IntroductionWelcome| 00:04 | Hi, and welcome to Word 2013
Essential Training. I am David Rivers.
| | 00:08 | Word has gone through a major makeover,
and in this course, we'll see
| | 00:11 | everything you need to know to work
efficiently, and be productive with
| | 00:15 | this latest version of the world's most
popular word processing software from Microsoft.
| | 00:19 | We'll begin with a quick tour of the
brand new user interface to get you
| | 00:23 | comfortable in this new environment,
and explore new items, like the bookmark
| | 00:27 | feature that remembers where you left
off in a document before you closed it,
| | 00:31 | and takes you back to that
spot the next time you open it.
| | 00:34 | We'll see how to improve your productivity
by using styles, and themes, and then
| | 00:39 | we'll explore creating lists.
| | 00:41 | Then it's on the topics for
making your documents sizzle.
| | 00:44 | We'll examine ways to illustrate a
document with images, special effects, and more.
| | 00:50 | We'll explore reviewing techniques using
document markup, and then we'll examine
| | 00:55 | a variety of ways to share these documents
with others, like using the cloud by
| | 00:59 | saving them to SkyDrive.
| | 01:01 | We have a lot to cover,
| | 01:02 | so let's get started with
Word 2013 Essential Training.
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| Using the exercise files| 00:00 | If you are a premium subscriber
with lynda.com, you'll have access to
| | 00:04 | the exercise files, and the
exercise files allow you to follow along
| | 00:08 | with me step by step.
| | 00:10 | Now, if you do plan on using the exercise
files, I highly recommend placing them
| | 00:14 | in a convenient location,
such as the Desktop.
| | 00:16 | When you double-click this folder,
you'll notice subfolders representing each
| | 00:20 | of the chapters in this title.
| | 00:22 | It's in those folders where
you'll find the files we'll be using in
| | 00:25 | each individual chapter.
| | 00:27 | Now, if you don't have access to the
exercise files, no need to worry; you can
| | 00:32 | still learn lots by trying to follow
along with your own files, or even by
| | 00:36 | sitting back, relaxing, and just watching!
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1. Getting Started with Word 2013Launching Word and touring the interface| 00:00 | Before we can dive into the many
powerful features and functions of Word 2013,
| | 00:05 | we first need to launch the program,
and get comfortable in our environment,
| | 00:08 | so let's explore the user
interface by first launching Word 2013.
| | 00:12 | If you're in Windows 8, and logged in
already, that will give you a nice head start.
| | 00:17 | If you are in Windows 7, you can
launch Word 2013 from there as well.
| | 00:22 | Now, what you see at the very
beginning here is different from previous
| | 00:25 | versions of Word 2013.
| | 00:27 | This is our start screen,
| | 00:28 | and down on the left-hand side, you
will see a color-coded area, a panel on the
| | 00:32 | left; for Word it's blue, Excel it's
green, Power Point is orange, and so on.
| | 00:37 | And you'll see a list of your recently
worked on files, so you have quick access
| | 00:41 | to them if you want to go back.
| | 00:43 | You also have a link to open other
documents, allowing you to browse your
| | 00:47 | computer and online.
| | 00:48 | To the right, we have a number of
templates, including the default template,
| | 00:51 | which is our blank document.
| | 00:53 | If you're looking for a template that
does not show up here on this initial
| | 00:57 | screen, you can search for templates online,
| | 01:00 | and there are thousands to search through.
| | 01:02 | There are also some suggested
searches to help you get started as well.
| | 01:05 | If you are logged in already to
your Microsoft account, you'll see that
| | 01:09 | information here in the top right corner.
| | 01:11 | You can switch to another account if
you have another account, or perhaps you
| | 01:15 | share this computer with others, and they'll
want to switch to their own accounts.
| | 01:19 | Also, in the top right corner, you'll
see a button for getting help -- F1 is still
| | 01:23 | the keyboard shortcut --
| | 01:25 | a minimize button, maximize, and a
close button to close Word 2013 altogether.
| | 01:31 | Now, the default template is a blank document.
| | 01:33 | So, let's go there
and just simply click once.
| | 01:36 | Now, this launches Word to the initial
user interface that you will see once you
| | 01:41 | get past that start screen.
| | 01:43 | Over here on the left-hand
side is our Navigation pane.
| | 01:46 | So, if your document has Headings, you
want to go through Pages, or Results, you
| | 01:51 | can search quickly using this Navigation pane.
| | 01:54 | It can also be closed up using the Close
button, and you can view it at any time
| | 01:58 | from the View tab on the ribbon.
| | 02:00 | Let's move up to the top of the screen.
| | 02:02 | We still have the quick access toolbar.
| | 02:04 | You will see some buttons there by
default, like the Save, Undo, and you'll also
| | 02:08 | see a little repeat option here as well,
and then the dropdown where you can
| | 02:13 | pick and choose what's going to
show up on your Quick Access Toolbar.
| | 02:16 | Anything with a checkmark
is already showing.
| | 02:19 | You can remove them by clicking
them, or you can add items as well.
| | 02:23 | We'll go back to that in a later lesson.
| | 02:26 | Right below that is our ribbon, of course,
| | 02:28 | and you'll notice the very first tab,
| | 02:29 | the File tab, is actually going
to take us to our backstage view.
| | 02:34 | So, let's go there now.
| | 02:36 | This takes us to a different view
with a list of options down the left-hand
| | 02:39 | side, for opening, saving, creating new
documents, printing, exporting, etcetera.
| | 02:44 | We can also access our Word
options down here at the very bottom.
