Introductionwelcome| 00:01 | Hello everyone and welcome to learning
Microsoft Office Word 2003. I am David Rivers.
| | 00:07 | I have been in the training industry
for over 16 years now, teaching Office
| | 00:11 | Automation Application such as Word
since its early beginnings and I can tell
| | 00:15 | you Word 2003 has come along way.
| | 00:17 | I will be taking you on a journey
through many of the basic to intermediate
| | 00:21 | functions of Word 2003.
| | 00:23 | So sit back, relax and enjoy.
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Getting Startedthe Word environment| 00:02 | Microsoft Office Word 2003 is the
world's leading word processing application.
| | 00:06 | It can be used to create work with wide
variety of documents from simple letters
| | 00:10 | and memos to complex
newsletters, manuals, forms and reports.
| | 00:15 | Now before we can begin to work with
Word, we obviously need to start it up,
| | 00:19 | then we need to feel
comfortable in our new environment.
| | 00:21 | So in this lesson, we will start Word
and then we will get acquainted with
| | 00:25 | Word's user interface.
| | 00:27 | Now just before we actually launch the
application, I want you take a peek down
| | 00:31 | here at the bottom right-hand corner of
your screen because we have got some new
| | 00:34 | icons that may have appeared down here
at the bottom that you are not familiar
| | 00:38 | with and you all have to
do is speech recognition.
| | 00:41 | We have a microphone down here
that allows us to go in and setup our
| | 00:45 | microphone settings.
| | 00:47 | We have other speech tools that we can
access for speech recognition, and we
| | 00:51 | have got a Help button
here to help us get set up.
| | 00:53 | We won't be using any of
these icons in our lessons.
| | 00:56 | So let's skip over that and
go right into launching Word.
| | 01:00 | Now we are going to do that from the
bottom left-hand corner of our screen, so
| | 01:03 | let's move all the way over here to the left-
hand side, and we will click on the Start button.
| | 01:08 | Here's where we start everything.
| | 01:10 | We even start turning off our
computer from here which doesn't make sense.
| | 01:14 | But everything starts from the Start
button including from All Programs >
| | 01:19 | Microsoft Office and there it is at
the bottom, Microsoft Office Word 2003.
| | 01:26 | Now if you have installed the
Professional edition of Microsoft Office, you
| | 01:29 | will see a whole bunch of other
applications including Publisher, PowerPoint, Outlook.
| | 01:34 | If we move up to the top, we have got a
number of Office tools that are at your disposal.
| | 01:38 | We are going to focus down here
on Microsoft Office Word 2003.
| | 01:43 | So let's give it a click.
| | 01:47 | Now with Word now up on our screen,
it's time to get familiar with the various
| | 01:50 | command bars, buttons and
toolbars that make up the Word window.
| | 01:54 | So let's start right up here
at the very top of our screen.
| | 01:59 | This blue bar going across the top is
our Title Bar and you will notice on the
| | 02:02 | left-hand side here, it says, we are
working on Document1, it's a new document.
| | 02:06 | The name of our file will always
appear up here in the top left-hand corner.
| | 02:10 | Also Microsoft Word appears here and
that's the application that we are working with.
| | 02:14 | We move all the way over to the
right-hand side of our screen.
| | 02:19 | We have a few buttons that will allow
us to Minimize our application, Restore
| | 02:23 | and/or Maximize our application.
| | 02:26 | Now we have got this red button at the
very top that will close down the entire
| | 02:29 | program when we're finished using Word.
| | 02:32 | Now just below the Title Bar, we
have got something called the Menu Bar.
| | 02:37 | I am going to move all the way over
here to the left-hand side because you will
| | 02:40 | see that we have got a number of Menu items.
| | 02:44 | Now the first item is File, then we
have got Edit, View, Insert and so on, all
| | 02:48 | the way over to Help.
| | 02:50 | Now this Menu Bar is going to be
familiar to any of you that have used any Word,
| | 02:54 | WordPerfect, any other applications that
use Menu bars, and they are all kind of
| | 02:58 | set up in the same fashion so that if
you are familiar with one you are going to
| | 03:01 | be familiar with another one.
| | 03:04 | Under the Menus, we have got tons of
applications, so we have got features that
| | 03:08 | will allow us to do absolutely
everything possible in Word and they are all
| | 03:12 | found under these menu
items, under pull-down menu.
| | 03:14 | So for example, if I click on Help,
look at that, we have got a number of Help
| | 03:19 | options to help us get started using Word.
| | 03:22 | As I scroll across the Menu Bar, we have
got Window and Table options, Tools and so on.
| | 03:28 | Now a pull-down menu, when it's
appearing like this can be closed by clicking
| | 03:34 | the menu item, just the same
way you clicked it to open it.
| | 03:38 | Now below the Menu Bar, we
have got a couple of toolbars.
| | 03:41 | Over here on the left-hand side
we've got a number of tools that actually
| | 03:44 | represent Menu items.
| | 03:45 | So for example if I hover over this
first one, you will see that this is the
| | 03:49 | button I have used to
create a new blank document.
| | 03:51 | Well I could find that under the File Menu.
| | 03:53 | I have got Open and Save as well.
| | 03:56 | They are also found under the File Menu.
| | 03:58 | So these are really just shortcuts
for going up into the Menu items.
| | 04:02 | As I scroll across to the end of this
toolbar that we call the Standard Toolbar,
| | 04:07 | you will notice there is a little drop
down button here for Toolbar Options.
| | 04:10 | If I give that a click, you will see
that there is a whole bunch of other
| | 04:14 | buttons that are not
appearing on the Standard Toolbar.
| | 04:17 | Now if there are buttons here in this
list that I like to use quite often.
| | 04:21 | Just by clicking here, it will
automatically appear on the Standard Toolbar, in
| | 04:24 | an area where I can see them
without having to click on this drop down.
| | 04:28 | You will see this as we
move on a little bit later.
| | 04:33 | Just to the right of the Standard
Toolbar, we have what's called the Formatting
| | 04:36 | Toolbar, and over here is
where we do a lot of formatting.
| | 04:39 | For example, if I wanted to Bold
text, Italicize, Underline, I have
| | 04:43 | got Alignment buttons.
| | 04:46 | All of these have to do with
formatting my text in Word.
| | 04:49 | This is called the Formatting Toolbar.
| | 04:52 | Now what you are looking at
here is the default layout.
| | 04:54 | So we have got our Title Bar, a Menu
Bar and we have got a couple of toolbars
| | 04:58 | showing up, the Standard and the
Formatting toolbars, and then just below that
| | 05:02 | we've got rulers showing up as well.
| | 05:04 | So this ruler here, is kind of telling
me, where my margins are, the width of
| | 05:08 | my paper, and I've got another ruler,
go over here down on the left-hand side
| | 05:12 | and it's kind of telling me, as I
scroll down through my documents, how far
| | 05:15 | down the page I am.
| | 05:18 | Across the bottom of our page, now we
have got some buttons that will help us
| | 05:22 | determine how we want to view our documents.
| | 05:24 | So they are called the View buttons.
| | 05:26 | Now if I click on this first one, I go
into what's called Normal View, and just
| | 05:29 | as I hover over some of these other
buttons, you will see I have got Web Layout
| | 05:33 | View, Print Layout, Outline, and there
is a new one called the Reading Layout.
| | 05:38 | We will get into those a
little bit later as well.
| | 05:41 | Move around the right-hand side of our
screen, now we've got what's called our
| | 05:46 | Vertical Scroll Bar, and once we have
got documents that are open, especially
| | 05:49 | long ones, and Scroll Bar comes in handy.
| | 05:52 | Scroll Bars are going to let us
scroll down through our documents.
| | 05:55 | Now if we've got wide pages on our
screen, we would use this Scroll Bar down
| | 05:58 | here across the bottom of our screen.
| | 06:02 | This Scroll Bar is going to allow us to
scroll left to right through wide pages.
| | 06:05 | Now for example, if you are working on
an 8.5?14 sheet of paper and you turn it
| | 06:10 | sideways, something we call Landscape
Orientation, well, you may not be able to
| | 06:15 | see the entire document on your screen.
| | 06:16 | So you will need to scroll left
or right using this Scroll Bar.
| | 06:19 | Move on the right-hand side of the
screen, we have also got this Pane showing
| | 06:25 | up, and it is, if we look at the
very top, our Getting Started Task Pane.
| | 06:30 | Now there are all kinds of Task Panes
available in Microsoft Word 2003, and
| | 06:35 | the one that shows up here every time we
launch Word, is our Getting Started Task Pane.
| | 06:40 | Here's where we can go, for example,
to connect to Microsoft Office Online.
| | 06:44 | We have got an option here for
getting the latest news again, you've got to
| | 06:48 | be online for that.
| | 06:50 | Automatically update the list from
the web, and we have got a little Search
| | 06:53 | Window here if we need help on anything.
| | 06:57 | Just below that, another little
window in our Getting Started Task Pane.
| | 07:00 | You've got the most recent
documents we have worked on.
| | 07:03 | We can get More, and we can go
here to quickly create a new document.
| | 07:08 | Now if you remember as we were tuning
our desktop here, we saw that way up in
| | 07:12 | the top left corner on the Standard Toolbar
we had a button for creating a new document.
| | 07:16 | So you are going to find out that as we
go through these lessons, there are many
| | 07:19 | ways to perform one task.
| | 07:21 | We are going to always try and get
the quickest, easiest way to do that.
| | 07:26 | This Task Pane like any of the others
that come with Word can be closed by
| | 07:30 | clicking the little Close
button here in the top right corner.
| | 07:32 | So let's go ahead and do that.
| | 07:34 | As you are hovering over the close
button give it a click, and now you are
| | 07:37 | looking at your document without any panes.
| | 07:41 | Alright, the very last area that we
are going to look at is in the bottom
| | 07:45 | right-hand corner of your screen, and
you will notice that as I hover over these
| | 07:48 | buttons, I have got Next Page,
Browse Object and Previous Page.
| | 07:54 | When we get into some of our larger
documents, it's very handy to be able to
| | 07:57 | come down here and move from page-to-
page or to click the Select Browse Object
| | 08:02 | button, and I am going to do that right now.
| | 08:03 | It's a list of whole bunch
of options I can browse by.
| | 08:07 | For example, if I have a number of
tables in my document, I can come down here
| | 08:10 | to Browse by Table, give it a click,
each time I click these buttons to move
| | 08:16 | from the previous to the next, it's not
page anymore, you will notice it's next
| | 08:20 | table and previous table.
| | 08:23 | So this can really save you a lot of time
when you are browsing through your documents.
| | 08:26 | I am going to switch it back here to
Page by giving that a click and you will
| | 08:30 | notice as I hover now that my
Browse by button is set to Page.
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| toolbars and menus| 00:01 | By default, Standard and
Formatting toolbars appear at the top.
| | 00:05 | So we have seen this before, we have
got two toolbars up here and they are laid out,
| | 00:10 | one on the left and one on the right.
| | 00:13 | Let's say we use certain features a
little more frequently than others.
| | 00:17 | Well, when you may want a
corresponding toolbar to appear on our screen.
| | 00:22 | We can display more and move them and hide them.
| | 00:24 | So we have quite a few options
available when it comes to toolbars.
| | 00:28 | So let's take a look at some of the
other toolbars that we may want to use.
| | 00:31 | There are different ways to do this.
| | 00:34 | We can go up to the View Menu and from
the View Menu, we can select Toolbars and
| | 00:42 | you can see there is quite a few to choose from.
| | 00:44 | The two that do appear by default are
the Standard and Formatting toolbars and
| | 00:48 | you will notice they have
check marks next to them.
| | 00:50 | If the Drawing toolbar is one that I
like to use quite often, I can try to find
| | 00:54 | that on my list and Picture, it sounds
like Drawing, I give it a click and now
| | 01:02 | I have got my Picture toolbar here floating
over here on the right hand side of my screen.
| | 01:06 | We call it a floating toolbar when it's
not docked somewhere on our screen such
| | 01:10 | as the Formatting toolbar just above
it or the Standard toolbar on the left.
| | 01:15 | So you will notice, I can go right into
this little Titlebar here and move it around.
| | 01:20 | If I want that to be docked up there
with my other toolbars, I simply move it up
| | 01:24 | near the top and you will
see it snap into position.
| | 01:27 | When I let go, my Picture toolbar is now docked.
| | 01:32 | If I no longer want it docked, I can
go over here to the left hand side, the
| | 01:36 | four pointed arrow appears.
| | 01:37 | I can click, drag back down into my
document and release and now my Picture
| | 01:43 | toolbar is floating again.
| | 01:45 | When I am done with it, I can simply
go to the right hand side of the toolbar
| | 01:48 | and click the X to close it.
| | 01:50 | Now some toolbars don't
display all their buttons at once.
| | 01:57 | Now if you have followed along in
lesson one, you will notice that when we go
| | 02:00 | to the right hand side of a toolbar
such as our Standard toolbar here, we have
| | 02:04 | got a number of other options that are
not appearing by default over here at
| | 02:08 | the top of our screen.
| | 02:10 | So what we can do is simply go down
here to click them, for example, I have got
| | 02:13 | the Insert Table button, I have got the
Tables and Borders button and I have got
| | 02:18 | my Spelling and Grammar.
| | 02:20 | Now the moment I select one of these, I
obviously run that function, looks like
| | 02:25 | all my spellings are
okay in this blank document.
| | 02:27 | But what's going to happen quite often
as you select buttons from this dropdown
| | 02:32 | is they now appear on the
Standard toolbar when they didn't before.
| | 02:37 | So don't get confused when your buttons
start moving around on you, on your toolbars.
| | 02:41 | Word has this way of figuring out which
ones you use most often and chooses to
| | 02:45 | display them across here.
| | 02:48 | The other thing that can happen is we
can create toolbars out of menu items and
| | 02:53 | we call these tear off menus.
| | 02:55 | So I am going to come up here to my
Edit Menu and I am going to move down to
| | 03:01 | this little button at the bottom which
all of a sudden expands my pulldown menu
| | 03:05 | to display more options.
| | 03:07 | You will notice that Clear has some
other options and we call these Sub-Menus.
| | 03:13 | Now these are not necessarily menus
that we can tear off but it's important
| | 03:16 | to know that any item on a menu bar that has
this little black arrow does have a sub-menu.
| | 03:23 | Let's move up to the Format Menu and
you will notice that we have a couple of
| | 03:27 | those sub-menus appearing here such as
Background and Frames, so sometimes, you
| | 03:36 | are going to get more than
one option under a menu heading.
| | 03:39 | So don't forget about sub-menus.
| | 03:43 | Let's go over now to our Insert Menu.
| | 03:47 | And you will notice that AutoText
does have one of those little black
| | 03:49 | triangles, indicating that there is a sub-menu
but this sub-menu looks a little bit different.
| | 03:54 | Look at the top of this sub-menu.
| | 03:56 | We have got this little bar that
says, Drag to make this menu float.
| | 04:00 | This is interesting because when I click,
hold down my mouse button and drag it
| | 04:03 | into my document, what I have done is I
created a toolbar out of a menu item and
| | 04:08 | this is called the tear off menus.
| | 04:10 | Now these menu bars or toolbars work
the same way as the rest of our toolbars.
| | 04:16 | I have got buttons for creating in
this case AutoText, I have got a pulldown
| | 04:21 | for all the different kinds of
entries I can work with and like any other
| | 04:25 | toolbar that's floating, I have got
an X in the top right corner that I can
| | 04:28 | click to close it.
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| opening documents| 00:01 | As with most of the features in Word,
there can be many different ways to
| | 00:04 | accomplish one task.
| | 00:06 | For example, opening a document in
Word can be done from the menu bar, the
| | 00:10 | Standard toolbar, the Getting
Started pane or even from the keyboard.
| | 00:15 | For this lesson, we will use a
Standard toolbar to open the document to
| | 00:18 | experiment with various to
view or display a document.
| | 00:22 | So let's move up to our Standard
toolbar to find our Open button right here.
| | 00:27 | And as we hover over it you
will notice, it does say Open.
| | 00:29 | So let's give it a click and what
we are going to do is navigate to the
| | 00:35 | Getting Started folder.
| | 00:37 | Now if you have a premium subscription
or you are using the CD-ROM, you will
| | 00:42 | have access to these exercise files.
| | 00:44 | You may have copied them to your
desktop or to your documents folder.
| | 00:47 | So you have to navigate to the
appropriate folder to find the Getting Started
| | 00:51 | folder and to find our file.
| | 00:54 | Now, if you don't have the Exercise
files, don't worry about it, you can still
| | 00:57 | learn a lot just by following along
with me and watching what I am doing.
| | 01:01 | So with our file DKAdvert2.doc
highlighted, we have some options now for opening.
| | 01:08 | And in the Open Dialog box you will
notice that I have some icons down the left,
| | 01:12 | the toolbar across the top and some
options down across the bottom of my screen.
| | 01:17 | Word documents by default when they
are saved end with a DOC extension.
| | 01:22 | So we know that this is a Word
document that we are about to open.
| | 01:25 | As I move down to the Open button, you
will notice that just to the right there
| | 01:28 | is a little tiny triangle here for
dropdown and as I click on this, I have some
| | 01:33 | options for exactly how I am
going to open this document.
| | 01:37 | Obviously, I have right at
the top simply opening the file.
| | 01:40 | If I want to open it as read-only, in
other words I don't want to be able to
| | 01:44 | make edits to it, make any mistakes
about this document I can choose read-only
| | 01:48 | and all I am doing is, obviously
reading the document only, not making edits.
| | 01:54 | I can also open it as a copy.
| | 01:56 | If I don't want to mess up anything
about the original document opening it as a
| | 02:00 | copy will force me into filing it and
giving it a new name other than DKAdvert2.
| | 02:04 | Now if there are problems with
my file, I can open and repair it.
| | 02:10 | I don't have any problems, we are just
going to click the Open button to open
| | 02:12 | this file and here we have got a
document that tells us that we are, it looks
| | 02:18 | like we are affiliated
with the DK Dental Clinic.
| | 02:21 | In fact, this course will have our
students assume the role of a dental
| | 02:25 | assistant working at the DK Dental Clinic.
| | 02:28 | Now this clinic provides variety of
dental services for its clients and you as a
| | 02:32 | dental assistant or us as the dental
assistants will be responsible for creating
| | 02:37 | letters, memos, policies and procedure
documents, brochures, even reports for
| | 02:42 | the dentist and patients of the clinic.
| | 02:44 | So let's get started.
| | 02:47 | We have a number of different ways to
view this document and if we move down to
| | 02:50 | the bottom left hand corner of our
screen, where we have our View buttons, you
| | 02:55 | will notice that by default this middle
button is highlighted and it is what we
| | 02:59 | call the Print Layout View.
| | 03:01 | I will get to that in a bit because we
are going to move over to the very far
| | 03:05 | left and click Normal View.
| | 03:07 | Now in the Normal View, you can see
that all of sudden our document seems to
| | 03:13 | have expanded and we have lost the
ruler down the left and a couple of things
| | 03:17 | have changed on our screen.
| | 03:19 | Now in the Normal View which is
normally the default, we have simplified the
| | 03:24 | Layout choices so that we are
viewing Text and Formatting for typing and
| | 03:28 | editing a document quickly.
| | 03:31 | The next button over in our View
buttons is our Web Layout View.
| | 03:35 | Now you may not know this but you can
create web documents right here from within Word.
| | 03:40 | So your document will look as it would if
were in a Web browser, what does that mean?
| | 03:46 | Well, what it's going to look like is
one long page, it's not going to have
| | 03:49 | any page breaks and text and tables will
wrap around so that they will fit in the window.
| | 03:54 | The next few buttons we have at the
bottom of our screen is the Print Layout View.
| | 03:58 | So we give that one a click and
this looks very much different.
| | 04:03 | We will work in the Print Layout View
to see how text and graphics and other
| | 04:08 | elements will be positioned on the printed page.
| | 04:12 | So this view is very useful for editing
headers and footers or adjusting margins
| | 04:17 | and for working with
columns and drawing objects.
| | 04:20 | The next view button up at the bottom is
the Outline View, let's give that a click.
| | 04:26 | Now the Outline view is a little bit different.
| | 04:28 | We have worked in the Outline view to
look at the structure of the document and
| | 04:31 | to move, copy and reorganize
the text by dragging Headings.
| | 04:36 | In the Outline View you can collapse a
document, just see only the main headings
| | 04:40 | or you can expand it to see all
the headings and even body text.
| | 04:44 | Now it doesn't really apply to this
document, but you will notice that we do
| | 04:47 | have some buttons here, going down to
the left hand side of our screen and like
| | 04:53 | I said, it would be easy if I wanted
to move this paragraph to up here by
| | 04:57 | clicking and dragging.
| | 05:00 | That is our Outline View.
| | 05:02 | The last view that we are going to look
at is brand new to Microsoft Office Word
| | 05:06 | 2003 and it's down here called the
Reading Layout and I give it a click, my view
| | 05:14 | is changed significantly, you will see
right at the top of the screen, I am at
| | 05:17 | Screen 1 of 4 and then over on the
right hand side I have got Screen 2 of 4.
| | 05:20 | and the Reading Layout is designed to
make reading documents on the screen a
| | 05:25 | little more comfortable.
| | 05:27 | In this mode, Word removes
distracting screen elements such as extraneous
| | 05:31 | toolbars and Word also uses here as a
computer screen Resolution Settings to
| | 05:36 | size the document for optimum
readability and this reduces the eye strain.
| | 05:40 | Now we are free to edit
the document in this view;
| | 05:44 | however it's not how the
document will look when it's printed.
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| closing documents| 00:01 | When you are finished working with
a document, you will want to close
| | 00:03 | the document window.
| | 00:05 | We have a file opened right now, but when
we are done, we want to close this file.
| | 00:11 | We can close this document in a
couple of ways, believe it or not.
| | 00:14 | By default, there is no Close
button on the Standard Toolbar.
| | 00:17 | You may have noticed as we went up to
the Standard Toolbar, we had options for
| | 00:22 | saving and printing and opening
files, but no button for closing files.
| | 00:27 | I have a feeling that this is probably
so that we won't accidentally close our
| | 00:31 | document before we saved it.
| | 00:33 | Now for now one option to close this
document is to go to the Menu bar and click File.
| | 00:38 | You will notice the third
option down is the Close.
| | 00:42 | I am going to click File again to
collapse that menu and show you another way
| | 00:47 | to close documents.
| | 00:49 | Because most people will go all the
way over to the right hand side of their
| | 00:51 | screen, all the way over here to this
X on the right hand side and you will
| | 00:57 | notice as we hover over
it, Close Window appears.
| | 01:00 | Now this is probably the
fastest way to close a document.
| | 01:03 | When I click it, I may get asked, if I
would like to save any changes that I
| | 01:08 | have made to this document.
| | 01:10 | Now if I do, and I hit Yes,
it automatically updates.
| | 01:14 | If I say No, I close the document and
any changes that were made, whether they
| | 01:18 | are on purpose or by accident are not saved.
| | 01:21 | So let's click the No button and what
I left with a blank document window.
| | 01:29 | Now if I wanted to close Microsoft
Office Word 2003, I go right up to the very
| | 01:34 | top of my screen and I click the red X.
This will close down the entire program.
| | 01:40 | This is something I probably do at the
end of my day when I am shutting down my
| | 01:43 | computer, otherwise I can leave it up
and running so that it's easy to come back
| | 01:47 | to and open files or save files and so on.
| | 01:50 | So you now know how to start Word and
you should feel comfortable in the Word
| | 01:54 | environment, the various toolbars and
menus should now be familiar to you as
| | 02:00 | well as the various ways in
which we can view our documents.
| | 02:02 | Closing documents and exiting
Microsoft Office Word 2003 should also be a breeze.
| | Collapse this transcript |
|
|
Creating and Saving Documentscreate and save| 00:01 | We can create all kinds of new
documents in Word from simple letters to complex
| | 00:06 | documents, like newsletters and reports.
| | 00:09 | Well, it has a number of time-saving
features to help us create our documents on
| | 00:12 | the fly, correcting and
completing text for us as we type.
| | 00:16 | So maybe you will be creating a
document that will require several edits
| | 00:19 | before it's finished or it also lets
you keep older versions of your documents
| | 00:24 | to help you track changes.
| | 00:25 | So let's begin by simply adding our own text.
| | 00:29 | Now we are going to type some text in
here and hopefully we will make some
| | 00:31 | mistakes, so I can show you how
to quickly edit your mistakes.
| | 00:37 | Remember, we are working in a dental
clinic here, so we are going to type in
| | 00:43 | simple list, Procedures for Initial
Checkup, there is a mistake, the Backspace
| | 00:49 | key on your keyboard allows you to go
back over a mistake, so I put in a k
| | 00:52 | there, hit by Backspace
key and continue to type.
| | 01:00 | Now I don't know if you remember the
old days of the typewriter like I do, but
| | 01:04 | you would have to hit the Return on the
typewriter each time you wanted to start a new line.
| | 01:09 | Sometimes you would forget to, you
have to wait for that bell to ring and it
| | 01:12 | would take you off the end of your paper.
| | 01:14 | That will never happen in Word.
| | 01:16 | What happens when you get to the end
of your page, there is a margin setup
| | 01:19 | there, and it's invisible right now,
but it wraps you around to the next line.
| | 01:23 | We are ready to start a new line so we
will hit the Enter key and we will type
| | 01:28 | in our next list item, which is, Make sure
the patient has been, and there is a mistake.
| | 01:36 | So I am going to hit my Backspace key
and type in, has been registered, this is
| | 01:46 | something you could never do on a
typewriter, you rip out the paper and start
| | 01:49 | all over, at the front desk, and Enter.
| | 01:55 | Have the patient fill out the necessary
forms, and let's put in one more point.
| | 02:07 | Chart the patient's medications and
history, Backspace key, and we are done.
| | 02:21 | So now it's time to save our work.
| | 02:25 | We don't really want to lose what we have typed.
| | 02:27 | This text is only saved in the
computer's temporary memory, so if we lost power
| | 02:32 | or we unplugged the machine,
we would lose all of our work.
| | 02:36 | If we want to keep this document for
future reference or we want to continue to
| | 02:39 | work on it at a later time, we got to
save it somewhere, like the computer's
| | 02:42 | hard disk or on a floppy disk.
| | 02:44 | I have a little tip here and
that is to save frequently.
| | 02:48 | It's not very hard to do and it can
save you a lot of time down the road.
| | 02:53 | I was typing a long document one
time and the power went out, just in my
| | 02:56 | home, but it was enough to shut down my
computer and I lost about an hour's worth of work.
| | 03:01 | So now what I do is I hit that Save
button up here on the Standard Toolbar, as
| | 03:06 | often as I can remember.
| | 03:08 | Now there are different ways that we can save.
| | 03:10 | Obviously, we can go to the Save
button, or we can go to the File menu.
| | 03:14 | You will notice there is a
couple of Save options here.
| | 03:16 | There is Save and Save As.
| | 03:18 | Now Save, you will notice, has a little
icon to the left of it representing the
| | 03:22 | Floppy Disk, that's the same as the
Toolbar button on our Standard Toolbar.
| | 03:27 | You will also notice that we could
use our keyboard if we wanted to, by
| | 03:30 | holding down Ctrl and hitting the S key on the
keyboard is the same as hitting the Save button.
| | 03:36 | Some people really prefer to stay
working on their keyboard while they are
| | 03:38 | typing and Ctrl+S is a nice shortcut.
| | 03:43 | Save As is a little different.
| | 03:45 | If we have got a document that we have
saved, we have given it a name and now we
| | 03:48 | want to name it something else,
we would come down to Save As.
| | 03:50 | We will also come down here to
save it under a different format.
| | 03:54 | So if I wanted to save it as, for
example, an older version of Word or a
| | 03:58 | WordPerfect file, here is where I would go.
| | 04:00 | We will do this a little
bit later on in this lesson.
| | 04:04 | Right now we are just going to click
Save and the Save As dialog box appears.
| | 04:10 | I thought we hit Save, not Save As, well,
we did, but this document doesn't have
| | 04:14 | a name, so by default, the
Save As dialog box does appear.
| | 04:18 | We are going to do down
here and look at the File name.
| | 04:21 | Now by default, Procedures for
Initial Checkup shows up with a .doc,
| | 04:26 | that's interesting.
| | 04:27 | Word has done this for us because it's
taken the first line of our document and
| | 04:31 | assumed that we want to save it using that name.
| | 04:33 | Well, it's pretty close.
| | 04:35 | I think Procedures is all we need.
| | 04:37 | So I am going to hit the Backspace
key and all of my content is erased.
| | 04:42 | I will type in procedures and you
will notice right below it the Save As
| | 04:48 | Type is, Word Document.
| | 04:51 | So now all I have to do is hit the Save button.
| | 04:53 | If I do that, it's going to be
saved right in here in my Word 2003
| | 04:58 | Exercise Files folder.
| | 05:00 | Well, we are actually on into Lesson 2
now, so I am going to double-click the
| | 05:04 | Creating_and_Saving folder, to highlight
it and hit the Open button down here to
| | 05:11 | open up that folder.
| | 05:12 | You will notice that the name is
still procedures and now when I hit Save;
| | 05:16 | I am actually going to save
it in the appropriate folder.
| | 05:21 | How do I know that got saved?
| | 05:23 | Let's go up to our Title bar way up here
at the top left hand corner to see that
| | 05:27 | procedures.doc is the name of the file.
| | 05:30 | So it has been saved and I
am working in Microsoft Word.
| | 05:33 | So it's been saved but it hasn't been closed.
| | 05:35 | What happens now when I want to make some
changes or some additions to this document?
| | 05:40 | Well, that's exactly what I am going to do.
| | 05:41 | I am going to hit the Enter key and I am
starting a new line here in my document.
| | 05:46 | Let's add one more item.
| | 05:47 | Let's type, Follow the above
procedures to maintain consistency and
| | 06:06 | accuracy with each patient.
| | 06:13 | See how it wrapped around to the next
line because my sentence was a little too
| | 06:17 | long to fit in between the margins. Alright.
| | 06:21 | What we have done now is we
have made changes to this document.
| | 06:23 | If we had one of those power failures
or we accidentally kicked the plug, we
| | 06:28 | would lose our changes.
| | 06:29 | All we would have is what we
started with earlier to our last saved.
| | 06:33 | So what we need to do now is actually to
update this document and now when we go
| | 06:37 | over to our Save button up here on our
Standard Toolbar and give it a click, you
| | 06:41 | will notice that we didn't see
the Save As dialog box appear.
| | 06:45 | It already has a name, its called
procedures, what we have done is we have
| | 06:48 | actually saved the changes that we
have made to the original document.
| | 06:53 | So it's very easy to do, simply
clicking the Save button, why not do it
| | 06:57 | frequently and save yourself some problems.
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| using versioning| 00:01 | Let's say, you are creating a
document with input from several coworkers.
| | 00:05 | By using versioning, you can view
and track each change individually.
| | 00:10 | So we will use the current document on
our screen and we will make sure that
| | 00:13 | this one is called original.
| | 00:15 | We will be passing it
around for others to work on.
| | 00:18 | So the way we create versions is to go
to the File menu up here on the top left
| | 00:21 | corner of our screen, give it a
click and move down to Versions.
| | 00:28 | I don't about you, but I am seeing Versions.
| | 00:30 | All of the sudden there it is.
| | 00:33 | Like we saw before, some of our menus
don't always display all of our options
| | 00:37 | but there is pause, a bit of delay and
eventually the full menu will appear.
| | 00:41 | And there is Versions, right
there in the middle of our menu.
| | 00:46 | When we click it, the Versions
in procedure.doc dialog appears.
| | 00:50 | So what we can do is save this now as our
original version by clicking the Save Now button.
| | 00:57 | Here we get to give some comments on
our version and like I said, this is going
| | 01:00 | to be our original, so let's just type
that in, this is our original document.
| | 01:11 | When we hit the OK button, it's
still called procedure.doc, but now it's
| | 01:16 | our original version.
| | 01:17 | You will notice that when we went into
to save our document, is the original
| | 01:22 | version, a date and time are also saved with it.
| | 01:26 | So it's easy for you to track the
changes and when they were made.
| | 01:30 | So let's add some texts to this document
now and we will save it as a new version.
| | 01:35 | Let's return down to the next line
and type in Keep accurate records.
| | 01:48 | Alright we have made some changes and
now we want to save this as a new version.
| | 01:52 | Again we will go up to our File menu;
| | 01:54 | we will go down to Versions.
| | 01:58 | You will notice that our original
version appears right here in our
| | 02:03 | Versions dialog box.
| | 02:05 | We are going to click the
Save Now button and this one;
| | 02:10 | we are going to call it our Changed document.
| | 02:18 | When I click OK, it now appears on the
list, we can't see it right now but it's
| | 02:23 | in there with our original version.
| | 02:25 | So what we will do is we will close this
file and we will see how it is, opening
| | 02:29 | versions of a document.
| | 02:33 | Let's go over to our File menu now
and we will click Open and we will go to
| | 02:41 | procedure.doc and open that file and
now when we go up to File and down to
| | 02:51 | Versions, you see that there are two versions.
| | 02:55 | And the one that we just opened and then
I am going to move this dialog box down
| | 02:58 | a little bit so that you can see that
it's the last version that we worked with,
| | 03:03 | with the new text, Keep accurate records.
| | 03:06 | If I want to go back to the original
document, I simply click on it here and
| | 03:11 | click the Open button to see my original.
| | 03:14 | Now look what happens, this is really
neat, I have got tiled screen showing me
| | 03:18 | my original document and my new version.
| | 03:22 | So my new version is up here at the top.
| | 03:24 | I am going to move over to the right-
hand side of my screen and use the scroll
| | 03:28 | bar to just scroll down.
| | 03:29 | And as I scroll down, I can see that
Keep accurate records is down there.
| | 03:35 | This scroll bar down here on my
second pane shows me my original document.
| | 03:40 | You can see in the Title bar of this
pane that it is procedures, but it has got
| | 03:45 | the date and time when this
was saved and that's my original.
| | 03:49 | So not only does it allow me to save
several versions, but it tiles them one on
| | 03:53 | top of the other so I can do a quick compare.
| | 03:56 | When we are done with our documents,
we simply close them the way that we
| | 03:58 | would any other document.
| | 04:00 | We will go over to small x to close the
window and we will do the same for this
| | 04:07 | one and we are left with a blank document.
| | 04:10 | What I want you to notice is up here
in the title bar, that my middle button
| | 04:16 | just in between my close and my
minimize button, is not showing me the Restore
| | 04:20 | option, it's rather
showing me the Maximize option.
| | 04:23 | Because my last view was a titled
screen, I need to click this to maximize it
| | 04:28 | to the full screen.
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| importing and passwords| 00:01 | Importing a file that was created
using another applications such as
| | 00:04 | WordPerfect, for example, is as easy as
selecting the file as you normally would
| | 00:08 | when opening a Word document.
| | 00:11 | This is thanks to
Converters installed with Word 2003.
| | 00:15 | The most commonly used Converters are
installed with Microsoft Word by default
| | 00:19 | and if you want to open or save in a
format that's not installed by default, you
| | 00:23 | may need to obtain additional converters.
| | 00:25 | You can go to MS Office
Online for additional converters.
| | 00:29 | So we are going to open a couple of files here.
| | 00:31 | I will go up to our Open button and
let's navigate to our 02_Creating_and_Saving
| | 00:39 | folder and in here we are
going to select DKDentalBooklet.
| | 00:44 | Now we are looking for
DKDentalBooklet.wpd file, in other words, a
| | 00:49 | WordPerfect Document and we are not
seeing it right now that's because my
| | 00:53 | default, if you look at the bottom
here, under Files of type, we are only
| | 00:58 | looking at All Word Documents.
| | 01:00 | So we will just drop this down and we
will change it to All Files and, voila!
| | 01:06 | DKDentalBooklet.wpd does appear and
that's the file we want to import but notice
| | 01:12 | we are just going to our Open
button like we normally would.
| | 01:14 | We click the DKDentalBooklet.wpd
file and click the Open button.
| | 01:18 | Now what happens is a
conversion takes place behind the scenes.
| | 01:25 | Now sometimes the files we create are
confidential and it's important that only
| | 01:28 | those who are permitted to see or
work on these files have access.
| | 01:32 | We can achieve this by assigning
passwords to files that will be opened or
| | 01:35 | passwords to files to be modified
and this is also known as encryption.
| | 01:39 | So let's import another document and
again we do that by clicking the Open
| | 01:43 | button and this time we are going to bring in
an RTF file which stands for Rich Text Format.
| | 01:50 | So DKDentalBooklet in the RTF format is
right here and open it and you can see
| | 01:55 | it looks very familiar.
| | 01:58 | Now to create these passwords or to add
encryption to our files, we go to our Tools menu.
| | 02:03 | So let's move up to Tools and we are
going to scroll down to Security and
| | 02:14 | Security can be found under Options
and look at that, it's the Tab that's
| | 02:19 | available by default for me.
| | 02:21 | You may have to click on the Security
tab and right below that are the two areas
| | 02:25 | for creating passwords.
| | 02:27 | You will notice we have got spots here;
| | 02:29 | Password to open and Password to modify.
| | 02:33 | So creating a password to open this
file allows people who have our password to
| | 02:37 | open the file and do whatever they want with it.
| | 02:40 | Password to modify, if we add this
here, require that people who want to
| | 02:44 | modify the document after they have
opened it, will have to type in an
| | 02:47 | additional password.
| | 02:49 | So in here, we simply type
away whatever passwords we want.
| | 02:51 | Here are some things to keep in mind
though, when you create a password to open
| | 02:56 | document, write that password
down and keep it in a secure place.
| | 03:00 | If you loose the password, you
cannot open or gain access to the password
| | 03:04 | protected file again.
| | 03:07 | Now passwords are case sensitive, so
if you vary the capitalization when you
| | 03:12 | assign the password, users must type the same
capitalization when they enter the password.
| | 03:17 | A password can contain any
combination of letters and numbers, spaces and
| | 03:21 | symbols and it can be up to 15
characters long unless you come over to
| | 03:25 | the Advanced button.
| | 03:27 | Clicking the Advanced button, you
can see that we have a number of other
| | 03:30 | encryption types to choose from.
| | 03:32 | We are not going to get in that right now.
| | 03:34 | So I will click the Cancel button but
just to let you know that if you want
| | 03:37 | to type longer than 15 characters passwords,
you simply go over the Advanced button.
| | 03:42 | Here is another hint, you might want to
use strong passwords that combine upper
| | 03:47 | and lower case letters, number and symbols.
| | 03:51 | Weak passwords don't make these elements.
| | 03:53 | I will give you an example, a strong
password might have a couple of capital
| | 03:56 | letters, some lowercase letters,
numbers and symbols in there.
| | 04:01 | A weak password will not combine these,
so for example, someone who is using
| | 04:04 | their pet name for a password, like Rover,
that would be consider to be a weak password.
| | 04:09 | We are going to click the Cancel button
here and you should now feel comfortable
| | 04:14 | knowing your documents are safe from
prying eyes and dangerous accidents.
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| saving as| 00:01 | Have you ever been asked to prepare a
document for someone, but in a different format?
| | 00:05 | It happens all the time.
| | 00:06 | Someone needs a copy of your document,
whether it's a Resume, a Report, a
| | 00:10 | Project for school, whatever.
| | 00:12 | The problem is, they don't have Word or
maybe they don't have the same version
| | 00:16 | of Word that you have.
| | 00:18 | In some cases, you will need to save
your document using other formats, and
| | 00:22 | lucky for you, it's fast and easy in Word.
| | 00:24 | So let's open a document to work with,
click our Open button, and we will
| | 00:30 | navigate to 02_Create_and_Saving, and
let's open up the file DKAdvert2.doc.
| | 00:36 | So we have got our document open now, and
we want to save it under a different format.
| | 00:47 | So let's assume that this document would
best be viewed by many people on the Web.
| | 00:52 | Well, it's easy to save our file as a
webpage, for example, and we do that
| | 00:56 | from the File menu.
| | 00:57 | So we will click on File, and click on
Save As, and Save As dialog box now appears.
| | 01:06 | Well, we have got some buttons on the
toolbar here for navigating through our
| | 01:09 | different sub-folders, we can search
the Web, we can create new folders.
| | 01:14 | And we can choose different views.
| | 01:16 | Right now we are viewing our documents
and you can see them listed down on the
| | 01:19 | left-hand side in a List format.
| | 01:21 | We can choose Thumbnails.
| | 01:23 | Which gives us a little
thumbnail of each document.
| | 01:28 | We can go to Details which obviously
gives us more detail about the size of our
| | 01:32 | documents, the type of
documents and dates they were modified.
| | 01:36 | But what's really important when we are saving
as, is down here under the Save As drop-down.
| | 01:42 | So let's drop that down, and you can see
that there are some options for web-pages.
| | 01:46 | So we can save as a webpage, in HTML
format, and we can filter them as well, but
| | 01:51 | we are going to just click on Web Page,
the same name will exist DKAdvert2, but
| | 01:57 | the extension will be .htm.
| | 02:00 | These are the extensions used for web pages.
| | 02:03 | So let's hit the Save button, a little
information here pops-up, telling us that
| | 02:08 | our pictures and objects with text that
wraps will become left or right aligned,
| | 02:13 | that's normal for web pages, so we click
Continue, and now we are looking at our
| | 02:18 | HTM file, so Hyper Text Markup.
| | 02:22 | If we want to look at the source that
creates this, we simply go up to our
| | 02:25 | View menu, and we are going to choose
HTML Source, so we need to expand this
| | 02:31 | menu to see HTML Source.
| | 02:34 | It's down here near at the bottom, give
it a click and our Script Editor opens
| | 02:39 | up with our content, and a lot of coding.
| | 02:44 | You didn't have to know of
these coding to create the webpage.
| | 02:46 | It was simple and easy in
Microsoft Word, under the Save As dialog.
| | 02:51 | So let's close this Script Editor, we
are not going to get into HTML scripting,
| | 02:56 | and look at our webpage.
| | 02:58 | Now another option would be to
save this document in a format that's
| | 03:02 | easily opened by a number of
other people out there who are using
| | 03:05 | different applications.
| | 03:07 | So one out there might be using
WordPerfect, or they might only have Microsoft
| | 03:10 | Works, and they are using
a simple Word Processor.
| | 03:14 | No problem, all we want do here is to
save our document as a Rich Text Format or
| | 03:19 | RTF file, and we are going to do
that the same way we saved this webpage.
| | 03:23 | We will go up to the File menu, we'll
click Save As, and this time for the Save
| | 03:30 | As type down here, we will drop it down,
and we will scroll down to Rich Text
| | 03:35 | Format and there it is, RTF.
| | 03:37 | We will keep the same name,
DKAdvert2, and click Save.
| | 03:46 | Let's look at our Title bar up here on
the top left corner, you can see that we
| | 03:49 | are working with the
document called DKAdvert2.rtf now.
| | 03:53 | So we could send this document off to
people who could open it up in very simple
| | 03:57 | Word processors right up others like
WordPerfect and other versions of Word.
| | 04:04 | Just a couple of other formats I wanted
to mention, from File, in Save As, and
| | 04:10 | under the Save As type,
Word now has XML support.
| | 04:16 | So we can save this document as a XML
document, and what happens is, a folder
| | 04:20 | gets created to save all of the
elements such as formatting, graphics and so on
| | 04:25 | gets stored separately from our text,
because with XML, which stands for
| | 04:30 | Extensible Markup Language, we want to save
our content separate from all of our elements.
| | 04:37 | Word will let you do this now.
| | 04:39 | Another option as we scroll down, you
see the various versions of Word that we
| | 04:44 | can save to, but we have
also got WordPerfect in here.
| | 04:47 | So if you are to sending your documents
off to people who only have WordPerfect,
| | 04:50 | no problem, you would save it as a
WordPerfect file, and you have a number of
| | 04:54 | options to choose from in various versions.
| | 04:56 | If you choose the latest one, which
is 5.X for Windows, you can be assured
| | 05:00 | that anyone who has WordPerfect version 5 or
higher, will be able to open this document.
| | 05:05 | Let's cancel that, and we will
close our document without saving it.
