, you can create your own cover page by inserting a blank cover page. After positioning the cursor at the top of the document, you can insert a new blank page at the start of the document. From then on the design, formatting and layout of your cover sheet is all up to you. 5
Before starting this exercise you MUST open the file W816 Page Techniques_3.docx
Double-click in the blank header area at the top of the page to activate the header Watermarks are stored in the same layer as headers and footers Click on Different First Page in the Options group to remove the tick When you insert a cover page, Word turns on the Different First Page option to ensure that the formatting on the cover page is not applied to subsequent pages. So, if you left the option as is, the watermark would appear on the first page only. By removing the tick you can allow the watermark to appear on all pages Double-click in the document area or press to close the header Click on the Page Layout tab, then click on Watermark in the Page Background group to display the Watermarks gallery Click on DRAFT 2 under Disclaimers DRAFT will now appear on all pages in the document… Save and close the document
For Your Reference… To insert a watermark: 1. Click on the Page Layout tab, then click on Watermark in the Page Background group 2. Click on the desired watermark Handy to Know… • You can restrict the appearance of watermarks to specific pages by creating sections. Replace the page breaks with next page section breaks then insert the watermark in the section where you want it to appear. 1 5 A watermark is text or a picture that is applied to the page background and sits behind the content in a document. One of the most common reasons for inserting a watermark is to highlight the status of a document, such as being a draft only, or to show that a document is confidential. Text-based watermarks are so common that Word has included them in the Watermarks gallery.
Before starting this exercise you MUST open the file W816 Page Techniques_4.docx
Press to move the cursor down a line, click on the Page Layout tab, then click on Watermark
in the Page Background group and select Custom Watermark to display the Printed Watermark dialog box Click on Text watermark, then double-click in Text and type First Draft Click on the drop arrow for Font and select Franklin Gothic Medium Click on the drop arrow for Size and select 96 If you leave this field set to Auto, Word will use the largest size while ensuring that the text remains within the page margins Click on the drop arrow for Colour and select Aqua, Accent 5 (row 1, column 9) Click on Horizontal in Layout, then click on [OK] The custom watermark will appear on every page in the document… Save the document
For Your Reference… To create a watermark: 1. Click on the Page Layout tab, then click on Watermark in the Page Background group and select Custom Watermark 2. Complete the options as required 3. Click on [OK] Handy to Know… • You can customise existing watermarks in the Watermarks gallery. To do this, click on Watermarks in the Page Background group on the Page Layout tab, right-click on an existing watermark and select Edit Properties. Make the required changes and then click on [OK]. 1 6 Rather than choosing a watermark from the Watermarks gallery, you can create your own watermark using custom text. Using the Printed Watermark dialog box, you can also format the watermark text, such as changing the font, font size and colour, or you can select an image to be inserted as a picture watermark.
Continue using the previous file with this exercise, or open the file W816 Page Techniques_5.docx
Click on the Page Layout tab, then click on Watermark
in the Page Background group to display the Watermarks gallery Currently, the watermark appears on every page in the document Select Remove Watermark And voilá, it’s gone Scroll through the document to check that it has been removed from each page Save the document
For Your Reference… To remove a watermark: 1. Click on the Page Layout tab, then click on Watermark in the Page Background group 2. Select Remove Watermark Handy to Know… • Before removing a custom watermark, you can save it to the Watermarks gallery. Double-click in the header area, click on the watermark, click on Quick Parts and select Save Selection to Quick Part Gallery. Type a Name and select Watermarks in Gallery. 2 It is just as easy to remove a watermark as it is to add one! It may be necessary to remove the watermark from a document once you have distributed your document and received feedback, comments and the like. You would remove the watermark when preparing the final version of the document.