| | 02:48 | We can go back to recent
documents, go to your SkyDrive account,
| | 02:53 | and with your Windows account, you do
get some free space there, and of course,
| | 02:57 | you could purchase more if you needed to.
| | 02:59 | But it's a great way to save your
documents to the cloud, so you have anytime,
| | 03:02 | anywhere access to them.
| | 03:04 | You can also browse your
computer to open files there;
| | 03:07 | even add places, little shortcuts
that will take you directly to other
| | 03:11 | locations if you wanted to.
| | 03:13 | There is also a Back button up here.
| | 03:15 | So, we can click the Back button to go back
where we started before we clicked the File tab.
| | 03:20 | Next is the ribbon, and you'll see the
Home tab is highlighted or selected by
| | 03:24 | default. So, we're looking
at various sections here;
| | 03:26 | the Clipboard, Font Sections.
| | 03:28 | Notice that many of these have a little
arrow icon in the bottom right corner,
| | 03:32 | so you can actually expand these, and
get full dialog boxes that you might be
| | 03:36 | used to from previous
versions in Microsoft Word.
| | 03:40 | You have quick access to Styles, but
you can also go to the full Styles dialog
| | 03:44 | by clicking the arrow in the
bottom right corner of that section.
| | 03:48 | Let's just quickly
go through some of the tabs.
| | 03:50 | If you need to insert objects into
your document, go to the Insert tab.
| | 03:53 | And again, it's broken up
into categories;
| | 03:55 | so Pages, Tables, Illustrations, etcetera.
| | 03:59 | Under Design, we have a number of
design options, and here's where you can get
| | 04:03 | into various document formatting
options, and color schemes, etcetera.
| | 04:08 | Page Layout, References, Mailings,
Review, and View at the very end; the View
| | 04:13 | Tab is going to show you your default
view, which is our Print Layout view.
| | 04:17 | We'll be talking about the
different views in an upcoming lesson,
| | 04:20 | but for now, just notice that the
Print Layout is the default view, and
| | 04:24 | that's the default view you might
be used to from previous versions of
| | 04:27 | Microsoft Word as well.
| | 04:29 | I will go back to the Home tab.
| | 04:31 | Also, if you have long documents,
you're going to see scrollbars over here on
| | 04:35 | the right-hand side, so you
can scroll through your pages.
| | 04:38 | If your document is too wide, the scrollbar
will appear across the bottom; a horizontal one.
| | 04:43 | And then down at the very bottom, we
have on the status bar some information.
| | 04:46 | You can see we're at Page 1 of 1;
| | 04:49 | 0 words so far, so there is a
Word count that shows up there.
| | 04:52 | And also, on the right-hand side, those
View modes we just saw from the View tab
| | 04:57 | are available to us here.
| | 04:58 | So, we have Read Mode, the one that's
selected, Print Layout, as well as Web Layout.
| | 05:02 | And then, we have our Zoom slider.
| | 05:05 | So, we can use the minus sign and the
plus sign to zoom in and zoom out of our
| | 05:10 | documents, or we can click and drag the
slider, and we'll always see the number
| | 05:14 | in a percent off to the right.
| | 05:16 | To bring it right back to the middle,
or 100%, we just drag the slider, or use
| | 05:21 | the plus or minus signs to get there.
| | 05:23 | So, that's a quick tour of our
user interface here in Word 2013.
| | 05:27 | Now that we are comfortable in our
environment, it's time to do a little more
| | 05:31 | exploring, and start getting into some
of the features and functions available
| | 05:34 | to us here in Word 2013.
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| Opening, closing, and reading documents| 00:00 | As we continue to get comfortable with
the user interface here in Word 2013,
| | 00:04 | let's open up a document
to take it a step further.
| | 00:07 | To do that, we go to the File tab.
| | 00:10 | Next, we'll make sure Open is selected.
| | 00:13 | Now, from here, you can actually access
recent documents quickly and easily from
| | 00:17 | the Recent Documents list.
| | 00:18 | If it's your first time using Word, of
course, there won't be anything on this list.
| | 00:22 | We're going to the exercise files, and we
haven't actually opened up any of them yet,
| | 00:27 | so that means we have to
choose another option.
| | 00:30 | Notice the next option; the
next default is your SkyDrive.
| | 00:33 | If you're already logged in to your
Microsoft account, you'll see your name
| | 00:36 | followed by SkyDrive.
| | 00:38 | This is a great way to store files
on the cloud, and then have easy, anywhere
| | 00:42 | access to those files from any device.
| | 00:45 | But we're going to our computer,
| | 00:47 | and here's where we go to browse, not
just our own standalone computer, but any
| | 00:51 | network connections as well.
| | 00:53 | This is the old way of opening files.
| | 00:55 | So, we'll click Computer,
| | 00:56 | and next you'll see a list of
Recent Folders you may have accessed.
| | 01:00 | And if it's not on the list,
just click Browse.
| | 01:03 | This opens up a separate window, and
this is what we're used to seeing when we
| | 01:07 | go to open files in Microsoft Word.
| | 01:09 | My Exercise Files are on the Desktop.
| | 01:11 | So, over here in the left-hand side, in
the Navigation pane, I'll select Desktop.
| | 01:15 | You can follow along with me if
that's where you placed yours.
| | 01:19 | Next, we'll double-click a
folder to open it up.
| | 01:21 | There is the Exercise Files.
| | 01:22 | A double-click opens it
up to display subfolders.
| | 01:26 | We'll double-click our
Chapter 1 folder now,
| | 01:29 | and then here is where we find the
files we're going to be working with,
| | 01:32 | including this first one;
| | 01:33 | No Obstacles Bio Reading.