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| information rights manager| 00:01 | These days sensitive information is
controlled by limiting access to the
| | 00:04 | networks or computers where
the information is stored.
| | 00:07 | Once access is given to users however,
there are no restrictions on what could
| | 00:12 | be done with the content
or to whom it can be sent.
| | 00:15 | This distribution of content usually
allow sensitive information to reach people
| | 00:19 | who were never intended to receive it.
| | 00:21 | Well, Microsoft Office 2003 offers a
new feature called Information Rights
| | 00:26 | Management and this helps to prevent
sensitive information from getting into the
| | 00:30 | hands of the wrong people,
whether by accident or carelessness.
| | 00:35 | The IRM essentially helps you control your
files even after they have left your desktop.
| | 00:40 | So let's work on our document here.
| | 00:42 | We still got DKAvart2 open.
| | 00:46 | Now in Word, the IRM allows us to
create a document with restricted permission
| | 00:51 | for specific people who will access the content.
| | 00:53 | Others can access the IRM from the File
menu where the Standard Toolbar to give
| | 00:58 | users read and change access, as well
as to set expiration dates for content.
| | 01:02 | So for example I can give you permission to
read a document but not make changes to it.
| | 01:07 | I could then get someone else permission
to make changes to the document as well
| | 01:11 | as allow them to save the document.
| | 01:13 | I may also decide to limit both of
your access to the document for five days.
| | 01:18 | So authors can remove restricted
permission from a document by clicking
| | 01:22 | Unrestricted Access on the Permission
sub-menu or by clicking Permission again
| | 01:27 | on the Standard Toolbar so let's try that.
| | 01:30 | The shortcut for going to the File
menu and clicking Permission, do not
| | 01:33 | distribute is right here
on our Standard Toolbar.
| | 01:37 | The fourth button in, is the
Permission button and when we click this we are
| | 01:40 | going to set up Unrestricted
Access to something other than that.
| | 01:45 | The Permission dialog box will appear but
only if you have signed up for this service.
| | 01:50 | Now if you haven't, the service
sign up will appear at the first time.
| | 01:54 | What you will need is a .net
password to use this service and you will be
| | 01:58 | prompted to sign up for a free
trial service from Microsoft.
| | 02:01 | You can use your .net password
or you can sign up for a new one.
| | 02:04 | I have already done that.
| | 02:06 | So the Permission dialog box appears
and now I can restrict permission to this
| | 02:10 | document just by
clicking on this check box here.
| | 02:14 | The next thing I am going to do is
decide who can read this document and who can
| | 02:19 | actually have access to this document
to change it, save it and send it off.
| | 02:25 | All I would do is click in
there and type in an email address.
| | 02:35 | So this particular person will have
Read access to my copy of this document.
| | 02:40 | They won't be able to change it,
print it, or copy any of the content.
| | 02:43 | I am going to click down here
and give any user Change access.
| | 02:57 | Now this person is going to have access
to read, edit and save changes to this
| | 03:01 | document, but they won't be able to print it.
| | 03:03 | Now there are have more options, so
let's go down to the More Options button.
| | 03:10 | Here you can see the numbers of users I
have added to my Change and Read access
| | 03:15 | and we have Additional permission for users.
| | 03:17 | For example, if we want this document
to expire may be five days from today.
| | 03:21 | We can click in this check box and select the
date that we want this document to expire on.
| | 03:27 | So I am going to come down here into
February and we need to move over from
| | 03:32 | January calendar to the February calendar.
| | 03:35 | Click the 4 and that date
now appears in the drop-down.
| | 03:38 | I also think that maybe these people
should be able to print the content.
| | 03:41 | So we will click that one.
| | 03:43 | You can see some of the other settings
that, Allow users with read access to
| | 03:48 | copy content or Access content programmatically.
| | 03:52 | So if you are using other programs.
| | 03:55 | Additional settings, Users can request
addition permissions from the person who
| | 03:59 | owns it, and that's me, using the
hotmail account and I can also Allow users
| | 04:03 | with earlier versions of Office to
read this with the browser supporting the
| | 04:07 | Information Rights Management.
| | 04:09 | This increases the file size.
| | 04:11 | So I am going to click OK.
| | 04:12 | So I am back to my document now and
if I were to send this off to those
| | 04:19 | people, they would be users who
could receive or open this content with
| | 04:23 | restricted permission and all they
need to do is open the document as they
| | 04:27 | would any other document.
| | 04:29 | Like I said, if users don't have
Office 2003 or later installed on their
| | 04:32 | computer, they can download a program
that allows them to view this content.
| | Collapse this transcript |
| sending documents| 00:01 | Back in the olden days, we type our
documents on a typewriter and if we wanted
| | 00:04 | to send these documents to more than
one person, we type in again and again.
| | 00:09 | Then we stuff them into
envelopes and we mail them.
| | 00:12 | In these days, we can still do that,
but we don't need to create several copies
| | 00:15 | or print and mail them.
| | 00:16 | We have many more options that allow
us to get our documents sent quickly to
| | 00:20 | those who need to have them.
| | 00:21 | So we are still working with
our file called DKAdvert2.doc.
| | 00:25 | We are going to go up to the File Menu,
give it a click, scroll down to Send To
| | 00:35 | and let's just take a peek at this
submenu here because we have a number of
| | 00:38 | options for sending our document.
| | 00:41 | The first option is Mail Recipient.
| | 00:44 | Now sending our document to an email
recipient means that the document appears
| | 00:49 | in the text body of our message.
| | 00:52 | If I send my document to a Mail Recipient (
for Review), that's a little bit different.
| | 00:57 | Sending to an email recipient for
review means that Outlook opens and the
| | 01:01 | document will be attached for review and you
can give instructions in the email text body.
| | 01:07 | Now similarly we have got Send To
a Mail Recipient as an Attachment.
| | 01:12 | What this means is that Outlook will
open and the document will be attached, the
| | 01:16 | words for review do not show up in the
text body of the message, you type in
| | 01:20 | your own instructions here.
| | 01:23 | Something else that's very interesting
is down at the bottom of this submenu,
| | 01:26 | Microsoft Office PowerPoint.
| | 01:29 | Sending a document to MS Office
PowerPoint is a fast and easy way to turn your
| | 01:33 | document into a slide show.
| | 01:34 | After one you hear however that not
every document in Word is suitable for a
| | 01:40 | presentation in PowerPoint
and outlines do work best.
| | 01:43 | There is a couple of other options here,
for example, these two fax options.
| | 01:48 | I could send my document to a
Recipient using a Fax Modem.
| | 01:52 | So if I am set up on a fax modem through
the Internet or I have got a dial up, I
| | 01:57 | would simply enter the phone number and
this document appears at the other end
| | 02:01 | on that person's fax machine.
| | 02:03 | Another option is to send it to a
Recipient Using an Internet Fax Service, and
| | 02:07 | in this case, there is no phone number
to type in, just a service that, that
| | 02:10 | person would have signed up for.
| | 02:11 | A couple of other options here on the
Send To Menu include a Routing Recipient.
| | 02:17 | I could send this document to a number
of people I have selected from my Outlook
| | 02:21 | address book and I would select them
in the order that they should appear.
| | 02:25 | In other words, I would send it to the
first person who would make changes, and
| | 02:28 | then when they save that document, it
gets sent on to the next person and then
| | 02:32 | to the next person and
eventually working its way back to me.
| | 02:36 | Last option is an Exchange Folder.
| | 02:39 | If you have ever used one of those
public bulletin boards, you'll know
| | 02:41 | what that's all about.
| | 02:42 | I could send this document to a public
folder on exchange and other people who
| | 02:47 | have access to that folder
can open it up and look at it.
| | 02:50 | We are going to select Mail
Recipient right up here at the top.
| | 02:53 | This way you can see what happens to my
document, all of a sudden up here at the
| | 03:02 | top, I have fields for who I am sending it to.
| | 03:05 | If I wanted to Cc it, there is the Subject,
the name of my document and an Introduction.
| | 03:09 | Because I chose Mail Recipient, you can
see that the body of my text is actually
| | 03:13 | the entire document.
| | 03:15 | This is the equivalent of hitting
the button here on your Standard
| | 03:18 | toolbar labeled Email.
| | 03:21 | So clicking that will
collapse all of those headers.
| | 03:26 | That's how easy it is to send our
documents off without having to retype and
| | 03:30 | without having to stuff envelopes.
| | Collapse this transcript |
|
|
Editing Documentsfinding documents| 00:01 | Has this ever happened to you?
| | 00:02 | You know you created that file, but
you just can't remember where you saved
| | 00:05 | it, or even what you named it for
that matter, and you are having a lot of
| | 00:08 | trouble finding it?
| | 00:10 | Don't be embarrassed, it happens to everyone.
| | 00:12 | Luckily, Word allows you to search for
your files using a number of criteria.
| | 00:16 | So we are going to open our document,
and realize when we hit the Open button,
| | 00:20 | that we can remember what we called this file.
| | 00:22 | In fact, we are not even sure
where we might have saved it.
| | 00:24 | We are going let Word help us out in
finding that file, so we scroll over here
| | 00:28 | to the right hand side, and click on
Tools, and there it is, right at the top
| | 00:32 | Search, give that a click, and here
you can see that the basic tab you
| | 00:37 | selected by default.
| | 00:39 | Here is where we can type in the
text that we know is in our document.
| | 00:42 | I have got text in there from my
previous search, and it's Our Philosophy, so I
| | 00:47 | would like you to type that
in if you are following along.
| | 00:50 | So we know for sure that this text
exist in our document somewhere, we just
| | 00:53 | don't know where it is,
and what we have called it.
| | 00:56 | But down here we can narrow the
search by clicking the Search in drop down.
| | 01:01 | Here's where we choose where to search.
| | 01:02 | Well, we know it's not on the Network, and
it's not part of Outlook, it's on My Computer.
| | 01:08 | You know, when I click in the check
box next to My Computer, that a check
| | 01:11 | appears and it looks like there is a
layer of boxes appearing underneath.
| | 01:15 | That's because on My Computer,
there is a number of area we can search.
| | 01:18 | And to see those areas, let's click
the Plus sign to expand that branch.
| | 01:24 | Alright, well, we know it's not on the
Floppy drive, so we can click on that
| | 01:27 | check mark to deselect it.
| | 01:30 | We know it's not in our Shared Documents.
| | 01:32 | It's not in some of these other folders,
Memory Sticks, DVD drives, and so on.
| | 01:37 | In fact, if we turned all of these off,
we can then really narrow the search.
| | 01:42 | I mean, we know that it's on my Desktop,
and when I click that, you will notice
| | 01:45 | that I don't have that layering stack
of boxes, I have just got one check box.
| | 01:50 | I click it again, there is that stack again.
| | 01:53 | What does that mean?
| | 01:54 | Well, it means that I am actually
going to search my Desktop, in any folders
| | 01:57 | that appear on my Desktop.
| | 01:59 | So it's going to drill down from My
Desktop, down, that's what I want.
| | 02:03 | The other way to narrow the search
down is to go over here where it says,
| | 02:07 | Results should b,e and
here we select the file type.
| | 02:11 | We know it's a Word document, so we
want to make sure that Word File is checked
| | 02:14 | off, and none of these
other ones are checked off.
| | 02:17 | So we can click in the boxes to make
sure that the check marks do not appear,
| | 02:20 | except for right here under Word Files.
| | 02:24 | Click over here to collapse that
branch, and click the Go button.
| | 02:28 | Now depending on how many files you
have, and where you are searching, the
| | 02:32 | search could take a while,
or could be very quick.
| | 02:35 | And you can see that it's found 20 of 21 here.
| | 02:38 | And as I scroll down, I have got an
alphabetical listing of all the files that
| | 02:42 | contain the text of My Philosophy.
| | 02:46 | If I want to narrow this search even
further, I can go to the Advanced tab,
| | 02:50 | let's click up here, because we are not
sure which one of those documents it is.
| | 02:56 | And under Property, we
have Text or Property here.
| | 02:59 | We know, for example, if we scroll up
here that the Number of Pages is greater
| | 03:13 | than 1, so we will choose more than,
and we will type in a value here of 1.
| | 03:19 | Now we need to add this,
and it gets added down here.
| | 03:24 | But we are not done.
| | 03:25 | You will notice that we have And and Or,
so we can tailor our search a little
| | 03:29 | bit here, make sure that And is selected.
| | 03:31 | We will go to another property.
| | 03:33 | We have a number of properties to
choose from, including Size, whether they are
| | 03:42 | Templates, Titles and so on.
| | 03:44 | I am going to scroll on
up here to, Date Completed.
| | 03:54 | We can choose the exact date if we
wanted to, but under the Condition drop
| | 03:58 | down, we are going to choose On or After,
and the value here is where we type our date.
| | 04:04 | Well, we are not totally clear on when
we saved it, so let's leave that blank.
| | 04:09 | Let's change your property now to File Name.
| | 04:18 | We know that the file name includes
the number 3, so the condition is already
| | 04:22 | to set to include, the value is at 3, we
know that there is a 3 in the name of our file.
| | 04:28 | We will add that, and now you can
see that we have two expressions here;
| | 04:31 | the Number of Pages is more than one,
and the File Name includes the number 3.
| | 04:38 | Again, we can select our location, we
are leaving it at Desktop, and selected
| | 04:44 | File Types is set to Word.
| | 04:48 | When we hit Go, we will get a
different listing of documents.
| | 04:52 | You will notice that all of these
file names contain the number 3 in there.
| | 05:00 | So, let's choose one of these DKAdvert3
.doc files, give it a click, click OK,
| | 05:07 | and this takes us to our Open
dialog box, and that file is selected.
| | 05:11 | All we need to do now is hit the Open File.
| | Collapse this transcript |
| navigation tools| 00:01 | I have seen it over and over
again during my years of teaching Word
| | 00:04 | Processing application.
| | 00:06 | People using their up and down arrow
keys only, to move through a document.
| | 00:10 | That could take a very long time to
get where you want, if your document is
| | 00:13 | of any length at all.
| | 00:15 | Word has so many ways to move around
your document, and to get you where you
| | 00:19 | need to be quickly and easily.
| | 00:20 | So let's try some of these.
| | 00:22 | We are still working with the
document called DKAdvert3.doc.
| | 00:28 | Well, let's start with are arrow keys,
because a lot of people like to use those.
| | 00:31 | On your keyboard you have got four
arrow keys or cursor keys that allow you to
| | 00:35 | move up, down, left and right.
| | 00:37 | We are going to hit our down arrow key
a bunch of times to take us down to our
| | 00:43 | paragraphs down below here.
| | 00:45 | So I am at the beginning of this
sentence under OUR PHILOSOPHY I can use my
| | 00:50 | right arrow key to move to the right,
and who knows it's one character at a time
| | 00:54 | to the left, as I move down
it's one line at a time and up.
| | 01:00 | So like I said, in a long document
this could take a while for us to get from
| | 01:04 | one area of our document to another.
| | 01:06 | So let's explore some of
the shortcuts that we have.
| | 01:09 | Well, the Page Up and Page Down on your
keyboard will move full screen at a time.
| | 01:13 | Let's try the Page Down key, it
takes us down to the next page, and as we
| | 01:17 | hit Page Down, it doesn't actually
take us to a next page, but to the next
| | 01:21 | screen for information.
| | 01:23 | Page Up does the same thing, a full screen
at a time as we move up through our document.
| | 01:28 | So this is definitely much quicker to
move through a longer document, but if we
| | 01:32 | want to get from the top of the page
to the top of next page and so on, hold
| | 01:37 | down your control key on your
keyboard as you hit Page Up or Page Down.
| | 01:41 | So I am going to hold down my Ctrl key,
keep it pressed down, and as you hit the
| | 01:45 | Page Up key, you will see
you've moved to the top of page one.
| | 01:49 | Still holding the Ctrl key hit Page Down,
and you are moved to the top of page two.
| | 01:53 | If we hit Page Down again while holding our
Ctrl key, we are moved to the top of page three.
| | 02:00 | So definitely holding down Ctrl while
hitting the Page Up and Down key is the
| | 02:03 | fastest way to move form page to page.
| | 02:05 | There is a couple other keyboard
shortcuts that will help us get around our
| | 02:10 | document very quickly too.
| | 02:11 | Right now we are near the end of our
document, to get to the very top of page
| | 02:15 | one, the fastest way to do that, is to
hold down your Ctrl key and press the
| | 02:19 | Home key over to the right near your numbers.
| | 02:22 | When I hit the Home key, I am
taken right to the top of my document.
| | 02:26 | Now right near your Home key is an End
key, hold down Ctrl and hit the End key,
| | 02:32 | and you will notice that your cursor
has moved to the very bottom of the last
| | 02:35 | page of your document.
| | 02:37 | Now another way to scroll through
your document, is to use scrollbars.
| | 02:42 | We are going to move over here to the
right hand side of our screen, and we are
| | 02:45 | going to use the scrollbar button at
the top of the scrollbar, and each time we
| | 02:48 | click it, you can see that we
can see another line of text.
| | 02:52 | But notice that our flashing
cursor down at the bottom is not moving.
| | 02:56 | What we are changing is our view of the
document, we are not actually changing
| | 02:59 | the location of our insertion point.
| | 03:01 | So as I scroll up my document, yes, I
am seeing different parts of my document,
| | 03:06 | but I am not actually moving into
those areas with my insertion point.
| | 03:13 | Now another option is to move this
scrollbar button, you can see that as I was
| | 03:17 | hitting the up arrow, the scrollbar
button here on the scrollbar is moving up
| | 03:21 | through my document, or I can click
with my mouse, hold down the mouse key,
| | 03:25 | and drag, and you can see that as I
drag up through the document, it's telling
| | 03:30 | me what page I am on.
| | 03:31 | Right now I am on page one, as I start
to see page two, and page one disappears.
| | 03:36 | The tool tip tells me I am looking at page
two, and so on as I move down to page three.
| | 03:42 | Now down at the bottom of the scrollbar
we have our Browse by button, and down
| | 03:49 | here I have got this double arrow
that will take me to the previous page.
| | 03:53 | This is not just viewing my document,
you will notice that my flashing cursor,
| | 03:56 | or my insertion point has move to the
top of the page, as I hit it again, my
| | 04:02 | insertion point moves to the top of page one.
| | 04:06 | Alternatively I can move down from one
page to the next, by using the double
| | 04:10 | arrow button pointing down.
| | 04:13 | So by default we are browsing by page
each time we hit one of these buttons, but
| | 04:19 | just in between these double arrows we
have got the Browse Object button, and as
| | 04:23 | I click that, I can see there is
number of other objects I can browse by.
| | 04:26 | By default I have been browsing by page,
but if I know there is number of tables
| | 04:31 | in my document, I can browse by table.
| | 04:33 | So I am going to click Table, you can
see right now my cursor is flashing in the
| | 04:38 | first cell of this table called Office Hours.
| | 04:42 | If I want to move to the previous
table in this document, when I hit these
| | 04:45 | double arrow button here, you can see
it's going to take me to the previous table.
| | 04:49 | So I will give it a click.
| | 04:50 | Now I am now flashing up at the
address for the D.K. DENTAL CLINIC, and it's
| | 04:55 | in the first table.
| | 04:56 | If I hit this arrow again,
well, it's not going anywhere.
| | 04:58 | So there are no other tables above this one.
| | 05:01 | Let's move down to move to the next
table, and that takes us to the end of
| | 05:06 | our document, clicking it again
takes us no where, so that means there is
| | 05:09 | only two tables in this document, but
these are fast and easy ways to move
| | 05:14 | around your document.
| | 05:16 | Another cool feature in
Word 2003 is the Document Map.
| | 05:21 | I am going to move to the top of my
document using a keyboard shortcut we just
| | 05:25 | talked about, holding down Ctrl on
my keyboard, I will hit the Home key.
| | 05:29 | It takes me right to the top of page one.
| | 05:33 | The document map can be accessed from
the view menu, so let's move up to our
| | 05:38 | Menu bar, click View, and let's choose
a Document Map if we don't see it, we
| | 05:44 | expand the menu, and there it
is right here in the middle.
| | 05:49 | When I click Document Map, the left
hand side of my screen displays what is
| | 05:53 | called a Document Map, and by default,
because I am at the top of my document,
| | 05:57 | Welcome is highlighted.
| | 05:59 | If I want to get through a section for
example on fee and payments, I simply
| | 06:03 | click it here on the document map, and
it moves my insertion point, looks like I
| | 06:07 | have moved to page two here,
under fees and payments.
| | 06:13 | Clicking the insurance heading takes me
there, and back to the top by clicking Welcome.
| | 06:18 | This is probably the fastest and easiest way
to move through documents that have headings.
| | 06:23 | To close the Document Map, we do that
the same way we opened it by clicking
| | 06:27 | View, and Document Map.
| | 06:31 |
| | Collapse this transcript |
| editing text| 00:01 | I don't know if you remember the days
of the typewriter, but back then if you
| | 00:04 | made an error, it was back
to the old drawing board.
| | 00:08 | You have to retype your entire page.
| | 00:10 | Obviously, we don't do that anymore.
| | 00:12 | Word lets us insert text we have
forgotten, fix errors on the fly, and type
| | 00:16 | over-text that needs to be changed.
| | 00:19 | Let's open up the file to work with.
| | 00:20 | I will go to our Open button, and in
the Editing folder, we are going to open
| | 00:28 | DentaTechDraft, it's a .doc file, a
Word Document, and when we click Open, you
| | 00:37 | can see that I am in
what's called the Normal View.
| | 00:38 | I am going to move down to my View buttons and
I am going to switch to the Print Layout View.
| | 00:44 | I prefer to work in this view because I
get to see where my margins are, and I
| | 00:48 | get to see a better layout of my
text, the way it's going to print.
| | 00:53 | Down here in our list, I am going to
click right here in front of the word units
| | 00:57 | and I want you to tell you about
inserting text versus over-typing text because
| | 01:02 | it is a little dangerous if you
don't know which one you are using.
| | 01:05 | By default, as we type, we are
inserting text, so what does that mean?
| | 01:08 | Let's type in the word fifteen.
| | 01:13 | You can see as I type the word, that
the rest of the text moves off to the
| | 01:18 | right, so I have inserted the word fifteen
but sometimes we can be in Overtype Mode.
| | 01:23 | Let's click down here in
front of the word Sincerely.
| | 01:27 | By hitting the Insert key on your
keyboard and sometimes this can happen by
| | 01:31 | accident or sometimes it's on purpose,
if you hit the Insert key and that's the
| | 01:37 | same as coming down here and double-
clicking on OVR which is over-type.
| | 01:42 | Now whatever I type is going to type over
existing text and that's where the danger lies.
| | 01:46 | So let's type it in, we are meaning to
do this time, we are going to type in
| | 01:50 | Your's truly, and you can see it typed
right over the text that existed there
| | 01:56 | before, we've lost that text.
| | 01:58 | I meant to do that, that's okay.
| | 01:59 | But I need to remember now
that I've got to turn this off.
| | 02:04 | Now I can hit the Insert key on the
keyboard the same way I did to turn-on
| | 02:07 | Overtype or I can move down here
into my Status bar and double-click OVR.
| | 02:14 | Now as I enter text, it's
going to be back at Insert Mode.
| | 02:18 | Let's move up here now into our
list and talk about how we remove text.
| | 02:22 | While one way was to over-type it, like
we just did with Your's truly, but let's
| | 02:26 | say up here, where it says Four boxes
of DentaTech brand latex gloves, we don't
| | 02:32 | need the word brand in here.
| | 02:33 | Well if I click after word brand, my
insertion point now allows me to backspace
| | 02:39 | over the word if I want to remove text.
| | 02:42 | So hitting the Backspace key on your
keyboard removes one character at a time.
| | 02:48 | Alternatively if I am in front of a word,
for example I move down here to blue,
| | 02:53 | smocks, the word blue is not important.
| | 02:55 | Because I am in front of the word blue,
hitting my Delete key will remove one
| | 03:00 | character at a time.
| | 03:03 | So the Delete key will remove
characters that exist to the right of your
| | 03:07 | insertion point, the Backspace key allows
you to take out words moving to the left.
| | 03:11 | We have a couple of other
things that we need to fix here.
| | 03:16 | For example, the word, SWABS,
you can see it's all uppercase.
| | 03:22 | Now this may have been a mistake where
the Caps Lock key was left on for example.
| | 03:26 | So to select this word we can click
and drag over the word to let's highlight
| | 03:31 | it, or another option I am just going
to click off here to deselect, is to
| | 03:36 | double-click on the word.
| | 03:37 | That's the fastest way to select an entire word.
| | 03:42 | To change the case, we are going to
move up to our Format Menu and we are going
| | 03:48 | to expand this menu, and we are
going to move over to Change Case.
| | 03:53 | Now I am right on top of it here in the
middle of the menu, give it a click and
| | 03:57 | you can see in the Change Case dialog
box that I have a number of options.
| | 04:01 | Sentence Case will capitalize the first
letter in the sentence only, Lowercase
| | 04:06 | will change my word that's selected
right now, SWABS, and I am going to move
| | 04:09 | this dialog box to stay out of the
way, so you can see it down below.
| | 04:14 | It's currently UPPERCASE, I can switch
it to full lowercase but if you look at
| | 04:19 | the rest of that line in that list,
it seems like most of the words are
| | 04:24 | capitalized at the beginning of the
word, and that's called Title Case.
| | 04:27 | I am going to click on that one.
| | 04:30 | My last option is Toggle Case, and if has
ever happened to you, it's very annoying.
| | 04:34 | You have the Caps Lock key
on and you don't realize it.
| | 04:36 | So you start tying sentences, and
lists, and so on, and you are getting the
| | 04:41 | reverse effect of what you really want.
| | 04:42 | You can see an example of Toggle Case
here as everything capitalized except
| | 04:47 | the first character.
| | 04:49 | That will come in handy a little bit later.
| | 04:51 | Right now, we have got Title
Case selected, we click OK.
| | 04:55 | And you can see that Swabs now has a
capitalized S, and the rest of it is lowercase.
| | 05:00 | Alright down here at the end of this
paragraph, we have tHANK YOU, and you can
| | 05:05 | see here is an example of
where we need to toggle our case.
| | 05:08 | So I am going to just click and drag
over tHANK YOU here, it doesn't matter if
| | 05:12 | you click and drag from the left or
the right, and I will go back up to our
| | 05:16 | Format Menu and Change Case.
| | 05:21 | Here is the perfect example of where we
may have left the Caps Lock key on when
| | 05:24 | we type, thank you, so we are
going to toggle the case, and click OK.
| | 05:30 | Deselect this text by clicking out here
and you can see that that looks way better.
| | 05:34 | Now sometimes the text you want to
enter is not even on the keyboard.
| | 05:39 | These are called Special Characters and Symbols.
| | 05:42 | An example would be the cent sign or
trademark or copyright symbols for example.
| | 05:46 | There are a few ways to insert these
symbols and characters in Word, and one way
| | 05:52 | is right from the keyboard, thanks to
something called AutoCorrect and it's a
| | 05:55 | feature that's not new to Word.
| | 05:59 | Many characters are locked in by
default and we can add or remove as we please.
| | 06:02 | So let's start by entering
one of these default characters.
| | 06:05 | We are going to click right here in our
Attention line after DentaTech, and here
| | 06:10 | is a good spot for a trademark symbol.
| | 06:13 | Like I said, there are a number of
defaults already installed in Word and the
| | 06:17 | way we access the trademark symbol from
the keyboard is to type in the following
| | 06:21 | string (tm), you can see as soon as I
hit that, the trademark symbol appears, it
| | 06:32 | has the same formatting as my Attention line.
| | 06:35 | Let's try it down here in item
number 1 on our list (tm), looks great.
| | 06:46 | So we can continue doing that for the
others, but that's okay, you have got the idea.
| | 06:51 | Another way is to get this through the
Symbols Menu, and what we are going to do
| | 06:55 | is move to the end of our document here
where we have got D.K. Dental Clinic and
| | 07:01 | here is a good spot for a registered
trademark symbol but ware going to get to
| | 07:04 | that a different way.
| | 07:05 | I am going to go to our Insert Menu
and select Symbol, here is where we have
| | 07:14 | got the Symbols and the Special
Characters tab, and you can see that some of my
| | 07:18 | recently used symbols include the
registered trademark, there is the copyright
| | 07:21 | symbol and so on, but all of these symbols
appear in some of these different character set.
| | 07:26 | So as I scroll up for example
through this set, you will see there is my
| | 07:32 | registered trademark symbol.
| | 07:33 | I can simply click on it and hit the
Insert button, and it now appears down
| | 07:38 | below after D.K. Dental Clinic.
| | 07:40 | What's nice is that the Symbol dialog stays
open, if I need to insert any other symbols.
| | 07:45 | I don't have to keep going back to
my Insert Menu up on the Menu bar.
| | 07:49 | Let's switch over to Special
Characters and here is where you can see some of
| | 07:56 | the special characters for example
registered trademark, a shortcut key would
| | 08:00 | be Alt+Ctrl+R, same thing for
copyright Alt+Ctrl+C. So there is a number of
| | 08:07 | shortcuts from the keyboard for entering a
lot of these special characters or symbols.
| | 08:12 | We are done inserting symbols and
special characters, so we click the Close
| | 08:16 | button, and we are back to our document.
| | Collapse this transcript |
| undo and redo| 00:01 | Well this probably never happens to you, but I
have on occasion made mistakes in my document.
| | 00:06 | Well thank goodness for the
Undo Redo feature in Word.
| | 00:10 | Word lets you reverse changes you make
using Undo and also let's you reverse
| | 00:14 | that action using Redo.
| | 00:16 | Not only that, Word keeps track and
lets you perform multiple undoes or
| | 00:20 | redoes if necessary.
| | 00:22 | So we're still working with our document
labeled DentaTechDraft.doc, and what we
| | 00:26 | are going to do is insert some
text at the end of our document.
| | 00:31 | So right now our cursor is flashing at
the end of D.K. Dental Clinic, I am just
| | 00:35 | going to hit Enter on my keyboard to
drop down to the next line, and I am going
| | 00:39 | to type in some text.
| | 00:40 | Nothing but the tooth!
| | 00:46 | We'll say that's our
slogan for D.K. Dental Clinic.
| | 00:51 | Well, maybe that's not the most
professional slogan we could pick.
| | 00:54 | So let's go up to our Toolbar, and on
our Standard Toolbar, I don't see an Undo
| | 00:59 | or a Redo button but I do have
this drop-down and there it is.
| | 01:04 | This little arrow making a U-turn is
the Undo feature, the one next to it is
| | 01:10 | the Redo feature, but we haven't undone
anything to redo yet, so it's not available to us.
| | 01:16 | When I hit the Undo button, you will
notice that down at the bottom of my
| | 01:20 | document, all the text I
entered has disappeared.
| | 01:22 | So I had actually undone
the typing that I did earlier.
| | 01:29 | If I hit the Undo button again, you
will notice now it does appear on my
| | 01:32 | Standard Toolbar without dropping down.
| | 01:34 | I have just removed the
symbol after D.K. Dental Clinic.
| | 01:39 | Well, maybe I didn't mean to do that, so
here is where Redo comes in very handy.
| | 01:44 | Let's drop-down our options on our
Standard Toolbar and hit Redo, the symbol is back.
| | 01:50 | Now you may have noticed with the Undo
and Redo buttons that there are little
| | 01:55 | drop-downs next to them.
| | 01:57 | So when we hit the drop-down arrow, you
can see a whole list of things that we
| | 02:00 | have done and as I move down
the list, they get highlighted.
| | 02:03 | So I could undo these last four
things if I wanted to just by clicking.
| | 02:09 | Same thing goes for Redo.
| | 02:10 | Well, the last thing I did was some typing,
so it's the only action that I could redo.
| | 02:18 | Let's go over here to the Undo button,
we will drop it down, and let's go down
| | 02:22 | to AutoCorrect and click.
| | 02:26 | You can see some of the
things that have been undone.
| | 02:29 | First of all down here at the bottom,
the copyright symbol has disappeared
| | 02:33 | and the registered trademark symbol
from D.K. Dental Clinic, and up here in
| | 02:36 | list number 1, that auto-correct that I did
with the trademark symbol has been undone.
| | 02:41 | So I am just left with the text.
| | Collapse this transcript |
| select copy and move| 00:01 | Often times the changes you need to make to
text involve more than just a few characters.
| | 00:05 | Making changes to large
blocks of text is easy in Word;
| | 00:09 | again like most other features in Word,
there is a variety of ways to perform this task.
| | 00:14 | We will go through some of the ways in
which we can select blocks of text making
| | 00:17 | sure to use a few shortcuts along the way.
| | 00:20 | So we need a document open.
| | 00:21 | We will go up to our Open button and
the name of the file that we are going to
| | 00:25 | open is Revised Seminar.doc and
that is in the Editing folder.
| | 00:30 | We will click Open and let's change our
view down here at the bottom left hand
| | 00:36 | corner of our screen using the
View buttons to the Print Layout View.
| | 00:40 | Again, this is my favorite view
because I do get to see all of my margins and
| | 00:44 | the print layout so I can get a feel for how
it's going to look when it prints on paper.
| | 00:50 | Let's talk about some of the
different ways for selecting text.
| | 00:53 | For example, if I wanted to make
changes to this paragraph, I can start right
| | 00:57 | here in front of the W in We are
planning and click-and-drag down;
| | 01:01 | I am going diagonally to
the end of the paragraph.
| | 01:04 | When I release the mouse button, I
have selected the paragraphs, now I can do
| | 01:07 | a number of things.
| | 01:08 | I could delete this paragraph.
| | 01:10 | I could change the formatting by
bolding and I could change Alignment by making
| | 01:14 | it centered and so on.
| | 01:15 | But there are other ways for selecting text.
| | 01:19 | I am just going to click up here above
the selected paragraph to deselect it and
| | 01:23 | show you a couple of other ways.
| | 01:24 | Anywhere within the paragraph I am
right here in the middle of this paragraph.
| | 01:27 | I am going to triple-click.
| | 01:29 | So three quick clicks is another way
to select an entire paragraph quickly.
| | 01:36 | And once again, another way is to move over
here and to the left hand side of our document.
| | 01:41 | Now we are over here into the margin
and by going over here and what's called
| | 01:44 | the selection area, I can just double-
click to select the entire paragraph.
| | 01:51 | Again, deselecting by clicking anywhere
outside of the selected text if it's not
| | 01:55 | exactly what we are looking for.
| | 01:59 | One of the neatest features though,
the one I enjoy most for selecting text,
| | 02:02 | involves holding down your Alt key.
| | 02:05 | Let's move up over here into this memo
area where we have got headings for To,
| | 02:08 | From, Date and Subject.
| | 02:11 | Now if I wanted to make changes to
these or pieces of text and ignore the
| | 02:16 | other text over here to the right, while
clicking and dragging, you can see is not going to work.
| | 02:22 | By holding down the Alt
key, I can select a block.
| | 02:26 | Watch what happens;
| | 02:27 | hold down the Alt key, click-and-drag
across and down until you have highlighted
| | 02:31 | all of the headings.
| | 02:33 | Let go up your mouse button
first and then the Alt key.
| | 02:36 | Now we can make changes to just those
just four pieces of text, not affecting
| | 02:39 | the text off to the right.
| | 02:41 | Let's go up to our Formatting
toolbar and just make a quick change.
| | 02:44 | We will hit the Bold button here,
that's the big dark B. You can see that now
| | 02:48 | our headings have been bolded.
| | 02:50 | I am just going to click here in front
of the Date and hit the Backspace key
| | 02:54 | because our text got a little bit bigger.
| | 02:56 | Some of it got pushed off to the right.
| | 02:59 | Now let's look at some of the techniques
we can use for moving and copying text.
| | 03:04 | Once again, we have access to a number
of different ways to copy or move text.
| | 03:08 | The Clipboard is something you need
to know about and this is an area in
| | 03:11 | your computer's memory that temporarily
holds whatever you have chosen to copy or move.
| | 03:16 | We will discuss the Clipboard in
greater detail in a moment, but first, let's
| | 03:20 | just move some text around.
| | 03:22 | Let's go to the last sentence of our
document down here and I'm just going to
| | 03:26 | scroll down using the Scrollbar and
you can see that This year's seminar is
| | 03:31 | taking place on July 31st, all we are
going to click-and-drag from the beginning
| | 03:35 | to the end of that sentence.
| | 03:37 | We have selected it.
| | 03:39 | Now there is a number of ways that we
can move this to another location in our
| | 03:42 | document and one way is to use the Edit Menu.
| | 03:44 | When I move up to the Edit Menu and I
choose Cut, you can see that other options
| | 03:50 | are Ctrl+X from the keyboard and I
have got these little scissor symbols that
| | 03:54 | means that the Cut button
is somewhere on my toolbar.
| | 03:58 | I am going to just click it
right here and my sentence has
| | 04:01 | disappeared temporarily.
| | 04:04 | Sometimes people get a little worried
here thinking they have lost their text,
| | 04:06 | but not really, it's being temporarily
stored in what's called the Clipboard.
| | 04:11 | It's waiting to be pasted somewhere else.
| | 04:13 | So let's click right up here at the beginning
of our fist sentence in the first paragraph.
| | 04:17 | We will go back to our Edit Menu now to
paste that text and there it is right there;
| | 04:23 | Ctrl+V would be the keyboard shortcut for it.
| | 04:26 | Give it a click and now we've pasted that
sentence up here at the beginning of our document.
| | 04:31 | We will hit a couple of spaces after the
period like we do with any other sentence.
| | 04:39 | Now, let's try moving
that around a different way.
| | 04:42 | Again, we will click-and-drag over the
sentence to highlight it and let's try
| | 04:47 | something called drag-and-drop.
| | 04:50 | Let's move this down to the bottom of
our document by going anywhere in the
| | 04:53 | selected area with our mouse pointer.
| | 04:55 | Hold down your left mouse button and
drag to the bottom of your text and release.
| | 05:02 | This is the probably the easiest
and fastest way to move text and it's
| | 05:05 | called drag-and-drop.
| | 05:08 | Now another option would be right clicking.
| | 05:10 | I love the right mouse button on my
mouse because I know that when this quick
| | 05:15 | menu appears, I am going to be able
to select from Options that are related
| | 05:18 | to what I am doing.
| | 05:21 | So I right click and there is my quick
menu and I can see Cut, Copy and Paste
| | 05:25 | right up here at the top.
| | 05:26 | When I hit Cut, I have removed the
text and I am going to click in here just
| | 05:31 | before the last sentence of the
first paragraph and I am going to right
| | 05:35 | click and choose Paste.
| | 05:37 | So again, another quick way for
moving and/or copying and pasting text.
| | 05:45 | Maybe we need to repeat this sentence,
because we have already copied it, coming
| | 05:49 | back down here to the bottom of our
document and right clicking and choosing
| | 05:53 | Paste will paste another copy of
the text that we copied earlier.
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| the Office clipboard| 00:01 | There was a time when only one item
could be stored in the Clipboard at a time,
| | 00:05 | but sometimes it would be nice if we
could access multiple items stored in the
| | 00:08 | Clipboard to paste into our
documents as we create them.
| | 00:11 | Now remember, our motto is Never Retype,
so being able to have up to 24 items in
| | 00:17 | our clipboard is great.
| | 00:18 | A clipboard can be set to Automatically
Show Itself when we copy items or it can
| | 00:23 | be set to Display Only when we say so.
| | 00:25 | So let's investigate this further.
| | 00:27 | To display the clipboard,
we go up to our Edit Menu.
| | 00:31 | So move up to Edit, give it a click,
and there it is, the Office Clipboard.
| | 00:37 | Give that a click, and now the Clipboard
pane appears over here on the right hand side.
| | 00:44 | You can see that we have one item in
here and it's the last piece of text that
| | 00:47 | we copied, but we can add as I said
up to 24 items into this clipboard.
| | 00:54 | So let's move into our text area here
and let's say that Barrhaven Dental Clinic
| | 01:00 | is a piece of text, we
intent to use more than one.
| | 01:03 | So click-and-drag over that and we are
going to add that by issuing the Copy command.
| | 01:12 | Again, we can issue the Copy
command in a number of ways.
| | 01:15 | We can do it from the Edit Menu.
| | 01:17 | We could do it from our toolbar or
from the keyboard by holding down Ctrl and
| | 01:21 | hitting C, you can see that I've
popped this piece of text into my clipboard.
| | 01:26 | Let's add some more.
| | 01:29 | Let's go over here to Dr.
| | 01:31 | Jan Langdon, hold down Ctrl+C, and now
we are up to three items in our clipboard
| | 01:38 |
| | 01:38 | over here on the right hand side of our screen.
| | 01:42 | What's nice now is that I can use
these pieces of text at anytime in any
| | 01:45 | document including this one. So let's try that.
| | 01:49 | We will create a new blank document by
clicking up here on the Standard toolbar.
| | 01:54 | We will go up to Edit, display the
Office Clipboard, there is our items.
| | 02:01 | So if we were typing text at this
point, you simply come over here and you
| | 02:05 | can see as I hover over different
items in my clipboard, little dropdown
| | 02:09 | arrow appears next to it.
| | 02:10 | I drop that down and my options are to
Paste this text or Delete it, in other
| | 02:15 | words, remove it from the Office Clipboard.
| | 02:17 | I am going to choose Paste.
| | 02:19 | Let's hit Enter a couple of times and
paste another item and we can do it -- we
| | 02:25 | don't actually have to drop it down,
just by clicking anywhere in here on the
| | 02:28 | text inserts it into my document.
| | 02:31 | We'll hit Enter again and
click on Dr. Jan Langdon.
| | 02:40 | Now I can have up to 24 items in my
clipboard and if these items maybe don't
| | 02:45 | belong and I would rather have some
other items, I can remove them one at a time
| | 02:50 | by going over here to the dropdown and
choosing Delete, or if I just like to
| | 02:54 | clear my clipboard totally, I
have a button up here for Clear All.
| | 02:59 | Paste All will let me paste
everything in my clipboard into this document,
| | 03:02 | that's not what I want to do.
| | 03:03 | I am going to clear all of these items
by clicking the Clear All button and now
| | 03:08 | I have got an empty clipboard.
| | Collapse this transcript |
|
|
Formatting Textformatting text| 00:01 | These days just typing
plain old text is really enough.
| | 00:05 | We want our documents to attract
attention, be attractive and easy to read and
| | 00:09 | we may want to show
emphasis in areas of our document.
| | 00:13 | All of this can be accomplished if we
know how to properly format our text and
| | 00:17 | like every other feature in Word we
have a wide variety of methods for
| | 00:21 | formatting our text.
| | 00:22 | So let's explore some of them.
| | 00:25 | Now the first thing we can do to
format text is to make it look different
| | 00:28 | by changing the Font.
| | 00:29 | So let's open up a document to work with.
| | 00:32 | We will go up to our Open button
select Dental Flyer.doc and open it up.
| | 00:39 | So here is some pretty plain text and
there are a couple of variations, but we
| | 00:43 | need to spruce it up a little bit.
| | 00:45 | So the first thing we are going to do
is play around with Fonts, otherwise
| | 00:48 | known as Typed Faces.
| | 00:51 | Now Font can appear in many sizes and styles.
| | 00:55 | Size is usually measured in points and the
most common size is between 10 and 12 points.
| | 01:00 | 72 points would be about one inch.
| | 01:03 | So let's experiment with fonts
starting with the Formatting Toolbar.
| | 01:07 | What we will do is
select this title GUM DISEASE.
| | 01:09 | We will go up to our Formatting Toolbar
up here on the right hand side to see that.
| | 01:15 | Right now we are using a Times New Roman Font,
the Point size or Font Size is set to 10.
| | 01:21 | So let's change some of these things.
| | 01:22 | First of all, we'll change the Size to 18.
| | 01:25 | I am clicking the drop-down button next to
the 10 and I will go down here and click on 18.
| | 01:31 | Already my text has gotten much larger.
| | 01:34 | The next thing I am going to do is make
it stand out a little bit by bolding it.
| | 01:39 | I click the Bold button and I am going to de-
select my text now for you to see the changes.
| | 01:44 | There, that's much more impressive.
| | 01:47 | Let's make another change to a font.
| | 01:48 | We will select this for sub-heading, WHAT IS IT?
| | 01:51 | I am just clicking-and-dragging from
left to right, and I can see I am using the
| | 01:57 | Times New Roman font and it's at 10 points.
| | 02:00 | Well, let's change the font Type Face
by clicking this drop-down and we will
| | 02:04 | scroll up to the top because up near
the top we have got one that I like called
| | 02:08 | Arial, the quickest way to scroll is to
drag this button right up to the top and
| | 02:14 | Arial, alphabetically it is right here.
| | 02:23 | When I click Arial you see
that already the look has changed.
| | 02:26 | We are also going to change the Font
Size, let's move it down to 14 points, and
| | 02:32 | there that looks much better for sub-heading.
| | 02:34 | I am clicking out here to de-select my text
to really see what it's going to look like.
| | 02:40 | Let's move down now to the sub-
heading Do not risk your life, not really a
| | 02:44 | sub-heading but a piece of text down
here at the bottom of this paragraph.
| | 02:51 | We want that to stand out in our document.
| | 02:53 | So we can make some changes to the formatting.
| | 02:55 | For example, we can go up to our
Formatting Toolbar here and have this
| | 02:59 | underlined by clicking the Underline button.
| | 03:03 | Perhaps it should stand out a little more.
| | 03:05 | We will click the Bold button as well;
| | 03:07 | we've turned on both of
those formatting features.
| | 03:09 | Let's de-select the text
to see what that looks like.
| | 03:12 | There, that really stands out and
draws the attention of our reader to this
| | 03:16 | piece of text, then it is
important, so they need to know that.
| | 03:21 | Let's go down to the last sentence here,
If permanent damage has occurred blah,
| | 03:26 | blah, blah, I'll highlight that, and
let's go up to our Formatting Toolbar to
| | 03:32 | see that, okay, we have options to
change our Font Size and a few formatting
| | 03:37 | commands, but not everything
appears on the Formatting Toolbar.
| | 03:40 | Let's move over to our
Format Menu and click on Font.
| | 03:46 | With our Font dialog box we have got
actually a whole ton of options here that
| | 03:50 | we can change including the Font and
the Size and the Style, but down here we
| | 03:54 | have Effects as well.
| | 03:55 | So we want this last
sentence to stand out a little bit.
| | 03:58 | Let's make a few changes to it, for
example, let's choose a different Font Size.
| | 04:03 | We will increase it to say 12.
| | 04:06 | So already it's a little bit
bigger than the rest of our text.
| | 04:10 | The next thing we will do
is maybe double underlining.
| | 04:13 | Double underline is not something we
see on the Formatting Toolbar but as
| | 04:17 | we move down here to the Underline
Style drop-down, I can move down to a
| | 04:22 | double underline style.
| | 04:24 | I am getting a preview of my text
right down here in the Preview Window.
| | 04:28 | So that's starting to look better, but I
want it to really stand out a little bit more.
| | 04:32 | So we are going to apply an Effect.
| | 04:33 | Let's click on the Shadow checkbox
and look at that sample down here in the
| | 04:38 | Preview, that's exactly what we
want really comes off the page.
| | 04:43 | A number of other effects include
Strikethrough and Double Strikethrough.
| | 04:47 | If you are typing in text that needs
to be a little higher or lower than the
| | 04:50 | rest of the text, for example, H2O,
the 2 we want it down low would be a
| | 04:54 | Subscript ?r2, the 2 would have to go
a little higher, and that's Superscript.
| | 05:00 | We have got Outline and Emboss, Engrave
and all kinds of different effects that
| | 05:03 | we can apply to our text.
| | 05:05 | So we have made a few changes.
| | 05:07 | We will click the OK button.
| | 05:08 | Come down here and do our document, de-
select the text by clicking outside of it
| | 05:12 | anywhere to see the end result,
and that looks much better.
| | 05:18 | Another method for formatting our text as we
type is to use something called AutoFormat.
| | 05:23 | This feature automatically formats
headings, bulleted and numbered list, borders
| | 05:27 | numbers and symbols as we type.
| | 05:30 | So we are going to work
with a different document.
| | 05:32 | Let's go to our Open button and
let's select Dental Health.doc and Open.
| | 05:40 | We are going to change our view from
the Normal View to the Print Layout View,
| | 05:46 | it's just nice way to look at that way,
and we are going to go right into our
| | 05:50 | Tools and AutoCorrect option.
| | 05:52 | So let's go up to Tools and we
are going to maximize this menu.
| | 05:59 | We will scroll down here to
AutoCorrect options and click.
| | 06:04 | What we were really concerned
with in this lesson is formatting.
| | 06:08 | So let's move up to the AutoFormat tab
to select it, and we will look at some of
| | 06:12 | the options that we have
here for formatting on the fly.
| | 06:17 | First of all we are using Built-in-
Heading-styles, List Styles Bulleted List and
| | 06:22 | Paragraph Styles, they are all checked off.
| | 06:24 | You will notice when we type quotes,
straight quotes and smart quotes are a
| | 06:28 | little bit different.
| | 06:29 | Straight quotes is what we would type
and this was not turned on, but Smart
| | 06:33 | quotes knows where a quote
starts and where it ends.
| | 06:35 | It kind of gives us a mirror image
of the quote at the end of our quote.
| | 06:38 | We have also got Ordinals for
Superscript and Fractions, Bold and Italic with
| | 06:44 | real formatting, Internet and network
paths and so on and hyperlinks when we are
| | 06:48 | typing those in
automatically get their own formatting.
| | 06:51 | We are also preserving Styles and we
have got Plain text WordMail documents
| | 06:56 | available to us under AutoFormat.
| | 06:59 | So let's just click OK
and get an example of this.
| | 07:05 | Let's go here under the word Control.
| | 07:07 | I'll just click and you can see that our
insertion point is flashing under the C in Control.
| | 07:13 | We are going to enter some text
here and we are going to look at
| | 07:15 | some AutoFormatting.
| | 07:18 | So let's type-in number one.
| | 07:19 | We will leave a space with our Spacebar.
| | 07:22 | We will type-in a command here,
Brush Regularly, and Enter.
| | 07:29 | Now as soon as I hit Enter because I
started with a number, automatically you
| | 07:33 | can see that my AutoCorrect and my
AutoFormat button appears with Options and by
| | 07:38 | default because I had it checked
off I am getting a numbered list.
| | 07:42 | So Word is smart enough to understand
that because I typed in a number, I may
| | 07:46 | want number two to appear right
underneath number one, and that's true.
| | 07:50 | So let's type-in another piece of text.
| | 07:52 | We will put in, Schedule regular
checkups, and hit Enter, and you can see
| | 08:05 | automatically now we are on to item
number three if we want, if we don't we will
| | 08:09 | just hit our Backspace key to take it out.
| | 08:11 | Let's scroll down now to the bottom of
this document, I am going to move over to
| | 08:15 | my Scroll Bar and here I see Sponsored by:
| | 08:19 | D.K. Dental Clinic.
| | 08:21 | I am going to hit Enter to drop-down, I have
another line, and let's type-in 1st edition.
| | 08:27 | Watch what happens when we type-in 1 and
then st for first and hit the Spacebar.
| | 08:33 | It automatically formats that into superscript.
| | 08:36 | So this is something that was checked
off on our Menu, and that's why we are
| | 08:39 | seeing first with a superscript st.
| | 08:46 | Now it's time for a real huge time
-saver, this is one that I love.
| | 08:49 | Let's say you find a nice format for
heading and now you would like all the
| | 08:53 | other headings in your
document to look the same.
| | 08:55 | But you don't need to repeat the steps
that you use to format by first heading
| | 08:59 | on every other heading after that.
| | 09:00 | There is something called the Format
Painter and that lets you borrow formatting
| | 09:04 | from one piece of text or a paragraph
and apply to other pieces of text simply
| | 09:08 | by gliding over like a
Paint Brush. So let's try that.
| | 09:12 | We need to scroll up to our top of
our document and here we have done some
| | 09:17 | formatting to the very first heading.
| | 09:19 | Let's click anywhere in that heading
and we can see on the Formatting Toolbar
| | 09:23 | that we are using an Arial font, it's 14
points, it looks like Italics is turned
| | 09:27 | on, it's left aligned, all of these are
formatting quotes that we can apply to
| | 09:32 | our other headings, and the way we
do it is by using the Format Painter.
| | 09:36 | I don't see it here on my Formatting
Toolbar but I know I can drop-down more
| | 09:40 | options by clicking the toolbar
Options drop-down and it's the one that looks
| | 09:44 | like a little Paint Brush.
| | 09:45 | So we will give it a click.
| | 09:47 | What we have done now is we borrow
that formatting from that first paragraph.
| | 09:52 | We are going to apply to our other headings.
| | 09:54 | We simply click-and-drag across the
text that we want to apply and de-select
| | 10:00 | to see the results.
| | 10:01 | Well, that's great but do I have to go
back up to the Formatting Toolbar each
| | 10:05 | time, select the Format Painter and
then come down and select a heading and
| | 10:10 | repeat that process each time? Well, no.
| | 10:13 | Because we chose the Format Painter
from our Formatting Toolbar it now appears
| | 10:17 | on our Standard Toolbar right here.
| | 10:19 | And double-clicking the Format Painter
will allow us to borrow codes and apply
| | 10:24 | them to headings one after
another without repeating this process.
| | 10:28 | So let's check anywhere here in Check
ups, by clicking here I can see these are
| | 10:33 | the formats that I am about to borrow
and double-click the Format Painter.
| | 10:38 | As I move into my document I can
now see as I touch text that I've got
| | 10:43 | Format Painter turned on.
| | 10:45 | Click-and-drag across Clinics, drag
across Control and do the same for Surgery.
| | 10:53 | I click the Format Painter button
here on my Standard Toolbar to turn off
| | 10:57 | that feature.
| | Collapse this transcript |
| paste text formatting| 00:01 | Because our model is never retype, it's
often necessary to borrow text we have
| | 00:05 | already created in another document.
| | 00:07 | But if you have ever copied text
from one file to another you may have
| | 00:11 | noticed how the formatting of your
borrow text looks nothing like the
| | 00:14 | document you are working in.
| | 00:15 | Word has fixed all this
with the Paste Options button.
| | 00:19 | When you paste information into
Microsoft Word, you can decide how it looks and
| | 00:23 | how it's formatted, and in most cases
you can do all of that from this button.
| | 00:27 | So let's give it a try.
| | 00:28 | We need a couple of documents open first though.
| | 00:30 | We will go to the Open button, let's
move to DKAdvert3 and we will choose Open.
| | 00:38 | This is a nicely formatted document.
| | 00:41 | Let's open another document.
| | 00:43 | This time we will open DKDentalBooklet.doc.
| | 00:48 | And let's move to the end of this document.
| | 00:50 | I am going to hold down the Ctrl key on
my keyboard and hit the End key to move
| | 00:55 | right to the end of my document.
| | 00:56 | Now I am going to move up a page by
hitting the Page Up button and there is the
| | 01:00 | last paragraph of text in my document.
| | 01:02 | This is the piece of text that I want
to copy from this document and paste
| | 01:06 | into my other document.
| | 01:08 | So let's do that first.
| | 01:11 | I am going to move into the selection area
and double-click to highlight my paragraph.
| | 01:16 | And I can go to the Edit Menu, to Standard
Toolbar or I can use my keyboard to copy this text.
| | 01:22 | I am going to hold down Ctrl and C
as in Copy, and this text has now been
| | 01:27 | copied to my clipboard.
| | 01:29 | Let's switch over to other document by
coming down here to the bottom of our
| | 01:32 | screen and clicking on DKAdvert3.
| | 01:36 | And let's move down our screen a little bit.
| | 01:38 | I am going to scroll down to the end
of the paragraph, on the next page,
| | 01:47 | under Appointment Times.
| | 01:49 | So I am going to click right here and
leave a couple of spaces after giving
| | 01:54 | to another patient.
| | 01:55 | Here is where I want to paste that text.
| | 01:58 | So let's try pasting it by using
the right click option which means
| | 02:03 | right-clicking with your mouse, the
other button to give you the quick menu and
| | 02:07 | we will choose Paste.
| | 02:08 | Now this text that we just pasted looks
nothing like the text in the rest of our document.