Continue using the previous file with this exercise, or open the file W816 Page Techniques_6.docx
Click on the Page Layout tab, then click on Page Colour in the Page Background group to display the Page Colour palette Point to the various colour options to see them applied temporarily to the document in Live Preview To apply a colour you simply click on it. But let’s do something more interesting Select Fill Effects to open the Fill Effects dialog box, then ensure that the Gradient tab is open Click on Two colours, then select Olive Green, Accent 3, Lighter 80% (row 2, column 7) in Colour 1 and select Olive Green, Accent 3, Lighter 40% (row 4, column 7) in Colour 2 Click on Diagonal up under Shading styles and click on the top right Variant thumbnail Click on [OK] to apply this gradient to the document Save the document For Your Reference… To apply page colours: 1. Click on the Page Layout tab, then click on Page Colour
2. Click on a colour or click on Fill Effects to apply a gradient, texture, pattern or picture to the background Handy to Know… • Unfortunately you cannot apply page colour to a single page in your document. If you want to do this, one way to work around this is to draw a rectangle that covers the entire page and then arrange the rectangle to sit behind the text. 1 3 You can make a document, such as an annual report, booklet, cover page, flyer, brochure and the like more appealing by applying colour to the page background. Word provides a range of tools to apply solid colours, gradients, patterns, textures, effects or even pictures to the background of the page. 6
Continue using the previous file with this exercise, or open the file W816 Page Techniques_7.docx
Click on the Page Layout tab, then click on Page Borders
in the Page Background group to display the Borders and Shading dialog box Click on Shadow for Setting then ensure that the top unbroken line is selected under Style Click on the drop arrow for Colour and select Dark Blue, Text 2 (row 1, column 4) Click on the drop arrow for Width and select 1½ pt Click on the drop arrow for Apply to and select This section − All except first page Click on [OK] to apply the borders, then scroll through the document to check that the borders appear on all pages except for the first Save the document For Your Reference… To apply a page border: 1. Click on the Page Layout tab, then click on Page Borders in the Page Background group 2. Set the options as desired 3. Click on [OK] Handy to Know… • To specify the exact position of a page border, click on [Options] in the Borders and Shading dialog box to open the Borders and Shading Options dialog box. Specify the Margins and the point from which they are to be Measured from. 1 6 Applying page borders can enhance the look and feel of a page or document. Although it may not always be appropriate to apply page borders to a business document, you might consider applying a border to a cover page, flyer, brochure, notices, newsletters or any single-page document. Word provides many different page border styles to suit the purpose of your document.
Continue using the previous file with this exercise, or open the file W816 Page Techniques_8.docx
Click on Page Borders in the Page Background group to display the Borders and Shading dialog box Let’s apply a border at the top and bottom of all pages, except for the first Click on None under Setting to clear the current borders, then click on Custom Click on the drop arrow for Width and select 2 ¼ pt Click on Top border in Preview to insert a border at the top of the page Click on Bottom border in Preview to insert a border at the bottom of the page Click on [OK] to apply the lines to the top and bottom edges of the page, then scroll through the document to check that the top and bottom borders appear on all pages except the first Save and close the document
For Your Reference… To apply lines to a page: 1. Click on Page Borders
2. Click on Custom under Settings 3. Select the Style, Colour and Width 4. Click on the desired locations in Preview, then click on [OK] Handy to Know… • Lines are not just for the page! You can also apply lines and borders to headings and text. To apply a line to a heading, for example, click in the heading then click on Page Borders. Click on the relevant border setting in Preview, such as Top border, then click on [OK]. 1 6 Using the Preview area of the Borders and Shading dialog box, you can apply lines to any one or more of the four sides of a page. All you need to do is to specify the settings for the line, such as the style and width, and then either click on the appropriate border location in Preview or click on the corresponding border tool; clicking either toggles the borders on and off.