| | 01:35 | Select that by clicking it,
and click Open.
| | 01:38 | You can also double-click
to make it a little quicker.
| | 01:41 | Now, it's going to open up the file,
and you're going to be using the default
| | 01:45 | view here, which is our print preview.
| | 01:48 | If we move down to the very bottom of
the screen, on the status bar, you'll
| | 01:51 | notice the middle view
button is selected,
| | 01:55 | so the print preview, or Print Layout
that we're looking at here is exactly how
| | 01:59 | our document is going to print.
| | 02:01 | Over here on the left-hand side in the
Navigation pane, with Headings selected,
| | 02:05 | you will notice there are a
number of headings in our document.
| | 02:08 | So, we can jump quickly to those
sections just by clicking a heading.
| | 02:11 | If we want to go to the Executive Team,
| | 02:13 | we'll just click Executive Team,
and we arrive at that page.
| | 02:17 | Look at the bottom left-hand corner;
you'll know what page you're on.
| | 02:20 | It happens to be Page 4 of 5.
| | 02:22 | Let's go back to the top.
| | 02:23 | We can click right above our first heading;
right above mission statement to get to the top.
| | 02:28 | Now remember, this is our Print
Layout view, also known as print preview.
| | 02:32 | Let's go down to our view buttons now,
and go to a new view called reading view.
| | 02:37 | In Read Mode, what we are actually going to
be doing is focusing on reading our document.
| | 02:42 | So, the page numbers really don't matter;
| | 02:44 | they are going to change
based on our zoom level.
| | 02:48 | The default zoom level
should be 100%, or actual size.
| | 02:52 | But of course, if we want bigger
text size, bigger print, we can
| | 02:55 | click and drag that to the right.
| | 02:57 | So, for example, if we go to about
116%, it's a little easier to read, but
| | 03:02 | notice the number of
pages now has jumped up to 10.
| | 03:05 | You also have some navigation buttons now.
| | 03:08 | You'll have arrows on the left and right to
move forward and backward through the pages.
| | 03:12 | So, let's go to the right, we'll click,
| | 03:14 | and we see the next two pages. Click
again; the next two pages. Want to go back?
| | 03:19 | We can go back using the left arrow.
| | 03:22 | Now, of course, we still
have our Navigation pane open;
| | 03:24 | if you haven't closed it,
you can use those headings.
| | 03:27 | Let's go to Executive Team.
| | 03:29 | Notice now that we're looking at
Screens 7 and 8 of 10; not necessarily pages.
| | 03:36 | So, that's our reading view.
| | 03:37 | If you have a touchscreen,
you can swipe as well.
| | 03:40 | Let's switch views now
back to our Print Layout.
| | 03:43 | It goes back to the original view, and
our cursor is flashing right where we
| | 03:48 | left off in Read Mode.
| | 03:50 | So, let's go back to the top by clicking the
arrow at the very top of our list of headings.
| | 03:55 | And that's a quick look at opening up a
document, and using Read Mode to read
| | 04:00 | what might be considered a longer document.
| | 04:03 | When we're done, to close up a document,
we simply go back to that File tab, and
| | 04:08 | from here, you'll find Close.
| | 04:10 | If you haven't made any changes to
the document, it simply closes up.
| | 04:14 | If you have made changes, you'd be
prompted to save those changes, at which
| | 04:18 | point you could choose to do so, or
simply cancel, which will close it up
| | 04:22 | without saving any changes, and
take you back to the previous screen.
| | 04:25 | We were looking at a new blank document,
| | 04:27 | so that's what we see as we
continue on here in Word 2013.
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| Using the new bookmark feature| 00:00 | There's a new feature here in
Word 2013 that I really like.
| | 00:04 | It's called the bookmark feature,
| | 00:05 | and it's going to remember
where you left off in a document,
| | 00:09 | so when you return to that document,
you have the option of going directly back
| | 00:13 | to that spot, without having to
navigate through pages, for example.
| | 00:17 | Let's check it out.
| | 00:18 | We'll open up a document.
| | 00:19 | Let's use a keyboard shortcut
this time; Ctrl+O on the keyboard.
| | 00:23 | Now, that's the same as going to
the File tab, and selecting Open.
| | 00:27 | Next, we'll go to Computer, and we'll go to
the Chapter1 folder of our Exercise Files.
| | 00:33 | From here, we'll open up the
Identity Branding and Style Guide this time.
| | 00:37 | So, we'll give it a click,
and click Open.
| | 00:40 | So, now we're browsing
through this document.
| | 00:42 | Let's go down, using our scrollbar
on the very far right-hand side.
| | 00:47 | We're scrolling through, we're
reading, it looks like there are some
| | 00:49 | comments here, etcetera,
| | 00:51 | and then we get down to this page here.
| | 00:56 | We'll click in there anywhere, and
maybe we want to make some changes, or just
| | 01:00 | simply continue reading this document.
| | 01:02 | And then we're interrupted.
| | 01:03 | it could be anything; could be the end of the
day, could be we need to close up our computer.
| | 01:08 | Let's just do that.
| | 01:09 | We'll go to the File tab,
and close up this file.
| | 01:13 | We haven't made any changes, so
we're not prompted to save anything.
| | 01:16 | And now it's time to go back to it.
| | 01:19 | So, we'll click the File tab this time,
because if we go down to Open, you'll
| | 01:23 | notice in the Recent Documents, it's
the last document you were reading.
| | 01:27 | Let's give it a click,
| | 01:28 | and this time, when we open it up,
you'll see this little message over here on
| | 01:32 | the right, giving you the
option to pick up where you left off.
| | 01:36 | Doesn't matter if it was a few seconds
ago, or a few days, or weeks ago, it will
| | 01:40 | remember, so you can click this bookmark.
| | 01:43 | And by the way, if you just look at
that momentarily, and move your mouse away
| | 01:47 | from it, it kind of
collapses into this bookmark icon.
| | 01:50 | At any time, go back, it will expand, and
then just click to pick up where you left off.
| | 01:56 | So, notice we're back to Page 4, right where
we left off before we closed up this document.
| | 02:01 | You don't have to click in the document
either; you could just be looking at the page.
| | 02:05 | Word 2013 is going to remember, and
offer you that opportunity the next time you
| | 02:10 | open up the document.