| | 02:15 | But what I really want you to notice
is this little guy down here called the
| | 02:18 | Paste Options button, and this
appears every time we paste text.
| | 02:23 | Let's drop-down our choices to see that
we can keep source formatting, so we can
| | 02:28 | keep it looking just the way it is, the
formatting that it had from the source.
| | 02:32 | We could ask it to use destination
styles, so any style that we are using in
| | 02:36 | these paragraphs would be applied or
to really be sure that it looks like the
| | 02:40 | destination we can have it
match our destination formatting.
| | 02:44 | We can say, just keep the text only and let
go of any formatting that came over with it.
| | 02:49 | And then another option is to get
right into our Styles and Formatting Pane.
| | 02:53 | We are going to choose
Match Destination Formatting.
| | 02:56 | When I click this, you can see that
the text now that I pasted matches the
| | 03:00 | formatting of the text
surrounding it in my destination document.
| | 03:06 | Now do you want something to
really stand out in your document?
| | 03:09 | Well, to do that we can use the
Highlight Tool to mark and find important
| | 03:12 | text in our document.
| | 03:14 | Highlighting parts of a document is
great, if you are handing your work off to
| | 03:18 | someone or when the document
is going to be viewed online.
| | 03:22 | So we are working in DKAdvert3, and I am
going to move to the top of my document
| | 03:28 | by holding down the Ctrl key on my
keyboard and pressing Home at the same time,
| | 03:33 | moving right to the top of my document.
| | 03:36 | Up here on the Standard Toolbar we
have got number of options for formatting.
| | 03:42 | But we have also got the formatting
toolbar here that gives us a ton of options
| | 03:46 | including a drop-down at the end of
this toolbar full of formatting options.
| | 03:50 | What I am interested in from the
drop-down menu is my Highlight button.
| | 03:55 | And you can see by default
that yellow is the selected color.
| | 03:58 | So I will give it a click.
| | 04:00 | I move into my document and you can
see that my mouse pointer is turned into
| | 04:04 | what looks like a mini-highlighter.
| | 04:06 | So if there is a piece of text that
looks very important here that needs to be
| | 04:09 | highlighted I am going to click-and-
drag from the beginning of that text to the
| | 04:15 | end of the text where I
want it to be highlighted.
| | 04:18 | The highlighter is still on, so I
can go over here and select more text.
| | 04:29 | And if I would rather have another
color, no problem, I can move up to my
| | 04:34 | Highlight button, drop that down and
choose a different color to highlight with
| | 04:38 | and you can see as I click-and-drag
across the stuff it's been selected, it's
| | 04:43 | now highlighted in blue.
| | 04:46 | Now to remove highlighting, click
on the Highlight button, turn it off,
| | 04:53 | select our text, let's highlight it, and we can
move up here to our drop-down and choose None.
| | 05:01 | Now if we wanted to remove all of the
highlighting in our document, that's no
| | 05:05 | problem we need to select all of the text first.
| | 05:07 | And the very quickest way to do that
is from the keyboard holding down Ctrl,
| | 05:11 | press A as in All, you can see that all
of the text in my document is selected.
| | 05:17 | Now I will go up to my Highlight
button, drop-down list and choose None.
| | 05:23 | All of the highlighting has been removed.
| | Collapse this transcript |
|
|
Stylesstyles pane| 00:01 | When it comes to formatting our
documents to make them stand out or look more
| | 00:05 | attractive, we often apply more
than one format at a time to our text.
| | 00:10 | To save time we should consider saving that
sort of formats into what is called the style.
| | 00:15 | And a style is a set of formatting
characteristics that you can apply to text,
| | 00:19 | tables, and lists in your document
to quickly change their appearance.
| | 00:23 | And when you apply a style, you apply a
whole group of formats in one simple task.
| | 00:28 | Now for example, instead of taking
three separate steps to format your title to
| | 00:32 | 16 point Arial and center-aligned, you
can achieve the same result in one step
| | 00:38 | by applying something like the title style.
| | 00:40 | So let's open up a document to work with.
| | 00:44 | I will go to our open button and we
will make sure that we are in the Styles
| | 00:48 | folder for Lesson 5 and click DKAdvert1;
| | 00:53 | it's the only file to choose from and open.
| | 00:56 | So we have got some plain text here, a
little bit of formatting done but we are
| | 01:00 | going to spice it up now using Styles.
| | 01:03 | My favorite part of using styles is
that I can quickly apply them to all kinds
| | 01:07 | of texts and then if I want to make a
change to that particular look, I change
| | 01:10 | the style and it effects all of the
text where I have used that style.
| | 01:14 | So I don't actually have to go back and
edit each piece of text but rather just
| | 01:18 | the style that affects those pieces of text.
| | 01:19 | So let's see what I am talking about.
| | 01:22 | The first thing that we are going to do
is access our Styles and Formatting pane
| | 01:27 | and we can do that right here from the
Formatting toolbar you can see that the
| | 01:31 | double A (AA) button here
represents Style and Formatting.
| | 01:35 | If you don't see it there remember you
have got your dropdown on the Formatting
| | 01:38 | toolbar with other options to choose from.
| | 01:41 | So mine appears right
here and I am going click it.
| | 01:44 | And what I am seeing is the formatting
of the current text, the welcome heading
| | 01:49 | as Arial and Bold and I can pick from
other formatting to apply and all of these
| | 01:54 | Format Styles here are what's
available in the dropdown here.
| | 01:58 | So I have available formatting.
| | 02:00 | Well, let's highlight our welcome title.
| | 02:06 | And let's apply a heading2 style to that.
| | 02:08 | We will come back into our document
and take a look at and say yeah, that's
| | 02:14 | exactly how I'd like all of my headings to look.
| | 02:16 | Well there is a fast way to apply
that style to all of these headings.
| | 02:19 | Let's highlight Our Philosophy and
let's move up here to the Select All button
| | 02:25 | and watch what happens when we click it.
| | 02:27 | All of our headings in our
document just got selected.
| | 02:30 | So we can apply the heading2 style by
clicking here and see that all of our
| | 02:34 | headings throughout out
document has this new formatting.
| | 02:37 | Let's go back into our document and we
will deselect our selected headings by
| | 02:42 | clicking anywhere in our text.
| | 02:44 | So yeah, that's exactly
what we were looking for.
| | 02:48 | Fast and easy from the
Styles and Formatting pane.
| | Collapse this transcript |
| create edit delete styles| 00:01 | Applying styles is easy enough, but what
happens if you have a style in mind for
| | 00:05 | your document and it's not on the list?
| | 00:07 | Well, you create it.
| | 00:09 | You can create as many styles as you
like, and it's all done right from the
| | 00:12 | Styles and Formatting Pane.
| | 00:14 | So we have got our document open, it's
called DKAdvert1, I can see it up here
| | 00:18 | on my title bar, and in the previous lesson we
just applied some formatting to our headings.
| | 00:24 | To move to the top of our document,
let's use the keyboard shortcut, hold down
| | 00:27 | Ctrl and while holding down Ctrl on your
keyboard, hit the Home key to move back
| | 00:32 | to the top of our document.
| | 00:33 | What we are going to do
now is create our own style.
| | 00:37 | Over here in the Styles and
Formatting Pane, we have number of styles to
| | 00:40 | choose from, but I don't see anything in
particular that I want to choose for my headings.
| | 00:45 | So I go over here to the New
Style button and give it a click.
| | 00:49 | The New Style dialog appears and by
default I have highlighted the word Style
| | 00:54 | 1 in the Name field.
| | 00:56 | So let's give this a name that
will be easy for us to remember.
| | 00:59 | We are going to use it for headings in
our flyer, so let's type-in Flyer Headings.
| | 01:05 | So the New Style is going
to be called Flyer Headings.
| | 01:08 | The style type is set to default at paragraph.
| | 01:11 | But you can see it can be to
single characters tables and lists.
| | 01:14 | But paragraph is what we want.
| | 01:17 | The style is going to be based on
heading 2, that's fine, that's what's
| | 01:19 | being used currently.
| | 01:21 | And the style for following our
paragraphs will also be Flyer Headings.
| | 01:26 | So here is where we adjust our formatting.
| | 01:28 | You can see we have our fonts set at
Arial, 14 points, Bold and Italics is
| | 01:33 | turned on and that's all good and fine.
| | 01:37 | Let's say we want to make a couple of
changes though, for example, to the size.
| | 01:40 | We will just drop-down this and choose 16, so
we are going to make it a little bit bigger.
| | 01:45 | We will keep the bolding but we don't
want the italics, so we will click the
| | 01:48 | Italic button to turn that off, and
you can see in my Preview Pane I get an
| | 01:51 | example of my first heading called Welcome here.
| | 01:54 | But we are going to add some color now.
| | 01:56 | So we will go to the Font Color drop-
down button here, and let's choose a nice
| | 02:01 | bright red with these headings to stand out,
and there is my preview there of my first heading.
| | 02:07 | So this looks great, I am
going to click the OK button now.
| | 02:10 | And what I am going to do is apply
this new style now to my heading.
| | 02:16 | So what I will do is I will highlight
Welcome, I will move over to my Styles and
| | 02:21 | Formatting Pane and say, Select all my
headings, and there it is on the list
| | 02:26 | now, my new one called Flyer Headings.
| | 02:27 | All I have to do is click on it to
apply that to my entire document.
| | 02:32 | Let's de-select to see what that looks like.
| | 02:35 | It's almost perfect.
| | 02:37 | Let's move back to the top of
our document by hitting Ctrl+Home.
| | 02:42 | Here is the nice part about creating styles.
| | 02:45 | We just realized that maybe red is a
little too bright and stands out too
| | 02:48 | much for this document.
| | 02:50 | Maybe we should tone it down with
a light-blue color, for example.
| | 02:52 | Well, we don't actually have to edit
each of our headings we go in and we
| | 02:57 | edit the style itself.
| | 02:59 | So here it is over in the Styles and
Formatting Pane and I am going to move all
| | 03:02 | the way over to the right to the drop-
down to see that we do have a chance here
| | 03:06 | to modify this style.
| | 03:08 | When I click Modify, I can go up here
now again in my Modify Style dialog box,
| | 03:14 | drop-down the font color
and choose a light blue color.
| | 03:18 | I see a sample of that, maybe it's a
little too light, I will go back to my
| | 03:21 | color and choose just a slightly
darker light blue, that looks good.
| | 03:27 | When I click OK, because I have changed
the style you can see all the headings
| | 03:30 | in my document have changed accordingly.
| | 03:33 | This is a real time-saver.
| | 03:35 | Now another option if we no longer
want a style is to simply remove it.
| | 03:39 | I am going to go over to my Flyer
Heading here and drop-down my list of choices,
| | 03:44 | and watch what happens when I delete this style.
| | 03:47 | Clicking the Delete option removes the
style, when I answer Yes and all of the
| | 03:53 | formatting that was applied to
my document loses those settings.
| | 03:58 | So once again I don't have to go into
each heading and edit them separately, I
| | 04:02 | edit the style or delete the style
and my headings will format accordingly.
| | Collapse this transcript |
|
|
Using Automatic Text Featuressetting preferences| 00:01 | Have you ever wondered why certain things
happen while you are using Microsoft Word?
| | 00:05 | Like why are the margins set the way they are?
| | 00:07 | Why does Word fix my mistakes
for me when I never ask for this?
| | 00:12 | Why this text appear the way it does
every time I start a new document, and so on?
| | 00:16 | Well, all of this, and a whole lot
more are a result of what's called your
| | 00:20 | Preferences or Defaults.
| | 00:22 | Default is not a bad word.
| | 00:23 | Sometimes that scares people.
| | 00:25 | I always think of the time when I was
playing baseball, I showed to the game and
| | 00:29 | the other team didn't show, we
won by default, and that was good.
| | 00:32 | Now by default, there are certain
settings in Word, such as Margins which are
| | 00:37 | set to be an inch at the Top and the
Bottom, and the Left and Right margins are
| | 00:42 | set to one-and-a-quarter inches.
| | 00:44 | Times New Roman size 12 is
your default font, and so on.
| | 00:48 | So there are all kinds of these set up for you.
| | 00:50 | But we can change those.
| | 00:51 | We can change them for specific
documents, or we can change them permanently by
| | 00:56 | editing our Preferences.
| | 00:57 | So let's start with a new blank document.
| | 00:59 | If you don't have a new blank document
on your screen, go up to the very first
| | 01:03 | button on your toolbar, and give it a click.
| | 01:05 | We are going to go up to our
Tools menu now and click on Options.
| | 01:11 | We are going to start with the General tab.
| | 01:16 | You can see there is a whole bunch
of tabs under our options dialog box.
| | 01:19 | So there's a ton of things that we can
adjust here, and when we fix them here,
| | 01:23 | we fix them permanently from this point forward.
| | 01:25 | Let's start with changing our units of measure.
| | 01:29 | You can see that by default my
Measurement units are set to inches.
| | 01:33 | I have a number of options here as well.
| | 01:35 | If I am working in centimeters or
millimeters or points, that's really good for
| | 01:40 | people working in graphics.
| | 01:41 | You have the option by going down
here into your Measurement units, and
| | 01:44 | selecting a different unit of measure.
| | 01:47 | Let's go back to inches.
| | 01:48 | That's the one we are going to
work with most often in Word.
| | 01:52 | You can see there are some other
options under General, including Blue
| | 01:54 | background with white text.
| | 01:56 | So if you wanted to work like you did
back in the days of DOS, you could have
| | 02:00 | that blue screen background working
with plain white text on foreground.
| | 02:05 | There are a number of other
options we should check out as well.
| | 02:07 | Let's go over to the View tab, for
example, because a lot of things have been
| | 02:11 | popping up throughout these lessons
that you might be wondering about.
| | 02:14 | For example, when we started up Word
the very first time, the Startup Task Pane
| | 02:18 | appeared, and that's
because it's checked off here.
| | 02:21 | We can see our horizontal and
vertical scrollbars by default.
| | 02:25 | They are selected here as well.
| | 02:27 | None of the Formatting marks actually
appear by default, so things like Tab
| | 02:31 | characters, and Spaces, and we were
able to turn those on temporarily, but if
| | 02:35 | you want them on all of the time,
here is where you check them off.
| | 02:38 | Same thing for Print and Web Layout options.
| | 02:41 | We have got options here for Vertical
rulers, and White space between pages, and
| | 02:45 | so on, that can be turned on and off.
| | 02:49 | Next let's go up to our Spelling
and Grammar tab up here, and give it a
| | 02:53 | click, because there are a number of
Spelling and Grammar options that are on by default.
| | 02:58 | Check spelling as you type.
| | 02:59 | Sometimes you are typing a word, you
know you have typed it incorrectly, and you
| | 03:02 | go back to fix it, but it's already been fixed.
| | 03:05 | That's because this option is on by default.
| | 03:07 | There are a number of options set up in
the Spelling and Grammar settings, for
| | 03:11 | words that are commonly mistyped
, and they are fixed on the fly.
| | 03:16 | We also see sometimes suggestions show
up for corrections, we can hover over
| | 03:21 | spelling mistake, and we will see tips
for corrections that could be suggested
| | 03:25 | to replace that incorrectly spelled word.
| | 03:29 | Remember that all of these can be
turned on or off simply by clicking the check
| | 03:32 | boxes, and placing a
check in there or removing it.
| | 03:36 | Let's hit the Cancel button now to go
back to our new blank document, and try
| | 03:40 | out some of these things.
| | 03:41 | We are going to adjust the look of
our text and layout in our documents.
| | 03:45 | Another way to change defaults, is
right from some of the dialog boxes that we
| | 03:48 | see, when we are setting you
things like Fonts and Page Layout.
| | 03:52 | So what we will do is, we will start with Font.
| | 03:54 | We will go up to the Format
Menu, and let's select Font.
| | 03:59 | In the Font dialog box, we can change
font settings for any piece of text in our
| | 04:03 | document, or if we go down to the
default button, we can make these changes
| | 04:07 | permanently to any document that
we create from this point forward.
| | 04:12 | So let's try some of this, for example
, maybe everything we type from here on
| | 04:15 | should be in an Arial font.
| | 04:17 | We will click and drag this, scroll
button up to the top where we see Arial
| | 04:22 | and there it is.
| | 04:27 | Regular style, 12 points is fine.
| | 04:30 | If I click OK right now, every document
I create from this point forward will be
| | 04:35 | created in the Arial style, and I can
see that up here on my Formatting toolbar,
| | 04:39 | that Arial and 12 points has been
selected, without me doing anything, except
| | 04:44 | changing the default in my Format options.
| | 04:47 | Another option is to change
our settings for a Page Layout.
| | 04:50 | We can do that from the File menu.
| | 04:52 | So let's go up to File.
| | 04:53 | We will go down to Page Setup, and in
the Page Setup dialog we can see a number
| | 05:00 | of default options, such as, our Top
and Bottom margins are indeed set to 1
| | 05:04 | inch, Left and Right margins are at 1.25 inch.
| | 05:08 | So we can change those.
| | 05:09 | For example, let's change our Left
and Right margins to be 1 inch as well.
| | 05:13 | I am going to click and drag over
the 1.25 inches I have here in the left
| | 05:17 | field, and type 1.
| | 05:19 | Let's do the same for the right, I will type 1.
| | 05:24 | Now what we have to do is, make this our
default by clicking the default button.
| | 05:30 | We need to confirm that this
is really what we want to do.
| | 05:32 | And we answer Yes.
| | 05:34 | You will notice now that we have
actually moved over with our insertion point on
| | 05:39 | a new blank document, to
the 1 inch mark on the Ruler.
| | 05:43 | So our Word has set things up pretty much
the way that Word thinks most people work.
| | 05:48 | You are not obliged to keep these settings.
| | 05:50 | Set up Word to work the way that suits
your needs by editing Preferences from
| | 05:54 | various dialog boxes, or from the
Options dialog under the Tools Menu.
| | Collapse this transcript |
| dates AutoText AutoComplete| 00:01 | Some people work all day with documents,
writing letters, memos, reports and so on.
| | 00:07 | A lot of these documents require the
date to be posted somewhere within the task
| | 00:10 | that Word has automated.
| | 00:12 | So let's find a file requiring a
date like a memo, and we'll look for
| | 00:16 | options when you insert it.
| | 00:17 | So let's go up to our Open button and
we'll go into our Automatic_Text folder
| | 00:24 | here and let's open up
the Company Picnic document.
| | 00:29 | I am double-clicking as a shortcut to
clicking once and then clicking the Open button.
| | 00:35 | You can see this is a memo and we
have an empty Date field right here.
| | 00:39 | So that's where I'm going to
click where the date belongs.
| | 00:42 | Instead of typing in today's date, I am
going to have Word do it for me because
| | 00:46 | there are some options you should know about.
| | 00:49 | Let's go up to our Insert menu
and we'll choose Date and Time.
| | 00:55 | The first thing that's nice to know
is that there are a number of available
| | 00:57 | formats to choose from.
| | 00:59 | So any format that you like to
use can be selected from this list.
| | 01:05 | This is the one I like right here.
| | 01:07 | So I'm going to click on it.
| | 01:09 | Before I click OK, I want to
draw your attention to the Update
| | 01:12 | automatically checkbox.
| | 01:15 | Now this checkbox allows us to
automatically update the date in our document
| | 01:20 | every time we open it.
| | 01:21 | What does that mean?
| | 01:22 | Well, if I save this document and
then open it tomorrow, I am going to see
| | 01:25 | tomorrow's date in there.
| | 01:26 | If I open it next month, I'm going to
see the date for next month in there.
| | 01:30 | So it's automatically
updating everyday as I open the file.
| | 01:34 | So check that box off and click OK.
| | 01:38 | So the current date now appears in our document.
| | 01:42 | Do you ever found yourself typing
something you have type many times before?
| | 01:46 | Perhaps it's the closing of a letter
or maybe it's some lengthy name of a
| | 01:50 | company you work with on a regular basis.
| | 01:52 | You've got to remember our motto
is never retype, so what can we do?
| | 01:57 | Well to store and quickly insert text,
graphics and other items that you use
| | 02:01 | frequently, you can use
something called AutoText.
| | 02:04 | Microsoft Word comes with a number
of built-in AutoText entries such as
| | 02:08 | salutations and closings for letters and so on,
but you can also create your own text entries.
| | 02:14 | So let's open a different document to work with.
| | 02:16 | We'll go to our Open button and
let's choose Dental Flyer1.doc and Open.
| | 02:24 | Now before we start working with this
document, let's check some of the AutoText options.
| | 02:31 | We'll go to our Insert menu to do this.
| | 02:34 | Click Insert and AutoText and on
the submenu we've got AutoText again.
| | 02:41 | You can see some of the AutoText
entries that we can choose from right away for
| | 02:44 | an attention line, a letter closing like
Best regards and Sincerely yours and so on.
| | 02:50 | But we're going to go right into our Options
to see what we have and what else we can do.
| | 02:55 | Now the AutoCorrect dialog box has a
number of tabs for AutoCorrect, AutoText,
| | 03:00 | AutoFormat we saw in earlier lessons.
| | 03:03 | What we want to do is look at our
AutoText entries here, for example, we've got
| | 03:09 | - PAGE - Attention:, CERTIFIED MAIL,
Best regards, a lot of these are AutoText
| | 03:15 | entries that we can select by
inserting them right from this list or we can
| | 03:19 | actually start typing these and hit
Enter as a shortcut and I'll show you what
| | 03:24 | that looks like in a minute.
| | 03:25 | What we're going to do
first though is enter our own.
| | 03:29 | So here's a piece of text that we type over
and over again and we're tired of doing it.
| | 03:34 | So in this little field here under Enter
AutoText entries here, is where we type
| | 03:39 | our text and here's what it is that we
put at the end of a lot of our documents.
| | 03:42 | Let's type it in together, A message from D.
K. Dental Clinic...we're here to serve you.
| | 04:03 | Okay, so this is a piece of text that
we use over and over in many documents.
| | 04:06 | We're now adding it by clicking the
Add button to our AutoText entries.
| | 04:12 | So let's see how it is now
that we actually add these things.
| | 04:15 | We'll click OK down at the
bottom of our AutoCorrect dialog box.
| | 04:21 | We'll move down to the end of our
document, and click, and here's where we
| | 04:27 | want to enter this text.
| | 04:29 | So here's how we do it.
| | 04:30 | We can go up to our Insert button.
| | 04:33 | We can go down to AutoText and we
should have a new one under the Normal
| | 04:38 | settings here for A message from D.K.
Dental Clinic, we give it a click, and we
| | 04:44 | didn't have to type a word.
| | 04:47 | Now another option is AutoComplete,
and this is an important part of
| | 04:51 | the AutoText feature.
| | 04:53 | AutoComplete is a feature that speeds
up the process even more by letting you
| | 04:57 | type only the first few
characters of an AutoText entry.
| | 05:01 | The screen tip is then displayed in
which time you can simply press Enter to
| | 05:05 | accept it and if you don't want to
accept it you can continue typing whatever it
| | 05:09 | is you actually want it to type.
| | 05:11 | So let's open another document from
the Standard toolbar we'll open Dental
| | 05:17 | Flyer2.doc and Open.
| | 05:22 | Let's move down to the end of our
document and last time we use the Insert menu
| | 05:26 | this time, we're just going
to start to type our closing.
| | 05:30 | So A message from... and you see as I
got to about the fourth character, the
| | 05:36 | tooltip appeared, A
message from D.K. Dental Clinic.
| | 05:39 | That is what I want in there.
| | 05:40 | So all I need to do now is hit the
Enter key and it's entered for me.
| | 05:45 | This is a great time saver.
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| AutoCorrect and Smart Tags| 00:01 | You have probably never made
typos or misspelled words, right?
| | 00:05 | No, just in case you do, Word has
a cool feature called AutoCorrect.
| | 00:09 | AutoCorrect will automatically detect
and correct typos, misspelled words and
| | 00:14 | incorrect capitalization.
| | 00:16 | For example, if you went to type the
word The and you put in teh, as soon as you
| | 00:19 | hit the Spacebar, AutoCorrect steps in
and replaces the word you typed with the
| | 00:24 | correct spelling, the, or if you're
putting spaces in the wrong place, sometimes
| | 00:29 | Word will pick those up
and fix the typing for you.
| | 00:33 | All of this happens on the fly.
| | 00:34 | Now you can also use AutoCorrect to
quickly insert symbols that are included
| | 00:38 | in the built-in list of AutoCorrect
entries, for example a copyright symbol or
| | 00:43 | a trademark symbol.
| | 00:45 | If the list of built-in entries doesn't
contain the corrections that you need,
| | 00:48 | no problem, you can add them.
| | 00:50 | So let's start with a new blank
document and if you don't have a new blank
| | 00:53 | document on your screen, you'll come up
here and click the first button on the
| | 00:56 | Standard toolbar for new blank document.
| | 00:59 | Let's try some of these
things we're talking about.
| | 01:01 | Let's type the word the with the.
| | 01:06 | Now watch what happens when we hit the Spacebar.
| | 01:08 | Word automatically capitalized it for
one thing because it's the first word in
| | 01:12 | the sentence and then it rearranged the
letters to spell the because it figures
| | 01:16 | that you probably didn't mean to type teh.
| | 01:20 | Let's try another one like the word and, but
we'll put adn in there and hit the Spacebar.
| | 01:26 | Again, this one is rearranged to spell
the word and, and it's not capitalized
| | 01:31 | this time because it's not
the first word in a sentence.
| | 01:34 | Let's see what happens when we hover
over words that have been automatically
| | 01:37 | corrected like the word and.
| | 01:39 | As soon as I hover over that, you can
see there is a little blue button and as I
| | 01:43 | move down, the AutoCorrect Options
button appears and I can drop down this list
| | 01:48 | to see a number of options, for
example, I can change it back to and, if I
| | 01:53 | really wanted to spell adn, maybe
it's a company name, for example.
| | 01:57 | I can have it fixed for this one
time only or I could have it fixed
| | 02:02 | automatically every time I type adn.
| | 02:04 | So Stop Automatically Correcting "adn,"
if I were to select this option, I could
| | 02:09 | type adn as many times as I like.
| | 02:11 | I would never get automatically corrected.
| | 02:12 | I also have another option here
for Control AutoCorrect Options.
| | 02:17 | When I click this, the
AutoCorrect dialog box will appear with the
| | 02:21 | AutoCorrect tab selected.
| | 02:23 | You can see some of the things
that are being fixed on the fly.
| | 02:26 | For example, that AutoCorrect Options
button that I saw is displayed because
| | 02:31 | it's checked off here.
| | 02:33 | Sometimes we hold down the Shift key
a little too long and the first two
| | 02:36 | characters in the word get
capitalized when only the first one should have.
| | 02:39 | Well, Word will correct those as
long as this one is checked off.
| | 02:43 | Same thing for capitalizing the first
letter of a sentence, which we saw earlier.
| | 02:47 | Capitalizing letters and
tables, names of days and so on.
| | 02:53 | Down here you can see there is a
whole list of options that appear like the
| | 02:56 | copyright symbol, registered trademark,
we've got some of those smiley faces,
| | 03:01 | arrows, and there is a bunch of words,
for example, about, sometimes people put
| | 03:06 | two Bs in there by accident.
| | 03:08 | It's fixed and it's replaced with about.
| | 03:10 | So there are all kinds of different
options on this list and we can add just
| | 03:15 | by clicking in here, what we want to
replace and what we want that word replaced with.
| | 03:20 | So let's try this out.
| | 03:22 | Let's put in our own.
| | 03:23 | Let's say sometimes we type in dentle.
| | 03:26 | Well we actually want that to be
replaced with the correct spelling of
| | 03:31 | dental, which is dental.
| | 03:35 | When I click the Add button, it
gets added to my list right in here
| | 03:38 | alphabetically in the Ds.
| | 03:40 | When I click OK, I get to try this,
let's do it, dentle, we've made the mistake,
| | 03:46 | as soon as we hit Space,
you can see it just got fixed.
| | 03:51 | Now another great way to save time is
by using something called Smart Tags.
| | 03:55 | Smart Tags help you to perform actions
in Microsoft Word that you normally have
| | 03:59 | to go into other programs to do and
we're going to open up a file that has some
| | 04:04 | Smart Tags in it already.
| | 04:05 | Let's go up to our Open button,
and let's make sure that we're in the
| | 04:11 | Automatic_Text folder for Lesson 6, and
we're going to select DKAdvert2.doc and Open.
| | 04:20 | The next thing we'll do is we'll
move to the end of our document.
| | 04:25 | Let's use a keyboard shortcut for that.
| | 04:27 | Hold down your Ctrl key and hit the End
key simultaneously to move right to the
| | 04:31 | bottom of our document.
| | 04:33 | I want to draw your attention to
the address here, 23 Ottawa Place.
| | 04:38 | You can probably see there is a
dotted purple underline that appears just
| | 04:42 | underneath that address and that's
something that we call a Smart Tag.
| | 04:47 | Now when Word recognizes types of data,
like addresses in this case, it marks
| | 04:51 | the data with the Smart Tag indicator
which is that purple dotted underline.
| | 04:56 | To find out what actions you can take
with a Smart Tag, you simply move your
| | 04:59 | insertion point over that text and
all of a sudden we see the Smart Tag
| | 05:04 | Actions button appear, looks like a little
letter I for information surrounded by a circle.
| | 05:11 | As we move to that, yes, indeed
that's the Smart Tag Actions buttons.
| | 05:14 | Let's give it a click.
| | 05:15 | Now in this case, Word has recognized
what we typed as in address, 23 Ottawa Place.
| | 05:21 | So some of the options we can do
without ever leaving Word, include adding this
| | 05:25 | to our contacts in Outlook, we can go
on to the Internet and display a map for
| | 05:30 | this address, even get
driving directions if we wanted to.
| | 05:33 | If we thought, you know what, this
one really shouldn't be in there, we
| | 05:36 | can remove this Smart Tag or we
can say Stop Recognizing this as an
| | 05:40 | Address, it really isn't.
| | 05:41 | Let's go to our Smart Tag Options over
by clicking on this last option from our
| | 05:46 | dropdown to see in AutoCorrect we
do have a Smart Tags Options dialog.
| | 05:50 | Well, addresses are being recognized and
that's why there was a purple underline
| | 05:55 | underneath 23 Ottawa Place.
| | 05:57 | We can also have it recognize dates
because there are a number of things we can
| | 06:00 | do with dates, Financial
Symbols, even people's names.
| | 06:03 | Right now you will find people's
names that are in the Outlook e-mail
| | 06:07 | recipients feature.
| | 06:09 | But if we click Person Name right here,
it's going to recognize all names and
| | 06:13 | there are a number of things
we can do with people's names.
| | 06:15 | So let's click OK and we'll
try putting in a person's name.
| | 06:20 | Right here at the end of the document
after attention, we'll type in someone's name.
| | 06:25 | I am going to type in, Karen Corey and
as soon as I hit Enter, you'll see what
| | 06:33 | happens is, that purple
underline appears indicating a Smart Tag.
| | 06:37 | So I hover over the text, move up to
the Smart Tag actions button and give it a
| | 06:42 | click and it is indeed being
recognized as a person's name.
| | 06:46 | I can send mail to that person,
schedule a meeting with them in Outlook, open
| | 06:51 | the contacts and add them to my
context in Outlook, even insert an address.
| | 06:55 | So you can see that Smart Tags can really save
you a lot of time and there are many options.
| | 07:01 | So when you type text in the new
documents or open an existing document, the
| | 07:05 | logic in the Smart Tag looks for words
that match the data types in the list.
| | 07:09 | When the Smart Tag finds a match, it
places the Smart Tag indicator that dotted
| | 07:14 | purple line under the term and it
enables the appropriate actions, the actions
| | 07:18 | that you can take depend on of course
the type of data that Word recognizes and
| | 07:22 | labels with a Smart Tag.
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|
|
Formatting Paragraphsmargins rulers hyphenation| 00:01 | When we take text and align it
different ways, our documents become
| | 00:04 | cleaner easier to read.
| | 00:06 | We can align text in a number of ways,
from using our tab key to line up
| | 00:10 | individual lines, indents for whole paragraphs,
and margins for large pieces of a document.
| | 00:16 | So let's open a file, and we
will try adjusting our margins.
| | 00:19 | Again, we can perform this task in a
variety of ways, but first of all open up a
| | 00:24 | file from our formatting paragraphs
folder, and we are going to select
| | 00:28 | DentalFlyer2, so let's open that file.
| | 00:33 | Now unless we have changed our
Preferences, the default margins in a Word
| | 00:36 | document are one inch for the top and
bottom, and one-and-quarter inches for the
| | 00:41 | left and right margins.
| | 00:42 | Now margin, in case you didn't know, is the
space between your text and the edge of the paper.
| | 00:47 | Now if we wanted to change our
margins using the ruler, we need to be in a
| | 00:50 | different view than what I am in
right now, which is the Normal view.
| | 00:54 | So down here if we go to our view
buttons, and we click on Print Layout View,
| | 00:58 | there we can see our ruler down the left,
and ruler across the top, and markers
| | 01:03 | that allow us to adjust
our margins right from there.
| | 01:07 | So let's make a margin change, we are
going to move our margins in from the
| | 01:10 | left and the right by about half an
inch, and we are going to do it right up
| | 01:14 | here on a horizontal ruler.
| | 01:16 | As you hover over some of these markers,
tool tips tell us that this is the left
| | 01:20 | indent, the hanging indent marker, and
there is the first line indent, and right
| | 01:25 | up here, when I see the double arrow
up here, I have my left margin marker.
| | 01:31 | I can simply click and drag now, and I
drag in about a half inch, and release.
| | 01:38 | I am going to do the same
thing on the right hand side.
| | 01:41 | I am going to go over to my margin
marker, the double arrow appears, and I am
| | 01:45 | going to move my right margin
in, about half an inch as well.
| | 01:50 | So already my document looks a lot
different, and all I have done, is I've
| | 01:53 | changed the left and right margins.
| | 01:54 | Now let's try making margin changes
from our margins dialog box, and we access
| | 02:00 | that from the file menu.
| | 02:01 | So I am going to move up to File, and
will go down to Page Setup, click Page
| | 02:08 | Setup, and by default I am looking at
my margins tab here in the Page Setup
| | 02:12 | dialog box, and you can see that my top
and bottom margins are indeed one inch.
| | 02:17 | I've changed my left and right margins
by about a quarter inch or half inch to
| | 02:21 | 1.75 on both sides, and I am going to
change those now by moving inside the box,
| | 02:27 | clicking and dragging over what's there,
and typing exactly what it is I want.
| | 02:31 | So let's type in 1.5, and I am going
to move over to my right margin, select
| | 02:40 | that text, and type write over it, 1.5.
| | 02:42 | Now other options include Gutter and
Gutter Position, and by the way, if you are
| | 02:48 | creating documents that are going to be
turned into booklets or pamphlets that
| | 02:52 | have binding, you may want to adjust the Gutter.
| | 02:54 | This is an area that's reserved for
books that are going to be bound, for
| | 02:58 | example, down the middle.
| | 02:59 | You don't want things like staples and
binding to interfere with your actual text.
| | 03:03 | So you can increase the Gutter
amount, default set at 0 inches.
| | 03:08 | Other options from our
margins tab, include Orientation.
| | 03:13 | Currently our document is an 81/2 X
11 piece of paper, and it's Portrait
| | 03:17 | Orientation, you can see it's
selected by that blue border.
| | 03:20 | Landscape, would mean turning the
paper on its side, and that gives us an
| | 03:24 | 11X81/2 inch piece of paper by default,
and here we can see the Preview of what
| | 03:28 | our portrait looks like with
our current margin settings.
| | 03:31 | So we click okay, and our margins are set
back to an inch-and-a-half on the left and right.
| | 03:37 | Hyphenation is another way of making your
text layout look little cleaner and sharper.
| | 03:42 | Whenever you get zagged lines down the
right side of a document, it could be the
| | 03:46 | good time to turn on Hyphenation, and
this can be done for an entire document,
| | 03:50 | or it can be done just line by line,
and as we search through lines and
| | 03:53 | hyphenate them on the fly.
| | 03:55 | So let's work with our document,
right now, if we look at this first
| | 03:58 | paragraph, you can see over here on the right
hand side, that I got a bit of a zagged edge here.
| | 04:02 | What we are going to do to turn
hyphenation on, is go up to our Tools menu, I am
| | 04:08 | going to move down to Language, because
this is a Language tool, and Hyphenation
| | 04:16 | on the sub menu is the last
option, so let's give it a click.
| | 04:20 | The hyphenation dialog box appears,
and you can see that we are not
| | 04:23 | automatically hyphenating our documents.
| | 04:25 | This check box is not selected, so when
we turn that on, we now have options for
| | 04:30 | the Hyphenation Zone.
| | 04:32 | So as we move in about a quarter inch
from my right margin, that's the zone for
| | 04:36 | hyphenating, and we are not going
to limit our hyphens to any number of
| | 04:40 | consecutive hyphens.
| | 04:42 | When we click okay, automatically
hyphens are placed where they should be used,
| | 04:48 | and look at that zagged edge here, for
this paragraph, it's kind of disappeared,
| | 04:51 | and that's because we have got a
Hyphenation here in the word permanently and
| | 04:55 | there are may be others down here for
example in this last paragraph where
| | 04:58 | hyphens have shown up.
| | 05:00 | So that's an example where we just say,
Word go ahead and do your thing, and it
| | 05:04 | just searches through our whole
document and Hyphenates where it should.
| | 05:07 | Another option is something called
Manual Hyphenation, where Word searches for
| | 05:11 | text to hyphenate, and then ask you
to confirm each one as it proposes it.
| | 05:16 | So when you say yes, it then
inserts the Optional Hyphen.
| | 05:19 | So keep in mind if you later Edit the
document, and change Line Breaks, or
| | 05:23 | displays and points, only be optional
hyphens that still fall at the end of lines.
| | 05:29 | Word doesn't re hyphenate the document for you.
| | 05:31 | So let's see how that works, we will go
back up to Tools, and we'll go down to
| | 05:37 | Language and Hyphenation.
| | 05:41 | We'll turn off Automatically
Hyphenate the Document, and we will click the
| | 05:44 | Manual button to see what
kind of options we have.
| | 05:47 | So automatically it
stopped at the word permanently.
| | 05:50 | We can say yes, go ahead and
hyphenate that, or if we don't want it
| | 05:53 | hyphenated, we could say no.
| | 05:54 | But yeah, that looks like a good one to
hyphenate, and there is another example
| | 05:59 | of the Word that's being hyphenated
permanent, if we say no, hyphenation is
| | 06:03 | complete, we say OK, and you will
notice that we do have the word hyphenated
| | 06:07 | here where we said yes.
| | 06:09 | Let's just scroll down to the bottom of
our document to see that we do not have
| | 06:14 | hyphenation turned on for this word
permanent that was previously hyphenated.
| | 06:18 | So we have the option of letting Word
do it for us, or we can do it manually
| | 06:22 | having Word stop at each occasion, and
asking us if we should hyphenate or not,
| | 06:27 | it's totally up to us.
| | Collapse this transcript |
| alignment and line spacing| 00:01 | Depending on the type of document we
are working with and the content of that
| | 00:05 | document, it maybe necessary to
adjust alignment of our paragraphs.
| | 00:10 | Now remember, a paragraph can be as
short as a single line followed by a hard
| | 00:14 | return, that would be
like hitting the Enter key.
| | 00:16 | Here is an example, we may want
titles to be centered, long paragraphs left
| | 00:21 | aligned, and then in our headers on
even pages we want those left aligned while
| | 00:25 | they are right aligned on the odd pages,
this is if we are planning on maybe
| | 00:29 | creating a booklet with pages side-by-side.
| | 00:32 | By default, all text is
left aligned as we type it.
| | 00:35 | So let's see how we adjust
paragraph alignment in Word.
| | 00:38 | We'll need to open up the document.
| | 00:39 | Let's go to our Open button, and in our
07_Formatting_Paragraphs folder, we are
| | 00:44 | going to open a long document
called DKDentalBooklet, and Open.
| | 00:50 | Let's move to the second page and on
page two, you will see we have got a
| | 00:58 | chapter titled for Chapter 1.
| | 01:00 | I am just going to click up
there next to the C in Chapter.
| | 01:03 | Well, let's say we need
our titles to be centered.
| | 01:06 | All we really have to do is select the
title, I am going to do that by moving
| | 01:10 | over here into the selection area, and
now I am going to go to my Toolbar and
| | 01:17 | see what kind of alignment options I have.
| | 01:20 | You can see, by default, I do have a
left aligned piece of text here, but I have
| | 01:24 | also got center and justified options.
| | 01:26 | So I am going to click the Center
button and now my chapter title is centered.
| | 01:33 | Let's click at the beginning of the first
paragraph now and explore some other options.
| | 01:38 | Here we have the paragraph
that is, by default left aligned.
| | 01:41 | Let's see what Right Justification looks like.
| | 01:44 | I don't see it up here on my Toolbar
but remember the toolbars don't always
| | 01:47 | display all of our buttons.
| | 01:49 | We have a drop-down here on the
right-hand side and there is our right
| | 01:52 | alignment right there.
| | 01:53 | So we will give it a click.
| | 01:56 | You can see what a paragraph
looks like when its right aligned.
| | 01:59 | It doesn't really make sense for this document.
| | 02:02 | So let's try selecting all of our
text in trying something we call Justify.
| | 02:07 | To select all of our texts, the
quickest way to do that is from the keyboard.
| | 02:11 | Hold down the Ctrl key and
hit the letter A as in All.
| | 02:15 | So Ctrl+A selects all of our text.
| | 02:18 | This won't effect our headings;
| | 02:20 | watch what happens now when we go up to
our Formatting Toolbar and we select Justify.
| | 02:25 | You can see what's happened now is
that our heading is left aligned, but our
| | 02:32 | paragraphs are fully justified, and what
means is extra spaces are inserted here
| | 02:36 | and there to make our lines come
flush with the right-hand margin.
| | 02:40 | So it's a nice neat looking document
that's flushed on the left-hand side as
| | 02:44 | well as down on the right-hand side.
| | 02:45 | The only place where you won't see text
flush right is when it's the last line
| | 02:49 | of a paragraph, like so.
| | 02:52 | Now Line Spacing is another way to
improve readability or to ensure a document
| | 02:56 | fits within a specified number of pages.
| | 02:59 | Line Spacing is single by default, and
it can be applied to single paragraphs,
| | 03:04 | selected paragraphs or an entire
document for that matter. Let's see how.
| | 03:09 | We will go anywhere in the first
paragraph here, we will go up to our
| | 03:13 | Format Menu, this is paragraph
formatting that we are doing, so we will
| | 03:18 | click Paragraph, and you can see
Indents and Spacing is the tab that's
| | 03:22 | selected by default.
| | 03:24 | If we move down to the Spacing section, you
can see that line spacing is set to Single.
| | 03:29 | If you click here and choose Double, you see a
sample of that down here in our Preview Pane.
| | 03:37 | So I am going to click OK, and only my
first paragraph is now double-spaced.
| | 03:43 | That doesn't make sense, so let's hit
our Undo button on the Toolbar, and we
| | 03:48 | will fix this up for entire document.
| | 03:51 | Let's select the whole document again
by holding down Ctrl and hitting the
| | 03:55 | letter A on the keyboard as in All,
Ctrl+A, selects all of our text.
| | 04:01 | Now let's change the spacing to 1.5,
this will make it easier for reading.
| | 04:05 | Again, we go up to our Format Menu, down
to Paragraph and our Line Spacing right
| | 04:12 | here as we drop-down our choices, 1.