PDF (Portable Document Format) is a universal file format that can be viewed by anyone, even if they don’t have the software that created the file. You can save your Word documents as PDF files. This enables you to distribute, upload or share your document with anyone who has a PDF reader (such as Adobe Reader) installed on their computer. Saving a document as a PDF also ensure that any formatting and layout are preserved, and can significantly reduce file size. As such, PDF has become the standard file format for document distribution, particularly when making documents available for download from the internet. In this session you will: gain an understanding of PDF learn how to save a document as PDF learn how to view a PDF. INFOCUS WPL_W874
One of the great frustrations of computing is receiving a file and not being able to view or print it because you have neither the program that created it nor a program to convert it. Or, the size of the file is too large to send by email. To enable files to be shared with anyone, you can save them as PDF for anyone to view, in exactly the format and layout you intended, by using a PDF reader. What Is PDF? PDF, or Portable Document Format, is a universal file format developed by Adobe Systems for the purpose of creating a file format that could be viewed by anyone with Adobe Acrobat or Adobe Reader installed, regardless of whether they had the actual software installed that was used to create that file, and regardless of whether it was created on a PC or a Mac. A PDF file will preserve all elements of the document in its entirety in a manageable file size. Save a document as a PDF file if it is intended for others to view or download from the internet, for example. PDF has become the standard universal file format for the following reasons. • Reduces file size: PDF files are generally significantly smaller in file size than the original file. • Easy to view: Anyone who has the free Adobe Reader installed on their computer can view a PDF file. PDF files can be shared, viewed, navigated and printed exactly as intended. • Complete file: PDF files contains all fonts and images so what you see is what you get. • Easy to save: You can save a document as a PDF by selecting PDF from the Save as Type menu in the Save As dialog box. • Requirements: some organisations, such as commercial printers, specify that you send artwork and the like in PDF format. This way, the printer (and you) can be sure that what you see is what you get. Because data in PDF files cannot be easily changed, PDF is the standard for the secure and reliable distribution and exchange of electronic documents and forms worldwide. This file format is also ideal for documents that will be reproduced using commercial printing methods. Viewing PDF Files To open and view PDF files (and to complete the exercises in this chapter), you must have the free Adobe Reader or Adobe Acrobat installed. To check whether you currently have this installed on your computer, click on Start > All Programs and see whether Adobe Reader is listed. Otherwise, click on the Start > Control Panel, then click on Programs and click on Programs and Features to view a list of installed programs. If you do not have Adobe Reader installed, visit Adobe’s website at www.adobe.com, click on the link for Get Adobe Reader, and follow the prompts to download and install.
Before starting this exercise you MUST open the file W874 Saving To PDF_1.docx
Click on the File tab, then click on Save As to open the Save As dialog box Type My PDF in File name, navigate to the course files folder, click on the drop arrow for Save as type and select PDF (*.pdf) Ensure that Open file after publishing is selected This means that the file will open in Reader once you click on [Save]. If your computer doesn’t have Adobe Reader installed, this option will not be available Ensure that Standard (publishing online and printing) is selected in Optimise for This option will result in a document with a high print quality. Select Minimum size (publishing online) if print quality is less important than file size Click on [Save] The document will be saved as a PDF and will open in Reader for you to view Click on Close to close Adobe Reader, then save and close the document For Your Reference… To save a document as a PDF: 1. Click on the File tab, then click on Save As 2. Type a File name, navigate to the desired folder, then click on the drop arrow for Save as type and select PDF (*.pdf) 3. Select the settings and click on [Save] Handy to Know… • You can save only part of your document as a PDF. To do this, click on [Options] in the Publish as PDF dialog box and select the Page range. You can also save a selection by selecting the desired content before opening the Publish as PDF dialog box and then clicking on Selection in Page range. 4 5 If you want to share your document with others, such as on the internet, and you want to ensure that it can be viewed by anyone but cannot be changed, saving your document in PDF may be the ideal solution. During the save, you can instruct Word to either optimise the resultant file for normal use, such as printing, or to ensure that its file size is as small as possible for Web use.