Let's close it up.
| | 02:13 | We'll go to the File tab, click Close,
and continue with our new blank document.
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| Creating new documents with templates| 00:00 | Whether you're creating a new document
from scratch, a new blank document, or a
| | 00:05 | fancy calendar, a brochure, envelopes
and labels; in any of those scenarios, you
| | 00:11 | will be using some form of template.
| | 00:14 | So, we are going to look at creating
new documents now, using templates.
| | 00:18 | To do this, of course, we can go to
the File tab, and then select New down
| | 00:23 | the left-hand side.
| | 00:24 | Now, from here, as we saw in an earlier
lesson, the very first option, which is
| | 00:28 | the default, is a blank document.
| | 00:30 | But indeed, this is a template;
| | 00:32 | a template that has 1 inch margins all the
way around on an 8.5 by 11 sheet of paper.
| | 00:38 | That's all part of the template setup.
| | 00:40 | There's also a default font
that's going to be used, font size;
| | 00:43 | that's all built into the template.
| | 00:45 | But, as you can see, there are
many other templates to choose from.
| | 00:48 | For example, next we see a due diligence
document, or a business calendar.
| | 00:54 | As we scroll down the list,
we see different designs;
| | 00:58 | cards, menus, and so on.
| | 01:00 | Now, your list may not
look identical to mine.
| | 01:03 | This list can change over time.
| | 01:05 | But, just so you know, there are
actually thousands of templates to choose from.
| | 01:09 | If you're connected to the Internet,
you can go to the Search field here, and
| | 01:13 | start typing in keywords, or if
there's already a keyword showing up next to
| | 01:18 | suggested searches, you can click there.
| | 01:21 | Looking for calendars, for example, you
would click Calendar, and you'll notice
| | 01:24 | it's searching thousands of templates online.
| | 01:27 | You'll see a number of thumbnails
representing different layouts, or templates,
| | 01:32 | and then you'll see calendars here
under Category, including a number of other
| | 01:36 | categories like Monthly, Annual.
| | 01:39 | Look at this: Education, and
Student calendars. Lots to choose from.
| | 01:43 | You'll even see the number
of templates in that category,
| | 01:46 | and as you scroll down, depending on what
you choose for your keywords -- in this
| | 01:50 | case, Calendar -- you'll see
quite an extensive list.
| | 01:55 | So, let's say we wanted to
go back; we'll click Home.
| | 01:57 | And what we're really
looking for, maybe, is a brochure.
| | 02:02 | So, we can type in brochure.
| | 02:04 | If we wanted to add additional keywords at this
point, we can leave a space, and type in more.
| | 02:09 | How about marketing?
| | 02:11 | Press Enter on your keyboard,
and again, the search takes place.
| | 02:15 | And in this case, you'll see Marketing
up here at the top, and then a number of
| | 02:19 | other categories down below, so
you can narrow your search down.
| | 02:23 | The scrollbar you see next to the
thumbnails allows you to go through the
| | 02:27 | default search results,
| | 02:29 | and if you see something you like,
it's a simple matter of selecting it.
| | 02:33 | Let's go to Realtor newsletter
(half-fold). We can select it.
| | 02:37 | We'll get another thumbnail representation
with additional images representing
| | 02:42 | the various pages in this template,
| | 02:44 | and you'll also get a nice
little description over here.
| | 02:47 | Notice the page size; not
exactly what we're looking for.
| | 02:50 | Maybe our printer doesn't
accommodate that size.
| | 02:53 | So, no problem;
we don't have to select this.
| | 02:56 | We can go to other options using the navigation
arrows that appear on the left and right.
| | 03:00 | So, we can go through other options,
looking for one that's maybe closer to our needs.
| | 03:06 | And if you see one, it's just
a matter of clicking Create.
| | 03:09 | If you don't want to go through all
of them using the navigation arrows, no
| | 03:13 | problem; just close this up, and
you're back to the original list.
| | 03:16 | So, you can scroll through on your own,
maybe narrow it down. Advertisement
| | 03:21 | might work; close to marketing.
| | 03:23 | And when you find one, give it a click.
| | 03:26 | That looks a little bit
better; 8.5 by 11 sheet of paper.
| | 03:29 | All you have to do is click Create.
| | 03:31 | Now, if you think this is a template
you're going to come back to on a regular
| | 03:36 | basis, there is a pushpin button,
| | 03:37 | so it will always be
pinned to your list of templates.
| | 03:40 | So, when you go to create a new
document, this will be on your list,
| | 03:44 | and that's why everyone's list can look
different when they go to create new documents.
| | 03:48 | So, let's pin it to our list of templates,
and then click Create, so we can go
| | 03:52 | back to it, creating as many
as we need using this format.
| | 03:56 | So there is our new
document, using the template.
| | 03:59 | You can see it's actually a 2 page document.