5 is an option and we'll click OK.
| | 04:20 | De-select text by clicking anywhere
outside of the selected text and you can see
| | 04:24 | that all of our text now is 1.5 line spaced;
| | 04:28 | this is indeed easier to read, isn't it?
| | Collapse this transcript |
| setting tabs| 00:01 | Using your Tab key to align
text is a very common practice.
| | 00:05 | But if you ever had to go back and then
add or remove some text and then all of
| | 00:08 | a sudden, all the rest
just doesn't line up anymore.
| | 00:11 | Well, this is because most of us just
use the default Tab setting which is
| | 00:14 | set at every half inch.
| | 00:15 | So every time, I hit the
Tab key, what does that mean?
| | 00:18 | We are moving a half-inch
from the left to the right.
| | 00:21 | If we need to hit the Tab key more than
once, let's say, for shorter pieces of
| | 00:25 | text, and then on the next line we only
need to hit the Tab key once for a long
| | 00:29 | piece of text, we can run into some
problems later on when we go back to Edit.
| | 00:33 | To avoid this problem what we really
should do is setup Tab stops before using
| | 00:38 | our Tab and we can customize Tab
settings for specific sections or lines in the
| | 00:42 | document or set them up for an entire document.
| | 00:45 | Tab Settings can also allow us to align
our text on the left, right, center or
| | 00:49 | even on decimal points in numbers.
| | 00:51 | So let's give this try.
| | 00:52 | First thing we will need to do
is open up a new document here.
| | 00:58 | Let's open with our Open button and
select Dental Patients and hit the Open button.
| | 01:04 | So here is a document
that's been started for us.
| | 01:08 | We are currently in the Normal View;
| | 01:10 | I want you to have a good idea of
where the margins are and so on.
| | 01:12 | So let's change our view.
| | 01:14 | We are going to bottom
left corner of our document.
| | 01:15 | I am selecting from the View
buttons, Print Layout View.
| | 01:21 | That's better, and now we are going to
start entering some text and we are going
| | 01:24 | to do it here underneath our
headings of NAME, Insurance and AMOUNT.
| | 01:28 | So since we click there, you can see
our insertion point flashing away on
| | 01:31 | the left-hand side.
| | 01:33 | So like I said, our Tab stops are
setup by default at every half an inch.
| | 01:37 | Let me show you what I mean.
| | 01:39 | Let's type-in a name here, we will type
-in J. Smith and then we will hit Tab.
| | 01:44 | You can see, we have moved
a half-inch to the right.
| | 01:48 | So let's type in a number, for
Insurance, we will do GWL and let's make
| | 01:54 | something up 3303, it sounds
like a good insurance number.
| | 01:58 | We hit the Tab key and again we
move to the next half-inch mark.
| | 02:02 | Let's type-in a number 2.
| | 02:09 | So here is a line of text that
really doesn't line up properly.
| | 02:12 | We could have hit more tabs to try
and get those things to line up, but we
| | 02:15 | will adjust it later.
| | 02:16 | So here is how we do it.
| | 02:19 | Let's Enter and let's put in one more line of
text just so we have something to work with.
| | 02:24 | I will enter another name, and
this bill is a little bit more, 4.
| | 02:38 | There we've got some text to work with.
| | 02:41 | So let's select the text that we want
lined up properly, and we are going to
| | 02:48 | change our Tab settings now.
| | 02:49 | We are going to do it right from the
ruler and we have to be in this Print
| | 02:53 | Layout View to be able to do this.
| | 02:55 | So let's go up to the very top left
corner of our screen and you can see there
| | 02:59 | is a symbol here, it looks like a
capital L and it is a left Tab symbol.
| | 03:04 | So by default, all of my Tab alignments
are on the left and that's fine for the
| | 03:08 | NAME column where I am going to want
all of my names lined up on the left.
| | 03:13 | Probably here about the three inch
would be a good place for the center tab.
| | 03:18 | In other words, all of my insurance
numbers there will line up centered on
| | 03:22 | the three inch mark and maybe under
the AMOUNT column, about the five inch
| | 03:26 | mark would be a good place to put a
decimal aligned tab so all my numbers are
| | 03:30 | lined up on the decimal.
| | 03:33 | Here's how we do it.
| | 03:34 | We have to come all the way over here
to the left, click that left Tab symbol,
| | 03:37 | and you can see it just changed to a Center Tab.
| | 03:40 | That's good because that's what I
want to enter right here on the Ruler at
| | 03:43 | the three-inch mark.
| | 03:44 | So I will move right to the three
and give it a click, you can see
| | 03:47 | what's happened already.
| | 03:49 | I have inserted a three and my insurance
numbers are centered on that three-inch mark.
| | 03:53 | Let's move back over here now and change that
symbol not to a right tab but to a decimal tab.
| | 04:02 | So that's symbol that looks like a
centered tab with a dot in it is the
| | 04:05 | decimal tab symbol.
| | 04:07 | So let's go over to the five-inch
mark and we will click on it to have our
| | 04:11 | numbers lined up on the decimal.
| | 04:16 | Okay, let's see what happens now when we
click here after our first amount and hit Enter.
| | 04:21 | We'll type-in another name, D. Jones,
we hit Tab, we can see that it's only
| | 04:30 | affecting the text that was highlighted.
| | 04:32 | Let's go back to our defaults.
| | 04:36 | So it's a good idea to make sure that
you have got all your text in there,
| | 04:38 | highlighted and then set those up,
or you can do it ahead of time.
| | 04:42 | There is definitely a lot
more that we can do using Tab.
| | 04:45 | So let's now move to the end of our
document and try some of these things.
| | 04:49 | The fastest way to end of
the document is Ctrl+End.
| | 04:52 | So from the keyboard I am going to hold
down the Ctrl key, I am going to hit the
| | 04:55 | End key at the same time and look at
that, I am at the bottom of my document.
| | 04:59 | We are now going to set some tab stops
but we are going to do it a different way.
| | 05:03 | We are not going to use the Ruler here,
we are going to go from our Format menu.
| | 05:06 | So let's go up to Format, give that a
click and let's move down to expand this
| | 05:13 | menu and click Tabs.
| | 05:18 | So in our Tabs dialog, we can actually
choose exactly where we want our tabs to stop.
| | 05:23 | So we can type-in positions, we can
use default tab stops or change them, you
| | 05:28 | can also select our alignment and if
we want to get fancy with things like
| | 05:32 | leaders, dot leaders and
solid lines, we can do that too.
| | 05:36 | So let's experiment a little bit with this.
| | 05:38 | Let's setup one right aligned tab at
about the five-inch mark with dot leaders.
| | 05:43 | So the Tab stop position is going to be 5,
and we want that to be right-aligned.
| | 05:51 | So check off Right, and we want dot
leaders, so we have some options here.
| | 05:56 | I like number two, dots are spaced out
a little bit, and let's set that one.
| | 06:03 | So there we have a five-inch Tab
stop, right aligned with dot leaders.
| | 06:07 | Let's click OK and you can see on my
Ruler, I do have a right-aligned tab set up
| | 06:15 | here at the five-inch mark.
| | 06:16 | So let's see what happens
when we type-in some text now.
| | 06:19 | We will type in the name, and hit
the Tab key, there are our dots.
| | 06:31 | Now everything we type will be right aligned.
| | 06:34 | So let's type-in a
number like 28 days and Enter.
| | 06:42 | Try one more name, hit the Tab key
and we will type-in a different number
| | 06:52 | here, we will type 144 days, and it
looks like according to our document these
| | 06:59 | people owe us some money.
| | 07:01 | Right here we have an example of where
we setup our Tabs through the Format Menu
| | 07:05 | and we have been able to spice it up
a little bit with some dot leaders and
| | 07:09 | adjust the alignment of our text.
| | 07:10 | Names lined up on the left and our text on
the right lined up on the right-hand side.
| | 07:18 | So when you need to line up
text, consider using Tab stops.
| | 07:21 | If you can, avoid hitting the Tab
key multiple times to line up text.
| | 07:25 | A little setup at the beginning can
save your lot of grief down the road.
| | Collapse this transcript |
| indent| 00:01 | Indenting is a term that should
not be confused with the tab feature.
| | 00:05 | Indenting lines and paragraphs has
been done for a long time and there are
| | 00:09 | various types of indenting.
| | 00:12 | The most common type is the First Line Indent.
| | 00:14 | Others include Left,
Hanging and the Double Indent.
| | 00:17 | The fastest way and easiest way to
indent text is from the ruler, so you need to
| | 00:22 | be in this Print Layout view.
| | 00:24 | We are just going to move
to the top of our document.
| | 00:28 | Hold down your Ctrl key and hit the Home key.
| | 00:31 | Now it's okay if you haven't entered
the lot of this text, we are only going to
| | 00:34 | use text that was there originally.
| | 00:36 | And we are going to start by
clicking in front of the heading here,
| | 00:39 | labeled Outstanding debts.
| | 00:41 | Like I said using our Tab key would
move this text in by half-inch by default,
| | 00:46 | but we want to indent and
that's the little bit different.
| | 00:50 | So let me show you the difference.
| | 00:52 | If I move up to my ruler I have got
some markers here, that allow me to adjust
| | 00:56 | Left Indents, Hanging
Indents and First Line Indents.
| | 01:01 | Now First Line Indents is where only
the first line of text is indented.
| | 01:05 | Let's move that one over to the half-
inch mark, and you can see Outstanding
| | 01:09 | debts is indented by half-inch.
| | 01:12 | It doesn't look any different from a tab.
| | 01:14 | Now let's move down here to our first
paragraph and click in front of the word The.
| | 01:18 | We will move up to that same marker
at the very top here in our ruler, it's
| | 01:24 | labeled First Line Indent and move it
to the half-inch mark, you can see it's
| | 01:28 | only the first line of this
paragraph that's get indented.
| | 01:30 | Let's bring that back and try a Left
Indent, so we move to the bottom of
| | 01:36 | these three markers.
| | 01:38 | We can see Left Indent as a tool tip
and move that over to the half-inch mark
| | 01:43 | and it's the entire
paragraph now that's indented;
| | 01:46 | not just the first line.
| | 01:47 | Let's move down here to the beginning
of our second paragraph and experiment
| | 01:53 | with what's called the Hanging Indent.
| | 01:54 | I move back up to the ruler now, and
as we hover over this little guy here we
| | 02:00 | see Left Indent, Hanging Indent and
Hanging Indent is the one that we want to
| | 02:04 | select and click and drag about
a half-inch over to the right.
| | 02:09 | Hanging Indents kind of the apposite of
the First Line Indent where every other
| | 02:13 | line is indented half an
inch except the first line.
| | 02:16 | We are going to hit the Undo button on
our Toolbar to undo that and as I look
| | 02:20 | at this because it's a quote it might make
more sense to do what's called the Double Indent.
| | 02:25 | Now there is no marker for that, but
what we can do is our Left Indent on a
| | 02:28 | left-hand side of our screen and do a
Right Indent as we move over to the ruler
| | 02:32 | on the right-hand side of the page.
| | 02:34 | So let's give that a try.
| | 02:35 | We'll go down to our Left Indent
marker, and let's move that in a 4 inch.
| | 02:42 | Let's do the same now over here on the
right-hand side of our ruler, we'll click
| | 02:46 | our Right Indent and drag
it into the 5 inch mark.
| | 02:50 | And you can see what's happened now,
we have indented from both sides and I
| | 02:53 | would like to call that a Double Indent.
| | Collapse this transcript |
| non-printing characters| 00:01 | Have you ever found yourself trying to
count the blank lines between text or
| | 00:05 | spaces between words while you are
editing a document, trying to understand the
| | 00:09 | formatting a little better?
| | 00:10 | Well, one way to make this
easier is to display what are called
| | 00:13 | non-printing characters.
| | 00:15 | These characters show where Tab
Stops are, Page Break Spaces and Returns,
| | 00:20 | using characters that will not actually print,
with the rest of your document cum printing time.
| | 00:25 | It's quite easy to display
and hide this characters.
| | 00:28 | You may find them useful
at some point or another.
| | 00:30 | So we are still working in our
document labeled Dental Patients, and from the
| | 00:35 | standard Toolbar, we are going to go up, and
we are going to click the Show/Hide button.
| | 00:40 | Now the Show/Hide button may not be
visible on your standard Toolbar, and you'll
| | 00:44 | need to drop it down like I do.
| | 00:47 | The Show/Hide character is this little
guy right here representing a Return.
| | 00:52 | Every time I hit the Enter key,
one of these guys will appear.
| | 00:55 | So let's give it a click, and now
our document is populated with all
| | 00:59 | these little characters.
| | 01:01 | You can see that I hit Return at the end
of this title, here, here is a blank line.
| | 01:05 | In the Table I have got markers
showing me the end of this cell.
| | 01:08 | Here is the end of the table marker.
| | 01:11 | I've got tab stops in here indicated by
some of these arrows pointing to the right.
| | 01:17 | I can count the blank lines between my
text, and you can see some of the other
| | 01:22 | options that are showing up here.
| | 01:24 | Now like I said, none of these will
actually print, but it's good to have them
| | 01:28 | some times on your page if you need to
understand how the document got to look
| | 01:32 | the way it's looking.
| | 01:33 | Even spaces in between words
here are marked by small dots.
| | 01:38 | Now the way that we displayed these,
was we want to the standard Toolbar, now
| | 01:42 | it's exactly where we are
going to go to hide them again.
| | 01:45 | We are done looking at the
formatting of this document.
| | 01:48 | So go back up to our standard
Toolbar, click the same button, and once
| | 01:52 | again they are hidden.
| | Collapse this transcript |
| borders and shading| 00:01 | Okay, it's time to get fancied.
| | 00:03 | To really make text standout,
we can apply Borders and Shading.
| | 00:07 | Now this can be done to lines or
paragraph or even multiple paragraphs.
| | 00:12 | The end result is, your reader is
attracted to this text over any other.
| | 00:16 | So if you have an important text you
want your reader to see, try applying a
| | 00:19 | border or shading, and here is how we do it.
| | 00:22 | We still working on Dental Patients.doc.
| | 00:27 | What we are going to do is click
here anywhere in the second paragraph,
| | 00:30 | doesn't matter where you click as long as you
are in the second paragraph before you begin.
| | 00:34 | I am going to go up to the Format menu,
we are going to try and find Borders and
| | 00:39 | Shading, and give it a click.
| | 00:42 | Now by default we are looking at the
Borders tab, and you can see we have some
| | 00:46 | defined borders to choose from, we've
got Box, Shadow, 3-D, and we can create
| | 00:51 | our own using Custom.
| | 00:53 | We also have some lines Styles to
choose from, as well as Colors, and we can
| | 00:58 | adjust the width of our borders.
| | 01:00 | Here we are going to see a sample
preview of what it's going to look like before
| | 01:04 | we actually click OK.
| | 01:06 | So let's move over here to
the left, and we'll select Box.
| | 01:10 | Look at our preview pane, we have got a single
line going around the outside of our paragraph.
| | 01:14 | So if you want to change the style of
that line, here is where we are go to do
| | 01:18 | that, and if we want to change the
Color, we come down here, and let's change
| | 01:23 | the Width, we'll make it a little bit thick,
we'll go to 1 point and then we'll click OK.
| | 01:28 | So you can see what's
happened to our second paragraph.
| | 01:32 | We've got a single line going around it
set at 1 point, and by default it's black.
| | 01:39 | Let's play around a little bit
more with our first paragraph.
| | 01:42 | Now we'll go into the first paragraph
anywhere, and we'll go back up to the
| | 01:45 | Format, Borders and Shading.
| | 01:49 | And this time let's play
around with our Shading tab.
| | 01:55 | By default there is no shading going on
behind our text, in other words, there is no Fill.
| | 02:00 | But we have got Patterns and
Styles and Colors to choose from.
| | 02:05 | So let's play around a
little bit with some of them.
| | 02:07 | We'll try a light blue, let's go down
here to light blue, and that's looks
| | 02:13 | good, we'll click OK.
| | 02:17 | You can see our first paragraph now
has blue shading in the background.
| | 02:20 | We are still able to read our text,
but it really comes off the page, and
| | 02:23 | attracts our attention.
| | 02:25 | We can also create our own
Customized Borders and Shading.
| | 02:29 | So once again we'll go down here to
our second paragraph, and we'll go up to
| | 02:34 | Format, Borders and Shading.
| | 02:36 | We are still on a Shading tab now,
so let's choose a light blue.
| | 02:45 | We'll go over to Borders.
| | 02:47 | We'll get off of the Box options here,
by going down to Custom, and over here in
| | 02:53 | Custom, let's choose a color, I'll
choose a Dark Blue, I'll choose a little bit
| | 03:04 | thicker, and let's
change our Line Style as well.
| | 03:07 | Let's scroll down the list until we get
to some of these double lines here, it
| | 03:11 | will look kind of neat.
| | 03:13 | And over here is where because we have
chosen Custom, we can choose to turn on
| | 03:17 | or off some of our borders.
| | 03:19 | So we only want a border, let's say at
the top and bottom of this text, means,
| | 03:22 | we'll go over here to turn
off the left and the right.
| | 03:26 | And we will click OK.
| | 03:28 | So now what we have got is, again
another shaded paragraph, but we have got
| | 03:32 | border showing up at the top and the
bottom, but not on the left and right.
| | 03:37 | Now to remove any of these, we just
go into the appropriate paragraph.
| | 03:40 | I am going into the first paragraph here,
move up to Format, Borders and Shading.
| | 03:49 | For Borders, we'll
select None, it's the default.
| | 03:52 | For Shading we'll select,
No Fill, and we'll click OK.
| | 03:58 | So now we've drawn the attention
just to the second paragraph where we've
| | 04:01 | applied some Shading, and a
Customize Border at the Top and the Bottom.
| | 04:07 | These are pretty simple steps to
make your documents really standout.
| | Collapse this transcript |
| lists| 00:01 | To add emphasis to a piece of text such
as a list of points or items, Microsoft
| | 00:07 | Word let's you automatically create
Bulleted and Numbered Lists as you type, or
| | 00:11 | you can quickly add Bullets or
Numbers to existing lines of text.
| | 00:15 | Let's start by creating a
list out of the existing text.
| | 00:18 | So we need to open up another document here.
| | 00:20 | Go up to our standard
Toolbar and click the Open button.
| | 00:23 | The name of the file is Checkup2.
| | 00:26 | I'll click Open, and here is our
List of Procedures for Initial checkups.
| | 00:34 | So we are going to make this standout a
little bit by adding some Bullets and Numbering.
| | 00:38 | We'll start by selecting
the entire list of procedures.
| | 00:40 | Well, starting up here I would
make click and drag towards the end.
| | 00:46 | Now that we've got our list selected,
we can apply bullets and numbering from
| | 00:50 | our Formatting toolbar.
| | 00:51 | So let's scroll up here,
and we start with Bullets.
| | 00:56 | That's this button here with the tiny
dots down on the left-hand side, and by
| | 00:59 | the way, that's exactly what a bullet is.
| | 01:01 | It's a dot or another symbol
that is placed before text.
| | 01:05 | Such as items in a list, like
we have here, to add emphasis.
| | 01:09 | So we click the Bullets button, and
look what happens, our list has turned
| | 01:13 | into a bulleted list.
| | 01:14 | We have got the default black dot to the
left, and everything is indented to the right.
| | 01:19 | Now that's s not quite what we were looking for.
| | 01:22 | So let's reselect the list, and let's
go up here to our Formatting toolbar, and
| | 01:28 | this time we'll click on Numbering;
| | 01:30 | just left of the Bullet button.
| | 01:33 | Changes our Bullets to Numbers,
deselect that text by clicking outside of it
| | 01:38 | anywhere, and you will see that now
our list is numbered from 1 through 6.
| | 01:42 | Word knows how to number it, by the
hard Returns or at the places where we hit
| | 01:46 | Enter at the end of an item.
| | 01:48 | Still not quite what we were looking for.
| | 01:50 | So let's reselect this text.
| | 01:57 | Another option is to create our own
Bullets, and this time we need to do that
| | 02:02 | from the Format menu.
| | 02:03 | So we'll go up to Format, and
we'll go to Bullets and Numbering.
| | 02:08 | And here we have tabs for Bullets,
Numbers, Outlines, and Styles for list.
| | 02:13 | We are going to go to the Bulleted tab,
and you can see we have a whole bunch of
| | 02:17 | characters to choose from for our bullets.
| | 02:19 | Well, we are not limited to those either,
because we can customize, and that's
| | 02:23 | exactly what we are going to do.
| | 02:24 | We are going to go down the Customize button.
| | 02:27 | You can see our Bullet characters here.
| | 02:30 | We have also got a button for Pictures.
| | 02:34 | So let's click the Picture button.
| | 02:35 | What we are able to do is, use actual
little pictures as our bullets, and where
| | 02:41 | do we see this quite often?
| | 02:43 | You got it, on the Web.
| | 02:45 | So if you are creating a webpage with
a list of items, we might want to use
| | 02:48 | some of these pictures.
| | 02:50 | So I am going to scroll down the list a
little bit, until I see something that looks good;
| | 02:53 | there's quite a list to choose from,
it's very extensive, and I think we are
| | 03:02 | getting warmer and there is
the one I am looking for there;
| | 03:04 | kind of looks like a 3
Dimensional ball, I'll click OK.
| | 03:10 | That's my Bullet character now
by default. So I'll click OK.
| | 03:15 | I deselect the text, checkout those bullets.
| | 03:19 | This list really stands out, so
whether it's a simple document to print, or a
| | 03:23 | webpage to be viewed on screen, the
possibilities are endless when it comes to
| | 03:27 | Bullets and Numbering.
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| reveal formatting| 00:01 | If you ever wonder what
makes text look the way it does?
| | 00:04 | What special font properties were used
and what makes that text line look the
| | 00:09 | way it does and how wide is
that table cell and so on?
| | 00:13 | Well, Reveal Formatting can help you
answer those questions and it's easy to use.
| | 00:18 | So let's open up a
document that has some formatting.
| | 00:20 | Go to our Open button, give it a
click and let's open DKAdvert2.doc.
| | 00:24 | So here is a document that has some
formatting and we can get to the bottom of
| | 00:34 | it by revealing the formatting.
| | 00:36 | Here is how we do that.
| | 00:38 | We go up to the Format Menu and we
choose Reveal Formating, the shortcut is
| | 00:45 | Shift+F1 on the keyboard.
| | 00:47 | This opens up the Reveal Formating Task
Pane and right now you can see some of
| | 00:53 | the selected text and sample text and
some of the fonts and paragraph alignments
| | 00:57 | and so on that's being
used to create this document.
| | 01:00 | But we can get specific formatting by
clicking on the text that we are interested in.
| | 01:05 | So I am going to click
here in the Welcome title.
| | 01:08 | You can see the selected text now has
changed to Welcome over here in the Task Pane.
| | 01:13 | I can see that the font being used is
Arial, 14 points, Bold and it's using
| | 01:17 | a Light Blue color.
| | 01:20 | The Alignment of this paragraph is
Left, there is no Indentation, Character
| | 01:23 | Spacing is all defaults.
| | 01:25 | Well, let's try clicking here
in the first paragraph anywhere.
| | 01:30 | Now we have got different text,
sample text showing up here.
| | 01:33 | The font is default Arial, 12 points;
| | 01:38 | Alignment is Left and so on.
| | 01:41 | Let's scroll a little
further down into our document now.
| | 01:43 | I am going towards the end of this
document because we do have a table down here.
| | 01:48 | I am going to click anywhere in the
table and now what I am looking at are
| | 01:52 | including the fonts and paragraph
alignments some table stuff, like the Table
| | 01:56 | Grid and the Preferred Width is Automatic.
| | 01:59 | What's really cool is that we can go in
here and let's say now that we want to
| | 02:03 | change some of these settings.
| | 02:04 | Well that's no problem and we
can do it right from the Task Pane.
| | 02:08 | So I am going to scroll back up now to the top
of my document and click on the title Welcome.
| | 02:18 | As I go over here, I can see I can
make any of the changes by clicking on
| | 02:21 | headings that are underlined and in blue.
| | 02:24 | So for example, if I want to change the
font, I will click the Font option here,
| | 02:28 | the Font dialog box appears and just
like before I can go in here, choose
| | 02:33 | different fonts, styles,
colors underline styles and so on.
| | 02:37 | Well I am not really interested in
changing one heading, so I am going to hit Cancel.
| | 02:42 | Let's scroll down to the bottom of our
document again and we will go into that table.
| | 02:46 | So this is a pretty plain looking table.
| | 02:48 | We are going to move over here now to the
Reveal Formatting Task Pane to adjust the style.
| | 02:54 | So I click the Table Style option and
the Table AutoFormat dialog box appears.
| | 03:00 | Now I can go in here and select from pre
-formatted table styles and I can get a
| | 03:04 | preview of them by just clicking on them.
| | 03:07 | Table Contemporary looks kind of neat.
| | 03:09 | I am happy with that, I will click Apply
and that style gets applied to my table.
| | 03:15 | So I have done it all from
the Reveal Formatting Task Pane.
| | 03:19 | With Reveal Formatting your guess work
is removed and you can save time when
| | 03:23 | formatting and readjusting your text.
| | Collapse this transcript |
|
|
Formatting Document Pagescontrol text flow| 00:01 | We know that we can type and type
to our heart's content and Word will
| | 00:04 | continue to make room by adding more pages
and flowing our text from one page to the next.
| | 00:09 | That's great.
| | 00:10 | But we may not be happy every time
about where Word decides to start a new
| | 00:13 | page and how text looks when it gets split
up by page breaks and at the end of the line.
| | 00:18 | Well luckily we have total control over
how our text flows through some of the
| | 00:22 | tools that Word has to offer such as
Widow and Orphan Control, Non-Breaking
| | 00:27 | Spaces, and Hard Page Breaks.
| | 00:29 | So let's work with some of these now.
| | 00:31 | We will need to open up a file.
| | 00:32 | So let's go up to our Toolbar and click
the Open button and we should be in the
| | 00:37 | Formatting_Document_Pages folder and
we are going to select DKAdvert2.doc.
| | 00:44 | Let's open that up.
| | 00:47 | When we type text and reach the
bottom of a page a new page appears as we
| | 00:51 | continue to type more text.
| | 00:53 | This is called a soft page break
because the software did it for us.
| | 00:57 | The thing is it might not be the best spot.
| | 01:00 | We can create our own page breaks where
we want them and these are called Hard
| | 01:04 | Page Breaks, the opposite of a Soft Page Break.
| | 01:07 | We can do this from the Insert Menu or
we can do it right from the keyboard.
| | 01:11 | So let's scroll down to the bottom
of this page to take a look at where a
| | 01:15 | page break appears.
| | 01:16 | Alright you can see its right in
the middle of a paragraph in the
| | 01:20 | Appointment Times section.
| | 01:22 | So what we are going to do is we are
going to move the entire Appointment Times
| | 01:26 | section down to the next page by
clicking right in front of the A in Appointment
| | 01:30 | and inserting a page break and
this is called a hard page break.
| | 01:34 | We can do it as I said from the Insert
Menu or a fast and easy way to do it is
| | 01:38 | right from the keyboard.
| | 01:40 | We hold down the Ctrl key on our
keyboard as we hit the Enter key.
| | 01:43 | So not just Enter but Ctrl+Enter,
creates the hard page break.
| | 01:49 | So now you can see we are keeping text
together as we scroll down, Appointment
| | 01:53 | Times and its paragraph is all together
and let's scroll down to the bottom of
| | 01:57 | this page and it looks like
it's starting to happen again.
| | 02:02 | We have got some stuff that's been broken up.
| | 02:04 | So let's insert another page
break in front of Office Hours.
| | 02:08 | We will click in front of the O in
Office, hold down Ctrl and press Enter.
| | 02:16 | Now sometimes a block of
text needs to be kept together.
| | 02:20 | There is nothing worse than finding one
line of text left all by itself at the
| | 02:23 | bottom of the page when the rest of the
paragraph is together on the next page.
| | 02:27 | This line of text all by itself is
called an orphan and when a single line of
| | 02:32 | text is left alone at the top of the
page with the rest of the paragraph on the
| | 02:35 | page before it, this is called a
widow and Word lets us control widows and
| | 02:40 | orphans and we do this from the Format Menu.
| | 02:42 | So let's go up to Format and down
to Paragraph and give it a click.
| | 02:48 | So we have the Indents and
Spacing tab selected here by default.
| | 02:52 | Let's go over to Line and Page Breaks
and click on that tab and you can see in
| | 02:56 | the Pagination section here that Widow
and Orphan control is indeed turned on
| | 03:01 | and it's always on by default.
| | 03:03 | So we want to make sure we have a check
mark here to ensure that lines don't get
| | 03:06 | strained at all by themselves
at the top or bottom of pages.
| | 03:10 | We have some other options as well.
| | 03:11 | We can Keep with next and what that means is
that multiple paragraphs need to kept together.
| | 03:16 | Page break before indicates that a
page break must always appear before the
| | 03:22 | paragraph we are in.
| | 03:23 | So what does this mean?
| | 03:24 | It means that this paragraph
is always at the top of a page.
| | 03:27 | Keep lines together is another option
and this allows us to highlight the number
| | 03:32 | of lines that we want to kept
together and then turn this on.
| | 03:34 | Now sometimes we want to keep certain words
together, not to be broken by the end of a line.
| | 03:39 | An example of this might be a date
that contains a month, day and year or a
| | 03:43 | person's first and last name
should never be broken apart.
| | 03:46 | To make this happen we use
what's called non-breaking spaces.
| | 03:50 | Spaces that can't be
broken by the end of a line.
| | 03:54 | So let's Cancel this and let's scroll
up to the Insurance section and now let's
| | 04:01 | say that the two words Dental
Benefits should never be broken apart.
| | 04:05 | So here we have Dental and we have
Benefits on the next line but we want to keep
| | 04:09 | these two words together.
| | 04:11 | Well, what we are going to do is take
out the space and add our own hard space.
| | 04:16 | Here is how we do it.
| | 04:17 | First we hit the Delete key to remove
the space and then we hold down Ctrl+Shift
| | 04:22 | and hit the Spacebar to
put in a non-breaking space.
| | 04:26 | So you see what happened there Dental
wasn't returned to the line above it but
| | 04:29 | stays with Benefits on the next line down below.
| | 04:32 | So remember you are in control of your
documents and Word is here to help you.
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| vertical alignment| 00:01 | By default in Microsoft Word text is
aligned horizontally on the left hand
| | 00:05 | side and vertically it's aligned at the top
of our page, working our way down as we type.
| | 00:11 | For some documents text might look nice
if it was centered vertically or at the
| | 00:15 | bottom or even justify to fill the
entire page, even though there might not be
| | 00:19 | enough text to do that.
| | 00:20 | Word lets you align text however you like.
| | 00:23 | So let's open a document to
play around with this feature.
| | 00:26 | We will go to our Open button
and let's open up Dental Flyer3.
| | 00:33 | Now let's experiment with some of
the different alignment options.
| | 00:36 | The best view for this
would be our Print Layout View.
| | 00:39 | So down we go to the bottom left
corner and we will click in our View buttons
| | 00:43 | area on the Print Layout View.
| | 00:45 | Alright, let's try some of these
different alignments and we do that by going up
| | 00:49 | to the File menu and Page Setup.
| | 00:54 | Next, we will move over to the
Layout tab and here is where we can adjust
| | 00:59 | our Vertical alignment.
| | 01:01 | So Vertical alignment in the Page section here
is set by default to top, we discussed that.
| | 01:07 | Let's change it to Bottom and click OK.
| | 01:11 | All of a sudden, you see that we have a
lot of extra space now at the top of our
| | 01:15 | page and this may not make sense.
| | 01:18 | So let's go back to File and Page Setup
and in the Vertical Alignment drop-down,
| | 01:26 | let's try Center this time.
| | 01:28 | We will click OK and now our
document text is centered on the page.
| | 01:35 | So we know that if we scroll down we
will see an equal number of space at the
| | 01:39 | bottom as we see at the top.
| | 01:40 | Now our last option if we go back to
File and Page Setup is to change our
| | 01:51 | Vertical alignment to
something called Justified.
| | 01:55 | Justified is going to stretch our text
out by inserting extra spaces and lines
| | 02:00 | so that it fills the entire page.
| | 02:02 | We will click OK and you can see
that's kind of stretched out a little bit,
| | 02:07 | there are a few extra lines of space
down here in our list and as we scroll down
| | 02:11 | we see that the amount of space at the
top of our document equals the amount of
| | 02:15 | space at the bottom of our document.
| | 02:19 | And the neat thing is, is that once
our text is aligned, Word keeps this
| | 02:23 | alignment even if we
start to add or remove text.
| | 02:26 | So if I was to take out a couple of
these items here I am just going to
| | 02:30 | highlight them and hit my Delete key.
| | 02:32 | You can see that we still have the
same amount of space at the top of our
| | 02:36 | document and at the bottom,
even though we have got less text.
| | 02:41 | So Word continues to stretch
it out to cover the entire page.
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| page orientation| 00:01 | When we work with documents in Word our
pages are laid out by default to use 8.5
| | 00:06 | inches by 11 inch paper.
| | 00:09 | So what that means is its 8.5
inches across the top and 11 inches down.
| | 00:13 | This orientation is called Portrait.
| | 00:16 | Now if we wanted to work sideways that's 11
inches across the top and 8.5 inches down.
| | 00:21 | We would be using the Landscape orientation.
| | 00:24 | And this layout is sometimes better for
wide document such as reports that use
| | 00:27 | tables or several columns of data.
| | 00:30 | And it's really quite easy to
change the orientation of a page.
| | 00:33 | We will use a document here that's on our
screen and we are using Dental Flyer3.doc.
| | 00:38 | Now, by default we are using the 8.5
inch by 11 Portrait mode for this document.
| | 00:45 | To change it we go up to our File
menu, Page Setup and right here in the
| | 00:53 | Margins tab you see the Orientation section
and there is our default right there, Portrait.
| | 00:58 | To change it to Landscape, it's
as easy as clicking on Landscape.
| | 01:02 | When we click OK, we just change
the orientation of our document from
| | 01:06 | Portrait to Landscape.
| | 01:08 | So we now have 11 inches across the top
of our document and 8.5 inches going down.
| | 01:15 | To see the full width of our document
we would have to change the level of our
| | 01:18 | zoom or we can use the scroll bar at
the bottom here to scroll over to see that
| | 01:22 | indeed our page is much wider than it is long.
| | Collapse this transcript |
| headers footers numbering| 00:01 | You see it all the time in longer
documents, a piece of information that appears
| | 00:05 | at the top of every page and
repeating text at the bottom of every page.
| | 00:10 | Sometimes its page number,
sometimes it dates or copyright information.
| | 00:14 | Regardless of what it is our
motto is still never retype.
| | 00:18 | So, how do we do it? Oh!
| | 00:19 | I am glad you asked.
| | 00:21 | Repeating text at the top or bottom of
every page is called Headers and Footers.
| | 00:25 | Now this is reserved space for
information you want appearing in the same place
| | 00:30 | on every page and here is how we do it.
| | 00:32 | Let's open a file first of all to work on.
| | 00:35 | We go to our Open button
and let's open DKAdvert1.doc.
| | 00:44 | Now to view the Header and Footer
space we go up to our View menu.
| | 00:48 | So let's click View and
select Header and Footer.
| | 00:53 | Now whatever we put in this Header
section will appear at the top of every
| | 00:56 | single page in our document.
| | 00:58 | You will notice that the Header and
Footer toolbar has just appeared as well.
| | 01:02 | And we have a number of buttons, Insert
AutoText allows us to put auto text into
| | 01:06 | our Header, saves us from typing it.
| | 01:08 | And we also have a number of buttons
for inserting things like page numbering,
| | 01:14 | inserting the number of pages.
| | 01:15 | So if you wanted it to
say Page 1 of 20, it would.
| | 01:18 | We can format the page numbering.
| | 01:20 | We can Insert Dates, Times, adjust the
Page Setup, Show/Hide Document Text and
| | 01:29 | we've got a number of options too for
switching between Headers and Footers
| | 01:32 | showing the previous and the next.
| | 01:34 | Well, we are just going
to do a simple task here.
| | 01:36 | We've opened up the Header space,
our cursor is flashing up here.
| | 01:40 | So, what is it that we want
appearing at the top of every page?
| | 01:43 | Well, let's insert some
information from our AutoText drop down.
| | 01:46 | We go to Insert AutoText, give it a
click and here is the drop down of some
| | 01:50 | commonly used auto text features.
| | 01:53 | And we are going to go down to here
where it says Confidential, Page #, Date.
| | 01:57 | So these three items will
appear at the top of every page.
| | 02:00 | We give it a click and you can see that
left-aligned is the word Confidential,
| | 02:05 | Page 1 using this page style is showing
up in the center and top of every page
| | 02:10 | and here is the Date and the date
format that's going got show up on the top
| | 02:14 | right hand side of every page
because it's in our Header section.
| | 02:18 | So we will go down here to the toolbar and
the very last button allows us to close it.
| | 02:23 | And now we are back to our document and
you can see at the top of the page we've
| | 02:26 | got those three items Confidential,
Page 1 and the Date showing up and as we
| | 02:31 | scroll down to page 2, we will that
also appears at the top of page 2.
| | 02:38 | Now that was pretty simple example of
where most of the work was done for us.
| | 02:45 | Now we can take this a little further now,
because often times we don't want our
| | 02:49 | Header information to appear
on the first page for example.
| | 02:52 | It could be that it's a cover page
or a title page and that information
| | 02:56 | just doesn't belong.
| | 02:58 | Also, let's say we are going to
print this document in a booklet style.
| | 03:02 | It might look nice to have
different alignments for odd and even pages.
| | 03:06 | So let's experiment with this a little bit.
| | 03:08 | We will need a longer document first.
| | 03:10 | So let's go to our Open button
and let's open DKDentalBooklet.doc.
| | 03:16 | Now here is a document that's fairly long.
| | 03:21 | We've got a Table of Contents page here.
| | 03:25 | We use our scroll bar to scroll down
to page 2 to see that this is actually
| | 03:29 | where our text begins, our Chapter 1,
and it is a fairly long document.
| | 03:34 | So what we are going to do is go back
to our View menu now, choose Header and
| | 03:39 | Footer and we are now back to the top
of page 1 looking at our Header space.
| | 03:44 | But we want to set it up so that we have no
Header on page 1, our Table of Contents page.
| | 03:51 | And we have a different Header on page
2 which is an even page and then even
| | 03:55 | further different Header for
our odd pages beginning on page 3.
| | 03:59 | So here is how we do that.
| | 04:01 | From our toolbar down below here we
are going to move all the way over to the
| | 04:05 | Page Setup button, let's give it is click.
| | 04:07 | You will want to make sure that
the Layout tab is selected up here.
| | 04:13 | And you can see we have the
Headers and Footers section.
| | 04:16 | And we have an option here for
Different odd and even, that's perfect.
| | 04:20 | We want different Headers on our odd
pages and different Headers on our even pages.
| | 04:24 | We also have a check box
for Different first page.
| | 04:28 | So we want the first page Header to
be different from the rest as well.
| | 04:31 | So we will turn that on.
| | 04:32 | So now it looks like we are going to
have to create three different Headers, one
| | 04:35 | for our first page, one for our
even pages, and one for odd pages.
| | 04:40 | So we will click OK.
| | 04:40 | So we are currently on our first page Header
and it's labeled so right up here at the top.
| | 04:49 | Well, guess what we want
in our first page header?
| | 04:51 | Nothing, so we are not
going to do anything with that.
| | 04:54 | Let's scroll down now to page 2.
| | 04:55 | You will notice that page 2 at the
top we have what's called the Even Page
| | 05:02 | Header and on our even pages we want a
different alignment from our odd pages.
| | 05:07 | So maybe in here we want some copyright
information, we might want page numbers
| | 05:12 | later on in our Footers.
| | 05:13 | But right here on the Even Page
Headers where we want to click.
| | 05:17 | What we are going to do here is put the
copyright information on the left-hand side.
| | 05:21 | So let's just type the word Copyright
and I will put 2004 and that's the end of
| | 05:29 | our Even Page Header.
| | 05:30 | So let's scroll down now to the next page and
that's where we will see our Odd Page Header.
| | 05:39 | Let's click inside that section and
instead of putting Copyright 2004 on the
| | 05:43 | left-hand side, we will put it on
the right-hand side so that when we are
| | 05:46 | looking at this as a booklet style, we
will always see that information on the
| | 05:49 | outside of our pages.
| | 05:50 | So what we need to do is right-align
this then we will go up to our Formatting
| | 05:56 | Toolbar and here is our Align
Right button and we will type the same
| | 06:01 | information Copyright 2004.
| | 06:12 | Now we can also do the same for our Footers.
| | 06:14 | Right here we can see our Even Page
Footer and we are going to click in here.
| | 06:20 | And let's put in some auto text.
| | 06:22 | We will put in the page number, X of Y.
It says Page 2 of 8 and let's center that.
| | 06:29 | Now that would good look
on our odd pages as well.
| | 06:34 | So let's scroll down to the bottom of
our Odd Page Footer, click inside and we
| | 06:39 | will do the same thing.
| | 06:41 | Insert AutoText, Page X of Y and
now let's center it, right here on
| | 06:47 | the Formatting Toolbar.
| | 06:50 | So in effect what we have done is
we've set up a couple of different Footers,
| | 06:54 | even though it's the same information,
we want it showing up the same spot on
| | 06:58 | the odd and even Footers.
| | 07:00 | As for our Headers, we've created
three different ones, one for our odd
| | 07:05 | pages, one for our even pages, and one for
our very first page which is actually nothing.
| | 07:13 | So let's close this toolbar
to see what it looks like.
| | 07:16 | So our Table of Contents page
appears just the way it did before.
| | 07:20 | We have no Headers and no Footers.
| | 07:23 | As we move to the next page you
can see Copyright 2004 appears in the
| | 07:27 | top left-hand corner.
| | 07:30 | Down at the bottom of the
page we have Page 2 of 8.
| | 07:36 | Now as we move down to page 3, our
first odd page, Copyright 2004 appears on
| | 07:40 | the right-hand side.
| | 07:42 | And if we scroll to the bottom of that page,
there is Page 3 of 8 centered in our Footer.
| | 07:49 | So to really see the effects let's
check out the Print Preview feature, because
| | 07:52 | the Print Preview feature
let's us see pages side-by-side.
| | 07:55 | So what we will do is we will go up to
File menu, and down to Print Preview.
| | 08:05 | Now by default Print Preview
is showing us a single page.
| | 08:08 | Right now we are on Page 3 of 8.
| | 08:10 | We have some bottoms for multiple pages
and as we scroll up here to the toolbar
| | 08:15 | we can see that One Page is our current
view and Multiple Pages let's just click
| | 08:20 | and choose 1 x 2, 1 x 4 and so on.
| | 08:23 | So let's choose 1 x 2.
| | 08:28 | There is an example of our even and odd pages.
| | 08:30 | You can see copyright information is
always on the outside of the page, on our
| | 08:34 | even pages to the left, on
our odd pages to the right.
| | 08:37 | And we have the page numbering showing
up in the bottom center of every page.
| | 08:42 | Let's close the Print Preview by
clicking the Close button on the toolbar and we
| | 08:46 | are back to our document view.
| | 08:50 | So the only thing left to do to make this
document really sing is to create some Page Borders.
| | 08:55 | So let's go to up to our Format menu, we
will go down to Borders and Shading and
| | 09:02 | this time we will click on the Page Border tab.
| | 09:05 | Now Pager Borders are set up by
default down the left to be None, but we also
| | 09:10 | have Box, Shadow and 3D and we
can create Custom borders as well.
| | 09:18 | Let's go to our 3D border and give that
a click, and over on the right-hand side
| | 09:22 | we have the Preview pane.
| | 09:24 | Here we can see what our page
borders are going to look like.
| | 09:28 | Let's change it to a different color,
choose a lighter blue, and click OK.
| | 09:40 | So now what we have is a blue line going
around the outside of all of our pages.
| | 09:45 | And as we scroll down to the next page,
looks very nice to get a glimpse of this.
| | 09:50 | Let's go back to our Print Preview and
go up to File, Print Preview and there is
| | 09:56 | a great example of two pages
side-by-side with Page Borders.
| | 10:02 | Let's close the Print Preview
and let's close this document.
| | 10:09 | Say no to saving your changes and we
are back out to our previous document.
| | Collapse this transcript |
| table of contents index| 00:01 | When we get into creating longer
documents like manuals and books with
| | 00:04 | chapters, it starts to make sense to create a
Table of Contents and/or an Index for your document.
| | 00:10 | Now a Table of Contents can help
readers get an idea of what information is
| | 00:14 | contained in a document and help them
to get quickly to the parts that are
| | 00:18 | of interested to them.
| | 00:19 | An Index offers another option for
looking up or referencing information quickly
| | 00:23 | and it's usually found at the end of a document.
| | 00:26 | So let's start with the Table of Contents.
| | 00:28 | We will need a document opened for this.
| | 00:29 | So I will go to our Open
button on the toolbar and let's open
| | 00:34 | DKDentalBooklet.doc.
| | 00:38 | So we can see right at the top of our
document we have an area already assigned
| | 00:42 | for Table of Contents, all
we have to do is insert it.
| | 00:45 | So we'll just click just a couple of
lines below Table of Contents, this is a
| | 00:49 | good place to insert it and I am
saying insert it because that's where we are
| | 00:53 | going to go on the Menu bar, the Insert Menu.
| | 00:56 | We will go down to Reference and if
you don't see Reference, make sure
| | 00:59 | you expand this menu.
| | 01:02 | Over to Reference and then on the sub
menu, we will click Index and Tables.
| | 01:07 | Make sure you are clicked on the
Table of Contents Tab here across the top
| | 01:12 | because we also have tabs for Index,
Table of Figures, and Table of Authorities
| | 01:16 | but Table of Contents is what we are
creating, and look at some of the defaults
| | 01:20 | that are set up here.
| | 01:21 | First of all, page numbers will be shown
and they will be right-aligned and will
| | 01:26 | have dots leading from our
headings over to our page numbers.
| | 01:29 | By default, we are showing three levels,
so we could have Chapter 1, Section 1,
| | 01:33 | 2, and 3 and other levels below that
and if we are creating webpages well all
| | 01:40 | instead of Headings we have Hyperlinks
and that's by default because this check
| | 01:43 | box is selected, use
hyperlinks instead of page numbers.
| | 01:47 | We are not creating a webpage
so we are not in any danger.
| | 01:50 | We will just click OK to accept the
defaults and our Table of Contents is
| | 01:54 | inserted right there
where our flashing cursor was.
| | 01:59 | What's really nice now is if we
decide to add chapters and continue typing,
| | 02:04 | we can update this Table of Contents at
any time and those chapters will be inserted.
| | 02:10 | Now an Index works much like a Table
of Contents except we will usually place
| | 02:14 | this at the end of our document and an
Index lists the terms and topics usually
| | 02:18 | in alphabetical order, by default,
discussed in the document along with the
| | 02:22 | pages they appear on.
| | 02:23 | So to create an Index, you need to mark
the Index entries in your document and
| | 02:28 | then build that Index.
| | 02:29 | So let's go to the end of our document;
| | 02:31 | the fastest way is via the keyboard,
hold down Ctrl on the keyboard, hit your
| | 02:35 | End key and it will take you to the
end of your document, and look at that on
| | 02:38 | the Page 8 here, we have an
empty page with the title Index.
| | 02:42 | So this is where we are
going to put up our Index.
| | 02:46 | Let's hit Ctrl+Home on our keyboard
now to move to the top of our document.
| | 02:51 | As we hit the Page Down key, we
scroll through our pages and here we are in
| | 02:55 | Chapter 1 and let's select some text
that's going to show up in our Index.
| | 03:01 | So here is the good one, Accommodate.
| | 03:03 | Accommodate this need, I click and drag
over it, I am going to go from the right
| | 03:08 | to left and may be this a piece of text
that needs to be found in our Index at
| | 03:13 | the end of the document.
| | 03:15 | Here is how we mark items for an Index.
| | 03:18 | Hold down your Alt key and your Shift
key together on the keyboard and now what
| | 03:23 | we are going to do is hit the letter X.
So Alt+Shift+X brings up the Mark Index
| | 03:29 | Entry dialog box and you can see the
main entry has accommodate to this need.
| | 03:35 | The options are we are going to see
it on the Current Page so that's what's
| | 03:38 | going to show in our Index, see page,
in this case Page 2 and we have some
| | 03:44 | options for the page number formatting as well.
| | 03:46 | Let's turn Bold on and we will
mark it and that text is now marked.
| | 03:53 | Now if we want to mark some
other text, I will simply go into our
| | 03:58 | document, scroll down and I am
going to go down into Chapter 2 here and
| | 04:06 | let's choose Filler Text.
| | 04:07 | Now I don't need to do the Alt+Shift+X.
My Mark Index Entry box is still open.
| | 04:13 | So I click on it, and select mark,
now that item has been marked.
| | 04:20 | Let's do one more, I'll scroll down a
little further into our document and let's
| | 04:26 | highlight empty space.
| | 04:28 | We'll click on our Mark Index Entry
dialog, click Mark and let's close.
| | 04:36 | So we now have a few items that have
been marked for our Table of Contents,
| | 04:39 | Ctrl+End takes us to the end of the
document, here is where our Index is, you
| | 04:44 | can see that the non-printing
characters are showing up here by default, they
| | 04:47 | were turned on when we did the Alt+
Shift+X, so let's turn them off by going
| | 04:51 | up to our toolbar and hitting the Show/Hide
button and now we are going to insert our Index.
| | 04:57 | Of course, we are going to go to our
Insert Menu for that, we are going to go
| | 05:01 | down to Reference and over to Index and Tables.
| | 05:05 | Now this time we are going to click
the Index Tab and you can see some of the
| | 05:08 | defaults, how they are set up, you have
got words and phrases and so on and they
| | 05:13 | have Dot Leaders going over to the Page Number.
| | 05:15 | Page Numbers will be right aligned by
default, indented, and set up in two columns.
| | 05:21 | Well, we don't have
enough items for two columns.
| | 05:23 | So let's change that to one.
| | 05:24 | I am going to hit the little down arrow to
move it down one and I am going to click OK.
| | 05:29 | So we have got our Index now, each of
those items is listed alphabetically, not
| | 05:35 | by page and you can see that I will
Accommodate this Need, it appears on page
| | 05:39 | two, empty space on four, Filler Text on two.
| | 05:44 | We would now save our document and
close it with our Table of Contents and Index intact.
| | Collapse this transcript |
| themes| 00:01 | Having trouble coming up with a
nice looking design for your document?
| | 00:04 | Well, a Theme is a set of design
elements and color schemes that helps you
| | 00:08 | easily create professional and well
designed documents for viewing in Microsoft
| | 00:13 | Word in E-mail or even on the web.
| | 00:16 | And when you apply a Theme to a
document Word customizes the elements such as
| | 00:20 | link bars for using web pages,
background colors or graphics, body and headings
| | 00:25 | list, horizontal lines, hyperlink colors,
tables and border colors, even single
| | 00:29 | level and multilevel list are also customized.
| | 00:32 | Now to quickly change the appearance of
these elements you can change the Theme
| | 00:35 | right from the Format menu.
| | 00:36 | First though we need a document to work with.
| | 00:41 | Let's go to our Open button
and we will open DKAdvert2.doc.
| | 00:50 | Now to apply a Theme to this document that
already exists we simply go to our Format menu.
| | 00:56 | From Format we will select Theme
and the Theme dialog box appears.
| | 01:01 | You will notice down the left hand
side we have quite a list of different
| | 01:04 | Themes to choose from.
| | 01:06 | The list goes on and on and on.
| | 01:09 | We get also get to see a preview over
here on the right-hand side of what that
| | 01:13 | Theme will do to our document.
| | 01:14 | So if I went over here, for example and
I clicked on Blueprint, you would see on
| | 01:19 | the right-hand that it gives it a
different kind of background, changes our
| | 01:23 | heading styles, our bullets,
horizontal lines, even regular hyperlinks and
| | 01:27 | followed hyperlinks have changed a little bit.
| | 01:31 | Let's go down to another one.
| | 01:32 | We will click on Breeze, just a
couple down from Blueprint and here is
| | 01:35 | totally different Theme.
| | 01:37 | Here we've got a very dark background
and our text is lighter on top of it.
| | 01:40 | Let's see what happens when we
click Vivid Colors down below.
| | 01:44 | It doesn't change a whole lot, but
it does make these colors over here
| | 01:48 | for hyperlinks change slightly
to be a little more vivid on this
| | 01:52 | particular background.
| | 01:54 | If we are creating web pages,
Active Graphics is important.
| | 01:57 | We can have animated graphics and the
background image is in there, that's by default.
| | 02:04 | But if we don't like this dark blue
marbly background, we can click this check
| | 02:09 | mark to turn it off.
| | 02:10 | You can see that it's just
basically a blue background now.
| | 02:14 | I kind of liked it;
| | 02:15 | we will turn it back on.
| | 02:16 | And we also have options here to go into
Styles Galleries and select for even more options.
| | 02:22 | But this looks good, we will click OK.
| | 02:23 | Now what we have done is we have
totally changed the look of our document.
| | 02:29 | We've changed the background, our
heading colors, our text colors and so on.
| | 02:33 | But we did it with a fast and easy click
from the Format menu into the Theme dialog.
| | 02:39 | Now Themes can often times get confused
with Templates, because they do sound a
| | 02:43 | little bit what Templates do.
| | 02:46 | Themes don't go quite as deep though
as Templates by not providing auto text
| | 02:50 | entries, custom toolbars,
menu settings or shortcut keys.
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|
|
Using Find and Replacefind| 00:01 | If ever found yourself in a long
document trying to find some text and it seems
| | 00:04 | to be taking forever.
| | 00:06 | Now Word has an extensive find
feature that allows you to search through
| | 00:09 | your document quickly for a specific words,
forms of words, phrases and even formatting codes.
| | 00:15 | Now on top of that you can choose to
replace any of these items with something
| | 00:18 | else and have it done
automatically through out a document for you.
| | 00:22 | Here is an example;
| | 00:23 | you have a long document that
references a name throughout.
| | 00:26 | That name certainly changes and now
you have to go through the document
| | 00:29 | changing every occurrence? No.
| | 00:31 | Word will do that for you. So let's see how.
| | 00:34 | We are going to start by opening a document.
| | 00:36 | So we will go up to our tool bar and
click the Open button and make sure you are
| | 00:39 | in the Find and Replace
folder Quickseminar3.doc and open.
| | 00:44 | Now this is actually a very short
document and we want to use this document so
| | 00:48 | we can see what's happening as we
go through the Find and Replace.
| | 00:51 | Let's just pretend it's a very long document.
| | 00:54 | To start our find we go up to the
Edit menu, click Edit and then Find.
| | 01:01 | The Find and Replace dialog box appears
now and in here is where we are going to
| | 01:05 | type what it is we are looking for and
then we can look at some options as well.
| | 01:09 | So let's say we are
looking for the Kokanee Clinic.
| | 01:12 | We will just type it in without any
capital letters and before we hit the find
| | 01:20 | button let's check out
some of the other options.
| | 01:23 | We will click the More button here
and we can see that we have options for
| | 01:28 | Wildcards, Sounds like Word Forms and
we are going to make sure that none of
| | 01:32 | these are checked off.
| | 01:33 | We will get into these a little bit later.
| | 01:36 | Highlight all items found in the main
document is also selected and we will make
| | 01:41 | sure that's not selected.
| | 01:42 | This allows us to go from one
occurrence of whatever it is that we are
| | 01:46 | looking for to the next.
| | 01:47 | So we will hit the Find Next button and
you can see over here in the left-hand
| | 01:52 | side in my document that
Kokanee Clinic is highlighted.
| | 01:56 | Notice too that Kokanee and Clinic
start with capital letters even though I
| | 01:59 | typed in the Find what field no caps.
| | 02:01 | We will hit find next it takes us to the
next occurrence and so on and so on and
| | 02:07 | so on until eventually it gets to the
end and Word is finished searching the
| | 02:11 | document there are no more occurrences.
| | 02:13 | So we will click OK.
| | 02:16 | Now sometimes this happens you are not exactly
sure how to spell what it is your looking for.
| | 02:21 | Well in this case we can use Wildcards.
| | 02:23 | And down here as long as this box is
checked off use Wildcards we are allowed to
| | 02:27 | use different types of Wildcards to
represent different kinds of text and one of
| | 02:32 | the wild cards that will be used most
often is the asterisk because the asterisk
| | 02:36 | represents any number of characters.
| | 02:38 | Here is an example.
| | 02:39 | We will go into the Find What field, we
will highlight everything to type over
| | 02:43 | it and we know that our spelling
starts with KOK so we will put in a capital
| | 02:49 | KOK because case is important when using a
wild cards and then we will put in an asterisk.
| | 02:54 | When we put in the Astrix that
represents any other combination of characters,
| | 03:00 | numbers, symbols etcetera.
| | 03:02 | All we know is that it starts with KOK.
| | 03:05 | Now when we hit Find Next you can see
that its highlights KOK in the Kokanee
| | 03:11 | Clinic over here in my first line of
my list, Find Next, finds where the next
| | 03:18 | occurrence and so on.
| | 03:19 | If I wanted to just highlight
everything and find them all I can click this
| | 03:23 | checkbox here, highlight all items found in
and make sure that main document is selected.
| | 03:29 | Now my Find Next button is turned into
a Find All button I give it a click and
| | 03:34 | look what happens in my document.
| | 03:36 | Every occurrence of the Kokanee Clinic at
least the KOK part has been highlighted.
| | 03:41 | I can now click close and know exactly
where every occurrence of the Kokanee
| | 03:47 | Clinic is in this document.
| | 03:49 | Let's deselect the text now and move on.