Before starting this exercise make sure you are viewing the desktop
Click on Start > All Programs > Adobe Reader The blank Adobe Reader window will open… Select File > Open to open the Open dialog box Navigate to the Course Files for Word 2010 folder in Look in Click on W874 Saving To PDF_2.pdf then click on [Open] Click on Pages in the panel on the left to open the Navigation panel Thumbnails representing the pages in the document will appear in this panel. You can click on them to display the respective page’s detail in the document panel on the right… Click on Close to close the document and Reader
For Your Reference… To view a PDF in Adobe Reader: 1. Click on Start > All Programs > Adobe Reader 2. Select File > Open 3. Navigate to the desired Look in folder 4. Double-click on the file to open Handy to Know… • When viewing a PDF document in a PDF reader, you cannot make any changes to the document. You must make changes to the original document using the application in which you created the PDF, such as Microsoft Word, and then resave the altered file as a PDF. 4 5 You can only open and view a PDF file if you have a PDF reader, such as Adobe Reader or Adobe Acrobat, installed on your computer. Conversely, there are many PDF readers available to download from the internet for free also, if you prefer. In this exercise, you will open a PDF file in Adobe Reader so that you can view and work with a PDF document.
Word allows you to customise your mail merges by filtering and sorting recipients, as well as creating and applying rules that instruct Word what data to insert in specific fields when certain conditions have been met. If you spend a lot of time preparing and processing mail outs and the like, then these features could prove a valuable time-saver. In this session you will: learn how to run a saved merge learn how to exclude recipients from a mail merge learn how to filter recipients learn how to sort recipient records learn how select another data source learn how to apply an If Then Else rule learn how to apply a Fill-In rule. INFOCUS WPL_W827
Before starting this exercise ensure that Word is open
Open the file W827 Merging Techniques_1.docx from the course files folder Because this file is an existing merge document, you will be presented with a message box asking whether or not you want to have data placed in the document from the attached data source Click on [Yes] to open the merge document Now, to complete the merge Click on the Mailings tab, then click on Finish & Merge
in the Finish group and select Edit Individual Documents to open the Merge to New Document dialog box Ensure that All is selected, then click on [OK] to create the merge letters Scroll through some of the letters (there should be 45 letters), then close the form letters without saving and leave the mail merge document open
For Your Reference… To run a saved merge: 1. Open the merge main document 2. Click on [Yes] to place the data from the attached data source into the merge document 3. Click on Finish & Merge on the Mailings tab Handy to Know… • If you click on [No] at the SQL command prompt when opening an existing merge document, the document will open without the data source attached. You cannot perform a merge unless you attach a data source, so make sure you attach another data source. 1 3 When you create a mail merge document and have linked the data source to the main document, you don’t have to complete the merge process before closing the document. Instead, you can save the main document, and Word will automatically retain the data source and field information. You can then resume the mail merge at a later date as required. 4
Continue using the previous file with this exercise
Click on the Mailings tab, then click on Edit Recipient List
in the Start Mail Merge group to open the Mail Merge Recipients dialog box A tick beside the recipient’s name indicates they will be included in the mail merge Click on the check boxes to remove the tick for the following Surnames: Jennings, Foreman, Billings, Marsh, Richardson, Young, Oakley Click on [OK] to close the Mail Merge Recipients dialog box Click on Finish & Merge and select Edit Individual Documents to open the Merge to New Document dialog box Ensure that All is selected, then click on [OK] to create the merge letters In this case ‘All’ does not really mean all recipients; rather it means all selected recipients… Scroll through some of the letters (there should be 38 letters), then close the form letters without saving
For Your Reference… To select recipients: 1. Click on Edit Recipient List in the Start Mail Merge group on the Mailings tab 2. Remove the tick for the records that are not to be included in the merge 3. Click on [OK] then finish the merge Handy to Know… • If you want to exclude more recipients than you want to include, click on the tick in the Header row in the Mail Merge Recipients dialog box. This will remove all ticks, and then you can tick to select recipients to include, then click on [OK]. 1 2 If you use the same data source to perform mail merges for various documents, you may find at times that you don’t want a merge document to be sent to all of the recipients. Instead you can select to exclude recipients from the mail merge. By default, all recipients are included in the mail merge, but you can easily exclude recipients in the Mail Merge Recipients dialog box.