| | 04:01 | As we move down to the
bottom left corner, we see that.
| | 04:04 | And of course, we can use our
scrollbar to scroll through.
| | 04:07 | We can also use Page Up and Page Down on
the keyboard to move through the pages.
| | 04:11 | The nice thing, of course, about
templates is you'll see placeholders.
| | 04:14 | And in this case, the text really
doesn't make sense, but we can replace it with
| | 04:18 | our own. Where it says
Insert headline here,
| | 04:21 | we can click to get inside that text
box, highlight what we want, and type in
| | 04:26 | our own title or headline;
No Obstacles.
| | 04:31 | Now, when we use a template like this,
don't be fooled by all of the content.
| | 04:35 | We don't actually have a document
that's been created and saved at this point.
| | 04:39 | If you look to the title bar at the top,
you'll notice document, and a number
| | 04:44 | up here, representing a brand new
document that has yet to be saved.
| | 04:48 | So, if you do want to keep this, you
do need to use the Save button, or go to
| | 04:52 | File, and choose Save,
or Save As from that list.
| | 04:55 | You could even use the keyboard
shortcut Ctrl+S. So, let's just save this.
| | 05:00 | Notice the new default; your
SkyDrive is the default location,
| | 05:05 | but if you prefer, you
can go to your own computer.
| | 05:08 | I'm going to do that, and I am
actually going to save it to my Desktop.
| | 05:12 | So, I am going to select that, and
just type in NO_Marketing_brochure.
| | 05:23 | And when hit Save, I now have
a saved document on my Desktop.
| | 05:27 | You might see this message indicating
that it's going to be upgraded to the
| | 05:30 | newest file format.
| | 05:32 | So, if the template you chose uses the
older format, the .DOC format, it will be
| | 05:37 | updated to DOCX. Click OK,
| | 05:40 | and now you're working on a document
that actually has a name, and has been saved.
| | 05:44 | We see it up here on the title bar.
| | 05:47 | So you can continue working on it, or
if you wanted to move onto something
| | 05:50 | else, you're safe to close it,
since you have saved the document.
| | 05:54 | Let's go to File, and click Close.
| | 05:56 | So that's how we create
new documents from templates.
| | 05:59 | Remember, you have access to
thousands of templates; that's if you're
| | 06:03 | connected to the Internet.
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| Saving documents| 00:00 | Nobody wants to lose their hard work, so
saving is extremely important here in Word 2013.
| | 00:06 | There are number of
different options to explore,
| | 00:08 | so let's do that using our
Identity Branding and Style Guide document.
| | 00:12 | First of all, you'll notice on the quick
access toolbar the icon representing a floppy disk.
| | 00:17 | That is your Save button.
| | 00:19 | That's the fastest way to update changes.
| | 00:21 | Also, the keyboard shortcut
Ctrl+S will do the same thing.
| | 00:25 | So, if you're updating a document
that's already been given a name, and has been
| | 00:29 | saved at least once, you'll
be updating those changes.
| | 00:33 | For example, here in our document,
clicking this button will update any
| | 00:36 | changes we may have made.
| | 00:38 | Now, if we are going to be creating a
document from scratch, or if we want to
| | 00:42 | choose a different name, or a location,
for example, we need something called
| | 00:46 | Save As, and we access that
from the File tab.
| | 00:49 | Clicking that takes us to the
backstage, where we can click Save As.
| | 00:54 | Now, from here you're
going to see certain defaults.
| | 00:56 | Right at the top of the list now here
in Word 2013 is SkyDrive; the cloud.
| | 01:01 | If you wanted to, you could
save your documents to SkyDrive.
| | 01:05 | Everybody gets some free space with
their Windows Live account, for example.
| | 01:09 | And if you needed more
space, you can buy more space.
| | 01:11 | All it means is it's in the cloud,
and you'll have access to it from any
| | 01:15 | computer or device that's connected.
| | 01:18 | Of course, if we want to save it to a
local drive, maybe an external drive
| | 01:23 | that's connected to our computer, even a
network drive, here's where we go; Computer.
| | 01:28 | Now, with Computer selected, you'll
notice over here on the right-hand side the
| | 01:31 | current folder where it already exists,
some recent folders we may have used in
| | 01:36 | the past, and a Browse button.
| | 01:38 | And by clicking Browse, we get the
dialog box we're used to seeing in previous
| | 01:42 | versions of Microsoft Word.
| | 01:45 | So, here we see the name,
| | 01:46 | and if we want to keep the same name,
that's fine; we don't have to touch anything.
| | 01:50 | If we want to make a version of this, though, we
might add a number at the end. Let's do that.
| | 01:54 | Let's call it Identity
Branding and Style Guide 2.
| | 01:57 | You'll notice right below, it's
going to be saved as a Word document.
| | 02:02 | Now, when we click this dropdown, there
is quite a list of formats to choose from.
| | 02:07 | So, for example, if we were going to be
sharing this with people, and we wanted
| | 02:10 | them to be able to read it, not
necessarily work on it, we might choose a
| | 02:14 | format like PDF, or Portable Document
Format, or the Microsoft version of that,
| | 02:19 | which is XPS document.
| | 02:21 | It could be saved as a Web page,
or plain text;
| | 02:24 | lots of different options
from this dropdown.
| | 02:26 | Let's just leave it at Word
Document, which is the latest format.
| | 02:31 | There are earlier formats to choose from
here as well, like 97-2003, for example.
| | 02:37 | So, we'll leave it at Word Document.
| | 02:38 | Let's say we want to
change the location as well.
| | 02:41 | Let's say we want to put this
on our Desktop.