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| replace| 00:01 | Word not only let's you find text
but formatting too and we can do a
| | 00:05 | Replace while we are at it.
| | 00:06 | So let's say that in this scenario K.
Rivers is unable to attend her seminars
| | 00:11 | and she would like to send a replacement.
| | 00:12 | Well we can search for her name and
replace her name with another name.
| | 00:17 | Let's go ahead and do that by clicking
the edit menu, we'll move down to find
| | 00:25 | and let's click the Replace tab.
| | 00:28 | Here we are going to type in what we
are looking for so I am going to type over
| | 00:31 | what's there, K. Rivers, right now
wildcards is still set from our last search,
| | 00:39 | so we will ensure that that's turned
off by clicking the Use Wildcards checkbox
| | 00:43 | and let's go to the Replace With field;
| | 00:46 | the replacement is going to be J. Foster.
| | 00:49 | Now we have a couple of choices, we
can replace K. Rivers one at a time with
| | 00:56 | J. Foster by clicking the Replace button or
we can just have Word go ahead and do them all.
| | 01:00 | We are confident that every K. Rivers
occurrence should be replaced with J. Foster.
| | 01:05 | I am going to hit the Replace All button;
| | 01:06 | Word's very quick, it's completed it's search
and look at that it's made two replacements.
| | 01:13 | So we will click OK, we will close the
Find and Replace dialog box and let's
| | 01:18 | look at our document.
| | 01:19 | Over here where K. Rivers was we have
got J. Foster and as we move up through
| | 01:24 | our document there is another J.
Foster up there, no sign of K. Rivers,
| | 01:28 | worked beautifully.
| | 01:29 | Now Word is also smart enough to find
word forms and replace them accordingly.
| | 01:35 | What I mean by that is when we search
for a word, if we want it to turn word
| | 01:39 | forms on it will find plurals, past
tenses, and so on of that word and
| | 01:44 | replace it accordingly.
| | 01:45 | So let's give it a try, if we look at
the bottom paragraph down here we have got
| | 01:50 | a couple of sentences
with the word request in it.
| | 01:52 | So upon request only and requests
plurals will need to be forwarded.
| | 01:58 | So let's do a search for request and
replace it with another word using word forms.
| | 02:04 | We go up to the Edit Menu, we will go down
to Find and we will click on the Replace tab.
| | 02:10 | So we will type right over
what's there from our previous search;
| | 02:15 | we will type in the word request,
remember if we are not using wildcards case is
| | 02:20 | not important and in the Replace
With field let's type in appeal.
| | 02:28 | We want to make sure that when it
finds request plural or past tense that it
| | 02:32 | replaces it accordingly, so we will go
down here into our search options and
| | 02:35 | turn Find all Word Forms on
by clicking the check box.
| | 02:42 | Let's go from to one to the next
clicking the Replace button and look at that
| | 02:47 | in our document it has selected
request and it's going to replace it with the
| | 02:52 | word appeal, by default.
| | 02:55 | That is what we want so we
will click on appeal and Replace.
| | 03:02 | Replaces it accordingly and goes on to
the next occurrence of request which is
| | 03:06 | the plural form and look what it
wants to replace with, appeals;
| | 03:09 | perfect, we will click appeals and replace.
| | 03:15 | Word has finished searching the
documents and has replaced our words accordingly
| | 03:19 | with the proper word forms,
so we will click OK and close.
| | 03:23 | Now may be it's formatting and not
text that you would like to change.
| | 03:30 | Word let's you find formatting codes and
replace it with other formatting codes.
| | 03:34 | So why don't we change the look of our
column headings here which are underlined
| | 03:38 | by changing them from
underlined to maybe bold and italics.
| | 03:42 | So let's scroll up so we can see our
entire document here and yes we have got
| | 03:46 | column headings like name and
clinic here that are underlined.
| | 03:50 | So let's change the
formatting using our Find and Replace.
| | 03:53 | We'll go up to Edit and then Find
and let's click the Replace tab.
| | 04:02 | So in this case we are not actually
searching for any words, we will hit the
| | 04:05 | Delete key to delete our previous search;
| | 04:07 | we are not looking for word forms so
let's turn that off in our search options,
| | 04:15 | and what we are looking for is
going to actually be formatting.
| | 04:19 | So click inside the Find What field
and let's go down to the bottom of this
| | 04:23 | dialog box and click format.
| | 04:27 | Well our fonts are underlined so will
go to the font formatting and what we are
| | 04:32 | going to search for is an underline style.
| | 04:34 | So let's drop that down and it is a single
underline, so let's click that one and click OK.
| | 04:40 | So you can see in the Find What field we
are not actually searching for any text
| | 04:47 | but just underneath that field we are
looking for a format of underlining.
| | 04:50 | What are we Replacing With, well let's
highlight what's in there right now and
| | 04:55 | delete that and let's choose a format
that we want to replace underlining with.
| | 05:01 | We will click the Format button one
more time, let's go to Font and let's make
| | 05:06 | sure that the Underline Style is set to none.
| | 05:09 | We don't want underlining
but we do want Bold and Italic.
| | 05:13 | So we have Italic, we have Bold and we
also have both of them Bold and Italic
| | 05:17 | let's click that Font Style and click OK.
| | 05:22 | So what we now have underneath the Replace
With field is Bold, Italics and no underlining.
| | 05:29 | Let's go ahead and replace them all.
| | 05:33 | Word has completed its search and it's
made four replacements, so we will click
| | 05:36 | OK and will close this dialog box and
take a peek at our column headings, name
| | 05:43 | and clinic are Bold,
Italics with no underlining.
| | Collapse this transcript |
| go to| 00:00 | Our last tab in the Find
dialog is the Go To tab.
| | 00:04 | So let's open that up again.
| | 00:06 | We will go up to our Edit
menu and let's select Find.
| | 00:11 | In the Find and Replace dialog that we have
here, we are going to click the Go To tab.
| | 00:16 | The Go To tab allows us to go to spots
in our document quickly according to what
| | 00:20 | we select in the Go To What field.
| | 00:22 | You can see there is number
of options starting with Page.
| | 00:26 | If I want to go to page 100,
I select Page and type in 100.
| | 00:31 | There are some other options here as
well like Sections, Bookmarks, Comments.
| | 00:34 | We are going to scroll down until we
see Heading right down here at the bottom.
| | 00:40 | Well, we can type in a heading
number if we wanted to or we could just go
| | 00:45 | from one to the next.
| | 00:47 | So let's hit the Next button and you
can see my cursor is flashing up here
| | 00:50 | after this heading.
| | 00:52 | Hit the Next button again, Previous
takes us back through previous headings.
| | 00:57 | So I can move from one heading to the
next by hitting Previous and Next, and
| | 01:02 | save myself a lot of time by searching myself.
| | 01:06 | So here we are wasting less time
searching through our documents using
| | 01:09 | Find, Replace, and Go To.
| | 01:12 | Remember, it's always better
to let Word do the work for you.
| | 01:15 | Word usually works much faster.
| | Collapse this transcript |
|
|
Using Proofing Toolsspelling and grammar| 00:01 | Once you have entered and formatted
your text and document, it's always a good
| | 00:04 | idea to proof it for spelling and
grammar errors, especially if you are going to
| | 00:08 | print this document or send
it off to anybody important.
| | 00:12 | Sometimes it's not just spelling that
gets unrecognized, but it could be a typo
| | 00:16 | or could be an unrecognized name or it
could even be the wrong use of the word.
| | 00:20 | For example, there is three ways to
spell there, there, their, you may have used
| | 00:26 | the wrong version of a word in a wrong spot.
| | 00:29 | The Grammar Checker will pick that up.
| | 00:31 | So let's open up a document with some
errors to see what I am talking about.
| | 00:34 | We will click the Open button, make sure
that you have navigated to the Proofing
| | 00:39 | Tools folder and let's
click on Dental Final.doc.
| | 00:43 | That's the one we are going to open.
| | 00:46 | The first thing you should notice is
down at the very bottom of your document,
| | 00:50 | in the Status Bar, we have English (U.S
.) and there is a little Book icon here
| | 00:55 | that represents Spelling and Grammar.
| | 00:57 | In the Status, where we can see a
little Red X in this book indicating that
| | 01:01 | there are errors in our document.
| | 01:03 | So that's one indication
that we have some work to do.
| | 01:06 | If we go up to our first paragraph and notice
that the word Symptoms is spelt incorrectly.
| | 01:11 | We know that because the word is
underlined with a red squiggly line.
| | 01:15 | So as I right-click on this, I will get
synonyms and choices that could be the
| | 01:22 | correct spelling of the word symptoms.
| | 01:24 | And look at that, there is only one here.
| | 01:25 | So when I click on it, the incorrect
spelling of symptoms is replaced with
| | 01:29 | the correct spelling.
| | 01:31 | Now, another way to fix spelling and
grammar errors is to go through the Tools menu.
| | 01:36 | So let's go up to Tools, Spelling and
Grammar, and you can see that F7, Function
| | 01:42 | Key 7 is the shortcut for Spelling and Grammar.
| | 01:47 | Instantaneously, the Spelling and
Grammar checker goes into full gear, and it's
| | 01:51 | found something in the last
sentence of my first paragraph.
| | 01:55 | Says, in the Commonly Confused Word
section here, that I have used the word to
| | 02:01 | and I've used it incorrectly.
| | 02:03 | The suggestion is to replace to with too.
| | 02:07 | Now, my options are, I can ignore that,
and I would be a fool to do that because
| | 02:12 | the suggestion is correct.
| | 02:14 | I can Ignore the rule, I can go to the
Next Sentence or I can choose to Change it.
| | 02:19 | Then, I am going to have that
happen by clicking the Change button.
| | 02:23 | So the change takes place and then it
moves into high gear again and going down
| | 02:27 | to the next paragraph finds that I have
got some grammar problems here as well.
| | 02:31 | A simple blood test are
required is incorrect grammar.
| | 02:36 | Down below in the Suggestions section,
you can see I have got two choices, A
| | 02:40 | simple blood test is, or Simple blood tests are.
| | 02:44 | So I can choose one or the other simply
by clicking on it, and then going over
| | 02:48 | to the Change button.
| | 02:49 | I will choose, A simple blood test is
required and hit the Change button to
| | 02:53 | replace the incorrect
grammar with the correct one.
| | 02:57 | Here is another example.
| | 02:58 | This is called a fragment.
| | 03:00 | I have got a sentence that really
isn't a sentence, and you can see that the
| | 03:05 | Suggestion is to consider revising.
| | 03:07 | So this could be a short point form that I
don't want to revise or it could be good advise.
| | 03:12 | I could go in here, and fix that up,
so that it is a complete sentence.
| | 03:15 | I am going to ignore it by
clicking the Ignore Once button.
| | 03:19 | Now, we are down to the end of our
document where it says, Stop by and have
| | 03:24 | yourself examined today.
| | 03:26 | The correct grammar would be to
replace yourself with you. So let's do that.
| | 03:32 | We will hit the Change button, and the
Spelling and Grammar check is complete.
| | 03:37 | I will click OK.
| | Collapse this transcript |
| thesaurus| 00:00 | What's another word for thesaurus?
| | 00:03 | Well, that's a trick question, but
sometimes we find that we're already using
| | 00:06 | certain words or misusing certain words, and
that's where the word thesaurus can help us.
| | 00:11 | We can look up synonyms and word forms
and replace those misused or overused
| | 00:15 | words with replacements.
| | 00:17 | What we are going to do is in our
second paragraph click on the word
| | 00:21 | required here where it says;
| | 00:23 | a simple blood test is required.
| | 00:25 | Let's go up to our Tools menu now, and
from the Language sub-menu select, Thesaurus.
| | 00:32 | Notice that Shift+F7 is the
keyboard shortcut for accessing thesaurus.
| | 00:37 | The Research task pane now opens over
on the right-hand side of our screen and
| | 00:41 | in our document, the word required is selected.
| | 00:44 | Notice that thesaurus is opened and
automatically by default, we are using the
| | 00:49 | English (U.S.) version of our thesaurus.
| | 00:53 | Down below, we have some synonyms like
necessary, obligatory, compulsory and so on.
| | 00:59 | Right here though, if we would like to
search other reference materials besides
| | 01:03 | just the English (U.S.) Thesaurus, we
can drop-down this list, and you can see
| | 01:08 | that we have Encarta Dictionary, we
have other languages, All Research Sites,
| | 01:13 | and we have a number of sites
on the internet to choose from.
| | 01:16 | I will choose All Reference Books here,
and it will take a minute as it searches
| | 01:20 | through things like the Encarta Dictionary.
| | 01:23 | Here is our Thesaurus or (U.S.) English.
| | 01:25 | We have got Translations and so on.
| | 01:26 | Now, to expand or collapse
branches, we click these little buttons.
| | 01:31 | This little minus(-) sign next to Encarta,
when I click it, collapses that branch.
| | 01:35 | When I click the plus(+) sign next
to Thesaurus, I expand that branch.
| | 01:41 | So let's say that vital is a word that
we would consider for replacing required.
| | 01:46 | Well, we have a drop-down next to any
of these selections, and as I click this
| | 01:50 | one, I can actually look up
other words for the word vital.
| | 01:54 | So I will click Look up,
and it does another search.
| | 01:57 | Check out my options here in thesaurus U.S
. English, essential, imperative and so on.
| | 02:03 | I am going to go to imperative,
click that drop-down, and select Insert.
| | 02:10 | Now, what's happening is the Word
thesaurus changes my word required to imperative.
| | 02:17 | So, A simple blood test is
imperative before starting.
| | 02:20 | This is actually a better word
than the word required, so I am happy.
| | 02:23 | We will notice that some of the other
things that this feature can do is work in
| | 02:29 | other languages like French and Spanish.
| | 02:32 | We can do Translation as well.
| | 02:34 | So here, we have got the word vital,
and you can see what the word is in French
| | 02:38 | because by default, we are
going from English to French.
| | 02:41 | So there are many other
options including the word Thesaurus.
| | 02:45 | To close the Research pane, we will go
up here to the top-right corner of the
| | 02:48 | Research pane and click the small x.
| | 02:50 | Thesaurus
| | Collapse this transcript |
|
|
Taking Control of Your Documentscomments| 00:01 | So you have created a lovely document
and it's almost ready to be disseminated
| | 00:05 | but not until others have had a chance
to review it and possibly make changes.
| | 00:10 | Now this is very common and Word offers
tools to make this task easy and quick.
| | 00:15 | We are able to track changes and add or
review comments where changes may have been made.
| | 00:20 | In order to preserve the layout of
your document, Word shows some markup
| | 00:24 | elements in the text of the document
while others are displayed in balloons that
| | 00:28 | appear on the right margin.
| | 00:30 | With the Track Changes feature turned on,
each insertion, deletion or formatting
| | 00:34 | change that you or any
reviewer makes is tracked.
| | 00:38 | As you review Track Changes you
can accept or reject each change.
| | 00:42 | So let's begin by adding some comments.
| | 00:44 | We need to open up a file first.
| | 00:46 | We will click on Open, DKAdvert2.doc and Open.
| | 00:53 | Alright, let's say we want
to insert a comment here.
| | 00:57 | We are going to go down to Philosophy;
| | 00:58 | we will double-click that word to
highlight it because we want to make some
| | 01:02 | comments based on philosophy here.
| | 01:05 | So we will go up to the Insert menu,
choose Comment and you can see a balloon
| | 01:12 | now appears on the right hand side of our page.
| | 01:14 | Philosophy is also highlighted.
| | 01:16 | The cursor is flashing on the inside of
the comment, so it's waiting for us to
| | 01:19 | type in our actual comment and the
comment is coming from me, DR and you can see
| | 01:25 | it's numbered one because it's my first comment.
| | 01:27 | This is based on my user
information under tools and options.
| | 01:31 | So I am going to type in a comment here.
| | 01:35 | Please add commitment to low cost care,
and I will click outside the comment now.
| | 01:46 | So it's locked in, it's tracked with
this dotted line all the way over to the
| | 01:50 | piece of text that I highlighted.
| | 01:52 | And watch what happens as
I hover over the comment.
| | 01:56 | My name appears with the
date and time that I commented.
| | 02:00 | So this is tracked automatically
even though we don't see it without
| | 02:03 | hovering over the balloon.
| | 02:06 | As I move away from the
comment that information disappears.
| | 02:11 | Now let's say we want to edit that.
| | 02:13 | I have decided I want to add a little
bit to that comment, I simply click inside
| | 02:17 | to where it says, Please add
commitment to low cost care.
| | 02:20 | I would actually like to
add high level in there.
| | 02:22 | So I am going to click inside and type
in high level, low cost care and I will
| | 02:32 | click outside the comment and
my changes have been tracked.
| | 02:37 | Another thing that happens as soon as
we start inserting comments is a new
| | 02:40 | toolbar appears up at the top of our screen.
| | 02:43 | It's the Track Changes toolbar and
it's got a number of options here for us.
| | 02:47 | For example, right here Display for Review.
| | 02:50 | You can see that we are reviewing our
document, our Final document Showing
| | 02:55 | Markup and that's why we can see the comments.
| | 02:57 | If we didn't want to see the comments, we
would click on this and drop down to Final.
| | 03:02 | There is the final outcome of our
document if we don't make any further changes.
| | 03:07 | We can also see the Original, if we
are working on different versions,
| | 03:11 | with markup or without.
| | 03:12 | So we will go back up to Final Showing Markup.
| | 03:17 | Now another way to see comments and
track changes is to turn on what's
| | 03:21 | called the Reviewing Pane.
| | 03:23 | We can do that right from this toolbar.
| | 03:25 | Here we have options for moving from one
change to the next, accepting or rejecting them.
| | 03:30 | We can insert comments right
from this toolbar and so on.
| | 03:33 | But what we want to click on is the
very last button, the Reviewing Pane button
| | 03:37 | and watch what happens at
the bottom of the screen.
| | 03:39 | We can now see all of the changes that
were made and in this case, it's only one
| | 03:44 | thing, we have added a comment.
| | 03:46 | We will get into this a little
bit deeper in following lessons.
| | 03:51 | To turn off the Reviewing Pane, we click the
exact same button we clicked to turn it on.
| | 03:55 | So now let's talk about what happens when
we receive a document that has comments.
| | 04:01 | Here is a document where we
inserted our own comments.
| | 04:04 | Now let's say we received a document
and we need to comment on those comments.
| | 04:08 | So let's go to our Open button to
open that file and we will go to
| | 04:13 | DKComments.doc and open it.
| | 04:19 | Let's scroll down a little bit and
you can see in the Our Staff section, we
| | 04:23 | have a couple of comments made by looks
like someone with the initials HA, well
| | 04:28 | Heather Archibald is the CEO of our company
and she has made a couple of suggestions here.
| | 04:34 | And now we want to comment on those comments.
| | 04:36 | So here is the trick and people
run into this problem all the time.
| | 04:40 | I would like to insert my own comment
in between her two comments that I see
| | 04:44 | over here on the right hand side of the screen.
| | 04:47 | Well, it's pretty easy actually, you
just click inside the comment that you want
| | 04:50 | to reply to and you go up and
you insert your own comment.
| | 04:53 | So you can do that from the Insert
menu or because we have our Track Changes
| | 04:58 | toolbar showing up here, we can insert a
comment by clicking this button and you
| | 05:02 | can see my color show up, my initials
show up and you can see that it's a reply
| | 05:07 | to comment number one and
that's why we see DR2R1.
| | 05:10 | So I am going to reply to, Should we
list the names of our staff here and I am
| | 05:16 | going to say, Great idea!
| | 05:18 | Now I am going to reply to her second
comment, What about putting her picture in
| | 05:25 |
| | 05:26 | there and I have got to be careful
here but I am going to insert a comment.
| | 05:29 | And I am just going to say, I don't
think we have enough room and then I will
| | 05:41 | click outside the comment to lock it in.
| | 05:43 | So you can see all of these comments
are linked up to the word Our Staff or our
| | 05:48 | heading here and you can see as I hover
over that Heather Archibald on January
| | 05:52 | 29th at that time listed the first comment.
| | 05:56 | But all of these comments are linked
together and I can choose where I want my
| | 05:59 | comments to appear simply by clicking on
the comment that I would like to reply to.
| | 06:04 | And you can see everything gets
renumbered and as I scroll down my document, her
| | 06:08 | next comment which used to be HA3 has
now turned in to HA5 because all of the
| | 06:13 | comments are numbered numerically
in order from lowest to highest.
| | 06:18 | Let's close this document now without saving it.
| | 06:21 | Comments
| | Collapse this transcript |
| track accept reject changes| 00:01 | With the Track Changes features
turned-on, each insertion, deletion, or
| | 00:05 | formatting change that you or
any reviewer makes is tracked.
| | 00:09 | As you review track changes, you
can accept or reject each change.
| | 00:15 | So let's make sure that our Track
Changes feature is turned-on, we will go up to
| | 00:19 | the Toolbar and this second last button
on the Reviewing Toolbar is depressed,
| | 00:24 | so that means the Track Changes is turned-on.
| | 00:26 | If I want to confirm that, I can look
at the very bottom of my document, and
| | 00:31 | right down here in the Status bar, TRK,
short for track changes is highlighted.
| | 00:37 | So we know that it is turned-on and
everything we do is being tracked now.
| | 00:41 | So let's make a change.
| | 00:44 | In here, in the second paragraph, it
says that, We pride ourselves on making
| | 00:48 | dental visit a positive
pleasant experience for everyone.
| | 00:51 | Let's click just after that and insert
some text based on the comment we see
| | 00:55 | over here on the right hand side.
| | 00:58 | So we will type in a new sentence, say,
We are committed to providing low cost
| | 01:11 | care at a high level.
| | 01:16 | Now everything that I am typing here
looks to be blue and underlined, that's not
| | 01:22 | actual formatting, that's
because my Track Changes is turned-on.
| | 01:26 | Every change that we make in our document
will stand out because of this highlighting.
| | 01:30 | Let's turned-on our Reviewing Pane now
to see what's happening as far as our
| | 01:35 | changes are being made.
| | 01:36 | The very last button on the Reviewing
Toolbar is the Reviewing Pane button, give
| | 01:41 | it a click, and now down below, you can
see that some changes have been made to
| | 01:44 | this document, all by me, David Rivers.
| | 01:47 | It looks like we have added some
information and that's our commitment to high
| | 01:52 | level low cost care.
| | 01:53 | We have also inserted some text, so we
have got a comment and some text, and we
| | 01:58 | are going to make some more changes here.
| | 02:02 | Right in this very first sentence, We
at D.K. Dental Clinic are pleased to have
| | 02:06 | you as a new patient.
| | 02:07 | Well, let's highlight the word you, I
am just going to double-click the word,
| | 02:11 | you, and underline that.
| | 02:13 | I want the word, you, to stand out.
| | 02:15 | Up here on the Formatting Toolbar, I
click the Underline button, and you can
| | 02:19 | see a little balloon has appeared in my
document indicating a formatting change has been made.
| | 02:24 | I have underlined something.
| | 02:26 | This new change to my document also
appears down below in my Reviewing Pane.
| | 02:31 | So now let's go through the changes
that have been made, and either accept
| | 02:34 | them or reject them.
| | 02:36 | So I will move to the very top of our
document, and the quickest way to do that
| | 02:39 | is from the keyboard, hold
down Ctrl and hit the Home key.
| | 02:43 | You can see my cursor is now
flashing above the Welcome heading.
| | 02:47 | Now we are going to go up
to our Reviewing Toolbar.
| | 02:51 | We have got some buttons for going
from one change to the next, and here's my
| | 02:55 | Previous and my Next button.
| | 02:57 | When I hit the Next button,
automatically the first change that it finds is the
| | 03:02 | word, you, and it has been underlined.
| | 03:05 | So now I have the option here of
accepting or rejecting that change.
| | 03:08 | If I accept it, my text will be underlined;
| | 03:11 | if I reject it, it will not be underlined.
| | 03:14 | So let's not take this one.
| | 03:16 | We will hit the Reject Change.
| | 03:18 | You can see that the bubble has
disappeared from the right hand side, and my
| | 03:23 | text is not underlined.
| | 03:25 | Let's move to the next one now by
hitting the Next button and it's the comment.
| | 03:31 | Well, if we reject this, all we are
doing is deleting the comment, we don't need
| | 03:35 | it in our document anymore.
| | 03:37 | So let's go over here and reject the comment.
| | 03:43 | Hit the Next button and here's where we
have added some text, we added a whole
| | 03:47 | sentence here and that looks good.
| | 03:49 | It belongs, so we will accept that
change by hitting the Accept button.
| | 03:53 | Now let's check out our
Reviewing Pane down below.
| | 03:56 | It looks like no more changes are
showing up down below in our main document,
| | 03:59 | headers, or text boxes.
| | 04:01 | So everything is cool, our document is
finished, and we are ready to save it.
| | 04:04 | Let's close the Reviewing Pane, and we
do that the same way we turned it on.
| | 04:08 | We will click anywhere on our
document to see our final showing markup.
| | Collapse this transcript |
| compare and merge| 00:01 | In Word, we can easily compare what our
original document looked like with what
| | 00:05 | it looks like after several changes and edits.
| | 00:07 | Let's open up the document to work
with, we will go to the Open button and
| | 00:12 | select DKAdvert4.doc, make sure
you are in the Taking_Control folder.
| | 00:17 | We will click the Open button and
here's our document and it looks like we have
| | 00:23 | got some comments and what we are
seeing is the final markup of this document.
| | 00:28 | We will go up to the Reviewing Toolbar
and we will drop-down the Display for
| | 00:32 | Review, and select Final.
| | 00:35 | Here we are looking at the final
document without any of those markups.
| | 00:40 | Let's change it back, so we'll go
back to the Display for Review drop-down,
| | 00:44 | select Final Showing Markup
to get those markups back.
| | 00:48 | Now when you use the Compare and Merge
feature to compare any two documents,
| | 00:53 | Microsoft Word shows the
differences between them as Track Changes.
| | 00:57 | So let's go ahead and do that.
| | 00:58 | We will compare this document with
another by going up to the Tools Menu, we
| | 01:04 | will go down to Compare and Merge
Documents and if you don't see this, make sure
| | 01:08 | you expand the menu, and click
the Compare and Merge Documents.
| | 01:12 | We are going to compare this one with
the original which is DKAdevert1.doc.
| | 01:20 | Before we hit the Merge button, let's
take a look at some of our options by
| | 01:23 | clicking this little drop-down
arrow to the right of the Merge button.
| | 01:27 | We can go ahead and just
merge the two documents into one.
| | 01:30 | We can merge the two documents into our
current document, so we are going take
| | 01:34 | the original and merge it into this one.
| | 01:37 | Or we can take the two documents and
merge them into a brand new document.
| | 01:41 | Let's click that one.
| | 01:44 | Now what we have got is a new document
and it's a merged version of DKAdvert4
| | 01:50 | and DKAdevert1, the original.
| | 01:52 | So a number of changes have been made,
comments have been added, formatting
| | 01:55 | changes have taken place, and we can
go up to our Reviewing Pane now, if we
| | 01:59 | wanted to go up to this Toolbar
and either accept or reject changes.
| | 02:03 | If we go up here and do that, what we
are going to do is drop-down the Accept
| | 02:07 | Change drop-down, and you can see
Accept Change is the default, but we have
| | 02:11 | got Accept All Changes in Document, and by
clicking that, we've just accepted everything.
| | 02:17 | What we are looking at, is our
final document showing the markups.
| | 02:21 | You can see that right here in
the Display for Review drop-down.
| | 02:25 | Let's change that to see it without any
markups by clicking the drop-down arrow
| | 02:29 | and selecting Final.
| | 02:33 | Let's see what our original looked
like, by clicking the same drop-down
| | 02:37 | and choose Original.
| | 02:41 | So there's our merged document;
| | 02:43 | we have got DKAdvert4 and DKAdevert1
merged into one brand new document.
| | Collapse this transcript |
| reading layout and research| 00:01 | If you are opening a document primarily
to read it, reading in the Layout View
| | 00:04 | optimizes the reading experience by
hiding all Toolbars, except for the Reading
| | 00:08 | Layout and Reviewing Toolbars.
| | 00:10 | So let's open up a document.
| | 00:12 | We will click our Open button, and then
in the Taking_Control folder, let's open
| | 00:17 | up DKDentalBookletFinal.doc.
| | 00:19 | Now when you open a Microsoft Word
document that you have received as an email
| | 00:25 | attachment, Word automatically
switches to Reading Layout View for you.
| | 00:30 | If you don't want this to happen, you
can always go up to Tools, click Options,
| | 00:38 | and on the General tab, ensure that this
check-box is not checked off. Click OK.
| | 00:44 | Now the easiest way to switch to the
Reading Layout View is to go down to our
| | 00:49 | View buttons here in the bottom left
hand corner, and the very last button on
| | 00:53 | the View buttons is the Reading
Layout, so let's give it a click.
| | 00:56 | And you can see that we are in the
Reading Layout View here with our Table of
| | 01:00 | Contents on the first page and
Chapter 1 beginning on the second page.
| | 01:06 | Because the goal of Reading Layout View
is to increase legibility, the text is
| | 01:10 | automatically displayed using
Microsoft ClearType Technology.
| | 01:14 | You can easily increase or decrease
the size in which text is shown, without
| | 01:18 | affecting the size of the
actual font in the document.
| | 01:22 | Let's move around now to, let's say Chapter 2.
| | 01:24 | The nice thing about Reading Layout
View is I can go to my Table of Contents
| | 01:28 | here, and click right on
Chapter 2 to take me to that spot.
| | 01:32 | Now pages represented in Reading
Layout View are designed to fit well on your
| | 01:35 | screen, they don't represent the page as you
would see if you were to print the document.
| | 01:40 | If you want to view the document as it
would appear on the printed page without
| | 01:44 | switching to Print Layout View, click
Actual Page on the Reading Layout Toolbar.
| | 01:49 | So let's move up to the Reading
Layout Toolbar and you can see there is a
| | 01:53 | button here representing Actual Page,
give it a click, where it is very
| | 01:58 | difficult to read, but it does give us
an idea of how our text will be laid out
| | 02:02 | on the printed page.
| | 02:03 | When we are done looking at the
Actual Page, we click the same button to
| | 02:07 | turn-off that view, and we
are back to Reading Layout View.
| | 02:12 | Another option is Allow Multiple Pages.
| | 02:15 | Right now, this is turned-on, we
are looking at two pages side by side.
| | 02:19 | When we click this button,
we go back to one page.
| | 02:21 | Well, the nice thing about Reading
Layout View is that we can see multiple pages
| | 02:26 | on our screen side by side,
so we will turned that back on.
| | 02:31 | If you want to modify the document,
you can simply add a text, as you read,
| | 02:35 | without switching at to Reading Layout View.
| | 02:37 | A lot of people don't know this.
| | 02:38 | The Reviewing Toolbar is automatically
displayed in Reading Layout View, so you
| | 02:42 | can easily use change tracking and
comments to markup a document as well.
| | 02:47 | Let's try going down here to Chapter 2,
and we will take out the word Regular,
| | 02:51 | so let's double-click on
Regular, and hit our Delete key.
| | 02:54 | So right from Reading Layout
View, we have done some editing.
| | 02:58 | A little note though, text that is not
in paragraphs on the page such as Word
| | 03:03 | Art or text that's in Graphics or
Tables is not resized for display in the
| | 03:09 | Reading Layout View.
| | 03:10 | So if your document has complex layout,
such as columns or tables, or even
| | 03:14 | includes white graphics, the document
maybe easier to read in Print Layout View
| | 03:19 | than in the Reading Layout View.
| | 03:21 | While in the Reading Layout View, several
buttons appear across the top of your screen.
| | 03:25 | Here we have, for example, the
Document Map button, give this one a click, if
| | 03:30 | you want to navigate
through your document quickly.
| | 03:32 | For example, if we want to get to
Chapter 4, we can go right here in our
| | 03:36 | Document Map, click Chapter 4
and turn the Document Map off.
| | 03:41 | Another button Thumbnails,
let's give that a click.
| | 03:45 | Again down our left hand side of our
screen, we have now got Thumbnails.
| | 03:49 | Thumbnails of the pages as they
are represented in our document.
| | 03:52 | So if I want to get quickly to
Page 2, I can click on Page 2.
| | 03:56 | Let's go back to Page 7 and close
Thumbnails, the same way we turned it on by
| | 04:02 | clicking the Thumbnails button.
| | 04:05 | Let's click on the word Flossing.
| | 04:09 | The next button is very interesting, it's
called the Research button, let's give it a click.
| | 04:15 | The Research button, with our word
Flossing selected displays the Research Pane,
| | 04:21 | and over on the Research Pane, we have
a number of options for looking upward,
| | 04:24 | translating them, and so on.
| | 04:27 | Here we have a Thesaurus, for example.
| | 04:28 | We will click on the Thesaurus to open
up other words for the word Flossing.
| | 04:34 | So Flossing is in the Search for field
and clicking this little green arrow will
| | 04:38 | search Flossing through all of our
reference books and that's because All
| | 04:43 | Reference Books are selected right here.
| | 04:45 | So we can see verbs, nouns,
pronunciations, and so on for Flossing.
| | 04:52 | Let's click one of these links.
| | 04:56 | Another search is done and
we get a Pronunciation key.
| | 04:59 | Well, if we are not interested in that,
we can hit the Back button and it takes
| | 05:03 | us back to our Encarta dictionary.
| | 05:07 | Let's close up our Research Task Pane for now.
| | 05:09 | We will go up to the X in the corner of
our Research Task Pane and give it a click.
| | 05:14 | Now we want to get quickly to let's
say Chapter 3, we will go back to our
| | 05:20 | Document Map, give it a click, choose
Chapter 3, and click the Document Map
| | 05:26 | button again to turned it off.
| | 05:27 | It looks like in the first paragraph
of Chapter 3, we have a word that's
| | 05:32 | underlined with a red squiggling line
indicating a spelling mistake, and if we
| | 05:37 | look at it closely, we see that it's
not really a spelling error but rather a
| | 05:40 | foreign word, in this case, a French word.
| | 05:44 | So perhaps you have opened a document
that contains a few words in another
| | 05:47 | language, in this case, we have a French
one, and we have no idea what it means.
| | 05:51 | Since the word is already in our
document we can simply right-click and choose
| | 05:55 | Translate or we can go to our Research
Task Pane, the same way we did before by
| | 05:59 | going up to our Toolbar.
| | 06:01 | Let's click on the Research button,
you will notice that Search for Voyon
| | 06:06 | appears and we will click the
green arrow to search for that word.
| | 06:11 | Automatically, we have got the
Thesaurus opened, the French one, so we
| | 06:14 | are getting synonyms for this word
but that's not helping us because we
| | 06:17 | don't understand French.
| | 06:19 | So what we'll do is, we will collapse
this branch and we'll see that we have
| | 06:23 | a Translation area.
| | 06:25 | We can translate from French to English and
that's exactly what's happening down here below.
| | 06:29 | So we have got the word Voyon, and we
can see that the French word of voir
| | 06:35 | is where it comes from, and then down below, we
have definitions in English for what it means.
| | 06:41 | So we have got all kinds of reference
materials for looking up information about
| | 06:45 | text, whether it be definitions,
synonyms, antonyms, or even translation.
| | 06:50 | All thanks to the Research Task Pane.
| | 06:53 | Let's close it by clicking
the X in the top right corner.
| | 06:59 | To get out of our Reading Layout View,
we can click the Close button right up
| | 07:03 | here on the Toolbar.
| | 07:06 | This takes us back to our Print
Layout View, the view we are in before we
| | 07:10 | began Reading Layout.
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| compare side-by-side| 00:01 | Sometimes viewing multiple users
changes in one document can be overwhelming,
| | 00:05 | but now you can use a new
approach to compare documents.
| | 00:08 | It's called comparing documents side by side.
| | 00:11 | This is a new feature in Word 2003.
| | 00:15 | Comparing documents side by side using
the Compare Side by Side feature allows
| | 00:19 | you to simply determine the differences
between two documents without having to
| | 00:23 | merge multiple users changes into one document.
| | 00:26 | You can scroll through both documents
at the same time to identify differences
| | 00:29 | between the two documents.
| | 00:31 | So let's see what I am talking about.
| | 00:33 | First we need to open a couple of documents.
| | 00:35 | So we will go to the Open button and
in the Taking_Control folder here, I am
| | 00:39 | going to click on DKAdvert2.
| | 00:42 | While holding down the Ctrl key on my
keyboard I am going to click on DKAdvert3
| | 00:46 | to highlight both of those files.
| | 00:49 | Now when I click the Open
button, both of them open.
| | 00:52 | So now it's time to compare
the two documents side by side.
| | 00:55 | I am only seeing one document at a time
here and right now it's DKAdvert2.doc.
| | 01:00 | So what I am going to do is go up to
the Window menu, there is the new feature
| | 01:05 | right there, Compare Side by
Side with, and give it a click.
| | 01:09 | I want to compare it with DKAdvert3,
it's already highlighted and I click OK.
| | 01:15 | Now I am looking at both documents side by side.
| | 01:18 | Now I can see the two
documents are similar but different.
| | 01:22 | I have got a table in this one
that I don't have in this one.
| | 01:25 | I have got a different background and
column showing up in this document that
| | 01:29 | don't show up over here.
| | 01:31 | And as I scroll down, watch what happens.
| | 01:33 | I scroll down through my document on
one side, it scrolls with me on the other
| | 01:39 | side, so I can see other changes
as I compare the two documents.
| | 01:44 | This is called Synchronous Scrolling
and if we check out the bottom right hand
| | 01:47 | corner here of our screen, there is
actually a toolbar that's appeared, the
| | 01:51 | Compare Side by Side Toolbar.
| | 01:53 | And you can see the first button is
selected Synchronous Scrolling is,
| | 01:57 | by default, turned on.
| | 01:59 | Another option is to reset window
position and we use that when we adjust
| | 02:03 | the window positions.
| | 02:04 | Watch what happens when I need to see
maybe a little bit more width from my
| | 02:09 | document on the left hand
side and I adjust these.
| | 02:13 | Scroll around a little bit and then say
okay, let's reset that back to what it
| | 02:17 | was, Reset Window Position button,
sets me back to even columns here.
| | 02:24 | So I scroll down and I can scroll left to
right as well, synchronized left and right.
| | 02:31 | And when I am done comparing my
document, to go back to the single document
| | 02:35 | view, it's as easy as clicking the
Close Side by Side button on the Compare
| | 02:40 | Side by Side toolbar.
| | 02:43 | That's a fast and easy way to
compare two documents at the same time.
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|
|
Using Shared Workspacesshared| 00:01 | If you have ever spent a lot of time
editing or commenting on a document, only
| | 00:05 | to find out that your work got lost in
the shuffle, well, you'll be happy to
| | 00:08 | learn about workspaces.
| | 00:10 | Office 2003 lets you create and
work with meeting workspaces and
| | 00:14 | document workspaces.
| | 00:16 | We will focus on Document Workspaces, a
new type of Microsoft Windows SharePoint
| | 00:20 | Services website that offers one-stop
shopping for a document collaboration.
| | 00:25 | So on this side you can find the
documents you are supposed to work on as well
| | 00:29 | announcements, assigned
tasks, relevant links and more.
| | 00:33 | One of the best things about Document
Workspaces is that you don't actually have
| | 00:37 | to visit the website to take
advantage of the features it has to offer.
| | 00:42 | When you receive an email message
inviting you to join a Document Workspace, you
| | 00:46 | can just download the attached file
whether you are using Microsoft Office, Word
| | 00:49 | 2003, another product in the Suite or Visio.
| | 00:53 | When you are working in your local copy,
you can use the Shared Workspace task
| | 00:57 | pane to make updates to and
receive updates from the workspace copy.
| | 01:02 | You can also check off Tasks and
then access other information from
| | 01:05 | the Workspace site.
| | 01:06 | So let's open up a document that
exists on one of these Shared Workspaces.
| | 01:12 | We will go to our Open button.
| | 01:13 | We will make sure we are in
the Shared_Workspaces folder.
| | 01:18 | We are going to open DKAdvert3.doc.
| | 01:24 | And right away, Microsoft Office Word
opens up a dialog box asking me to get updates.
| | 01:31 | I am going to click the Get Updates
button and my Shared Workspace pane on the
| | 01:36 | right hand side of my
screen opens up automatically.
| | 01:38 | Now you are going to need to be
connected to the Internet and have access to a
| | 01:43 | SharePoint Service to
follow along in this lesson.
| | 01:46 | If you don't, feel free to watch
and learn all about Shared Workspaces.
| | 01:50 | This SharePoint Service is something I
set up before beginning this training and
| | 01:54 | SharePoint Services aren't free, you
can sign up for them for a free trial, but
| | 01:58 | eventually, you will have
to pay for this service.
| | 02:01 | So let's take a look at our Shared
Workspace pane over here on the right hand side.
| | 02:05 | You can see I am a member.
| | 02:07 | But we have a number of buttons
for other types of information.
| | 02:11 | As we hover over this first button
we can see that this is the Status
| | 02:14 | button, and when I click on this, you can see
that my document on my screen is up-to-date.
| | 02:20 | If I had any unsaved changes, I would
have to save the document before I get
| | 02:23 | updated here in the Shared Workspace.
| | 02:26 | A couple of buttons over, I have got
this clipboard with a checkmark and
| | 02:30 | that's my Tasks button.
| | 02:32 | When I click here, I can actually assign task
to people who I give access to this document.
| | 02:37 | Right now there are no tasks to display.
| | 02:41 | The next one is the Documents button.
| | 02:43 | When I click here, you can see that there is
only one document in this Shared Workspace.
| | 02:48 | I can add documents by
uploading them if I wanted to.
| | 02:51 | Next, we have a Links button, and if
I had any links to display, this is
| | 02:56 | where they would show up.
| | 02:58 | We also have an Information button
where I can get information on the document
| | 03:02 | that I see on my screen.
| | 03:03 | So it was created by someone named Karen,
modified by David Rivers and you can
| | 03:07 | see the Modification Date
was January 28, at 12:21 PM.
| | 03:12 | I have a number of other options down
below for restricting permission, alerting
| | 03:19 | me about this document, so when
somebody goes in and updates, I can get alerts,
| | 03:23 | so that I know that someone has
actually worked on the document without having
| | 03:26 | to go in and find it.
| | 03:28 | Also, I can get updates.
| | 03:30 | So if other people are out there
working on this document, clicking the Get
| | 03:33 | Updates button will get me the newest version.
| | 03:37 | So with the Document Workspace you
can be confident that your comments
| | 03:40 | will never go astray.
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| create| 00:01 | There are a number of ways to
create a document workspace in Word.
| | 00:04 | One way is right from
within the Shared Workspace pane.
| | 00:08 | Simply open a document you want
to share and if you remember of the
| | 00:11 | SharePoint Service, you open the
Shared Workspace pane and hit the Create
| | 00:15 | button, let's give that a try.
| | 00:16 | First we will open a document from
the Open button, it should be in the
| | 00:20 | Shared_Workspaces folder, and let's
click DKDentalBookletFinal and Open.
| | 00:26 | Next, we will open up the Shared Workspace pane.
| | 00:28 | We will go up to Tools > Shared
Workspace, and there it is over there on the
| | 00:37 | right hand side of our screen.
| | 00:38 | You will notice that the name of
our current document appears in the
| | 00:41 | Document Workspace name.
| | 00:43 | All we need to do is type in the
location of our SharePoint Service.
| | 00:47 | If we have already set one up, we can drop it
down and select from there or type in the URL.
| | 00:53 | So let's type in our URL, mine is
http://davidbrivers.sharepointsite.com.
| | 01:10 | Now all I have to do is create that
space by hitting the Create button.
| | 01:16 | Sometimes this message can pop up saying
that the location you selected for your
| | 01:20 | new document workspace is a
restricted or non-trusted site.
| | 01:23 | If you are certain that the site cannot
damage your computer or data, you would
| | 01:27 | add it to your Trusted Sites in
your Internet Options and click OK.
| | 01:33 | Let's try another site now.
| | 01:34 | I am going to come up here into the Location.
| | 01:36 | I am just going to edit this
changing the name and hit Create.
| | 01:45 | You can see it's creating
a new document workspace.
| | 01:48 | The name of this document workspace
is going to be DkDentalBookletFinal and
| | 01:52 | there it is at the top of my Workspace pane.
| | 01:57 | Another way to create a document
workspace is by sending an email message.
| | 02:02 | Let's open up another file.
| | 02:03 | We will open up DentaTechDraft.doc and
now to create our new workspace, we are
| | 02:13 | going to go up to the File Menu.
| | 02:14 | We are going to go down to Send To and
we need to send this as an attachment, so
| | 02:23 | Mail Recipient (as Attachment) and click.
| | 02:30 | So in a moment, our dialog box
appears with our two fields Cc, you can see
| | 02:35 | that we have attached DentaTechDraft.
doc and it's in the Attachment Options
| | 02:40 | where we need to go.
| | 02:41 | Let's give it a click.
| | 02:45 |
| | 02:46 | Where we can select whether this is a
Regular attachment or a Shared attachment.
| | 02:50 | By clicking Shared attachment, we
now need to log on to our SharePoint
| | 02:55 | Service and, of course, if you don't have
access to a SharePoint Service, you can't do this.
| | 02:59 | I have already set this up, so I will click OK.
| | 03:01 | And you can see that the body of the
message has a link to the site where this
| | 03:07 | document will be stored.
| | 03:09 | So as the person I am sending it to, they
will simply open up their email message.
| | 03:13 | They will click on the link and have
access to the document on that shared workspace.
| | 03:20 | If I wanted to, I could get some more
instructions down here in the body of my
| | 03:24 | text as I would in any other email message.
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| update| 00:01 | When you use Word to open a local copy
of the document on which the Document
| | 00:05 | Workspace is based, the Microsoft
Office program periodically gets updates from
| | 00:09 | the Document Workspace and
makes some available to you.
| | 00:13 | For example, if other members have been
editing their own copy of the document
| | 00:16 | and they save those changes
to the Document Workspace.
| | 00:19 | Now when you are finished editing your
document, you can save your changes to
| | 00:22 | the Document Workspace where they
are available for the other members to
| | 00:26 | incorporate into their copy of the document.
| | 00:28 | So to start we'll simply open a document
that is shared as we would any other document.
| | 00:33 | We will go up to our Open
button and we will give that a click.
| | 00:37 | Let's open DKAdvert3.doc and it's
in the Shared_Workspaces folder.
| | 00:46 | Instantly, we get a message
indicating that this is a shared document.
| | 00:50 | Now we can choose to get updates which
will ensure that the latest version is on
| | 00:54 | our screen or we can choose not
to update. Let's get updates.
| | 01:01 | As soon as we do that, our document
opens up with the Shared Workspace pane
| | 01:04 | showing up on the right hand side.
| | 01:06 | Let's try editing some text now.
| | 01:08 | We will go into the Welcome column
here and we will say, We at D.K. Dental
| | 01:13 | Clinic are pleased to have you
as a new and wonderful patient.
| | 01:19 |
| | 01:23 | So we have made some changes.
| | 01:24 | Before we can update our document in
the Document Workspace, we need to save
| | 01:28 | it on our local drive.
| | 01:29 | So we will go up to the Save button,
give it a click, and a message now appears
| | 01:35 | in our Status Area over here in our
Shared Workspace indicating we need to
| | 01:39 | update the workspace copy.
| | 01:42 | And to do that, it's as
easy as clicking this link.
| | 01:44 | Let's go ahead and do that.
| | 01:49 | This document is now up-to-date.
| | 01:50 | When we edit a document that is shared
like this, we need to update our changes,
| | 01:56 | if we want others to have access to them.
| | 01:59 | When they click Get Updates, your
changes will then appear in the document
| | 02:02 | they opened.
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| assign tasks| 00:01 | When you are sharing documents with
others in the document workspace, you may
| | 00:04 | want to assign tasks to other members.
| | 00:07 | For example, as the owner of a document,
you may want another member to add a
| | 00:11 | section pertaining to their
particular department or perhaps you just need
| | 00:14 | someone to proof your document for
you and make changes as necessary or you
| | 00:18 | can assign this task right from the
Shared Workspace Pane and you can even
| | 00:22 | place a due date on it.
| | 00:23 | So let's try that out.
| | 00:25 | Over here in the Workspace Pane, we are
going to go to the Tasks button and it's
| | 00:29 | this one here that's looks like
a clipboard with a check mark.
| | 00:33 | Go ahead and click Tasks and you can see
that right now, there are no tasks, but
| | 00:40 | down at the bottom of this
pane, we can add a new task.
| | 00:43 | So let's go ahead and do that.
| | 00:44 | Well, the title of this task is perhaps
proof read, so we will say, Please proofread.
| | 00:56 | The Status is Not Started, Priority,
let's make it a very High priority, we
| | 01:01 | will assign it to someone from our list and
the Description is, Please proof this asap.
| | 01:12 | Let's assign a Due date now.
| | 01:14 | We will give the person a
few days to complete this.
| | 01:16 | So let's click on all the end of January
here, we will give them a time, 9 AM in
| | 01:24 | the morning and click OK.
| | 01:25 | So we now have a task assigned
to David Rivers, Please proofread.
| | 01:31 | Now as the owner of this document,
I also have options for how I am
| | 01:35 | alerted about tasks.
| | 01:36 | So I can come down here where it says
Alert me about tasks and give that a click.
| | 01:42 | Again, I have to sign on and
I am taken to a new screen.
| | 01:49 | Here I have options for
how alerts are sent to me.
| | 01:53 | The type of changes I want to be
alerted to could be All changes, just Added or
| | 01:57 | Changed items or even Deleted items.
| | 01:59 | By default, All changes will alert me.
| | 02:02 | The frequency can be adjusted as well.
| | 02:05 | Send an e-mail immediately after a
change has been made to one of my documents,
| | 02:09 | Send a daily summary or just do it weekly.
| | 02:12 | I am happy with the daily summary,
so I will click here and then OK.
| | 02:16 | So there it is, it's all set up for
me, I can close this window now and
| | 02:21 | return to my document.
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| delete| 00:01 | Eventually, a document
workspace may longer be needed.
| | 00:04 | You may want to delete it at that time.
| | 00:07 | Deleting a document workspace site
removes all the data in the document
| | 00:11 | workspace and deletes the document
library in the document workspace, including
| | 00:15 | all the document stored
there and here is how we do it.
| | 00:17 | We have got the Shared Workspace pane
open, so we are going to click on the name
| | 00:21 | of our workspace up here at the top and
let's go to the drop-down over here on
| | 00:27 | the right-hand side.
| | 00:28 | You can see, right at the bottom of this
drop-down, is the Delete Workspace option.
| | 00:33 | So I am going to give that a click.
| | 00:36 | Right away, I am warned that I am
about to do delete the following
| | 00:39 | document workspace.
| | 00:40 | This action will permanently delete the
workspace including all of its contents.
| | 00:44 | Am I sure I want to do this?
| | 00:46 | The answer is Yes and that
document workspace no longer exists.
| | 00:53 | Deleting the document workspace does
not delete your own your own copy of
| | 00:56 | documents that you are
storing on your own computer.
| | 00:59 | I could have also done this from
the actual SharePoint Service website.
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|
|
Printing Documents, Envelopes and Labelsprint preview| 00:01 | Eventually the time will come when you
want a copy of your document on paper.
| | 00:05 | Printing a document in Word can be
fast and simple but there are very many
| | 00:09 | options available to give you
total control over how you print.
| | 00:12 | Let's explore previewing
our document before we print.
| | 00:16 | This could save a lot of time and
grief and a lot of paper if things are just
| | 00:19 | the way we want them.
| | 00:20 | So we need to open up a file.
| | 00:22 | We will go to our Open button and
we will go to the Printing folder,
| | 00:27 | double-click and let's
open the file DKAdvert2.doc.
| | 00:36 | So we have our document on our screen,
we think we are done with all of our
| | 00:39 | edits and we are ready to print.
| | 00:41 | Let's go up to our Print Preview by
clicking on the File menu and Print Preview.
| | 00:51 | By default, our Print
Preview shows us the entire page.
| | 00:55 | In this case the first page.
| | 00:57 | Well, we have a have a number of buttons
up at the top of our screen to select from.
| | 01:00 | Let's go up there and explore them.
| | 01:03 | The first button, on the
toolbar, is the Print button.
| | 01:06 | So if we like what we see, this is where
we go to actually send it to the printer.
| | 01:10 | Next to that, is the Magnifier
button and by default, it's pressed and if
| | 01:14 | you notice when I move into my document, I
have got a magnifying glass with the + sign.
| | 01:18 | So if I would like to get closer in
on some detail, for example, on this
| | 01:22 | graphic, I can click here with my mouse
and I will be magnified into that section.
| | 01:28 | Now my magnifier is turned into a minus sign.
| | 01:30 | So when I click again, I zoom out.
| | 01:33 | The next button on the
toolbar is the One Page button.
| | 01:37 | When I click this, I am looking at
one page and that is the default.
| | 01:40 | But if I would like to see two pages
side-by-side, for example, I can move
| | 01:44 | over to the next one; Multiple Pages.
| | 01:47 | Let's give that a click and let's choose 1 x 2.
| | 01:52 | You can see, here I am
seeing two pages now side-by-side.
| | 01:57 | To switch back to one page, we will go up
to our toolbar and click the One Page button.
| | 02:01 | Now because we are able to see the
entire first page on our screen, our zoom
| | 02:07 | level is set to 54% but we can have a
number of options for zooming up here by
| | 02:13 | dropping down this dialog.
| | 02:17 | Some of the Zoom options that maybe be of
interest to you are usually near the bottom here.
| | 02:21 | Well if you wanted to see the entire
Page Width, or perhaps we would like to see
| | 02:29 | the Whole Page or maybe its Two Pages.
| | 02:34 | So many of the shortcut buttons we
have on the toolbar also appear here in
| | 02:38 | our Zoom drop-down.
| | 02:39 | Let's switch back to Whole Page.
| | 02:43 | Now some other buttons that are
pressed by default include this one here, the
| | 02:49 | View Ruler button and this lets us see
to know exactly how wide our page is,
| | 02:54 | where text appears and how far down,
how far across and so on, but if we don't
| | 02:59 | want the ruler, we can simply
click the View Ruler button.
| | 03:03 | The ruler is disappeared and now we
have more of our document on screen and you
| | 03:06 | can see the zoom level went up to 56%.
| | 03:10 | Let's turn the rulers back
on by hitting the same button.
| | 03:14 | The next button over is the Shrink to
Fit button and what's nice about this is
| | 03:17 | if your document is just over a page in
length, clicking this button will shrink
| | 03:22 | it into one page, it will do that by
adjusting margins and line spacing and so
| | 03:26 | on but it's a handy button if you
want everything to fit on to one page.
| | 03:30 | The next one is Full Screen button and
when we click this, look what happens at
| | 03:35 | the bottom of our screen.
| | 03:36 | Many of the Windows elements and
toolbars at the bottom of our screen disappear
| | 03:40 | temporarily, so we can see
even more of our document.
| | 03:43 | You can see the zoom level has increased to 67%.
| | 03:47 | To close out of the Full Screen mode,
we simply go down to this toolbar that
| | 03:51 | appears and click Close Full Screen.
| | 03:55 | So once we are happy with our document
and we have seen what it looks like, how
| | 03:58 | it's going to print, we close the
Print Preview by clicking the Close button,
| | 04:02 | the very last button on the toolbar.
| | 04:05 | Give it a click and we are
back to our document view.
| | 04:09 | So once we are happy with how our
document looks in Print Preview, it's time to
| | 04:13 | put it on paper or create
what's called the hard copy.
| | 04:16 | Again, there is a ton of
options for printing a document.
| | 04:21 | We will access these options from the
Print dialog box by clicking File and Print.
| | 04:26 | Just be careful, because the Print
button here on the toolbar accepts all
| | 04:29 | defaults and sends your
documents straight to the printer.
| | 04:32 | It doesn't give you time to put in any options.
| | 04:34 | For that, we must go to the
File menu and down to Print.
| | 04:39 | You can see Ctrl+P is a shortcut key for that.
| | 04:41 | Now in the Print dialog box,
we have a number of options.
| | 04:46 | For example, the printer that we are
sending this document to appears right here.
| | 04:50 | If we are hooked up to many printers,
you can drop-down this selection and
| | 04:54 | select the appropriate printer.
| | 04:55 | We will keep it at our default printer,
the Epson Stylus and you can see the
| | 05:00 | status of this printer right
here in the Printer section.
| | 05:03 | We also have options for printing
this to a file and Manual duplex.
| | 05:09 | Printing a document to a file doesn't
actually send it to a printer but sends
| | 05:13 | it to a printer file.
| | 05:15 | Well, what you can then do is take that
file to any printer, for example, if you
| | 05:18 | are going to take it to a printing press
company and send it to them, it will be
| | 05:21 | able to print it on their printer.
| | 05:25 | Manual duplex, just below the Print
to file option, is for printing two
| | 05:29 | sided documents on a printer that
does not handle it automatically, for
| | 05:32 | example, Inkjet printers.
| | 05:34 | So you can print odd pages first and
then it lets you manually put the paper
| | 05:38 | back into the printer to print
the even pages on the opposite side.
| | 05:43 | Let's go down to the bottom left
corner now and click on the Options button.
| | 05:48 | We have more print options,
for example, Draft outputs.
| | 05:53 | If you are printing to an Inkjet printer,
it won't uses much ink in the Draft output.
| | 05:58 | Reverse print order, this is
important for printers that spew out pages one
| | 06:02 | on top of the other.
| | 06:04 | If you want the last page to come out
first and then the previous page before
| | 06:07 | that, your document will be in
order when it has done printing.
| | 06:11 | We can include a number of pieces of
information with our document including
| | 06:15 | document properties, XML tags, all
kinds of choices here, we will click OK.
| | 06:24 | Other options for printing include in
the Page Range section, All, Current page
| | 06:29 | or Pages and here we can print all of
our document by default, select just the
| | 06:34 | current page that we are looking at to
be printed, or if we select Pages, we
| | 06:38 | can type in the pages we want printed,
for example, maybe it's only one and
| | 06:43 | three and five to ten.
| | 06:47 | That's how we would enter that.
| | 06:48 | What do we are printing?
| | 06:50 | We are printing the document,
other options include the properties,
| | 06:53 | markups, styles and so on.
| | 06:56 | We will leave it set to Document and
all pages in the range, here is where we
| | 07:00 | choose our odd or even pages.
| | 07:02 | So if we are doing Manual duplex, we
wanted odd pages printed first and even
| | 07:06 | pages second, here is
where we could set that up.
| | 07:08 | We can also select the
Number of copies to printed.
| | 07:12 | Right now it defaults to one, but if
we wanted ten copies of this document,
| | 07:16 | we hit the little up arrow till we get to ten
and then we have an option for collating or not.
| | 07:21 | Collating will print one through ten, ten times.
| | 07:25 | Turning Collate off, will print all the
page ones, then the page twos and so on
| | 07:30 | all the way up to page ten, if
that was the length of our document.
| | 07:34 | We can also select the Pages per sheet.
| | 07:36 | By default, we are set to 1 page shows
up on a sheet, but we can change to two,
| | 07:41 | four, six and so on, kind of like
printing slides in PowerPoint and we can have
| | 07:47 | it scaled to the paper size.
| | 07:49 | So we have a larger paper size and
there have been Letter, Legal and so on, it
| | 07:53 | will scale our text to fit that size.
| | 07:55 | If we are all set to print, we would simply
click the OK button and off goes our document.
| | 08:01 | I am going to click Close.
| | Collapse this transcript |
| envelopes and labels| 00:01 | Are you going to be sending your documents
to people and locations the old fashioned way?
| | 00:06 | Let's say, you'll probably want to
create sharp looking envelopes or labels with
| | 00:09 | names and addresses printed right on them.
| | 00:11 | No sweat in Word, here is how we do it.
| | 00:13 | We go up to the Tools menu, down
to Letters and Mailings and over to
| | 00:20 | Envelopes and Labels.
| | 00:22 | Here the Envelopes and Labels
dialog box appears with the Envelopes tab
| | 00:26 | selected by default.
| | 00:27 | My cursor is flashing right here
in the Delivery address section.
| | 00:32 | We can type in an address here or we can
go get an address from our address book.
| | 00:36 | I am going to type in an address.
| | 01:00 | So that's an example of an address.
| | 01:03 | I also have a Return address field.
| | 01:05 | Here I can type in the return
address or I can say, Omit that.
| | 01:11 | If I have access to electronic
postage services, I can click here to add
| | 01:15 | electronic postage and if I do this,
Word is going to prompt me to sign up for a
| | 01:20 | service that I am having already.
| | 01:21 | Here is some other options for printing our
envelopes over here under the Option button.
| | 01:27 | Let's give it a click.
| | 01:30 | We have Envelope Options and you can
see by default, we are using a Size 10
| | 01:33 | Envelope, but if I have other
envelopes, I can drop-down this selection and
| | 01:37 | choose from a wide variety.
| | 01:39 | We will leave it at Size 10.
| | 01:45 | If mailed in the USA, we have an
option here for delivery point bar code;
| | 01:48 | it will be printed right on the envelope.
| | 01:50 | We can also change the fonts
and the alignments and so on.
| | 01:55 | Here is our preview of what our
envelope's going to look like when we print.
| | 01:59 | Speaking of print, we also
have Print Options right up here.
| | 02:02 | Depending on your printer, Word usually
knows exactly how you are going to feed
| | 02:07 | the envelopes into your printer, and by
default, you can see that we have a Face
| | 02:11 | Down option selected here, and it's
over to the right hand side, and the top
| | 02:16 | side of the envelope is inserted first.
| | 02:20 | We can do a clockwise rotation.
| | 02:21 | We can feed automatically or manually,
everything looks good from here, so we'll click OK.
| | 02:30 | The last thing we'll do is actually
print it, but before we do that, if we
| | 02:34 | wanted to add it to the document, our
envelope would then become part of our
| | 02:37 | document on its own page.
| | 02:39 | Once we are ready to print,
the Print button is where we go.
| | 02:46 | Now perhaps, your envelope is large
or not sized that won't go through your
| | 02:49 | printer, maybe you mail correspondence
to the same address over and over, you
| | 02:54 | might want to consider
labels in either of these cases.
| | 02:57 | Printing a sheet of labels can be
convenient when it comes time to sending
| | 03:00 | your documents out.
| | 03:02 | So let's explore our options with Labels.
| | 03:04 | Again, we will go to the Tools menu,
and we will go down to Letters and
| | 03:10 | Mailings, and Envelopes and Labels.
| | 03:15 | So again the Envelope and Labels
dialog box appears, but the Envelopes tab is
| | 03:19 | selected by default.
| | 03:21 | Let's click the Labels tab.
| | 03:22 | Now here is where we get to type in the
address or again we could insert it from
| | 03:29 | one of our address books, so let's go
ahead and type in a name and an address,
| | 03:48 | and let's look at some of the
options now for printing our labels.
| | 03:51 | First of all, this might be return
address, if it is, I click the Use return
| | 03:55 | address check-box here.
| | 04:00 | This is not the return address, so we will
bring it back right into our address field.
| | 04:06 | Another options that's selected by
default down here, is a Full page of the same
| | 04:10 | label will be printed.
| | 04:11 | If I only wanted one label, I would click here.
| | 04:15 | I could then say, what row and
column that label appears on my sheet.
| | 04:19 | This is handy if you have used up
half the labels on the sheet, and you are
| | 04:22 | starting at Row three, and maybe Column three.
| | 04:26 | We also have E-postage options as we
did when we were printing envelopes, and
| | 04:31 | here is an Options button for Labels as well.
| | 04:33 | Let's give it a click.
| | 04:35 | Here is where we go to choose the type
of printing we are doing, whether it's a
| | 04:38 | Dot matrix, or Laser/Ink jet Printer.
| | 04:41 | And here is where we can select
from a wide variety of Labels.
| | 04:52 | When we found the labels that we are
using, we click OK, and then the very last
| | 04:56 | thing we would do, is send it to the
printer by clicking the Print button.
| | Collapse this transcript |
| mail merge| 00:01 | So what happens when you want to send
a document to several different people
| | 00:04 | with different addresses, here's an example.
| | 00:07 | Our dental clinic has new hours and
now we want to send that information to
| | 00:11 | all of our clients.
| | 00:12 | Word's Mail Merge feature makes it
easy to accomplish this with step by step
| | 00:16 | instruction, using the Mail Merge task pane.
| | 00:19 | Let's give this a try.
| | 00:21 | First of all, we'll open up the
document that we want to send from the Open
| | 00:25 | button, make sure when we are in
the Printing folder, and there it is,
| | 00:28 | D.K.DentalHours.doc.
| | 00:32 | So here is our new hours, and we want
to send this off to all of our clients.
| | 00:36 | Well, we are going to do with Labels,
so let's start a new blank document, and
| | 00:42 | this is the document we are
going to use to create our labels.
| | 00:45 | The next step is to go to the Tools
menu, down to Letters and Mailings;
| | 00:49 | we are going to choose Mail Merge.
| | 00:53 | So here it is over on the right hand
side of our screen, the Mail Merge task
| | 00:56 | pane, and we have got step by step
instructions that are happening down at the
| | 01:00 | bottom of our screen.
| | 01:01 | Currently we are at Step 1 of 6.
| | 01:05 | So what are we creating, again its
labels, so we go down here and select
| | 01:08 | Labels and then Next.
| | 01:13 | The question is how do we want
to set up our mailing labels.
| | 01:18 | What we are going to need to
change the document layout.
| | 01:20 | We could have started from an existing
document if we've already set up some
| | 01:23 | labels, but we haven't, so we are going
to use a document layout that's about to
| | 01:28 | be changed by choosing the Label Options.
| | 01:32 | As soon as we do that, the Label
Options dialog box appears and here is where
| | 01:36 | we can select some options like we're
printing to a Dot matrix or Laser/Ink jet printer.
| | 01:40 | Depending on what we choose here, a
list of labels will change down here.
| | 01:44 | We are going to use the 5260
- Address label and click OK.
| | 01:51 | So there is our empty labels on our document
page but we are only done two steps out of six.
| | 01:57 | So let's click Next.
| | 02:01 | Here is where we select the
people we are sending this to.
| | 02:04 | So we would have to find the list of
our patients or our clients and we do have
| | 02:08 | a list of patients in a
Microsoft Access database.
| | 02:13 | So we can use an existing list, or we
could select contacts from Outlook, and if
| | 02:18 | we wanted to, we could type a new list.
| | 02:20 | Let's browse for that Microsoft Access List.
| | 02:25 | We'll need to navigate to our Exercise
folder and the Printing folder inside that.
| | 02:32 | There it is, it's called Clientlist.
mdb, short for Microsoft Database.
| | 02:38 | Click Open and there is a list of names
and addresses that we are going to use.
| | 02:44 | If everything looks cool,
we click the OK button.
| | 02:48 | So our list of recipients has been chosen.
| | 02:50 | If we wanted to edit that list, we could
but everything is good, so we are going
| | 02:54 | to go on to the next step
which is to arrange our labels.
| | 03:00 | Our labels are going to be names and
addresses, so Address block is what we want
| | 03:03 | to choose here, but if wanted Greeting
line, or Electronic postage, Bar codes,
| | 03:07 | and so on, we could choose other options.
| | 03:10 | Let's select Address block, and here
we have option for how our Address block
| | 03:16 | is going to look and the default is to put
the name at the top and the address down below.
| | 03:21 | Everything here looks good but
we can include other options.
| | 03:24 | For example, Never include the country
/region, we could choose to rearrange
| | 03:29 | the name and the way it appears, we can
have company names inserted or not and so on.
| | 03:34 | But everything in the default
is perfect. We will click OK.
| | 03:39 | Next we need to update these
labels with these new selections.
| | 03:42 | So when we hit the Update All Labels
button, you can see the Address block has
| | 03:47 | been added to all of our labels.
| | 03:50 | The next step is to preview these with
the actual names of our recipients in there.
| | 03:56 | Let's go down to Next, and there we have a
number of labels with some names and addresses.
| | 04:01 | We have some options for finding recipients
and browsing through the list of recipients.
| | 04:07 | We can even edit the recipient
list, if we find an error in there.
| | 04:11 | Everything looks good, so we are going
to go on to the very last step which is
| | 04:14 | to complete the merge.
| | 04:16 | You can see we have two options here:
| | 04:20 | one, we can print out the list of labels,
or two, we could edit individual labels.
| | 04:26 | So let's click Print.
| | 04:29 | We now have some options to
merge this document to the printer.
| | 04:32 | We can print all the records, just
the current record we are on, or we
| | 04:35 | can select from what record to what
record, clicking OK sends this off to
| | 04:41 | the printer.
| | Collapse this transcript |
|
|
Working with Graphicsgraphics and drawing| 00:01 | Graphics can add pizazz to any document
and there is a couple of different types
| | 00:05 | of graphics that you need to know
about, drawing objects and pictures.
| | 00:09 | Now a picture can be a drawing created by
someone else and that's usually called Clip-Art.
| | 00:14 | A picture can also be a file like
a photograph from a digital camera.
| | 00:18 | Drawing Objects are a little bit
different and they include things like
| | 00:21 | AutoShapes, Diagrams, Curves, Lines and WordArt.
| | 00:25 | These are all objects that are
a part of your Word document.
| | 00:28 | We're going to start by using the
Drawing Toolbar to create, change and enhance
| | 00:33 | these objects with colors,
patterns, borders and other effects.
| | 00:36 | So let's create a simple
company logo for one of our documents.
| | 00:41 | The document we're going to open
is in folder number 14 and it's
| | 00:49 | called DKAdevert1.doc.
| | 00:51 | So we want to spice up this document a
little bit by creating some artwork and
| | 00:58 |
| | 00:58 | we're going to use our drawing board to do that.
| | 01:01 | Let's go up to the Insert Menu.
| | 01:06 | We'll go down to Picture and New Drawing.
| | 01:13 | Now clicking this option
creates what's called our canvas.
| | 01:16 | Our canvas is quite large right now.
| | 01:18 | We're going to create our logo inside
of this canvas and then we'll size things
| | 01:22 | up nicely when we're done.
| | 01:25 | So let's look at the bottom of our
screen because a new toolbar has just
| | 01:28 | appeared and it's called the Drawing Toolbar.
| | 01:30 | The Drawing Toolbar allows us to do
a number of things with our objects
| | 01:33 | like, change their order, rotate and
flip them, explain how text is going to
| | 01:38 | wrap around our objects.
| | 01:39 | We also have things like AutoShapes and
we'll get into those a little bit later.
| | 01:43 | AutoShapes also appears here for
inserting things like Callouts, Stars and
| | 01:47 | Banners, Connectors, Lines,
Basic Shapes you to name it.
| | 01:50 | We can also create our own, lines,
lines with arrows, we've got rectangle and
| | 01:57 | ovals, text boxes, WordArt.
| | 01:59 | We can insert charts and we
can insert pictures and drawings.
| | 02:03 | We also have options for editing
some of our objects, the colors, lines
| | 02:07 | and special effects.
| | 02:10 | So inside our canvas is
where we're going to start.
| | 02:12 | We're going to create a simple company logo.
| | 02:14 | Let's start with the Rectangle Tool.
| | 02:16 | Come down here and click on the
Rectangle Tool, move back into our canvas.
| | 02:20 | Now what we're going to do is
click-and-drag to create a rectangle.
| | 02:24 | Now as we click-and-drag, we can
create the rectangle in any size or shape,
| | 02:29 | but I'm going to hold down my Shift
key on the keyboard, this is a trick to
| | 02:33 | keep it a perfect square.
| | 02:34 | I let go off my mouse button
first and then my Shift key.
| | 02:40 | So what I've actually drawn here is
just a plain old square, it's got a black
| | 02:44 | line around the outside, it's white in
the inside and I've got some handles here
| | 02:48 | for sizing and rotating.
| | 02:51 | Let's change the Fill Color of this first.
| | 02:54 | We'll go down to our Drawing Toolbar,
and over here is where we have a number of
| | 02:57 | options for Fill Color, Line Color, Text Color.
| | 03:01 | Let's go over to our Fill Color
and select Black. Okay, perfect!
| | 03:08 | The next thing we're going to do to
create our logo is to take a copy of this
| | 03:11 | square and put it on top of this square
and rotate it slightly. Is that clear?
| | 03:17 | Let's copy this first.
| | 03:18 | I'm going to go to my keyboard,
hold down Ctrl and press C as in copy.
| | 03:23 | Now I'm going to click in
here and do a Ctrl+V to paste it.
| | 03:28 | You can sort of see that I've got a
second square appearing here, I'm going to
| | 03:32 | move it over by going on the inside and drag it.
| | 03:36 | So let's create a different color for this one.
| | 03:38 | Let's go down to our Fill
Colors and we'll select a light blue.
| | 03:45 | The next thing we're going to do is rotate this.
| | 03:47 | We can do that by clicking
and dragging this Rotate handle.
| | 03:51 | As I click-and-drag, you can see an
outline as it rotates 360 degrees.
| | 03:56 | Again, I can hold down my Shift key if
I wanted to snap to a specific point.
| | 04:00 | Because I do want it to get right to
the 45 degree angle here that I have, let
| | 04:04 | go off my mouse and then my Shift key.
| | 04:07 | Now I'm going to move this square
back on top of the original square.
| | 04:11 | I'm going to move it in
a way that it's centered.
| | 04:13 | Okay, so we have the
beginnings of our company logo.
| | 04:23 | Why don't we play with some text now.
| | 04:25 | We'll place some text inside this box.
| | 04:29 | Well, we have some options for creating text.
| | 04:31 | We have WordArt which is kind of
fancy text and we have Text Boxes.
| | 04:34 | Let's click the Text Box and let's
create a Text Box inside our graphic box.
| | 04:45 | We want our text to be centered so
just like when we're formatting text in a
| | 04:49 | document, we have our Formatting Toolbar up
here and here's out Alignment button for Center.
| | 04:53 | Give it a click and let's type in,
all in caps, D.K. on one line and DENTAL
| | 05:02 | on the second line.
| | 05:04 | So not very nice so far, we
have some editing to do here.
| | 05:07 | Let's click-and-drag over our text to
highlight all of it and let's change our Font.
| | 05:12 | Right now we're set at Times New Roman.
| | 05:14 | We'll drop this down and scroll down
the list until you see one called Arial
| | 05:18 | Black, almost everybody has this
font and it's a nice and thick font.
| | 05:23 | Next thing we're going to do is
increase the size of this font.
| | 05:26 | So it's currently set to 12
points, let's double it to 24.
| | 05:31 | Well, that looks to be a little
big, it's not quite fitting inside.
| | 05:34 | We have two options here.
| | 05:35 | We can reduce the Font Size or we can
stretch out our Text Box to be a little
| | 05:40 | bit wider to accommodate that word. Prefect!
| | 05:42 | Now let's see what happens when
we click outside of our graphic.
| | 05:50 | Our Text Box is actually white with a
black line around it and our text is
| | 05:55 | black on the inside.
| | 05:57 | So I'm not totally happy with this.
| | 05:59 | Let's click on the Text Box and let's
change it so that the Fill Color is the
| | 06:05 | same as our second rectangle, light blue.
| | 06:11 | Let's change it so that the line color, in
fact, let's change it so that there is no line.
| | 06:16 | Come up here and choose No Line.
| | 06:20 | Now let's go in and highlight our text.
| | 06:22 | It's currently Black and we'll
change the Font Color to white.
| | 06:26 | Come down here, dropdown the
Font Color dialog and select White.
| | 06:32 | Now let's click outside of our graphic
to see what that looks like, kind of neat.
| | 06:36 | Now the last thing that we're going to
do is have the canvas size itself to the
| | 06:42 | size of our new graphic.
| | 06:44 | The way we do this is from the Drawing
Canvas Toolbar and currently I'm not seeing mine.
| | 06:49 | You may have yours up on your screen.
| | 06:51 | In your case to get it there, we right-
click inside our canvas and choose Show
| | 06:56 | Drawing Canvas Toolbar.
| | 06:58 | You can see we have some options for the
canvas itself and the very first one is
| | 07:02 | the one that I'm interested
in and that's the Fit button.
| | 07:06 | What it's going to do is fit
the drawing to the content.
| | 07:08 | So let's give it a click.
| | 07:10 | You can see my canvas now has resized itself.
| | 07:15 | Now what I would like to do is resize
my entire graphic and come over here to
| | 07:20 | the Scale Drawing button, give it a
click and you can see I've got those handles
| | 07:24 | now around the outside of my canvas.
| | 07:26 | Now I'm going to go to the top right
corner here so I can scale it vertically
| | 07:30 | and horizontally at the same time.
| | 07:32 | We click with out mouse
button hold down and drag.
| | 07:36 | So what I'm doing is I'm
just making it much smaller.
| | 07:38 | Now I'm going to click outside
the canvas, and that's perfect!
| | Collapse this transcript |
| clipart| 00:01 | Pictures that are drawing stored on your
computer or available online are called Clip Art.
| | 00:06 | Word comes with a selection of Clip Art
and also gives us access to more via the web.
| | 00:11 | We'll insert some clip art into our
document now to add some excitement to an
| | 00:15 | otherwise dull-looking file.
| | 00:17 | So we're still working on DKAdevert1.doc.
| | 00:18 | We're going to go up to our Insert Menu.
| | 00:25 | Let's move down to Picture, and there it
is right at the top of the list, Clip Art.
| | 00:32 | Now when we click on Clip Art, the
Clip Art Task Pane appears and you can see
| | 00:36 | that we can do a search right in here.
| | 00:39 | I've typed in teeth, when I hit Go, I
get a list of all kinds of Clip Art that
| | 00:45 | has to do with teeth.
| | 00:46 | Now I can have it search in just My
Collections, Office Collections or the entire Web.
| | 00:55 | By default, everything is checked on.
| | 00:57 | So what I'm seeing down below is All
media file types located either on my
| | 01:02 | computer or on the web.
| | 01:05 | When I find one that I
like, I simply click on it.
| | 01:08 | So here we go, inserts my clip art, I
can move into my document now, click on
| | 01:14 | that piece of clip art and
the Picture Toolbar appears.
| | 01:18 | I'm going to size this manually by
going to the top right corner, make it a
| | 01:22 | little bit smaller and I'm going to
move it into my document over here and I'm
| | 01:29 | going to play around now with
something called Text Graphic.
| | 01:31 | I can see that it's acting
like any other character.
| | 01:34 | It's inserted into my text just as
though I were typing another character.
| | 01:39 | So let's go up to the Picture Toolbar
and this little icon here represents Text
| | 01:43 | Wrapping, give it a click.
| | 01:45 | I would like the wrapping to be Tight.
| | 01:47 | I have options for the text to wrap
around the Square, go right Behind the Text,
| | 01:52 | In Front of the Text and so on, but
Tight means that my text is going to wrap
| | 01:56 | around the shape of my graphic, not the square.
| | 01:58 | So now you can see that my graphic
located here in this second paragraph has
| | 02:06 | Text Wrapping around the shape of the
graphic, not necessarily the shape of the box.
| | 02:10 | I'm going to click outside
the graphic and it's locked in.
| | 02:18 | When I'm done with the Clip Art
Pane, I go up here and click the X.
| | 02:22 | ClipArt
| | Collapse this transcript |
| pictures from files| 00:01 | We know we can create our own drawings
or use ClipArt in a document to spice it
| | 00:05 | up, but we can also use graphics
files such as photos, and other graphics
| | 00:09 | created in other programs such
as Adobe Photoshop or CorelDRAW.
| | 00:14 | Let's find a suitable photo for our document.
| | 00:16 | We are still working in DKAdvert1 and
we are going to go up to the Insert Menu.
| | 00:23 | We are going to go down to Picture and
this time we are going to select from file.
| | 00:30 | We have some sample pictures in a
Sample Pictures folder, but we also have a
| | 00:35 | photograph that I have stored in
one of our Exercise File folders.
| | 00:38 | So let's navigate to that.
| | 00:40 | We will go to the Desktop or My
Documents and here is my Word 2003 Exercise
| | 00:47 | Files and now I am going to scroll
down to folder number 14 called Graphics.
| | 00:55 | I am going to double click that to
open it up and there is the JPEG file,
| | 01:01 | see how it ends with JPG and that's the
photograph taken right from my digital camera.
| | 01:06 | I am going to click on it and choose Insert.
| | 01:09 | Now this graphic is inserted into my
document and it's quite a large file.
| | 01:18 | So you can see it's actually
moved a lot of my text down.
| | 01:21 | We need to resize this and have
text wrap around it accordingly.
| | 01:26 | So let's click on the graphic itself,
the Picture toolbar appears, we will just
| | 01:31 | move it out of the way and
we will size this photo down.
| | 01:37 | There is a good size there;
| | 01:38 | we are going to move it down into
the Our Commitment To You section.
| | 01:43 | And again the text wrapping
isn't looking all that good.
| | 01:46 | So let's go to the Text Wrapping button,
give it a click and we will do a Square.
| | 01:53 | Let's move it a little bit over to the
right and you can see how our text is
| | 01:58 | wrapping around the shape of the
square, our photograph is square.
| | 02:02 | So using Tight or Square is
going to do the same thing.
| | 02:07 | We can also adjust things like Brightness
and Contrast right from our Picture toolbar.
| | 02:11 | Here we have some options for
Contrast and Brightness, increasing and
| | 02:15 | decreasing the Brightness.
| | 02:17 | I am going to increase the Brightness
of this photo, each time I click it, it
| | 02:20 | gets a little bit brighter.
| | 02:21 | Let's increase the Contrast a little bit
too with a couple of clicks; that looks nice.
| | 02:28 | Now, we will come back into our
document and we will anywhere outside of our
| | 02:31 | graphic to deselect it.
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| linking vs. embedding| 00:01 | By default Microsoft Word embeds
pictures right into your document.
| | 00:05 | This means a copy of the picture
becomes part of your document, increasing the
| | 00:08 | size of your file considerably sometimes.
| | 00:11 | Another way to insert graphics
into your document is to link it.
| | 00:15 | You can reduce the size of a file by
linking a picture which only places
| | 00:18 | information about the graphic such as its
name and where it's located into your document.
| | 00:24 | This also means that any changes
to this graphic or source file will
| | 00:28 | automatically update in your
document and here is how we do it.
| | 00:31 | So we are still in DKAdvert1.
| | 00:33 | Let's go up to the Insert
Menu and give it a click.
| | 00:36 | We will go down to Picture,
and we will go over to From File.
| | 00:44 | So here we have a few pictures in our
Graphics folder, I am going to click on Logo.
| | 00:48 | And before I hit the Insert button, I
want you to see that there is a little
| | 00:51 | drop down arrow to the
right of the Insert button.
| | 00:54 | Let's give that a click.
| | 00:56 | So Insert is the default when we hit
this button but we can also link to that
| | 01:00 | file or we could do both, we
could insert it and link it.
| | 01:03 | So it's part of our document and as it
gets updated wherever else it exits, it's
| | 01:07 | updated automatically in our document.
| | 01:10 | But we are going to click Link to File
and now we have got our logo over here.
| | 01:16 | Let's get some wrapping going on,
choose Tight, move it around a little bit to
| | 01:24 | where happy and then click outside of the logo.
| | 01:28 | So the difference between this one and
the one above is that we have a created a
| | 01:32 | link to this graphic.
| | 01:34 | If somebody edits the graphic in a
graphics application what's going to happen
| | 01:38 | is we will see those changes
happen in our document here in Word.
| | 01:41 | The changes will only happen to
this graphic because it's linked.
| | 01:44 | They won't actually happen to this
graphic because we embedded it in
| | 01:48 | our document.
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| AutoShapes and WordArt| 00:01 | Word offers plenty of help when it comes to
creating a graphical appearance in your document.
| | 00:06 | Autoshapes is a group of graphics
available on the drawing toolbar that includes
| | 00:10 | several categories of shapes such as
Lines, Connectors, Basic Shapes, Flow Chart
| | 00:15 | elements, Stars and Banners and Callouts.
| | 00:18 | You can add text to shapes too;
| | 00:20 | the text you add becomes part of the shape.
| | 00:23 | So if you rotate or flip the shape,
the text rotates or flips with it.
| | 00:28 | So let's inserts some shapes and
manipulate them to make our document a
| | 00:31 | little more lively.
| | 00:33 | First, we will scroll down
towards the end of this document.
| | 00:36 | We have enough graphics on this page.
| | 00:41 | In and around the Fees And Payments
section we will click and we will go up
| | 00:45 | to our Insert menu.
| | 00:48 | Let's go down to Picture
and let's choose AutoShapes.
| | 00:54 | Now we have the AutoShapes toolbar on
our screen and you can see we do have a
| | 00:58 | number of categories from Lines and
Connectors all the way over here to Callouts
| | 01:02 | and we are going to
insert what's called a Callout.
| | 01:04 | So when we click on this we get a little
sub-menu full of our samples of Callouts.
| | 01:10 | Let's go to this Oval one and give it a click.
| | 01:15 | Suddenly we have a canvas on our
screen that says, Create your drawing here.
| | 01:19 | And what we are going to do is starting
on the top left corner and we are going
| | 01:22 | to click and drag to the opposite
corner until we get the size and shape of our
| | 01:26 | Callout that makes us happy.
| | 01:29 | And that's what I am looking for right
there and you can see that my cursor is
| | 01:34 | flashing inside the Callout.
| | 01:36 | So I am ready now to start entering text.
| | 01:38 | Let's type in the following, Say Cheese.
| | 01:44 | Alright, that's a little small for this balloon.
| | 01:46 | So what we are going to do is
highlight the text and let's go up to our
| | 01:50 | Formatting toolbar and change the
size to something little bigger, like 18.
| | 01:56 | Let's change the Font, we will go back to
that Arial Black font, it's a nice think font.
| | 02:02 | And now we will click
here outside of the Callout.
| | 02:06 | Let's go to our Drawing Canvas toolbar and
let's see if we can scale this drawing down.
| | 02:15 | Click outside of your canvas and now
you have got your drawing here, there,
| | 02:22 | that's a better spot right there
and I am going to click outside.
| | 02:28 | So under Fees And Payments now I have
got a balloon saying, Say Cheese, we
| | 02:31 | call this is Callout.
| | 02:32 | Now WordArt is another way to
spice up a document graphically.
| | 02:36 | WordArt allows you to get graphical
with your text, applying effects that can
| | 02:41 | seemingly bring your text off the page.
| | 02:43 | Let's create some WordArt
at the top of our document.
| | 02:46 | So we will scroll back
up to the top of page one.
| | 02:51 | Let's click on our logo here and delete it.
| | 02:56 | Hit the Delete key on your
keyboard to delete the entire element.
| | 02:59 | We are going to put some
WordArt in here instead.
| | 03:05 | The way we do that let's go up to
our Insert menu, we will go down to
| | 03:10 | Picture and WordArt.
| | 03:14 | Our WordArt Gallery appears where we
can choose the style that pleases us most.
| | 03:18 | I would like to try this one down here,
looks a little wavy, and click OK.
| | 03:27 | You can see we are ready
to start typing our text.
| | 03:29 | So let's go ahead and do that.
| | 03:30 | We will type in D.K. Dental Clinic and 36,
Bold, let's turn that on and click OK.
| | 03:45 | And right now we have got a standard
size, it's very hard to read but we can
| | 03:48 | click on our WordArt and we can
scale it by clicking one of these sizing
| | 03:52 | handles and dragging it.
| | 03:56 | We can make it bigger or smaller and
we can move it, click anywhere on the
| | 04:02 | inside and just move it around.
| | 04:06 | Again, we have some
wrapping options for our WordArt.
| | 04:09 | Preferably, we wouldn't want any of
text wrapping around this at all, it's
| | 04:12 | going to be at the top.
| | 04:13 | So let's go down to the word wrap
button here and let's just say Text can go
| | 04:20 | right through it, perfect.
| | 04:25 | I will move it over here to the
left and click outside the graphic.
| | 04:31 | So, that's an example of WordArt, just
another example of the many ways we can
| | 04:34 | insert graphics into our documents.
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| charts| 00:01 | Charts are another type of graphical
object but charts are usually graphical
| | 00:05 | representations of numbers or values.
| | 00:08 | Word has built-in chart-making
capabilities, while it's possible to import
| | 00:12 | charts from other programs like Excel.
| | 00:15 | We're going to create a 3D pie chart from
scratch entering our own values into a Datasheet.
| | 00:20 | So we're still in the file called
DKAdvert1, but let's move down into Page 2
| | 00:25 | near the Fees and Payments section.
| | 00:27 | This would be a good place for a chart.
| | 00:32 | So we'll click down here at the end of
this paragraph and we'll go up to our
| | 00:35 | Insert menu down to Picture and over to Chart.
| | 00:41 | Now, by default, you are going to
see the sample Datasheet full of sample
| | 00:47 | labels and data as well as what that graphical
representation looks like in a sample bar chart.
| | 00:53 | Like I said we're creating a pie chart,
so we don't need all of this data.
| | 00:57 | First of all inside the Datasheet,
we've got columns labeled A, B, C, D and so
| | 01:01 | on and we've got rows
labeled 1, 2, 3, 4 and so on.
| | 01:05 | We have some sample labels over
here and across the top of our columns;
| | 01:09 | we have some sample data as well.
| | 01:12 | For a pie chart, we're only
going to need one row of data.
| | 01:15 | So let's go over here to the rows,
click and drag over 2 and 3, and hit our
| | 01:19 | Delete key on the keyboard to remove that data.
| | 01:24 | Next, we're going to get rid of column
D. We only need three columns of data.
| | 01:29 | So we click right on the D and hit Delete.
| | 01:32 | You can see how the sample bar
chart down below is changing.
| | 01:36 | Next, we're going to change up some labels.
| | 01:38 | So where we have East,
let's type in the word Visits.
| | 01:42 | Now, our labels for a D.K. Dental
Clinic pie chart here are going to have the
| | 01:51 | types of visits we had.
| | 01:52 | So let's put in for the first one,
Checkups, maybe another type of visit to our
| | 02:00 | D.K. Dental Clinic is for Fillings
and sometimes we have Surgeries as well.
| | 02:10 | So let's type in the number of checkups that
people came for, we'll put in a number like 238.
| | 02:16 | Fillings were less at 212,
and Surgeries even less at 120.
| | 02:21 | When we're done entering our data, we
close the Datasheet and you can see our
| | 02:28 | sample bar chart down below indicates
that we have our new labels and we've got
| | 02:33 | our new data as well.
| | 02:36 | This isn't the type of chart we want
though, and I don't know if you noticed
| | 02:39 | this, but up here on the Menu bar,
we've had a new edition, the Chart Menu.
| | 02:43 | Let's click on Chart and choose Chart Type.
| | 02:46 | You can see there is a number of
Standard Types down the left hand column here,
| | 02:51 | Column, Bar, Line etcetera.
| | 02:52 | Here is Pie, so let's give that a click.
| | 02:55 | Now we also have Chart sub-types and we
have got a number of sample pie charts.
| | 03:00 | Here is our standard pie chart but
here is our three-dimensional one.
| | 03:04 | So let's click on that.
| | 03:05 | We also have options for pies that
have the pieces split apart and so on, but
| | 03:10 | the 3D pie chart is what we're
looking for. So we'll click OK.
| | 03:13 | So here is our standard pie chart and
we've got a Legend showing that Checkups,
| | 03:19 | Fillings and Surgeries are
represented by these various pieces of pie.
| | 03:23 | You can see as I hover over pieces of
pie, it works on values and percentages
| | 03:28 | and shows me labels as well.
| | 03:31 | Well, we can play around with these
options a little bit more by going back up
| | 03:34 | to the Chart Menu and
let's go down to Chart Options.
| | 03:40 | First thing I would like to do
is give this pie chart a title.
| | 03:43 | So let's click in the Chart title field
and let's type in, Types of Visits for 2003.
| | 03:56 | Let's go to the Legend tab now and
here's where we can adjust whether the legend
| | 04:01 | is even showing and if it is showing,
where is it placed, at the Bottom, Corner,
| | 04:05 | Top and you can see, by default,
it's over at the Right and that's fine.
| | 04:10 | Let's go over to our Data Labels tab and
you can see that we can have our labels
| | 04:14 | contained series names, category
names, values, percentages and so on.
| | 04:19 | I think that percentage is good.
| | 04:20 | So let's click here and you can see how
surrounding my sample pie here, I have
| | 04:24 | got percentages representing the values.
| | 04:27 | I can have both if I want
by clicking Value as well.
| | 04:31 | I can have the category name show up
as labels and you can see that my actual
| | 04:35 | pie is getting smaller and smaller.
| | 04:37 | So let's take a category name and value
and we'll leave the percentages in there.
| | 04:43 | Let's click OK and see
how our chart has changed.
| | 04:48 | Now, each of these elements inside of
my canvas here is a separate object.
| | 04:53 | So I can click on my pie over here
and you can see that I have got handles
| | 04:56 | for sizing the pie.
| | 04:57 | I can click on Labels;
| | 04:59 | I can click on my Legend as well.
| | 05:01 | So there is a number of options I can take
care of by working with various parts of my chart.
| | 05:08 | By clicking outside of the chart area, we
confirm that we're done editing our chart.
| | 05:15 | Now this is a graphic object so I
can click on it and just move it around
| | 05:19 | like any other graphic.
| | 05:21 | For example, if I am not happy with
the Text Wrapping, I can change that.
| | 05:26 | Let's go over to our Drawing toolbar
and click on Draw down here on the bottom
| | 05:29 | left hand corner and we'll move up to
Text Wrapping and let's choose something a
| | 05:33 | little bit different.
| | 05:34 | Well, we're going to have
to select our graphic first.
| | 05:37 | Now, we'll go to Draw, Text
Wrapping and let's choose Square.
| | 05:44 | So now, we've got our chart
right in the middle of our text.
| | 05:49 | Let's move it over to the right a
little bit and maybe up a little bit next
| | 05:57 | to Fees and Payments.
| | 05:58 | Again, we will click outside of our
selected object to deselect it and we're done.
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|
|
Working with Columnsnewsletter columns| 00:01 | When we want to create documents such as
newsletters and fliers, it's often best
| | 00:05 | to have our text flow through columns.
| | 00:08 | Now there are different types of
columns we can create and it's important to
| | 00:11 | know the differences when we use them.
| | 00:13 | Text that flows down one column up
and over to the next one and so on is a
| | 00:18 | newspaper style column.
| | 00:20 | Text that must line up across columns from
left to right should be entered into a table.
| | 00:25 | You maybe thinking you just want text
and not the table, well, simply making the
| | 00:29 | table lines invisible will give you this result.
| | 00:33 | So let's turn our document into a
newsletter style document into two columns and
| | 00:38 | this can be done from the Format menu
or from the Standard toolbar, here's how.
| | 00:42 | We first need a document.
| | 00:44 | Let's go to our Open button and we'll go
to our Columns folder, double-clicking,
| | 00:50 | select DKAdvert2 and open.
| | 00:53 | So here is a document that basically is
not in columns or you could say in one
| | 00:58 | wide column and we're going to change this.
| | 01:00 | But we've got to click
where we want to start this.
| | 01:03 | We're going to click right in front of
the W in Welcome here and you can see
| | 01:06 | down below on my Status bar,
I am on Page 1, Section 2.
| | 01:10 | So I moved out of the first section
where the graphic was into this section.
| | 01:15 | The next thing I am going to
do is go up to my Format menu.
| | 01:18 | When I click Format,
Columns appears on this menu.
| | 01:22 | You may have to expand it if
you don't see Columns right away.
| | 01:25 | There it is, now we'll give it a click.
| | 01:27 | Here in the Columns dialog box, we
have a number of options to choose from.
| | 01:31 | You can see by default,
we're working in One column.
| | 01:34 | If we select Two, we can see a Preview
over here on the right hand side of what
| | 01:39 | that's going to look like.
| | 01:40 | You can see that Column 1, the Width is 2.
75 inches and the Spacing is half an inch.
| | 01:48 | So we can adjust the spacing between
our columns and we can also select the
| | 01:51 | number of columns from here.
| | 01:52 | 2 is going to be good.
| | 01:56 | If we wanted a vertical line in
between our columns, we check this one off.
| | 02:00 | Well, let's go up to our OK
button and see what happens.
| | 02:03 | So our text is now in two columns,
it's flowing down the first column and up
| | 02:09 | to the second column.
| | 02:11 | Let's make some adjustments now.
| | 02:13 | First of all, you can see that on the
ruler, I have got some new markers here
| | 02:16 | indicating where my column borders are.
| | 02:19 | I have got a right margin for my first column
and a left margin over here for my second column.
| | 02:24 | So I can increase the space
simply by clicking and dragging these.
| | 02:27 | You can see that that's a little bit too much.
| | 02:29 | We'll bring it back and we'll move this one
back a little bit too and that looks good there.
| | 02:37 | Let's go down to the bottom of
this page and see what it looks like.
| | 02:45 | It's probably not broken off at a good
spot here where we've got a title on one
| | 02:48 | page and then the rest of
the text on the next page.
| | 02:51 | So what we can do is put
in a hard page break here.
| | 02:54 | Click in front of the R in Regular,
hold down our Ctrl and Shift keys on the
| | 02:59 | keyboard and hit Enter.
| | 03:02 | That moves our title down to the next
page and creates another column down there.
| | 03:07 | So let's scroll back up and you can see
again this is maybe not the best place
| | 03:14 | for this text to be.
| | 03:16 | So we can adjust these columns as well
simply by adding text, removing text or
| | 03:22 | by hitting our Enter key.
| | 03:23 | I am going to Backspace over those and I
am going to show you another option for
| | 03:34 | making our columns equal in length.
| | 03:37 | Let's go back to our Format
menu and go down to Columns.
| | 03:41 | There is a checkbox down near the
bottom of our Columns dialog box and you can
| | 03:47 | see it right here, Equal column width.
| | 03:49 | With that checked off, we will
not necessarily have equal columns.
| | 03:53 | If we check this off, we will have
equal column widths. Let's click OK.
| | 04:02 | Let's now move down to the bottom of our page
in our first column where it says Our Staff.
| | 04:10 | A column break is just like a page
break, when we don't use columns;
| | 04:14 | we hold down Ctrl and press Enter.
| | 04:16 | You can see that that's moved down
to the next page. Let's Undo that.
| | 04:24 | Now let's hold down Ctrl+Shift+Enter to see
that that's been moved up to the next column.
| | 04:30 | So you really need that Shift key when
you are moving columns and Ctrl+Enter
| | 04:34 | still acts as a page break.
| | 04:37 | Let's scroll down to see what that
looks like, probably at Appointment Times
| | 04:41 | would be a good place to put in another one.
| | 04:43 | Let's do a Ctrl+Shift+Enter and
that moves down to the next page.
| | 04:49 | We've also got graphics down here,
let's bring this graphic here up into our
| | 04:53 | first page by clicking and dragging it
and let's move it somewhere in between
| | 04:59 | our two columns here.
| | 05:02 | You can see that the text is wrapping
around the shape of my graphic because my
| | 05:06 | Text Wrapping is set to Tight.
| | 05:08 | As I increase the size of this
graphic, text continues to wrap around the
| | 05:17 | shape of my graphic.
| | 05:18 | I will click anywhere in my text to
deselect and that's a nice result.
| | 05:27 | Another way to set up columns
is to do it from the toolbar.
| | 05:30 | Now, right now my Columns button is
showing up on my Standard toolbar.
| | 05:34 | Some of you if you are not using this
button may need to drop-down additional items.
| | 05:38 | I am going to click on the Toolbar
button and click and drag across to three
| | 05:45 | columns and release.
| | 05:46 | Let's see what that looks like.
| | 05:49 | If we scroll through our document, we
realize, that was probably a mistake.
| | 05:55 | So let's hit the Undo button on our
Standard toolbar, takes us back to two
| | 06:01 | columns, and there, that's much easier to read.