| | 02:43 | Well, we can use the navigation pane
on the left-hand side here to choose
| | 02:47 | different locations.
| | 02:48 | If you have a USB drive connected,
you would see that on the list here as
| | 02:52 | well. Or, for example, if you were
on a network, you would see network
| | 02:56 | connections to choose from here.
| | 02:58 | That's great for sharing, for
example, in an organization.
| | 03:02 | So, let's make a selection.
| | 03:03 | We'll go to the Desktop.
| | 03:05 | Now we're saving a copy of this in a
different location; using the same name
| | 03:08 | with a 2 on the end, and
clicking Save is going to do just that.
| | 03:13 | Now, the document does stay open,
| | 03:14 | so we are now working on the newer version
of this document, which is saved on the Desktop.
| | 03:19 | You'll see the name on the title bar:
Identity Branding and Style Guide 2.
| | 03:24 | So, of course, if we make changes to
this, and we want to update them, we have
| | 03:28 | the keyboard shortcut Ctrl+S, or the quick
access toolbar, where we can click the Save button.
| | 03:33 | But if we want to make any changes to
the name, location, for example, even the
| | 03:37 | format, we need to go to Save As.
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| Opening and editing PDF documents| 00:00 | One thing you can do in Word 2013
that you could never do in any previous
| | 00:05 | version of Microsoft Word is open
up a PDF file, and start editing it.
| | 00:10 | In fact, you can make changes to the
PDF file, and save it back to a PDF file.
| | 00:14 | That's what we are going to do right now.
So, it really doesn't matter what's on
| | 00:18 | your screen at this point.
| | 00:20 | We are going to open up a file by
going to the File tab, and choosing Open.
| | 00:24 | Next, we are going to go to our
Computer, and find the Exercise Files.
| | 00:27 | We are going to the Chapter1 folder,
which is a Recent Folder that I viewed,
| | 00:31 | so it's on my list,
| | 00:32 | but wherever you've stored your
Exercise Files, going to the Chapter1 folder,
| | 00:35 | you'll see we do have a PDF
file here called No Obstacles Bio.
| | 00:40 | Now, this file is typically opened
in a PDF Reader. It's read-only,
| | 00:45 | and if we wanted to make changes to
the file, typically you'd need a program
| | 00:48 | like Adobe Acrobat, for example.
| | 00:50 | Well now, if you have Word 2013, you
can go right ahead, select it, and click
| | 00:55 | Open to open it up in Word.
| | 00:57 | And now what's going to happen is it's
actually going to be converted to a Word document.
| | 01:02 | Once it's a Word document, of course,
you can make all the changes you like, and
| | 01:06 | then save it back to a PDF.
| | 01:08 | So, you will see this message each time,
unless you decide to click the checkbox
| | 01:12 | next to Don't show this
message again. Click OK.
| | 01:16 | The conversion takes place, and
depending on the document, the size, and the
| | 01:20 | contents, it could take
a little bit of time,
| | 01:23 | but what you'll end up seeing is
a Word version of that document.
| | 01:27 | So, now that we have our document,
including graphics, etcetera, if we wanted to
| | 01:32 | make a change to this -- for example,
how about we type in Our Company Bio.
| | 01:37 | We go up to the File tab,
and click Save As.
| | 01:40 | I want you to see what happens here.
| | 01:42 | We'll choose a location.
| | 01:44 | How about the Desktop?
| | 01:45 | As soon as we do that, you'll notice
the file name is No Obstacles Bio, and the
| | 01:50 | Save As type is Word Document, not PDF.
| | 01:54 | Because it was converted to Word,
that's what we're working on,
| | 01:56 | and if we do go ahead and save this,
we'll be saving it as a Word Document.
| | 02:01 | So, if you wanted to go back to the PDF
format, click the dropdown, choose PDF
| | 02:05 | from here, and then click Save.
| | 02:07 | Now, just before you click Save,
you'll notice that there is an
| | 02:10 | optimization setting here.
| | 02:12 | Standard is the default, it's great for
publishing online, and printing if this
| | 02:16 | document were to be printed.
| | 02:17 | But there is another
option called Minimum Size,
| | 02:20 | and this is if you're going to be publishing
your document, your PDF file online only,
| | 02:25 | and it doesn't need to be
as high quality for print.
| | 02:29 | So, it does save you some size in the
file size, and if you're going to be
| | 02:32 | uploading it, that's important.
| | 02:34 | But we'll leave it at Standard.
| | 02:36 | We are storing it on the
Desktop. We'll click Save,
| | 02:39 | and we now have our document saved as a PDF.
| | 02:42 | If you've left the Save As default as
is, like I have, automatically, the reader
| | 02:47 | is going to open up the document, so
you can actually go through it, looking at
| | 02:52 | the PDF version of the document you
just edited in Microsoft Word 2013.
| | 02:56 | I am going to press my Windows key on
the keyboard, go back to my Desktop in
| | 03:02 | Microsoft Word, and we'll continue from here.
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| Printing documents| 00:00 | At some point you may need to print a
document you're working on here in Word
| | 00:04 | 2013, so let's talk about some of the
print options as we continue to work with
| | 00:08 | our Identity Branding and Style Guide document.
| | 00:11 | All we're going to do is click the
File tab, and then go down to Print.
| | 00:16 | Click that, and you'll see a
number of Print options here in what we
| | 00:19 | call backstage view.
| | 00:20 | I really like this new layout.
| | 00:22 | Over here on the right-hand side, we
have a nice preview of our document, and we
| | 00:26 | can go through the pages using the
navigation buttons down at the bottom.
| | 00:31 | We also have a Zoom slider. If you want
to be able to really read the content,
| | 00:35 | you can zoom in and zoom out by clicking and
dragging that slider. I'm going to go right
| | 00:40 | to 100%, and navigate through the various pages.
| | 00:44 | So, when we're ready to print, we have a
number of print options to choose from,
| | 00:48 | and there are defaults that we need to
know about before we go ahead and print.
| | 00:52 | First of all, clicking the Print
button here will print one copy;
| | 00:56 | you can see the number of Copies set to 1.
| | 00:58 | Of course, we can change that. You can
use the up and down arrows, or simply type
| | 01:02 | in a number of your choosing if you wanted to.
| | 01:05 | I'm going to leave it at 1.
| | 01:07 | It will go to your default printer.
| | 01:09 | Mine looks like its going be Send to
OneNote 2013 right now if I were to go
| | 01:13 | ahead and print. You may
see a different printer there.
| | 01:16 | Clicking the dropdown allows you to
choose any printers that are connected.
| | 01:21 | Also, you'll notice down below some
options for printing the number of pages.
| | 01:26 | Well, in this case, the default is All Pages,
all seven pages will be send to the printer.
| | 01:31 | If you're only interested in printing
the page you're looking at, you would
| | 01:34 | need to click this dropdown, and you'll see
there are a number of options to choose from here.
| | 01:39 | Just the Current Page, or
Just this page is an option.
| | 01:42 | And if we had, for example, some text is
selected in our document, we could print
| | 01:47 | just the selected text.
| | 01:49 | We don't, so Print Selection
is not an option at this time.
| | 01:53 | We also have Custom Print,
| | 01:54 | so if you want to print, maybe,
pages that aren't even together, choose
| | 01:58 | Custom Print, and then type in the pages.
| | 02:01 | If you wanted pages 2
through 5, that would be 2-5.
| | 02:05 | If you wanted pages 2 and 5, that would be 2, 5.
And maybe 7 as well: Comma, 7, and so on.
| | 02:13 | Printing One Sided is the default
for me and my selected printer.
| | 02:17 | Some printers are double-sided
printers, and you have the option of printing
| | 02:21 | double-sided automatically.
| | 02:23 | If you need to print on both sides
with a printer like I'm using, an inkjet
| | 02:27 | printer, you might have to flip
pages, and you can see there are some
| | 02:30 | instructions here on how to do that.
| | 02:32 | We'll leave it as One Sided.
| | 02:34 | Now, Collated is important
if you're printing copies.
| | 02:38 | So, if we had, for example, set the
copies to 5, we would not want five page 1s,
| | 02:43 | then five page 3s, and five page 7s,
etcetera. What we really want is collating,
| | 02:49 | and the default is, you'll see,
1,2,3, 1,2,3, 1,2,3, etcetera.
| | 02:54 | But sometimes you do want un-collated
copies, and you can do that as well.
| | 03:00 | The default print paper size is, for this
document, 8.5 by 11, but it can be changed from here.
| | 03:06 | Even the margins can be changed, 1 Page
Per Sheet, and we can access Page Setup
| | 03:11 | directly from here as well, instead of
going back to the document, and adjusting
| | 03:16 | things, like margins, and paper size.
| | 03:19 | Give that a click, and it opens up a
dialog box, where you can do things like
| | 03:23 | changing those Margins, Orientation;
| | 03:25 | you can see the Paper as well,
and the Layout.
| | 03:28 | We'll leave all of those as is, and
when we have all of the settings that we
| | 03:32 | want, we're ready to print this
out by clicking the Print button.
| | 03:35 | I'm going to bump this down to
1 before I go ahead and print.
| | 03:40 | So, of course, printing is something
that most people will eventually need to
| | 03:44 | do here in Word 2013.
| | 03:46 | Just remember, there are default
settings you need to consider when you look at
| | 03:50 | this backstage view, and all of those
settings are settings you can adjust.
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|
|
2. Editing TextInserting new text| 00:00 | In most cases, the majority of content
you're going to find in any document
| | 00:04 | you might create with a word processing
program like Microsoft Word is going to be text.
| | 00:09 | So, let's go through some basic text
editing now, for those of you who've
| | 00:13 | actually never used a program like Word.
| | 00:16 | We have a document called Style Guide1 open;
it's in your Chapter2 folder of your
| | 00:21 | Exercise Files, and we do have some text
here already on this first page, where we
| | 00:26 | can see a three line title.
| | 00:27 | Let's say we wanted to insert some content.
| | 00:30 | Well, it's very simple, and very basic;
you click, and type, and if there is
| | 00:35 | existing text there
already, it gets pushed aside.
| | 00:38 | There was a day when we had to worry
about insert versus type over, but now we
| | 00:42 | just click, let's say, in front of the S
in Style, and start typing, we'll type in
| | 00:48 | Branding and, and leave a space.
| | 00:51 | Everything gets pushed aside, it
happens to be center alignment, so all of that
| | 00:55 | stays intact, existing text is pushed to
the left and right, so everything stays
| | 00:59 | centered, and we don't have to
worry about typing over existing text.
| | 01:03 | Of course, there are times when you do
want to type over existing text. Maybe
| | 01:07 | we want to change a portion of our date down
here; change it from May 14 to December 11.
| | 01:12 | Well, we click and drag over the content
we do want to type over. So let's click
| | 01:18 | and drag from the beginning of May to
the end of the 4 in 14, and now we just
| | 01:23 | simply type, and it'll replace our
selected text. Type in December 11, and just
| | 01:31 | like so, we've inserted text,
and replaced existing text.