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| parallel columns| 00:01 | When you create text that needs to be
in columns, but the text in one column
| | 00:05 | needs to stay in line with
the text in another column.
| | 00:07 | We called these Parallel Columns.
| | 00:10 | Now newspaper or newsletter style
columns won't work if text is added or removed
| | 00:15 | after and I am sure it's
happened to many of you.
| | 00:17 | You typed in some text and
nothing lines up anymore.
| | 00:20 | One of the best way to ensure your text
will line up across columns is to enter
| | 00:24 | it into a table and then hide the lines,
plus it's kind of a nice prelude to the
| | 00:28 | next lesson on tables.
| | 00:30 | So let's start with a new blank document.
| | 00:32 | We will go up to the toolbar here and
click on the first button to create our
| | 00:36 | new blank document and
let's start with a title now.
| | 00:39 | Let's type in D.K. Dental Clinic
Inventory and we will hit Enter a couple of times.
| | 00:49 | We will fix this up in a minute, but
right now we are going to insert a table
| | 00:54 | and we are going to do
right from the Standard toolbar.
| | 00:56 | Here is my Insert Table button and
remember if you can't see it, we have got a
| | 01:00 | dropdown under our toolbar options and
I have a whole bunch of other buttons
| | 01:04 | that might be hiding from you.
| | 01:06 | So we will go over to our Insert Table
button, give it a click and here is where
| | 01:10 | we select the number of rows and
columns we are going to create.
| | 01:14 | We only need one row and three
columns, so select 1 by 3 and click.
| | 01:20 | Now you can see my table's being
inserted and it stretches from my left column
| | 01:24 | all the over to my right column and I
have got three equal cells, each cell or
| | 01:30 | column is the same width.
| | 01:33 | Let's start entering some text now.
| | 01:35 | In our first cell we are
going to type in Item Number.
| | 01:43 | In our next cell, we will just
click over here and type in the word
| | 01:48 | Description and at the end here, we
will type in the word Quantity, let's just
| | 01:55 | put in the short form Qty.
| | 01:58 | Now watch what happens when you hit
your Tab key, we have come to the end of
| | 02:02 | the table, but the hitting the Tab
key automatically inserts a new row and
| | 02:06 | three more columns.
| | 02:08 | So let's make up some Item Numbers now,
123- 456, you can hit your Tab key to
| | 02:14 | move from one cell to the next,
Description, let's put in Blue Smocks and tab
| | 02:23 | and let's put in Quantity of 342.
| | 02:28 | Hit the Tab to create a new row and our
next one would be 567-890, tab over, we
| | 02:36 | will put in Cotton Swabs, tab over and
let's put in the quantity of, let's put
| | 02:45 | 45 in there and Tab.
| | 02:47 | Let's put item in here now.
| | 02:49 | Let's do 453-127 and our description,
let's put in Bibs, remember we are
| | 03:03 | working in a Dental Clinic here and we are going
to put in a quantity of, let's put in 100 even.
| | 03:09 | Alright.
| | 03:11 | So there is our table.
| | 03:13 | Let's spice this up now.
| | 03:14 | We will start with our title and I am
going to click over here in the selection
| | 03:17 | area to select the entire line,
and I think that should be centered.
| | 03:21 | So from our Formatting toolbar, we will click
the Center button, let's choose a different font.
| | 03:26 | We will go to Arial Black, make
it a little larger, 16 points.
| | 03:31 | And now what we are going to do is change
the fonts and look of our labels in our table.
| | 03:37 | So to select the entire row, I can move over
to the left-hand side here and double-click.
| | 03:43 | Let's change the font to Arial Black here as
well, 12 is fine, but maybe we will Bold them.
| | 03:52 | Click anywhere in the table to deselect the
first row to see the results of your formatting.
| | 03:57 | Well now next, I think what we should do
is maybe center the contents of this cell.
| | 04:02 | So we will click in here and center it.
| | 04:06 | And Quantity, I think that should be
right-aligned, so we will go up here to our
| | 04:10 | Formatting toolbar, click the Align
Right button and I guess so should the rest
| | 04:15 | of the contents in our table.
| | 04:17 | So let's highlight the rest of our
content by clicking and dragging down,
| | 04:21 | selecting Right, Description, select
those cells, Center and Item Numbers
| | 04:30 | are fine on the left.
| | 04:32 | The next thing we are going to adjust
though is the width each of these columns.
| | 04:36 | Item Number, Description and Quantity,
well everything doesn't need to be as
| | 04:41 | wide as it is, you can see
we have plenty of room here.
| | 04:43 | So what we are going to do is actually
go to the Ruler and here's where we have
| | 04:49 | our Move Table Column Indicator.
| | 04:52 | So I am going to move this column over
a little bit and I am going to move this
| | 04:56 | column over a little bit to the right,
so I am creating a bigger description
| | 05:00 | area and I am going to move over here
on the right to bring my Quantity a way
| | 05:07 | in, I don't need that much room.
| | 05:09 | Same thing over here for Item Number.
| | 05:15 | Maybe a little further even.
| | 05:19 | That's looking better now.
| | 05:20 | The only thing left to do to make it
look like it's in three columns is to
| | 05:24 | the hide the lines.
| | 05:26 | So anywhere in the table here you will
notice that a little indicator pops up in
| | 05:30 | the top left corner of my table.
| | 05:34 | This little icon up in the top left
corner when I click it, allows me to quickly
| | 05:37 | select the entire contents of my table.
| | 05:40 | Now I am going to go to my Formatting
toolbar and select the lines to be None.
| | 05:44 | Now I don't see it up here on my
Formatting toolbar, so it must be on my
| | 05:48 | dropdown, I move all the way to the
right to the toolbar options drop-down and I
| | 05:53 | can see some options
right here for Outside Border.
| | 05:57 | And I can see some samples and I am
going to choose this one which is No Border.
| | 06:01 | As soon as I click that and I click in
my document, I will see an outline of
| | 06:06 | where the border should be, but there
really isn't any border here and I will
| | 06:09 | prove that to you by going to the Print Preview.
| | 06:12 | Let's go up to the File
Menu and select Print Preview.
| | 06:18 | Now you can see the way it's going to print.
| | 06:19 | It looks like three columns lined up
perfectly one over to the other, but no table lines.
| | 06:26 | So let's close our Print
Preview to go back to our document.
| | 06:32 | We are going to click after the 100 in
the last row here and we are going to hit
| | 06:36 | Tab, it creates a new row.
| | 06:39 | Let's add one more item number here 321-
765, we will tab across and let's just
| | 06:48 | enter some garbage text here.
| | 06:50 | I want you to see what happens when it
gets to the end of a cell and wraps around.
| | 06:55 | When I hit the Tab key, it's going to
move to the top of the next cell where I
| | 06:59 | can put in the quantity of 342 and
that's lined up with the top line of my
| | 07:05 | Description and when I hit Tab, you
can see that it drops down far enough so
| | 07:09 | that the next line will also line up
and this is what we call Parallel Columns,
| | 07:14 | using a table and hiding the borders.
| | Collapse this transcript |
|
|
Working with Tablescreating| 00:01 | A great way to organize and
present information is by using tables.
| | 00:05 | A table is made up of rows and columns,
and cells that you can fill with text,
| | 00:08 | numbers, and graphics.
| | 00:10 | You can also use tables to create
interesting page layouts or to create text,
| | 00:14 | graphics, and nested tables on a web page.
| | 00:16 | A nested table is a table inside of
another table and of course there is a
| | 00:22 | number of different ways to create tables.
| | 00:24 | So let's first use the
Standard toolbar to create a table.
| | 00:27 | You should have a new blank document
like I have here and if you don't have, you
| | 00:31 | simply go up the first button a
Standard toolbar and give it a click.
| | 00:35 | Next we will find the Insert Table button here.
| | 00:38 | We will give it a click and now we are
going to click-and-drag with our left
| | 00:41 | mouse button across and down until we
see a 5x5 table and you can see as I
| | 00:47 | click and drag to the right, it expands as
well as downwards, but we only need a 5x5 table.
| | 00:53 | So that's where we are going
to release our mouse button.
| | 00:55 | So you can see I've got a table that
stretches from the left margin to the right
| | 00:59 | margin, five equal columns
and five rows by default.
| | 01:03 | Now as I move inside my table, there is a
couple of handles you need to know about.
| | 01:07 | Over here on the top left corner,
this little guy here when we click it,
| | 01:11 | highlights our entire table.
| | 01:12 | Now this is handy, if we have
content that we want to format all at once.
| | 01:15 | I am just going to click inside the
table anywhere to deselect because we can
| | 01:21 | also use this handle here to move our table.
| | 01:23 | We can click and drag down, across, all
around our page until we put our table
| | 01:28 | exactly where we want it.
| | 01:29 | We are going to leave it right
where it is, at the top of our page.
| | 01:33 | Now you may have noticed when I am
inside the table there is another handle in
| | 01:37 | the bottom right-hand corner of this table.
| | 01:39 | So let's across and down to this
handle where we can size our table.
| | 01:43 | You can see as I hover over,
I get a diagonal double arrow.
| | 01:47 | So now I can click and drag with my
mouse to decrease the widths of the columns,
| | 01:52 | I can come down here to increase the
row heights or decrease them accordingly.
| | 02:00 | So that's about where I like to have
my table and that's about the width of
| | 02:03 | the columns and rows. Perfect.
| | 02:06 | We will leave it right there like that.
| | 02:08 | Another way to create a
table is from the Table menu.
| | 02:10 | So let's just click below our table, we
hit Enter a couple of times just to give
| | 02:14 | us some space and we will
go up to the Table menu.
| | 02:17 | Let's click Table, we will go
down to Insert and select table.
| | 02:24 | What this does is it gives us the
Insert Table dialog box and here we can type
| | 02:28 | in the exact number of columns and
rows that we desire or we can use these
| | 02:32 | little arrows to pump up the number of rows.
| | 02:36 | Down and up for the columns,
we will get a 5x5 table.
| | 02:40 | And you can see that the
fixed column width is the default.
| | 02:44 | So that's why we got what we got earlier.
| | 02:46 | We can have it AutoFit the contents so
as we type wider text, it increases in
| | 02:50 | size and smaller text, it decreases
the column widths or we can also have
| | 02:54 | something called AutoFit to Window
and it will fill the entire window.
| | 02:58 | AutoFormat is something we are going to
get to a little bit later where we can
| | 03:01 | choose from a number of styles or
create our own and another option is to
| | 03:05 | remember these dimensions for every
new table that we create from here on in.
| | 03:10 | If we check this off, every time we go
to create a new table by doing a Table,
| | 03:13 | Insert Table, it will be a 5x5
automatically adjusting the column widths to be
| | 03:19 | fixed and everything that we have
selected here will become our default.
| | 03:23 | Let's deselect that and click OK.
| | 03:27 | So there is our new column, again its
5 columns, equal columns and five rows.
| | 03:33 | Now one last way to create a
table is to draw it yourself.
| | 03:36 | So let's click below this second table,
we will hit Enter a couple of times and
| | 03:41 | let's go up to our Table menu one more time.
| | 03:45 | This time, we are going to click right
at the top, Draw Table and when we do
| | 03:50 | that, the Tables and Borders toolbox
appears right here on our screen and you
| | 03:55 | can see that my mouse pointer has
changed, it looks like a little pencil.
| | 03:58 | And now I am ready to simply draw squares.
| | 04:01 | Click-and-drag across and down, release,
there are the beginnings of my table.
| | 04:08 | I can now draw lines as well, so I can
go up to the top here, click and drag
| | 04:12 | straight down, these will
become my column borders.
| | 04:21 | And I can draw my rows the same way
from left to right, it kind of snaps in
| | 04:28 | there for me so I don't have to be too accurate.
| | 04:31 | Something else is its kind of
neat as I can do Diagonals here.
| | 04:34 | I can go from one corner down to the
opposite and create the diagonal lines
| | 04:39 | to split our cells.
| | 04:40 | There are a whole bunch of other
options for inserting formulas and formatting
| | 04:46 | our colors and shading and our borders,
but we will get to this a little bit
| | 04:50 | later with our Tables and Borders toolbar.
| | 04:53 | Let's just close this for now and you
should be comfortable with the various
| | 04:58 | ways to create a table.
| | Collapse this transcript |
| modifying| 00:01 | In this lesson, we will work with a
simple table used for an Inventory of
| | 00:04 | Supplies at the D.K. Dental Clinic.
| | 00:07 | To make the contents of a table look
sharp and easy to navigate, we will need to
| | 00:10 | modify its structure.
| | 00:12 | So let's open up the File, we will go
to our Open button, ensure that we are
| | 00:16 | looking at the contents of the Tables
folder and we will choose D.K. Dental
| | 00:21 | Inventory1.doc and click Open.
| | 00:26 | Here is our simple table, looks like
the number in the default still exits in
| | 00:29 | this table, for example we have got
three columns of equal width, and we have
| | 00:34 | got some rows that have expanded in
height to accommodate, looks like some other
| | 00:37 | text here under the Description column,
but we can really adjust this to be
| | 00:42 | easier to read and easier to navigate.
| | 00:44 | We are going to start by just
clicking anywhere inside the table.
| | 00:48 | As soon as we do that, you will notice
up on the Ruler, that certain markers
| | 00:52 | have appeared and these are Column
Markers and these markers represent the
| | 00:56 | columns in our table.
| | 00:59 | So for example, we look at the Item
Number column and it doesn't need to be that
| | 01:02 | wide, so we will go to this column
marker here and we will click and drag it in.
| | 01:07 | We have got an outline of where the
line is going to appear so we know that
| | 01:10 | right above there is a good spot.
| | 01:13 | Description now has more text in it so
it should probably be a little bit wider.
| | 01:18 | So we will click and drag it out, and
Quantity definitely doesn't need to be that wide.
| | 01:23 | Let's go all the way over to the right
hand side here and we will click and drag
| | 01:27 | that one in, that looks a lot better.
| | 01:33 | We still have some work to do though.
| | 01:35 | For example, may be the heading should
stand out a little bit from the rest of
| | 01:39 | the text so that first row in our
table, may be we should Bold those or we
| | 01:43 | could go from one item to the other
clicking and dragging to highlight and
| | 01:47 | hitting our Bold button or it you can
move all the way up to the left of our
| | 01:50 | table here in the first row and you
will see that black arrow that's kind of
| | 01:54 | pointing diagonally up into the right,
that means that I can double click to
| | 01:58 | select an entire row.
| | 02:00 | Now I can format that entire row by
going up to my Formatting Toolbar and I am
| | 02:04 | going to click on the Bold
button to bold the contents.
| | 02:08 | I will click inside my table and see that,
Item Number has gone a little bit too
| | 02:13 | large for its column width.
| | 02:15 | We have some other options for making
things fit nicely into our columns and
| | 02:19 | rows and it's called Autofit.
| | 02:22 | We access that from the Table Menu, so
let's go up to Table and Autofit and you
| | 02:30 | can see there is a number of Autofit options.
| | 02:32 | I can automatically have my table fit
to its contents, so in this case, Item
| | 02:37 | Number column would actually stretch
out a little bit to accommodate that text.
| | 02:41 | I could Autofit to the window so it stretches
from left to right and fill my entire window.
| | 02:46 | I can have those fixed column widths
and I can even work with my rows and
| | 02:49 | columns to distribute them evenly.
| | 02:52 | But where we are going to go to is the
Autofit to Contents and give it a click,
| | 02:56 | so you can see how that first column
now stretched out a little bit so it fits
| | 03:00 | to its contents, same thing with
Description, its actually decreased a little
| | 03:03 | bit and Quantity has
decreased in size a little bit.
| | 03:08 | Let's play around now with
some formatting inside out table.
| | 03:12 | For example, this Description
setting here is left aligned.
| | 03:17 | I think description would look
better in this cell if it were Centered.
| | 03:20 | So let's go up to our Format Menu
and we just click on the Center button.
| | 03:26 | Let's do the same for the
entire column under Item Number.
| | 03:29 | We will click and drag from the first
cell straight down to highlight all of
| | 03:34 | the cells in that column and we will
do the same thing, we will go up to our
| | 03:38 | Center Alignment button.
| | 03:39 | I am thinking the numbers in the Quantity
column should probably be right aligned.
| | 03:44 | We usually see that kind of alignment
for numbers, so let's click ion the cell
| | 03:48 | where 15 appears and drag
straight down to the bottom.
| | 03:52 | This time we will select the Right
Align button, click anywhere in the table to
| | 03:59 | deselect to see what we
have got so far, not too bad.
| | 04:03 | So what happens when we decide, maybe we
should add another column to the end of
| | 04:07 | this table here for Cost?
| | 04:09 | Well, it's as easy as clicking anywhere
in the last column and now we are going
| | 04:13 | to go up to our Table Menu, down to
Insert and we are going to insert a column,
| | 04:20 | not to the left but to the
right where our insertion point is.
| | 04:24 | So I will click Columns to Right
and we have got a new column now.
| | 04:27 | Its very tiny column, but its there.
| | 04:30 | Now what we can do is start
putting in our information here.
| | 04:33 | Well, I don't see much room for
information so let's go up to our Markers here,
| | 04:37 | we will click and drag it out a
little bit to give us some room to type.
| | 04:40 | It's still highlighted so we will click
anywhere inside the selected column and
| | 04:45 | let's go to the top and watch what
happens when we type in the word Cost.
| | 04:49 | It's Bolded because we have
formatted our entire first row to be Bolded.
| | 04:54 | I think may be it should be Centered
though, so we are already in that cell,
| | 04:57 | let's go up to our Center Alignment
button and now let's enter some text down here.
| | 05:04 | You will notice that its got the same
alignment as the column that precedes
| | 05:09 | it, so in this case in the Quantity
column where our numbers were right
| | 05:11 | aligned, because this is where we
were when we inserted a new column to the
| | 05:15 | right, its got the same alignment,
that's perfect because we are going to put
| | 05:18 | some numbers in here.
| | 05:19 | So we will just put some temporary numbers
and you can see that they are all Right Aligned.
| | 05:26 | Our table looks much better now so we
have done some simple formatting and we
| | 05:31 | have had some adjustments done or
modifications done to the structure.
| | 05:35 | It was all done either through the
Table Menu or by using our Ruler.
| | Collapse this transcript |
| formatting| 00:01 | If you really wanted to, you could spend
a lot of time formatting your tables to
| | 00:04 | look stylish,
professional, fun, and interesting.
| | 00:07 | You could also let Word do that for you
by using the Table Auto Format feature.
| | 00:12 | We will look at both methods and
you can decide what's right for you.
| | 00:15 | So first, we will need to open up a document.
| | 00:17 | Let's go to our Open button.
| | 00:19 | We will open DKAdvert2.doc, and now
we're going to scroll down to the bottom of
| | 00:26 | the document, so we will grab our
Scrollbar button here and drag it down to the
| | 00:31 | bottom and here we have a very
plain and simple table for Office Hours.
| | 00:35 | So I am clicking anywhere inside it,
but let's say we want to do some
| | 00:39 | things like apply shading, maybe edit the
look of the text and the numbers in our table.
| | 00:46 | Let's go over here first of all to
this icon at the top-left corner to
| | 00:50 | select the entire table.
| | 00:51 | So one Click does that.
| | 00:52 | To add some shading, we
will go up to our Table Menu.
| | 00:56 | We'll go down to Table Properties,
and by default, we are on the Table Tab.
| | 01:04 | Here is where we can adjust the
properties of our entire table, rows,
| | 01:08 | columns, and cells.
| | 01:09 | We are going to start with the
Borders and Shading button right down here,
| | 01:12 | or you can see that by default we have got
all of our borders are a single black line.
| | 01:20 | We have got a preview of it over here.
| | 01:22 | It's shading that we are interested in.
| | 01:24 | So we are going to go to the Shading tab, and
you can see by default, we have got No Fill.
| | 01:28 | Well let's choose a light
gray over here from the top row.
| | 01:32 | We can see a sample of it here on the
right-hand side in the Preview Pane, and
| | 01:36 | it's going to be applied to the entire table.
| | 01:39 | So let's click OK, click OK one more
time, and click anywhere outside the table
| | 01:45 | to see the formatting changes we just made.
| | 01:48 | So it's starting to take live here.
| | 01:51 | Next, we are going to
format the text inside the table.
| | 01:53 | So we don't use the same
button to select the entire table.
| | 01:56 | We want to select the text.
| | 01:58 | So I am starting just to the left, at
Sunday here, I am going to drag across and
| | 02:02 | down to the very last cell.
| | 02:04 | I like to see everything centered in the cell.
| | 02:07 | So let's go to our Formatting Toolbar,
and we will click on the Center button.
| | 02:13 | Maybe we should also bold the content,
so while it's still selected, we go up to
| | 02:16 | our Formatting Toolbar and click
the Bold button. That looks nicer;
| | 02:21 | deselect to see what we
have got so far. Perfect!
| | 02:25 | Let's spice it up one bit more by
clicking and dragging from the word Closed all
| | 02:31 | the way across to the right-hand
side to select the entire bottom row.
| | 02:35 | Let's change the shading for this row.
| | 02:37 | So again, we will go up to
Table, down to Table Properties.
| | 02:42 | We will go to our Borders and Shading button.
| | 02:47 | Let's change this to a nice light
orange color, and we will click OK.
| | 02:53 | Click OK again, and we will
deselect to see our changes.
| | 02:58 | That looks much better.
| | 03:00 | Now, let's see what happens when we
let Word do the formatting for us.
| | 03:04 | We will open up a
different document for this one.
| | 03:07 | So up we go to the Open button, we
will open DK Dental Inventory3, and Open.
| | 03:18 | So here we have the DK Dental Clinic
Supplies Inventory and again, it's a simple
| | 03:22 | table, but we have got some
item numbers, descriptions.
| | 03:26 | We have got quantities, and we
have got numbers for totals and so on.
| | 03:31 | So let's work on the formatting of this
table by letting Word do all of the work for us.
| | 03:35 | We'll click anywhere inside the table,
and now we will go up to the Table Menu,
| | 03:40 | and we will go to Table AutoFormat.
| | 03:45 | Now, here we get to see a list of
Table Styles and previews of them just
| | 03:49 | by clicking on them.
| | 03:51 | Until we see one that we like, see if we
had some nice colorful ones. There we go;
| | 04:01 | Colorful 2 looks kind of nice.
| | 04:03 | You can see what's
happening down here in the Preview.
| | 04:06 | My first row looks a little bit
different because I have got some labels, so
| | 04:10 | does my first column.
| | 04:11 | It looks like it's formatted a
little bit differently than the rest.
| | 04:14 | Same thing for the right
column where I have got Totals.
| | 04:17 | You could see that's because
of what's checked off down here.
| | 04:20 | I can apply special formats to heading rows,
last row, last column, and first column.
| | 04:25 | If I don't want any of those, I simply
click on the check-box and you can see in
| | 04:28 | my preview the formatting changes.
| | 04:31 | But, I do want those, make sure
they are checked off and click Apply.
| | 04:40 | Click anywhere outside the table to
see what's happened to your table format.
| | 04:45 | So that was a lot faster
than us doing it ourselves.
| | 04:47 | We have got a fancy looking
table here, thanks to AutoFormat.
| | 04:52 | Let's make one final adjustment to our table;
| | 04:54 | the bottom row has nothing in it.
| | 04:56 | So what we might want to do is
merge all of these cells into one cell.
| | 05:01 | We will do that by going over here to the left
and double-clicking to select the entire row.
| | 05:06 | Now, we will go up to the Table Menu.
| | 05:10 | It expands to show us the Merge Cells option.
| | 05:13 | I will give it a click, and let's
click out here outside of our table to see
| | 05:18 | that the last row, all of those
cells have merged into one cell.
| | 05:23 | So whatever way you choose to format,
the possibilities are endless and your
| | 05:27 | tables are going to stand out.
| | Collapse this transcript |
| automating| 00:01 | Tables in Microsoft Word can
act like mini Spreadsheets.
| | 00:04 | You can fill your columns and rows
up with numbers and have Word perform
| | 00:08 | calculations on them.
| | 00:09 | You can also add captions to your
tables making it easy and automatic when it
| | 00:13 | comes time to index your document.
| | 00:16 | So let's start with having
Word do some math for us.
| | 00:18 | We'll use a formula for this.
| | 00:20 | So we are still working in the
document called DK Dental Inventory3.doc.
| | 00:24 | And we are going to move over here to this cell.
| | 00:28 | And just a word about labeling cells.
| | 00:31 | Just like in a Spreadsheet our
columns are labeled A, B, C, D and so on.
| | 00:36 | Our first column being
labeled A and B and C and so on.
| | 00:41 | We also have our rows been numbered,
starting at the top from 1, 2, 3, and on.
| | 00:45 | So this cell right here where I have clicked
is actually cell A, B, C, D, E, 1, 2, 3, 4, 5.
| | 00:53 | So cell e5.
| | 00:54 | This is important when we
start to create our formulas.
| | 00:58 | Now to insert a formula, we
need to go up to the Table menu.
| | 01:03 | Click Table and click Formula.
| | 01:06 | And the Formula dialog box appears and
automatically Word is assuming we may
| | 01:11 | want to sum up some numbers above.
| | 01:13 | Well this isn't true, so we are going
to hit our Backspace key to take out
| | 01:15 | everything except the equal sign (=).
| | 01:16 | That equal sign (=) has to stay there
because it represents the beginning of a formula.
| | 01:21 | And now we are going to use those
cell references to create our formula.
| | 01:25 | What we really want to do is take the
Quantity times the Cost, so the previous
| | 01:29 | two columns to get our total.
| | 01:31 | So to do that, because we are in cell
e5 remember, we are going to take c5*d5.
| | 01:39 | So let's type that in.
| | 01:47 | Before we click OK we may want to
suggest the Number format and you can see my
| | 01:51 | Total column over here at that dollar signs ($).
| | 01:54 | So let's drop down our Number format
option and we'll go down to this one here
| | 01:58 | which includes Dollar
signs ($) and decimals (.).
| | 02:01 | We click OK and you can see
the result in our Totals column.
| | 02:08 | So let's try that again.
| | 02:10 | This time I'll go to cell e6.
| | 02:11 | We move up to Table, Formula, we take
out what's there, all the way to the equal
| | 02:21 | sign (=), and this time it's going to be c6*d6.
| | 02:26 | Now the asterisk (*) is the
symbol for a multiplication.
| | 02:33 | The slash (/) is what we would use for division.
| | 02:35 | The plus (+) sign for addition, and the
dash or minus sign (-) for subtraction.
| | 02:41 | Again let's select the proper
Number format and we'll click OK.
| | 02:49 | Now let's do one last calculation and
that's the total up for Totals column and
| | 02:53 | we do that down here, in our bottom row.
| | 02:57 | First we'll type in the word Total
may be a colon (:)and a few spaces.
| | 03:05 | And this is where we are
going to insert our Formula now.
| | 03:07 | So let's go up to Table and the Formula.
| | 03:13 | In this case, you can see that Word
wants to sum up all the numbers above
| | 03:16 | and that's perfect.
| | 03:17 | We'll just choose our Number format and
before we click OK, I just want to draw
| | 03:23 | your attention to the
Paste function drop down here.
| | 03:26 | There are number of other functions we
can use in Words similar to what we do in
| | 03:30 | Excel, where we can do Absolutes,
Averages, we can do If statements and so on.
| | 03:36 | There is a whole list available to
us here, and there is the Sum that we
| | 03:39 | are going to be using.
| | 03:41 | So let's just click outside
that drop down and click OK.
| | 03:46 | So there it is down in the bottom right
-hand corner, a Total representing the
| | 03:50 | sum of all the numbers above.
| | 03:52 | Now obviously, we are not performing
complex calculations here but Word does
| | 03:57 | allow for simple math functions.
| | 03:59 | If we wanted to get deeper into
manipulating numbers and formulas, well we
| | 04:03 | probably want to consider using
a program like Microsoft Excel.
| | 04:07 | Now let's finish off by
giving our table a caption.
| | 04:10 | Captions on tables, charts and graphics
make it easy later on to reference them
| | 04:15 | for an index, or a table or figures.
| | 04:18 | We choose the label and Word numbers
it for us automatically, sequentially in
| | 04:22 | the order they appear.
| | 04:23 | So let's give this a try.
| | 04:25 | We'll just go be below the table here,
by clicking and we'll go up to our
| | 04:29 | Insert menu, Captions are our Reference tool,
so we go down to Reference, and over to Caption.
| | 04:37 | And the Caption dialog appears and you
could see by default our table is going
| | 04:41 | to be labeled Figure 1, unless we
change the label and we'll do that right down
| | 04:45 | here in the Options section, let's drop
it down and choose Table automatically
| | 04:51 | its change to Table 1.
| | 04:53 | And if we want it to exclude the
label from the caption we could do that by
| | 04:57 | checking this one off here.
| | 04:58 | We could create New Labels,
change the Numbering method;
| | 05:01 | may be it's table A, B, and C and so
on or we can use AutoCaption as well.
| | 05:08 | AutoCaption brings us into the
AutoCaption dialog box, and you can see that we
| | 05:12 | have got a number of
other choices to choose from.
| | 05:14 | We are just working with a Word table
but if we are an Adobe Photoshop Element,
| | 05:18 | we could choose that.
| | 05:20 | You can see we have got some
draw options, all kinds of different
| | 05:23 | applications to choose from.
| | 05:25 | Let's hit Cancel there and start over.
| | 05:29 | So again, gets it's Insert,
Reference, and Caption.
| | 05:35 | We are going to change it to Table,
automatically it's our first table in the
| | 05:40 | document, it's label Table 1 and we click OK.
| | 05:45 | Now when we decide to create
reference items like indices, and tables and
| | 05:48 | figures, our table is already marked
and will be added automatically when the
| | 05:52 | reference item is created.
| | Collapse this transcript |
|
|
Working with Templatesexisting templates| 00:01 | Not many people know this, but every single
Microsoft Word document is based on a template.
| | 00:06 | A template determines the
basic structure for a document;
| | 00:10 | it contains document settings such as
Entries, Fonts, Key assigns, Macros,
| | 00:15 | Menus, Page Layout,
Special Formatting and Styles.
| | 00:19 | Even a new blank document has settings
based on the default or normal template in Word.
| | 00:24 | Global Templates including a normal
template contains settings that are
| | 00:28 | available to our documents.
| | 00:31 | Document Templates such as the Memo or
Fax templates in Templates dialog box
| | 00:37 | contains settings that are available
only to documents based on that template.
| | 00:41 | So let's begin by using one of
the templates installed with Word.
| | 00:44 | We'll go up to the File menu, click New,
and take a look over at the right-hand
| | 00:51 | side of our screen where the New
Document task pane has appeared.
| | 00:54 | You will notice that the
second half covers Templates.
| | 00:58 | Now we have some options for finding
templates, we can search for them online.
| | 01:03 | We have templates on Office Online
so that will link us up to the web.
| | 01:07 | We also have a templates on our
computer that are installed with Word.
| | 01:11 | You may also have templates that you
stored on your own websites because we
| | 01:14 | can't create our own templates in Word.
| | 01:17 | Let's try out the search here.
| | 01:19 | Let's say we are trying to create a
template or a document that--may be it's
| | 01:23 | a traveled brochure.
| | 01:25 | We can type in the word
travel here, and hit the Go button.
| | 01:30 | Now Word is automatically searching all
sites for anything that might have to do
| | 01:35 | with travel and we are going to see a
list of templates open up here shortly
| | 01:39 | that give us travel options.
| | 01:40 | Alright, here we go.
| | 01:47 | So you can see right at the top we do
have a Travel Brochure, it's an 8x14,
| | 01:51 | landscape, 4-fold type brochure.
| | 01:54 | Travel Request Forms,
Travel Booking Forms and so on.
| | 01:58 | If none of these interest us we can
just simply go back to our original screen.
| | 02:03 | We will hit this little Back
button here and we are back to our New
| | 02:06 | Document task pane.
| | 02:08 | Let's get a list of templates that we have on
our own computer, by clicking On my computer;
| | 02:13 | right here.
| | 02:15 | Here we have the Templates dialog
box now and you can see a number of
| | 02:18 | tabs across the top.
| | 02:20 | By default the General tab opens up, and
here we have the new Blank Document and
| | 02:25 | any templates that we create will
also be store here in the General tab.
| | 02:29 | Then we have some of our document
templates like, Legal Pleadings, Letters &
| | 02:33 | Faxes a whole variety there.
| | 02:35 | Mail Merges, Memos and so on.
| | 02:39 | Let's go back to Letters & Faxes.
| | 02:44 | Let's say if we want to create a
fax document for the DK Dental Clinic.
| | 02:48 | Well we can go through these samples
here like the Business Fax for example, and
| | 02:52 | clicking once displays it in the Preview pane.
| | 02:54 | So we do get an idea of
what that's going to look like.
| | 02:58 | Contemporary Fax, here are
some Letters and Elegant Fax.
| | 03:04 | let's go down to the
Professional Fax and we'll click OK.
| | 03:09 | Notice that by default we are
creating a New Document here.
| | 03:12 | If we wanted to create a new template
based on this one, we'd click on the
| | 03:15 | Template radio button.
| | 03:16 | Let's just click OK for now.
| | 03:21 | We've now got our Template open and
it's waiting for us to put some information
| | 03:25 | in about our own company here.
| | 03:27 | So we can put our own company name, a
logo and then we'd fill in the blanks.
| | 03:31 | Filling out everything that we need for this
fax form before printing it off and faxing it.
| | 03:36 | So let's start filling in some
information, you can see right at the top it
| | 03:39 | says, Click here and type return address
and phone and fax numbers, so we'll do that.
| | 03:43 | We click here and type DK Dental Clinic,
I am hitting Enter to go down to the
| | 03:51 | next line we put in 23 Ottawa
Place with capital P on that.
| | 04:01 | Tamarack, California, 90210.
| | 04:04 | If we want to put in
anything else like our phone number.
| | 04:11 | Alright we are ready to move on to
the next one it says Company Name Here.
| | 04:21 | So we'll just click and drag over
Company Name Here and type in DK Dental Clinic.
| | 04:30 | And then we have a number of other
places to fill in here, for example, who is
| | 04:33 | going to--it just says click here
and type the names so we don't need to
| | 04:36 | double-click or drag over any text.
| | 04:38 | We just click ones and who is it going to.
| | 04:41 | We'll put in K. Corey whose it from I
put in DK Dental Clinic and here's where
| | 04:53 | we type in the Fax number, the
number of Pages, Phone number.
| | 05:07 | I think you've got the idea, today's
date shown up automatically, you can put in
| | 05:16 | the subject any cc's I am just going
to hit the Spacebar and for any of these
| | 05:24 | check boxes as we just double-click them.
| | 05:26 | So if this is Urgent, we double-click
in the check box, place a check mark and
| | 05:30 | Please Reply, another double-click here.
| | 05:35 | In the Comment section now you can
see that there are some instructions.
| | 05:38 | We could type in our comments here but
before we do that, you can see there are
| | 05:41 | giving us some instructions here on how
to save this document when we are done.
| | 05:45 | If we want to save it for our future
use, we'd save it as a template and you
| | 05:49 | can see that using Save As and in
the Save As type box we choose Document
| | 05:53 | Template, or if we are just going to
be faxing this off on time and we don't
| | 05:58 | need to save it as a template, we
simply come in here, click and drag over that
| | 06:02 | text and type our own.
| | 06:07 | It's time for your checkup and we are done.
| | 06:12 | So now we'd probably just save this, print
it off or send it directly to a fax machine.
| | 06:17 | Here's a couple of things to keep in
mind when creating and using templates
| | 06:21 | because templates can store micro
viruses, you got to be careful a bit opening
| | 06:25 | them, or creating files based on new templates.
| | 06:29 | Take the following precautions, run
up-to-date antivirus software on your
| | 06:33 | computer, set your micro security level
to high, clear the trusted or trust all
| | 06:39 | installed add-ins and templates check box,
use digital signatures and maintain a
| | 06:43 | list of trusted sources, seems like a
lot of work but it can save your lot of
| | 06:48 | hassles down the row.
| | 06:50 | Also for more templates and wizards
you can visit Microsoft Office Online
| | 06:53 | on their website.
| | Collapse this transcript |
| creating| 00:01 | Creating our own templates can
save us bundles of time down the road.
| | 00:05 | Imagine if every time you wanted to send
a fax to someone, you had to create the
| | 00:09 | document from scratch.
| | 00:10 | Even using an old version of a
document and changing the contents can be
| | 00:14 | time-consuming and dangerous.
| | 00:16 | I know I have done it before.
| | 00:17 | I open a fax I sent before, change the
content, and accidentally save it, losing
| | 00:22 | my old copy in the process.
| | 00:24 | So let's create our own fax template.
| | 00:26 | We can create templates based on
files or based on existing templates.
| | 00:30 | We will create a template based
on an existing template supplied by
| | 00:34 | Microsoft, in Word 2003.
| | 00:37 | So we go up to File and click New.
| | 00:42 | Over here on the right hand side, you
can see we have the New Document Task Pane.
| | 00:45 | What we are going to do is click on
My Computer to get a list of templates
| | 00:52 | stored on our computer.
| | 00:53 | Make sure it's the Letters & Faxes tab that's
selected, and let's go down to, Business Fax.
| | 01:02 | Before we click OK, we
want to create a new template.
| | 01:05 | So we will change it from
Document to Template, and click OK.
| | 01:12 | So keep in mind now, we are not
actually creating the fax, we are creating the
| | 01:15 | template that we are
going to use from hereon in.
| | 01:18 | You can see there are certain things
that we need to fill in, and we will
| | 01:20 | do this one time only.
| | 01:22 | From hereon in, after we have saved this
template, we simply open it up and fill
| | 01:26 | in names and phone numbers.
| | 01:29 | What we are going to do here is
change the logo for one thing.
| | 01:32 | So we are going to click on this
graphic here and hit the Delete key.
| | 01:35 | Now, we are going to insert our own graphics.
| | 01:38 | So let's go up to the Insert Menu.
| | 01:40 | We will go down to Picture,
and we will click on From File.
| | 01:48 | We are working in the Templates folder,
so I will give the Templates folder a
| | 01:51 | double click, and there is our logo right there.
| | 01:55 | Give it a click, and click Insert.
| | 01:58 | So now we have got a more appropriate logo.
| | 02:00 | It says over here on the right, A
facsimile from, [Business name], so we will
| | 02:05 | click in there and type in D.K. Dental Clinic.
| | 02:12 | [Contact Information],
let's put in our own names.
| | 02:18 | Now over here where it says, who is
going to, the Date, Regarding, that is
| | 02:23 | information that we will fill in each time we
open up this fax, so we will leave that as is.
| | 02:28 | Now, when we go to save this, we will
click the Save button, and you will notice
| | 02:32 | that its being saved in a Templates
folder, and this is where we store all of
| | 02:38 | our general or normal templates.
| | 02:41 | So let's give it a name, we will
call it DKfax and hit Save. Okay.
| | 02:51 | Let's close this document now, and
let's try it out, let's see if it worked.
| | 02:58 | We will go up to File, we will click
New, we will say search My Computer for
| | 03:06 | Templates, and let's go over to the General tab.
| | 03:11 | So there it is, it's called Dkfax.dot.
| | 03:13 | We will click it, say we are
creating a new Document and click OK.
| | 03:23 | So here is our new fax form, and you
can see that all of the information we
| | 03:26 | put in the template is still here,
all we need to do is click in who it's
| | 03:30 | going to and what it's regarding, then
we would simply add our Comments, print
| | 03:35 | it off, and we are done.
| | Collapse this transcript |
| editing| 00:01 | Well, we have access to hundreds of
different templates in Word, we are not
| | 00:04 | limited to using them the way they are.
| | 00:06 | We can modify a template at any time,
whether its a template provided to us or
| | 00:11 | one that we created ourselves.
| | 00:13 | So let's make some changes to a
template that we created earlier.
| | 00:17 | All we do is we open it up
like we would any other document.
| | 00:19 | We click the Open button, and I am in
the Templates folder now, where I have
| | 00:23 | placed a copy of that
template we created earlier;
| | 00:26 | its called DKDentalFax.dot.
| | 00:28 | We will click the Open button, and there it is.
| | 00:34 | Remember, this is a template now and
the changes we are going to make are to
| | 00:37 | the template itself.
| | 00:39 | For example, the company name, its
just not standing out, so let's click and
| | 00:43 | drag across D.K. Dental Clinic, and
change it to a nice bright red color.
| | 00:48 | So we come up here to the Formating Toolbar.
| | 00:50 | We drop-down the Font Color options, and
let's choose this bright red right here.
| | 00:56 | To see what that looks like, we will Deselect
the text by clicking outside of it anywhere.
| | 00:59 | That's much nicer.
| | 01:01 | Also, I noticed when we were typing in
Comments earlier, everything we typed was
| | 01:05 | in Bold, and as I click down here after
Comments, I notice that on the Formating
| | 01:09 | Toolbar, indeed the Bold button is pressed in.
| | 01:12 | So let's turn that off by
clicking it, to release it.
| | 01:18 | One last thing I would like to do is
put in a little command here for people to
| | 01:22 | type in their comments.
| | 01:23 | Notice in the To field that we have a little
command that says, Click here and type name.
| | 01:28 | Over here it says, Click here and
type subject, in the Regarding section.
| | 01:32 | So why not do the same for
the Comments. So let's do that.
| | 01:36 | Without getting too deep into Macros,
that's exactly what we are inserting
| | 01:40 | here is a MacroButton.
| | 01:41 | So let's go up to our Insert Menu, we
will move down to Field, and here is our
| | 01:50 | list to Fields we can enter into our template.
| | 01:53 | Well, let's scroll down alphabetically,
because there is ton of different fields
| | 01:56 | to put in there, and there it is, the
MacroButton, I will give it a click.
| | 02:00 | You can see some different Macro names here.
| | 02:04 | Well, there is quite a list of them
actually for performing all kinds of
| | 02:07 | functions, but the one right at the
top that says AcceptAllChanges means
| | 02:11 | whatever we type in is going to be accepted.
| | 02:13 | So all we need to do is put in what is
the Display text that we are going to
| | 02:17 | see in our template.
| | 02:18 | In other words, what is the instruction we
are going to give to the users of this template.
| | 02:22 | Well, we are going to tell them to,
Type your comments here. That's good.
| | 02:32 | We will click OK, and that
command gets inserted into our template.
| | 02:38 | So let's save our changes, we
need to hit the Save button.
| | 02:43 | To use this template, we would
actually just open it up, like we did, and
| | 02:48 | let's test these out.
| | 02:49 | If we click here, yeah, it's the To
field where we could type in the name of who
| | 02:52 | we are sending this to. Regarding:
| | 02:56 | Flossing, and let's try the Comments;
| | 03:02 | if we click here we should be able to
just type in our Comments. Perfect!
| | 03:12 | So our new fax template looks a lot
nicer and we have added a command called a
| | 03:16 | MacroButton, and we are ready to use this.
| | Collapse this transcript |
| downloading| 00:01 | Templates can really help speed up
your document creation process and if you
| | 00:05 | are like me, you are not always sure you had
a format certain documents to look their best.
| | 00:10 | Well, fortunately for us we have
access to literally, 100's of templates, so
| | 00:14 | long as we are hooked up to the Internet.
| | 00:16 | So let's download a template for
creating a brochure for our business.
| | 00:21 | So just like any other template,
we go up to File and click New.
| | 00:27 | Our new document task pane appears on
the right hand side and in the Template
| | 00:31 | Section you can see, we have access to
Templates on Office Online, on our own
| | 00:35 | computer and, on websites that we have
chosen and you have got be careful some
| | 00:40 | times because viruses can
be hidden inside a template.
| | 00:44 | And you want to make sure that if you are
going to a website, it's a trusted site.
| | 00:48 | We are going to go to
Templates on Office Online.
| | 00:54 | It takes a moment for Office Online to
appear but here it is in the Template
| | 00:58 | section and you can see that Office
Online is made of many sections here, we
| | 01:01 | have got Assistance, Training, Clip Art,
Downloads, Templates is where we are.
| | 01:06 | Down here in the body of our webpage,
you can see we have many sections of
| | 01:12 | Templates, many categories and over
here in the Marketing section, under
| | 01:17 | Marketing Materials is probably
where we are going to find Brochures.
| | 01:20 | So let's click Marketing Materials,
and it just takes a second to display
| | 01:27 | various categories under
Marketing Materials for our templates.
| | 01:31 | So we have got Brochures and Booklets,
Datasheets, Newsletters, Web Sites you name it.
| | 01:36 | We are going to go to Brochures and
Booklets and here we have a listing that
| | 01:41 | looks like 33 different templates
for creating Brochures or Catalogs.
| | 01:47 | Now we have a number of these that
have been actually used by other users and
| | 01:51 | you have an opportunity
to rate these if you want.
| | 01:54 | So you can see that some of these
brochures have been used by several people and
| | 01:57 | they have voted on them out of five stars;
| | 02:01 | you can see that, for example, this
Brochure Level Theme has 35 votes and on
| | 02:06 | average it's getting a four out of five-
star rating, that's good enough for me.
| | 02:09 | So let's click on Brochure Level Theme
and now we get to preview this and you
| | 02:16 | can see that it is, actually,
quite an attractive looking brochure.
| | 02:20 | So if we are happy with that, we
can click the Download Now button.
| | 02:24 | Let's go ahead and do that.
| | 02:27 | Here we have some information, now, on
the Template that we were about to download.
| | 02:31 | The installation begins automatically,
takes about two-and-a-half minutes if you
| | 02:34 | are using a 56K modem.
| | 02:36 | Ours is going to be a little bit
faster, because we are on high-speed here.
| | 02:40 | All we need to do is click Continue.
| | 02:46 | Now what happens is, we are thrown back
into Microsoft Word and you can see that
| | 02:50 | we have got a dialog box here telling us
that links to additional assistance and
| | 02:55 | resources are available for this
document and for all documents created from the
| | 02:59 | templates available on Microsoft Office Online.
| | 03:02 | So the question is, do we want to
automatically download and display these links
| | 03:05 | in the Template here each
time they are available?
| | 03:07 | Well let's go ahead and say, Yes.
| | 03:11 | Any help we can get is Welcome.
| | 03:15 | Alright, so we have got the template
open now, we have got template Help showing
| | 03:19 | up over here on the right hand side of
the screen and you can see we have also
| | 03:22 | got some other sections to get help on
Brochures and Booklets, what Level Themes
| | 03:26 | mean, Clip Art, and so on.
| | 03:29 | So what we would do now is simply
click in here and fill in the blanks.
| | 03:33 | You can see this is a good place to
briefly, but, effectively summarize your
| | 03:36 | products and services.
| | 03:38 | So we could click here and do that.
| | 03:39 | It's simply a text box that we could type over.
| | 03:44 | Company Name appears over here,
another text box, so you see we would go in
| | 03:47 | here, highlight that text and type in,
for example, in our case, DK Dental
| | 03:53 | Clinic and we would
change the address and so on.
| | 03:58 | I think you have got the idea.
| | 04:01 | So the point is, is that we have
access to literally 100s and 100s of
| | 04:05 | different templates.
| | 04:07 | A number are stored on our hard drive
but if we have access to the Internet,
| | 04:10 | we can go to Microsoft Office Online
or we can search the Internet for tones
| | 04:15 | and tones of choices.
| | 04:16 | Again though, be careful because
sometimes viruses are hidden inside of templates.
| | 04:21 | Make sure that the side you
are going to is a trusted site.
| | Collapse this transcript |
| deleting| 00:01 | If you find you are not using a
template any longer and you are absolutely sure
| | 00:04 | it's no longer needed, you can delete
the template just as you would any other
| | 00:08 | file on your computer.
| | 00:09 | So let's delete a template
from right inside MS-Word.
| | 00:12 | We will go to File and Open, and we
will navigate to our Exercise Files and in
| | 00:24 | the Templates folder we
have a couple of templates.
| | 00:28 | And this one here called OldFax
hasn't been used in a long time and
| | 00:32 | probably never will.
| | 00:33 | So we are going to delete it.
| | 00:35 | So we have clicked on it to highlight it.
| | 00:37 | All we need to do now is on
the keyboard hit the Delete key.
| | 00:42 | A confirm delete message appears,
asking us if we are sure we really want to do
| | 00:46 | that, we'll answer, Yes.
| | 00:50 | And our template is gone.
| | 00:52 | Let's hit Cancel, and now we know
that we no longer have access to
| | 00:57 | that template.
| | Collapse this transcript |
| wizards| 00:00 | When we talk about templates, it's also
important to mention something called Wizards.
| | 00:05 | Now Wizards are basically
templates with some added programming.
| | 00:09 | A wizard will take you through a project
step-by-step asking you questions along
| | 00:13 | the way, helping you to build a document.
| | 00:16 | Let's see what I mean.
| | 00:17 | We will go up to the File menu and click on New.
| | 00:21 | The New Document task pane appears over
here on the right-hand side and we are
| | 00:25 | going to go to the Templates section here,
click on My Computer to get a list of
| | 00:30 | Templates stored on our computer.
| | 00:33 | You can see that, I am in the Other
Documents tab here and some of my icons look
| | 00:37 | different from others.
| | 00:38 | For example, the Contemporary
Resume here icon is a template.
| | 00:43 | Just next to it, over here to the left
is the Calendar Wizard and this template
| | 00:47 | does look a little bit different.
| | 00:48 | It's got the magic wand right here.
| | 00:50 | So let's try out this Calendar Wizard.
| | 00:53 | We will click it once.
| | 00:54 | In the Preview Pane, you can see that
we are about to create what looks like a
| | 00:57 | Monthly Calendar, ensure that
document is selected under the Create New
| | 01:01 | Section and click OK.
| | 01:05 | So the Wizard kicks into gear now and
it looks like we are right at the start,
| | 01:09 | we are about to create a monthly calendar.
| | 01:11 | So I'll hit the Next button to move
onto the very first step which is Style.
| | 01:17 | Here we get to choose the style for
the calendar we are about to create.
| | 01:20 | We have got Boxes & borders, we have
got Banner and it looks like we have got a
| | 01:24 | Jazzy style right here.
| | 01:27 | Let's stick with Boxes & borders, and Next.
| | 01:33 | Our next option is to choose
the direction and/or picture.
| | 01:37 | So here we have got Portrait and Landscape
and we've got a preview for what those mean.
| | 01:41 | So if we want our calendar to be
Portrait, we'd select this one.
| | 01:45 | Landscape is selected by default.
| | 01:47 | In most calendars, monthly
calendars that is, are landscapes.
| | 01:50 | So we will leave it as Landscape, and
down here we are asked, if we want to
| | 01:54 | leave room for a picture.
| | 01:55 | So do you want to provide some Clip
Art or a picture from your digital
| | 01:58 | camera, any picture off the Internet
onto your calendar, you can do it from
| | 02:02 | here by selecting Yes.
| | 02:04 | I am going to leave it at No, and Next.
| | 02:09 | Now we get to select the Date range.
| | 02:11 | So if we wanted to create a whole
year's worth of monthly calendars, we could
| | 02:15 | put in January right through December.
| | 02:18 | I am going to create one monthly calendar.
| | 02:20 | So my start date is going to be August.
| | 02:23 | I will leave the year at 2004, and you
can see that my end date when I click
| | 02:27 | here, is also set to August 2004.
| | 02:31 | What's important about this step is
that, we select the month and the year
| | 02:35 | and Word is automatically going to populate
the days of the month for us in the right spots.
| | 02:40 | So I will hit the Next button.
| | 02:41 | It says the Calendar Wizard is finished,
all we have to do is hit the Finish
| | 02:47 | button to complete this project.
| | 02:49 | So let's go ahead and do that, and
when we hit Finish, our calendar is
| | 02:52 | created on our screen.
| | 02:54 | You will notice that the Office
Assistant has also popped up here on the
| | 02:57 | right-hand side, saying that we can do
more with this Calendar, we could add,
| | 03:01 | remove or replace a picture, so if we
had a picture in here, we could take it
| | 03:05 | out, replace it with something
else or even add our own pictures.
| | 03:09 | We can also enter information into a calendar.
| | 03:12 | So we are going to Cancel this and we
are going to try inserting a picture and
| | 03:17 | some information, just so happens my
birthday is in August. It's on the 29th.
| | 03:21 | So I am going to come down here to the 29th
and I am going to type-in Dave's Birthday.
| | 03:29 | But before I do that, let's change the
font size, I don't want it to be as big
| | 03:32 | as the date, and I am going to change
the font to Arial and the size down to 12.
| | 03:40 | I am going to hit the Enter key just to
drop-down underneath the Date, type-in
| | 03:44 | David's Birthday with an exclamation mark.
| | 03:53 | And now it might also be nice if we
were to add a small picture to this.
| | 03:57 | But to do that, I don't want to be
inside my text box like I am right now.
| | 04:01 | So I am going to click up here on the
top left corner of my page to get outside
| | 04:04 | of that and I am going to go up to the
Insert menu, and to go down to Picture,
| | 04:09 | and over to Clip Art.
| | 04:10 | I have already got it typed in here,
I am looking for some balloons.
| | 04:15 | So I am going to click the Go
button to do a search for balloons.
| | 04:22 | So couple of shown-up here and I have
got a picture here of, it looks like
| | 04:26 | balloons and party-hats and so on.
| | 04:29 | This one has a light bulb,
these are balloons for commenting.
| | 04:32 | I am going to go down to my
list a little bit further to find.
| | 04:37 | Now we have got some balloons
that are being found on the web.
| | 04:39 | I like this one right here.
| | 04:40 | One click is going to insert it into my
document and you can see it up here on
| | 04:45 | the top left corner.
| | 04:46 | So I am going to click on it now to
select it, and before I move it, I want to
| | 04:52 | make sure that I can place
it on top of any old text.
| | 04:55 | Now I am going to go over here into My
Picture toolbar and where I have got Text
| | 04:58 | Wrapping, give that a click and say I
wanted to go right in front of text.
| | 05:04 | So now I can move my balloons anywhere
on top of my calendar and I am going to
| | 05:08 | move it down here over by the 29th, I
am going to size it down a little bit,
| | 05:12 | doesn't need to be quite that big, and
right there, and I will click outside to
| | 05:19 | do select and I have got the 29th
highlighted with some balloons, so that nobody
| | 05:24 | forgets, it's David's Birthday on August 29th.
| | 05:27 | That's the end of my project.
| | 05:29 | I can now print this out and put it up
on the fridge, put it up on the office
| | 05:32 | walls wherever I need to have it.
| | 05:36 | Let's try another project now.
| | 05:38 | We will go up to the File
menu and we'll click New.
| | 05:42 | We are back to the New Document task pane
over here and let's click on My Computer.
| | 05:48 | Because there is another Wizard that I
thought was interesting, it's the Resume Wizard.
| | 05:51 | I am going to click on that.
| | 05:53 | Make sure, Document is
selected under Create New and OK.
| | 05:56 | It looks like we have more steps here
on the Resume Wizard than we did in the
| | 06:02 | Calendar Wizard, so let's get started.
| | 06:04 | we'll click the Next button to get to our
first step, which is to choose the Style.
| | 06:09 | So Professional is selected by
default and you get a preview of that one.
| | 06:13 | Let's see what Contemporary looks like, not bad.
| | 06:16 | Elegance, no not my style.
| | 06:18 | So I am going to Contemporary and hit Next.
| | 06:24 | Next, we are asked which type of
Resume would we like to create.
| | 06:27 | An Entry level resume,
Chronological, so going through time.
| | 06:31 | A Functional resume that outlines
some of our key qualifications or
| | 06:37 | Professional looking resume.
| | 06:39 | So let's go to Chronological, it's
a very popular one, and hit Next.
| | 06:45 | Here we get to type in some information
about ourselves that will be populated
| | 06:50 | into the Resume later on.
| | 06:52 | So there is my Name, let's just put in
an Address, and we could put in our Phone
| | 07:09 | Number here, if we want it to.
| | 07:15 | If we had a Fax number and
an e-mail address and Next.
| | 07:31 | In this next step now in the Resume
Wizard we are asked to make some selections
| | 07:36 | here for headings that
will appear in our resume.
| | 07:39 | For example, Objective, Work experience
and Education automatically by default
| | 07:44 | are checked off here and
will show up in our resume.
| | 07:46 | But if we want any other headings,
for example, if we want to be able to
| | 07:49 | summarize our qualifications,
we could add this section.
| | 07:53 | We could put in Accreditations,
References in any of these other ones as well.
| | 08:00 | If there is anything, we don't want,
we simply click the check box to
| | 08:03 | de-select it, and hit Next.
| | 08:08 | Next, these headings are sometimes
included in this type of a resume and we can
| | 08:12 | select check boxes to add them to our resume.
| | 08:14 | By default, we don't have any of them.
| | 08:16 | Well, I know a few languages.
| | 08:17 | So I am going to click this box here
to have it, add it to my resume, and you
| | 08:21 | can see some of the other ones that
might be important like security clearance,
| | 08:24 | if you want to put hobbies in there, you could.
| | 08:26 | Voluntary experience is a good one,
depending where you are applying to.
| | 08:30 | I am going to hit Next, and here I get
to choose the order of my headings, and
| | 08:35 | you can see by default I have got
Objective first, then my Work experience, my
| | 08:40 | Education, References, Languages.
| | 08:42 | I can move these up and down through
the list by clicking on them and using the
| | 08:45 | move up or down buttons.
| | 08:49 | When I am done and I could add another one here,
very last minute if I want it to, I hit Next.
| | 08:55 | It says the Resume Wizard is about to finish.
| | 08:59 | All we have to do is hit the
Finish button to create our resume.
| | 09:04 | So once again, you can see
some of the information has been
| | 09:07 | populated automatically.
| | 09:08 | We have got the Office Assistant showing up
here to ask us if we want to ad a cover letter.
| | 09:13 | We can get help on doing any of
these things, like sending the resume to
| | 09:16 | someone, right from within Word,
shrinking it to fit on a single page, if we
| | 09:20 | wanted that to happen.
| | 09:21 | I am just going to hit Cancel
and work on this resume myself.
| | 09:25 | So what we have got now is the
Template and you can see in the Objective
| | 09:28 | section, for example, I have got a
prompt here to type the objective.
| | 09:32 | When I click here, I simply type away.
| | 09:37 | My objective is to get a job.
| | 09:40 | My work experience, here's where I
start adding it, and I can click in here to
| | 09:44 | add Dates, Job Titles, the Companies I
worked for and their addresses and so on,
| | 09:50 | and because it's a bulleted list, I can
keep adding more-and-more if I want to.
| | 09:54 | So I simply go down through this
template filling in the blanks, until I am done.
| | 09:59 | So another handy project using
templates and wizards in combination.
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|
|
Integrating Word Files with Other ApplicationsMicrosoft Excel| 00:01 | One of the nicest things about having
the entire Microsoft Office 2003 Suite on
| | 00:05 | our system is how the
applications interact with one another.
| | 00:09 | Quite often, you don't even have to
change programs to perform functions
| | 00:12 | related to that program.
| | 00:14 | So in this lesson, we will see
how Word integrates with Excel.
| | 00:17 | In Word, we will link to data in an
Excel worksheet, but probably the easiest
| | 00:21 | way to integrate with Excel would be if
we could just open up a worksheet, right
| | 00:25 | here, from within Word and guess what, you can.
| | 00:28 | We will go up to the Open button
and make sure we are looking at the
| | 00:33 | 18_Integrating_Applications folder
because there is a worksheet in here
| | 00:36 | called PatientList.xls.
| | 00:38 | We will click the Open button and we
see this dialog saying that while we don't
| | 00:45 | have the converter that's needed to
display this file correctly, but we are able
| | 00:49 | to install it now if we want.
| | 00:51 | If we click, Yes, the converter is
installed and our worksheet is displayed
| | 00:55 | right here from within Word;
| | 00:57 | I am going to say, No, and get to
that later and cancel the conversion.
| | 01:02 | Let's open up, in Word, a patient list document;
| | 01:06 | so let's click the Open button and we
will make sure we choose PatientList.doc,
| | 01:11 | that's the Word file, click OK and Open
and this is just the beginnings of our
| | 01:16 | patient list, it's just the title.
| | 01:18 | So let's click down here below the
title and that's where we want our list of
| | 01:22 | patients to appear and we are
going to get them from Microsoft Excel.
| | 01:27 | So we need to launch Excel,
obviously, and I have done that;
| | 01:29 | it's down here on my taskbar.
| | 01:32 | Next, I am going to go to the Open
button in Excel and open up that same
| | 01:36 | worksheet I tried to open up in Word;
| | 01:38 | PatientList.xls in the 18_
Integrating_Applications folder.
| | 01:42 | I will click Open and there it is.
| | 01:46 | Now to get this information over into
Word, I am simply going to click and drag
| | 01:49 | from the first cell;
| | 01:50 | cell A1, across and down to cover
all of the data in this tiny worksheet.
| | 01:55 | I am going to go up to the Copy button and
copy it and switch back to Word now to paste it.
| | 02:05 | But before I paste it, let's go to the
Edit menu and look at another option.
| | 02:10 | You may have to expand this menu to
see something called Paste Special.
| | 02:14 | This is what we want to
choose. Give it a click.
| | 02:17 | If we had just selected Paste, we
would have pasted the copy of the data we
| | 02:21 | selected in Excel and it would show up
in a Word, but here we have an option to
| | 02:26 | paste link and what that does when we
select Microsoft Office Excel Worksheet
| | 02:31 | object, the Paste Link creates
a shortcut to the source file.
| | 02:35 | So it changes to the source file, let's
say, I add or remove patients or change
| | 02:39 | their information, they will
be reflected in my document.
| | 02:43 | So I am going to click OK
and there is my patient list.
| | 02:48 | Like I said, if I go in to Excel
now and I add new patients or I remove
| | 02:52 | patients, this table gets updated
automatically in Microsoft Word.
| | 02:58 | Now yet another way to integrate Excel
into our Word document is to insert an
| | 03:02 | Excel chart or worksheet
as an object and it's easy.
| | 03:06 | So let's give that a try.
| | 03:08 | We will start with a new document.
| | 03:09 | So let's go to the toolbar and click
on the first button for a new blank
| | 03:12 | document and now we will go to the
Insert Menu and let's move down to Object.
| | 03:22 | You may have to expand this Menu to see
Object and in the Object dialog box, we
| | 03:28 | are going to search for Microsoft Excel Chart.
| | 03:32 | So let's scroll down the list and you
can see there are a lot of objects that we
| | 03:35 | can pop-into our Word documents and we
have got Microsoft Excel Worksheet here,
| | 03:40 | but we have also got Microsoft
Excel Chart. We will click OK.
| | 03:44 | Now, by default, we get a
standard chart and the chart toolbar.
| | 03:52 | This is just a sample.
| | 03:53 | What we have here is a chart with
some Microsoft Excel functionality.
| | 04:01 | And I want you to see right here at the
bottom of our sample chart that we have
| | 04:04 | got the Chart tab showing us our
example of our Bar chart here and we have got
| | 04:09 | our Sheet tab as well and this
is where we will go to enter data.
| | 04:12 | So we click on the Sheet tab and we
can change our labels from Food, Gas, and
| | 04:17 | Hotel to maybe Fillings,
Checkups, and Surgeries.
| | 04:29 | The months are fine and we may want to
change some of these numbers, we just
| | 04:33 | click on the cell that we want to
change and type in the new number.
| | 04:39 | Let's go back to the Chart tab now
and you can see that the data has
| | 04:43 | changed accordingly.
| | 04:46 | We can also change the chart type and
because we have the chart toolbar here
| | 04:50 | floating on our screen, I am just
going to move it down a little bit.
| | 04:53 | I can go in to several buttons here for
formatting my chart area or here I can
| | 04:58 | choose a different chart type.
| | 04:59 | I am going to drop that down and I am
going to go to three dimensional bar
| | 05:04 | chart, 3D Bar Chart right here, it
changes it to a three dimensional chart,
| | 05:10 | looks a little better.
| | 05:11 | I am going to close this toolbar and I
am just going to move to the corner of
| | 05:17 | my -- bottom right-hand corner of my
chart window and just drag that open to be
| | 05:21 | a little bit bigger, it will be a little bit
easier to read if I increase the size, like so.
| | 05:28 | When I am done, I simply click outside
this window and it's inserted as an object.
| | 05:33 | Again, this is like any other graphic
object, I can click and move it, I can
| | 05:38 | size it, make it a little bigger
and I am happy with that right there.
| | 05:44 | Click outside the border to deselect it.
| | 05:48 | Let's close this document without saving it.
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| Microsoft Powerpoint| 00:01 | If you are very uncomfortable working
in MS Word and you have been asked to
| | 00:04 | create a presentation in
PowerPoint, not to worry.
| | 00:07 | Thanks to some of the
integration between these two programs;
| | 00:11 | we can create our content, preferably an
outline, using the Outline Mode in Word
| | 00:16 | and then simply send it to
PowerPoint from the File Menu.
| | 00:19 | Let's see what I mean.
| | 00:20 | We need to open up a document first and
we are going to open up Business Review
| | 00:27 | Outline.doc and you can see this is
simply an outline that I have created in
| | 00:34 | Word using some bullets and some headings.
| | 00:38 | Now, if I want this converted into a
slide show in PowerPoint, I can simply go
| | 00:42 | to the File Menu, go down to Send To
and you will see down at the bottom of the
| | 00:49 | list and you may have to expand this
menu to see Microsoft Office PowerPoint
| | 00:54 | and give it a click.
| | 00:55 | PowerPoint launches and create
slides for you based on your headings and
| | 01:02 | your various bullets.
| | 01:04 | We can make this look a lot nicer if
we went into some of the features in
| | 01:08 | PowerPoint for changing backgrounds
and there is a number of templates to
| | 01:12 | choose from as well.
| | 01:14 | If we go up here to the Design button,
just briefly, and choose a different
| | 01:17 | design, you can see how it
changes our slide show immensely.
| | 01:23 | So let's close PowerPoint and without
saving this document and we are back to
| | 01:30 | Microsoft Word because another option,
if we so choose, is to work on creating
| | 01:36 | PowerPoint slides right inside
Microsoft Word. So let's try this.
| | 01:40 | Here we will open up a different document.
| | 01:42 | Let's open up Business Review.doc, so
not the Outline, Business Review.doc and
| | 01:51 | Open and here all we have got really is
the title, we are going click down here
| | 01:56 | below the title and this is where
we are going to insert our slide.
| | 02:00 | So let's go to the Insert
Menu and we will choose Object.
| | 02:04 | Again, if you can't see Object, expand this
menu until you can and we will click on Object.
| | 02:11 | We have a list of objects to choose from again.
| | 02:13 | So let's scroll down until we see
Microsoft PowerPoint and you can see that
| | 02:20 | we can do a PowerPoint Presentation, a
full presentation or just a PowerPoint Slide.
| | 02:25 | We are going to choose Presentation and OK.
| | 02:29 | So we are working away inside this
border now and we are actually on our first
| | 02:35 | slide and we have some View buttons
down here to see the various views in
| | 02:39 | PowerPoint including the one we are in,
Normal View, Slide Sorter and here is
| | 02:43 | where we play our Slide Show.
| | 02:45 | So let's try entering some stuff in here.
| | 02:48 | Click to add title, let's type DK Dental
Clinic and in the subtitle, we will put
| | 02:59 | in Business Review 2003, how about, looks good.
| | 03:08 | So right now our slides look pretty
plain but we will insert a new slide and we
| | 03:14 | do that right from the Menu Bar, we will
go up to Insert and because we are in a
| | 03:18 | PowerPoint presentation, we have got
New Slide right here at the top, give it a
| | 03:22 | click and we have got some
Layouts to choose from now.
| | 03:25 | So if we wanted to put in a title
slide with the title only, bulleted list
| | 03:30 | perhaps, side-by-side, let's
put in a bulleted list right here;
| | 03:36 | dropdown the option and Reapply Layout.
| | 03:41 | So we have got our new slide over here.
| | 03:43 | Let's click to add title and we will
type in a new title here for our second
| | 03:49 | slide which will be our Agenda.
| | 03:50 | Where it says, Click to add text, you
can see this is a bulleted list and let's
| | 03:57 | enter some text for a bulleted list.
| | 03:59 | So we will start with Introductions,
maybe be we will have a Break, after that,
| | 04:07 | we will Discuss, Past Performance,
and then take us to Lunch and so on.
| | 04:19 | We won't spend too much time creating
slides but I do want to take you up to the
| | 04:23 | Format Menu and down to Slide Design.
| | 04:28 | Now these are options we usually don't
see on our menu when we are working in
| | 04:31 | Microsoft Word, but because we are
creating a PowerPoint Presentation here, we
| | 04:36 | have some new options available to us
including Layout, Design and Background.
| | 04:40 | And we are going to go to Slide Design
and you can see we have some designs to
| | 04:44 | choose from over here in the Slide
Design Task Pane and let's just scroll down
| | 04:48 | until we see one that we like, I
really like this one right here.
| | 04:54 | So I am going to click on it, you can
see what's happened inside my presentation.
| | 04:59 | Let's move down a little bit, so we
can see all of the screen here and in our
| | 05:04 | view buttons down in the bottom left
corner, let's click on the Slide Show
| | 05:08 | from current slide.
| | 05:09 | When we click that, you can see what
the slide show is going to look like.
| | 05:13 | We click from one slide to the next, so
when we click, we are at the end of the
| | 05:16 | slide show and we will click again to exit.
| | 05:20 | We can use our scrollbar here to move
between slides, so we will go back to
| | 05:23 | slide number 1 and run the slide show
again, right here from the View buttons.
| | 05:29 | Click again, it takes us to the next
slide and we are done, one more click takes
| | 05:35 | us back to Microsoft Word.
| | 05:37 | So when we are done inserting slides and
we are done formatting, we simply click
| | 05:40 | outside of this canvas and we
are back to our Word document now.
| | 05:46 | I am going to scroll back up so you can
see my title and where my Slide Show appears.
| | 05:50 | To run the slide show, I can just double
-click, clicking from one slide to the
| | 05:55 | next, until I reach at the end and I am out.
| | 05:58 | So double-clicking on your new slide
presentation right from within Word
| | 06:02 | displays your slide show.
| | 06:03 | You never even had to go into PowerPoint.
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| Microsoft Outlook| 00:01 | In lesson two we got acquainted with
some of the methods for sending our Word
| | 00:04 | documents to e-mail recipients
right from the word File Menu.
| | 00:08 | Now this can be in the feature saved us
from having to save our document launch
| | 00:12 | or switch over to Outlook, attach
the Word file and then finally send it.
| | 00:17 | When we explored mail merges in Lesson
13 we also learned that we can access our
| | 00:21 | contacts folders and address
books right from within Word.
| | 00:25 | To let switching into from other
programs we have to do the better.
| | 00:28 | We can then work faster and more
efficiently and we can do a whole lot more with
| | 00:32 | text and Word than we can in Outlook.
| | 00:35 | So something else to consider would be
setting up Word permanently as our e-mail
| | 00:39 | editor and e-mail message viewer,
let's check out how we do that.
| | 00:43 | We actually have to do
it from Microsoft Outlook.
| | 00:45 | So you will have to launch Outlook to do this.
| | 00:47 | I already have, so I am going to go
down to my Task Bar and switch over to
| | 00:51 | Outlook, and we will go up to our
Tools Menu and click on Options.
| | 00:57 | And our Word options fall
under the Mail Format tab.
| | 01:01 | So let's click on the Mail Format tab,
and you can see that we have options for
| | 01:05 | our message format right here, and one
is to Use Microsoft Office Word 2003 to
| | 01:10 | edit e-mail messages.
| | 01:11 | So I am going to click on that and every
time I e-mail or edit an e-mail message
| | 01:15 | I am going to be using
Microsoft Office Word now.
| | 01:18 | Also I can use Word to read
Rich Text e-mail messages.
| | 01:22 | So I am going to check that one off.
| | 01:23 | Every time we create messages that have
fancy fonts and colors and sizes and so
| | 01:28 | on, we call that Rich Text.
| | 01:30 | So by checking off this box we are
going to be using Microsoft Office Word to
| | 01:34 | read those messages.
| | 01:35 | So we will click Apply and then click OK.
| | 01:41 | So that's set up now by default.
| | 01:43 | Let's switch back to Word now.
| | 01:47 | Sometimes you just want to turn Word
on as your e-mail editor for one new
| | 01:50 | message and we can do
that right from the toolbar.
| | 01:53 | Watch what happens when we go up to the
Standard Toolbar here and click on the E-mail button.
| | 02:00 | Suddenly we have header section in
Microsoft Word where we can type-in who we
| | 02:03 | are sending our e-mail to, CC if
necessary the Subject, and a little
| | 02:08 | introduction to our message, but the
place where we actually type our message is
| | 02:12 | down here in Microsoft Word.
| | 02:14 | So everything we can do in Word, we
can do right here in our e-mail message.
| | 02:18 | It's a great little feature.
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|
|
Getting Helpoffice assistant| 00:00 | The time may arrive when you
need help performing a task;
| | 00:04 | Word offer so many ways for you to get help.
| | 00:07 | You can search for a help on topics,
you can browse through a Table of Contents
| | 00:11 | of topics, you can go online, and you
can even choose a character to pop-up on
| | 00:15 | your screen when word
senses you might be struggling.
| | 00:18 | This little character is called Office
Assistant and you now have more control
| | 00:23 | then ever over how much
help the assistant will offer.
| | 00:26 | So let's check this out.
| | 00:27 | We will go up to the Help Menu and we
will click on Show the Office Assistant.
| | 00:33 | Check the bottom right hand corner of my screen.
| | 00:37 | This is our Office Assistant and any
time we need help this little guy will jump
| | 00:41 | in or we can go to him to
ask for help. Let's try that.
| | 00:46 | We will just go down here and we will
click right on the Office Assistant and it
| | 00:50 | says what you would you like to do?
| | 00:52 | Well my question is, How do I Create a table?
| | 01:03 | And I will click this Search button.
| | 01:06 | Now Word retrieves information from
your computer and online if you are
| | 01:10 | connected and displays the information
in the Microsoft Office Word Help window.
| | 01:15 | You can see under Search Results here we have
got a number of choices for how we create tables.
| | 01:21 | Notice that the Office Assistant down in
the bottom right hand corner remains on
| | 01:25 | your screen until you choose to Hide it.
| | 01:27 | So before we hide the Assistant let's
explore some of the Options available first.
| | 01:32 | So here is my list of Search Results
and some of them from right with inside
| | 01:35 | Word and some of them are online.
| | 01:38 | I am going to go down here to my Office
Assistant and right-click and I get some options here.
| | 01:43 | By right-clicking my mouse button I
have the option here to Hide the Assistant.
| | 01:48 | He will pop-up again though
if he senses I am struggling.
| | 01:50 | I also have Options I can choose a
different assistant and I can Animate him.
| | 01:55 | Let's go to Options.
| | 01:58 | The Office Assistant pops up with the
Options Tab selected here from me by default.
| | 02:05 | So I am using the Office Assistant.
| | 02:08 | If I don't want any help ever from this Office
Assistant I click this check box to turn it of.
| | 02:13 | I am going to turn it back on and now I
have options over what kind of help I am
| | 02:19 | going to get from the Office Assistant,
for example, Help with Wizards, it's
| | 02:23 | going to Display Alerts for me.
| | 02:25 | It's not going to search for both product
and programming help when I am programming.
| | 02:30 | It's going to move when
its in the way that's good.
| | 02:33 | It's going to Make Sounds;
| | 02:34 | if I don't want sounds I will turn that off.
| | 02:36 | It's also going to show tips about
things I check off here like Using features
| | 02:40 | more effectively, Keyboard shortcuts, and so on.
| | 02:44 | If I will leave all of these turned
of the Office Assistant will not pop-up
| | 02:48 | showing tips when I don't solicit them.
| | 02:50 | We can also go to the Gallery
tab and this is kind of neat;
| | 02:55 | by default, we get the paper clip
called Clippit and if we are not happy with
| | 02:59 | that character we can go to a Gallery
of characters and select one that pleases
| | 03:04 | us the most and here we have
got The Dot, this is called F1.
| | 03:11 | Personally I am an animal
lover and an owner of a dog.
| | 03:14 | So I am going to scroll all the way to
the end here until I see Rocky and I am
| | 03:19 | going to say OK to Rocky.
| | 03:21 | Right away you will see down in the
bottom right hand corner Rocky appears
| | 03:24 | now instead of Clippit.
| | 03:27 | When I am done using the Office
Assistant I can Right Click and choose Hide.
| | 03:36 | Rocky disappears.
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| accessing help| 00:01 | The Help Menu is the fastest way to
find help on anything possible about Word.
| | 00:05 | Function key 1 or F1 is your
shortcut key to the Help Task Pane.
| | 00:10 | Let's explore the Help Menu.
| | 00:12 | So we will go up to Help, give it a click, and
you can see we have a number of options here.
| | 00:18 | Right at the top, there it is,
Microsoft Office Word Help and the shortcut key
| | 00:23 | is your F1 key or Function key 1.
| | 00:26 | Here's where we show the Assistant,
we can go online with Microsoft Office
| | 00:29 | Online, we will explore that a little bit later.
| | 00:32 | We can contact Microsoft for Help,
we have Help on WordPerfect, check
| | 00:36 | for updates, and so on.
| | 00:37 | Let's go up to Microsoft Office Word
Help, and give it a click, and you can see
| | 00:43 | in the right hand side the Word
help Task Pane has now appeared.
| | 00:46 | So I have got a few sections here,
including this Assistance section, where I
| | 00:49 | can search for Help.
| | 00:51 | I can type in any topic, click
the Search button, and off it goes.
| | 00:55 | I have also got a Table of Contents, so let's
say I am having trouble printing a document.
| | 00:59 | I can click on the Table of Contents,
you can see it's downloading the Table of
| | 01:04 | Contents from Microsoft Office Online,
because I am connected to the Internet.
| | 01:08 | It takes a moment, and I can see a
whole section down here on printing.
| | 01:13 | So I will click Printing, and that
expands the branch to display a number of a
| | 01:17 | topics, including printed document,
folded booklets, edit text, and print
| | 01:22 | preview, all kinds of options here.
| | 01:24 | So I am printing a document, I will
click on it, and now the Microsoft Office
| | 01:30 | Word Window appears just to the
right of my Word Help Task Pane.
| | 01:34 | Now in this Window, we have information
about printing a document, and there are
| | 01:40 | several links in here as well.
| | 01:42 | So right at the top, it says, You can
print the active document by clicking the
| | 01:46 | Print button on the Standard Toolbar, and
some of these words are highlighted in blue.
| | 01:51 | If I need definitions, for
example, what is an active document?
| | 01:54 | I can click on it to expand
that to display the definition.
| | 01:58 | I can click on it again to hide it.
| | 02:01 | When I am done accessing help from
this Microsoft Office Word Help Window, I
| | 02:06 | simply go to the top right corner and close it.
| | 02:09 | My Word Window now re-expands to fill
the entire screen, and I am still left
| | 02:14 | with my Word Help Window or Task Pane open here.
| | 02:17 | So I am going to drop this down, and I
am going to go down to Getting Started.
| | 02:24 | The Getting Started Task Pane also
offers help for me on getting started,
| | 02:28 | and thus include another search field here,
if I need to search for help on anything.
| | 02:33 | Let's go back up to the top of the
Task Pane, and let's move down to Help.
| | 02:39 | And this is the original Word Help Task
Pane that we saw when we went up to the
| | 02:44 | Help Menu, and selected
Help on Microsoft Office Word.
| | 02:48 | You can see there are some other
options down below on office Online, like
| | 02:52 | connect to Microsoft Office Online if
you are not all ready, get the latest
| | 02:56 | news, automatically update this list
from the Web, and then we have some other
| | 03:00 | options like Assistance, which will
give us step-by-step instructions.
| | 03:04 | There are some Training clips that we
can follow along with, trying to learn
| | 03:09 | Word 2003, there are Word Communities
out there, so we can get together with
| | 03:14 | other people using Microsoft Office
Word ,and collaborate ,and ask questions,
| | 03:18 | and get our answers that way.
| | 03:20 | Also here's where we will go to
get Downloads, and this is all on
| | 03:23 | Microsoft Office Online.
| | 03:25 | We can also see at the bottom, there
is a See Also section, we can find out
| | 03:29 | everything that's new about
Microsoft Office Word 2003.
| | 03:33 | Here's where we can contact Microsoft,
Accessibility Help, so if we are disabled
| | 03:38 | and we need help on how we can use the
features of Word, no problem there is a
| | 03:42 | whole section devoted to Accessibility Help.
| | 03:46 | And of course, there is Online Content
Settings that we can adjust right from here.
| | 03:51 | Let's go up to Assistance, and give it a click.
| | 03:58 | Assistance does take us to the
Assistant section in Microsoft Office Online.
| | 04:02 | We will explore this in
greater detail in the next lesson.
| | 04:09 | Let's close that Window, and you will
notice we haven't lost our space over here
| | 04:14 | in the Word Help Task Pane.
| | 04:18 | To close it, simply go up to the top
right corner and click the Close button.
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| office online| 00:01 | A great way to get help when using Microsoft
Office Word 2003 is to visit Office Online.
| | 00:08 | So let's go ahead and do that from
Help Menu, and Microsoft Office Online.
| | 00:16 | Now Office Online contains a
seemingly unlimited amount of information,
| | 00:20 | resources, and help.
| | 00:21 | Here you will find Assistance, Training,
Templates, ClipArt, Downloads and tons
| | 00:26 | of information on all the
applications in the Office suite.
| | 00:29 | Office Online is truck full of tips
featured Resources, the Clip of the Day and more.
| | 00:35 | So as we browse around this Window,
you will see that right now we are at the
| | 00:40 | Home Page of Microsoft Office Online.
| | 00:42 | So we've got all kinds of cool things
here, like information on the product,
| | 00:47 | creating calendars or planners, these
are the Office Online tips for today,
| | 00:52 | Measurement Converter Smart Tag,
all kinds of cool things in here.
| | 00:56 | We have got things in the Spotlight
down below, under Assistance, Pump up your
| | 00:59 | website with coding tools.
| | 01:01 | So we can get very in depth
with some of these things.
| | 01:04 | We have Quick Links over here on the
right hand side as well, where you can see
| | 01:07 | office demos, learn how to
protect your PC and so on.
| | 01:11 | Let's move back over here to
the left, and click on Assistance.
| | 01:15 | When we click on Assistance, you can see
we have a number of categories here for
| | 01:21 | Office Tips, Around Office Online, 10
tips for using fax services and so on,
| | 01:26 | just a ton of information
available on how to use these applications.
| | 01:30 | We also have the Crabby Office lady.
| | 01:33 | The Crabby Office lady
always has a tip for the day.
| | 01:35 | And are you an Outlook task whiz?
| | 01:37 | Well, is your To Do list a mess?
| | 01:40 | Outlook can help you tidy it up.
| | 01:42 | So this is what she is
talking about today in her column.
| | 01:45 | You can see we can also browse for
assistance on specific applications in the Suite.
| | 01:50 | So if it's Microsoft Office Word 2003
that we are interested in, we click down
| | 01:54 | here, and we are still in the
Assistance section, but now we are strictly
| | 01:58 | focusing in on Assistance on
Microsoft Office Word 2003.
| | 02:02 | We can come over here to Training, and
we do have a number of a training videos
| | 02:09 | and that kind of stuff in this
Window to help us get started again.
| | 02:12 | We can look at training courses for
Word, and you can see there are a number
| | 02:19 | of videos available.
| | 02:20 | It looks like we have got 15
altogether that will help us do things like
| | 02:24 | decorate documents with backgrounds,
borders, and text effects, adding graphics
| | 02:28 | creating envelopes and labels, you can
see a lot of people have accessed these
| | 02:32 | already, and you have the opportunity
if you feel that the Help in the Training
| | 02:37 | was good, to vote on it.
| | 02:38 | Then you would vote out of stars, it
looks like we have got five stars, you
| | 02:42 | would vote out of five stars
how you felt about the training.
| | 02:46 | Let's move over to Templates,
because part of MS Office Online involves
| | 02:51 | templates, and here's where we can
download all kinds of templates in
| | 02:54 | various categories.
| | 02:55 | We did this earlier on and in
some of the lessons under Templates.
| | 02:59 | We will scroll back up;
| | 03:02 | we have also got access
to ClipArt and Media here.
| | 03:05 | And this is where we can go to access
tons of different ClipArt and various
| | 03:09 | types of Media, and you can seem in
this Browse ClipArt and Media section, we
| | 03:13 | have a ton of categories again.
| | 03:15 | So if we are interested in Nature for
example, we can access all kinds of nature
| | 03:21 | ClipArt and various types of Media,
and this is taking a second to download
| | 03:26 | because it is extensive.
| | 03:27 | You can see we can move from page to
page using the Next button, and the
| | 03:33 | previous button to go back.
| | 03:36 | Let's hit the Back button up here on
our Web Browser, and scroll up to the top
| | 03:42 | of this page to see that we have
also got areas for Downloads, the Office
| | 03:46 | Marketplace and Product Information.
| | 03:48 | I am going to close this Window right
now, because we can get right to specific
| | 03:52 | areas of Microsoft Office
Online from the Word Help Menu.
| | 03:57 | Let's go up to the Help Menu in
Microsoft Office Word, and let's go down
| | 04:01 | to Check for Updates.
| | 04:05 | Again, Microsoft Office Online opens,
and you can see we go directly to the
| | 04:09 | Download section, and here is where we
find Popular Office downloads, we have
| | 04:14 | new updates for Word, Outlook and
Office it looks like, so I will go here for
| | 04:17 | Word 2003, and I am getting the latest update.
| | 04:27 | Here they are with a brief description of
each, there is the Outlook 0.1, and XP as well.
| | 04:34 | So if I want this, I can start the
installation right from this Start
| | 04:37 | Installation button.
| | 04:39 | I get an idea about how long it's
going to take, not much time at all.
| | 04:43 | But that's how easy it is to go and
get updates, right from your Help Menu in
| | 04:47 | Microsoft Office Word.
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| WordPerfect help| 00:01 | So you are a long time WordPerfect
user, and now you have either chosen to
| | 00:05 | switch to Word, or someone
is forcing you to, no worries.
| | 00:09 | You have help with that adjustment.
| | 00:11 | Let's go up to our Help menu, let's give
it a click, and right about the middle,
| | 00:16 | we have got help on WordPerfect here.
| | 00:18 | Give it a click and we've got the Help
for WordPerfect Users dialog box showing up.
| | 00:23 | You can see we have got some
instructions over here on the right hand side to
| | 00:27 | learn how to carry out a command in
Word, select the WordPerfect command name
| | 00:31 | and the Command keys box here on the left.
| | 00:33 | So let's say Bold for example.
| | 00:34 | I click on Bold, and I am getting
information over here on the right hand side
| | 00:40 | that that's my F6 key in WordPerfect
but now in Word, I am going to use Ctrl+B
| | 00:45 | as in Bold, to make bold text.
| | 00:47 | Let's try another one.
| | 00:49 | We will go down to Exit.
| | 00:51 | That's my F7 key in WordPerfect, it's Alt
+F4 in Word to end the session of Word,
| | 00:57 | and from the File menu, it
says, you can also choose Exit.
| | 01:01 | Let's see what kind of options
we have under the Options button.
| | 01:06 | Here in the Help Options dialog box,
we have got Help for WordPerfect users,
| | 01:10 | and Navigation keys for WordPerfect
users, that can be turned-on, and this is
| | 01:14 | very, very interesting.
| | 01:16 | When we turn these features on, Help
for WordPerfect users, Navigation keys for
| | 01:22 | WordPerfect users, we have the Help
Option set to Mouse simulation and Demo
| | 01:27 | guidance, what's going to happen is
when we go to perform something that we
| | 01:30 | normally use, perhaps a function key in
WordPerfect to do, Word takes over and
| | 01:36 | shows us how to do it in Word.
| | 01:38 | They use something called Demo.
| | 01:40 | It could be Help text or it could be
set to Demo, we click demo and click OK.
| | 01:47 | And then we come over here to say Font,
and hit the Demo button, and we say,
| | 01:53 | okay, let's say it's font size
is that what we are working with.
| | 01:58 | Double-click that and how do we make it,
Extra Large, all of a sudden and inside
| | 02:05 | my document, I have got a window on my
screen saying that I can refer to the
| | 02:09 | following while performing the commands in Word.
| | 02:12 | It looks like Ctrl+Shift+> or Ctrl+
Shift+< signs, or I can just hit Demo Now.
| | 02:18 | When I hit the Demo Now
button, I am not actually moving;
| | 02:21 | it's a demo that's running, showing
me how to do this in Microsoft Word.
| | 02:25 | It's not only showing me how
to do it, it's doing it for me.
| | 02:28 | Watch what happens when I type my name.
| | 02:34 | It's using the very Large font that
was selected in the Demo, so I can watch
| | 02:39 | along in a Demo and before
long, all will be converted.
| | 02:43 | I am going to close this now, and we are done.
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|
|
Working with Toolbarscustomize| 00:02 | Word 2003 comes equipped with over 30 or
so toolbars and task panes to make life
| | 00:06 | easier for you when you are working in Word.
| | 00:09 | You may be quite happy with them, but did
you know you can customize them to your liking?
| | 00:13 | For example, the Standard Toolbar
has buttons for opening and saving and
| | 00:17 | printing files, but there doesn't
seem to be any button for closing files.
| | 00:21 | You have to go all the way over to the
right side to close and maybe you would
| | 00:25 | like to have these toolbars
located elsewhere, no problem.
| | 00:29 | Let's look at modifying the toolbars in Word.
| | 00:31 | The first thing we are going to do is move
this Formatting Toolbar to another location.
| | 00:39 | So you simply click up here, just
left of our toolbar, you get the four
| | 00:43 | pointed arrow, click and drag and we will just
move it here underneath our Standard Toolbar.
| | 00:49 | Maybe you would rather have it floating,
let's go back to the left hand side
| | 00:53 | of the toolbar, look for the quadruple
arrowed cursor and move it down into our document.
| | 00:58 | Now we have got out Formatting
Toolbar exactly where we want it.
| | 01:02 | Let's move it back, now, by going
into its title bar here, clicking and
| | 01:05 | dragging and let's move it back up beside the
Standard Toolbar, right about there is good.
| | 01:12 | Of course, another option for changing
and modifying our toolbars is to right
| | 01:17 | click on any one of them.
| | 01:18 | Let's just Right Click on the
Formatting Toolbar here and you can see that the
| | 01:23 | standard formatting and drawing
toolbars on my screen are currently being
| | 01:26 | displayed, they have check marks,
but we can go down here to Customize.
| | 01:32 | So in the Customize dialog box, we
are looking at the Toolbar's Tab.
| | 01:36 | There are the three toolbars that are
currently being displayed and we have
| | 01:39 | options, now, for either creating new
toolbars or taking toolbars and renaming
| | 01:45 | them, deleting them, and resetting them.
| | 01:48 | Let's move up to the
Options Tab and give it a click.
| | 01:52 | Here you can see some options for
toolbars and right now the Standard and
| | 01:56 | Formatting Toolbars are located side-by-side.
| | 01:59 | But if we check this off, we will
have our Standard Toolbar above our
| | 02:03 | Formatting Toolbar;
| | 02:04 | in other words, they will show
up in two rows like they used to.
| | 02:06 | We can also have Always Show Full Menus on.
| | 02:10 | You may have noticed when we are
clicking on menus that sometimes we are not
| | 02:13 | seeing all of the options, it takes a
moment for the menu to expand to fully
| | 02:18 | display all of the menu items.
| | 02:20 | Well by doing this that will never
happen, it will always show full menus.
| | 02:25 | Some other options include larger icons.
| | 02:27 | If you are having trouble looking at
the icons or the buttons on the toolbars,
| | 02:30 | we can have font names listed in
their font, we can show Screen Tips on the
| | 02:35 | toolbars and these two are selected.
| | 02:37 | So when we change fonts, we actually
see in the Font dialog box what that font
| | 02:42 | will look like in that font.
| | 02:45 | We also see screen tips on the toolbars
when we hover over them, it takes up a
| | 02:49 | little more memory, but its nice to
have and we can show shortcut keys in the
| | 02:52 | Screen Tips if we wanted to
as well by turning this on.
| | 02:56 | Let's go back up now to the
Toolbar's tab and give it a click.
| | 03:00 | So here we have a number of toolbars
selected and you can see that there are
| | 03:03 | three being displayed on our screen, but
we have a whole plethora of toolbars to
| | 03:08 | choose from and including the menu
bar here which is also checked off.
| | 03:12 | These are the default toolbars to be displayed.
| | 03:15 | Clicking the Reset button and saying OK,
resets changes we may have made to the
| | 03:22 | Drawing Toolbar because
that's the one that's selected.
| | 03:26 | So how do we make changes to toolbars?
| | 03:28 | I am glad you asked.
| | 03:30 | To make changes to our
toolbars, we go to the Commands Tab.
| | 03:35 | Right here we can see some of the
various items like File, Edit, View, and
| | 03:39 | Insert and we can over here
what those icons look like.
| | 03:44 | So let's say on our Standard Toolbar,
we would like to see the Close button;
| | 03:49 | normally, that shows up under the File menu.
| | 03:51 | So let's scroll down until we see
Close, there is the Close button.
| | 03:57 | To get that up on to our Standard Toolbar,
it's as easy as clicking and dragging it there.
| | 04:01 | So we click/hold the mouse button down
and watch what happens as we move up to
| | 04:04 | our Standard toolbar and maybe a good
spot as right here between the Open and
| | 04:09 | the Save button and release.
| | 04:11 | We have now added the
Close button to our toolbar.
| | 04:14 | With this dialog box open, we also have
access to the toolbars to remove buttons;
| | 04:20 | for example, if we never use the Print
Preview button, we can click on it, drag
| | 04:25 | it down into our document
and release and it's gone.
| | 04:30 | So let's put the Print Preview
button back and take the Close button off.
| | 04:34 | The close button is actually a little bit
dangerous and that's why its not usually there.
| | 04:38 | You may be thinking you are opening the
Open button or clicking the Open button
| | 04:41 | and you are actually clicking the
Close button and you may lose data if you
| | 04:45 | haven't had a chance to save it.
| | 04:46 | So we will drag that down
into our document and release.
| | 04:49 | It's removed from the Standard Toolbar,
and let's go find the Print Preview
| | 04:53 | button and we will put it back next
to the Print button, right up here.
| | 05:06 | When we hit the Close button here, we
save our changes and you can see our
| | 05:10 | toolbar have now have been rearranged.
| | 05:14 | Let's move the Formatting Toolbar
back up beside the Standard Toolbar.
| | 05:18 | Again, we will go up here to the left
hand side of our screen, we will get the
| | 05:21 | four pointed arrow, click and drag this
toolbar up and let's move it over so we
| | 05:26 | can see a number of our
Standard Toolbar options and release.
| | 05:32 | The last thing we will do is hide the Drawing
Toolbar down here at the bottom of our screen.
| | 05:37 | Let's say we don't do a lot of drawing, well,
it may be just taking up valuable space.
| | 05:42 | So again, we will go up to any of the
toolbars, Right Click, we will move down
| | 05:48 | to drawing and because it already has a
check, when we click on Drawing we are
| | 05:52 | in effect unchecking it
and removing from our screen.
| | 05:56 | It's no longer there at
the bottom of our screen.
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| create and delete| 00:01 | If you don't think you have enough
toolbars or you would like to have a toolbar
| | 00:04 | with only the functions you use most,
you can create you own toolbars.
| | 00:09 | So here's how we do it.
| | 00:10 | We will go up to any toolbar, we will
go up to the Standard Toolbar and we will
| | 00:14 | right-click and we'll move all the way
down to the bottom to click on Customize.
| | 00:18 | Here is the Customize dialog box, and you
will notice that we have three tabs at the top.
| | 00:24 | Toolbars, Commands and Options.
| | 00:26 | We are going to click on Toolbars.
| | 00:28 | The next thing we are going to do is
click the New button to create a new
| | 00:32 | toolbar, and what do we call it;
| | 00:34 | let's call it, under our own name.
| | 00:36 | I am going to put in David
and I am going to click OK.
| | 00:42 | I now have a new toolbar over here to the
right of my dialog box and it has no buttons.
| | 00:47 | So let's go over to the Commands tab
and let's start putting in some of the
| | 00:51 | functions we use most often.
| | 00:53 | Let's say we use the New button to
create new files from Templates and so on.
| | 00:59 | We will click-and-drag that into our toolbar.
| | 01:02 | Let's say, we like to create a lot of Web
pages, New Web page, we will move that one in.
| | 01:07 | Let's say we like to do a lot of printing.
| | 01:10 | We'll scroll down to the Print button
and this brings up the Print dialog box,
| | 01:16 | this one with the three dots after it.
| | 01:19 | Instead of just printing like the
default print button does, right to our
| | 01:22 | printer, we have an option to
select number of copies and where we are
| | 01:25 | printing to, etcetera.
| | 01:27 | We can also put the Print Setup in
there, because when we are working with
| | 01:30 | graphics, we want to be able to
customize how we are printing.
| | 01:35 | Scroll down and let's say, the Send
Now button is one we like to use a lot.
| | 01:39 | We will pop it right in there too.
| | 01:42 | So now we have a new toolbar and we
should have called it under our own name.
| | 01:46 | I am going to move it in here right
next to my Formatting Toolbar, and I am
| | 01:51 | going to close this.
| | 01:54 | So let's say in real life I use my
toolbar and none of the others, no problem.
| | 01:58 | So I will right-click on any and I'll
just turn them off like so, until I am
| | 02:05 | left with my toolbar and no others.
| | 02:09 | Well, that probably doesn't make real sense.
| | 02:12 | So let's turn the others back on, and
then we'll show you how to delete a toolbar.
| | 02:17 | So first, we'll turn on the Standard
toolbar, we will right-click up here, we
| | 02:21 | will turn on the Formatting Toolbar and
then I will right-click up here and we
| | 02:25 | will go down to Customize.
| | 02:27 | What we are going to do is remove a
toolbar, so we need to go to the Toolbars tab.
| | 02:33 | We are going to scroll down because
down here at the bottom is one of our new
| | 02:37 | ones, labeled under our first
name, in this case, my name, David.
| | 02:42 | I am going to click on it, and you can
see I have options here for renaming and
| | 02:46 | deleting that toolbar.
| | 02:49 | I am going to hit the Delete button,
I am going to say, Yes, I am sure by
| | 02:53 | clicking OK and my toolbar no longer exists.
| | 02:57 | So it's quite easy creating our own
toolbars, and once we created toolbars that
| | 03:02 | we are no longer using, it's
quite easy to delete them as well.
| | 03:05 | Let's close the Customize dialog box,
returning us back to our document window.
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Conclusiongoodbye| 00:01 | Hi again and congratulations, you have
completed learning Microsoft Office Word 2003.
| | 00:07 | You should now feel
comfortable using many of the basic to
| | 00:10 | intermediate functions in Word.
| | 00:12 | I am David Rivers saying bye for
now, hope to see you next time.
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