| | 01:35 | Now, there are other types of text that we
can insert. Let's go to the Insert tab here.
| | 01:41 | You'll notice off to the right-hand
side there's a whole Text section.
| | 01:44 | So, for example, if we wanted to insert
a Text Box, it will have its own margins,
| | 01:50 | and we can place that box wherever we
want. Something called Quick Parts as
| | 01:54 | well, which we can create
and use over and over.
| | 01:58 | WordArt is fancy text.
| | 02:00 | Drop Cap is a way to format the
first letter in a paragraph, for example.
| | 02:05 | We also have Signature Line, Date & Time,
Objects all related to text, and we'll
| | 02:10 | get to those as we move through the
various movies in this title, but for now,
| | 02:15 | that's a quick review of the
inserting and replacing existing text.
| | Collapse this transcript |
| Selecting text with the mouse or keyboard| 00:00 | If you were following along in the
previous movie, we learned that we could
| | 00:04 | select text, and simply type over it
to replace it with something else.
| | 00:08 | Well, there are numbers of selection
techniques, and shortcuts, and we're going to
| | 00:12 | review those now as we
continue to work with our Style Guide.
| | 00:15 | If you've jumped to this lesson, you
can get caught up by opening up Style
| | 00:19 | Guide2 from the Chapter2
folder of those Exercise Files.
| | 00:22 | So, here we are on Page 1. Let's say
we wanted to select the word Identity.
| | 00:27 | Maybe we just want to change the look
of the word, maybe we want to delete it;
| | 00:31 | all you need to do is double-click.
| | 00:34 | Double-clicking
automatically selects an entire word.
| | 00:37 | Now, of course, you can click and drag,
but double-clicking is a little bit quicker.
| | 00:43 | What if we triple-click
anywhere on that first line?
| | 00:47 | Notice it selects an entire line,
or what we would call a paragraph.
| | 00:51 | By default, it's looking for that hard
Return that happens at the end. If we were
| | 00:56 | to scroll a little further down the
page, where we do have a much larger
| | 01:00 | paragraph, and try triple-clicking with
our mouse anywhere in the middle of that
| | 01:04 | paragraph, you'll notice the entire
paragraph is now selected, and we can do all
| | 01:09 | kinds of things with that.
| | 01:11 | Of course, when we first select
something, we do see those formatting options
| | 01:15 | pop up next to our mouse.
| | 01:16 | All right, let's just
click anywhere to deselect.
| | 01:19 | Another option; some people like to use
the keyboard. Let's say we want to select
| | 01:23 | a portion of our first line here;
just click in front of the I in Identity,
| | 01:27 | and if you like using the keyboard,
just hold down your Shift key, and start
| | 01:31 | using the cursor key that points to
the right. So the arrow key, each time you
| | 01:35 | tap it, selects another letter, and
because you're holding down Shift, you're
| | 01:39 | actually selecting those characters.
So that's the keyboard method.
| | 01:44 | And of course, if you wanted to select
multiple paragraphs, another trick is
| | 01:48 | to go into the margin.
| | 01:49 | As we move our mouse pointer from our
first line of text here in this page off
| | 01:55 | to the left, eventually we hit the
margin, and it changes from the I-beam
| | 01:59 | pointer to the actual arrow pointer.
That means we can click once to select
| | 02:04 | the entire paragraph.
| | 02:05 | Let's click anywhere to deselect.
We'll go back into the margin now.
| | 02:10 | This time, instead of clicking, click
and hold your mouse button down, and go
| | 02:14 | straight down the margin. What's going
to happen is you'll be selecting multiple
| | 02:18 | paragraphs now, and it's a fast
way to select multiple lines.
| | 02:24 | And again, anything that's selected we
have quick access to a number of formatting
| | 02:27 | options, which we will discuss as we
move through the movies in this title.
| | 02:32 | So, those are a few
shortcut techniques for selecting.
| | 02:35 | It's going to be very important that
you know how to select content as we move
| | 02:40 | forward in this title, and start
doing things to that selected content.
| | Collapse this transcript |
| Rearranging text with Cut, Copy, and Paste| 00:00 | Sometimes, when working with text in a
document, it starts out in the right place,
| | 00:04 | but maybe needs to be moved, or perhaps
you need a copy of that text somewhere
| | 00:09 | else in the document, or even in
another document, or program, for that matter.
| | 00:13 | We're going to talk about copying and
pasting now, and we're going to look at
| | 00:16 | several different techniques for doing so.
| | 00:19 | We'll continue to work with our Style
Guide2 file here, and at the very beginning,
| | 00:23 | we have three lines of text.
| | 00:25 | Let's say the date here needs to be
moved a little further down the page.
| | 00:29 | Well, the first step is
just to select it.
| | 00:32 | So, using one of the techniques from
the previous movie, let's move into the
| | 00:36 | margin next to our date, and click once.
| | 00:39 | That selects the entire line.
| | 00:42 | Now there are some options
for how we're going to cut this.
| | 00:45 | We don't want to copy it; we
actually want to remove it.
| | 00:48 | So, to cut it, we can go to
the Home tab on the ribbon.
| | 00:51 | Right here in this clipboard section,
you'll see the scissors icon for cutting.
| | 00:56 | The keyboard shortcut is Ctrl+X,
if you prefer to use the keyboard.
| | 01:00 | My personal favorite is, because my
mouse is already down here, and I have
| | 01:04 | selected the date,
is the right-click method.
| | 01:07 | Right-click, and there's a pop-up menu, with
some options, including right at the very top, Cut.
| | 01:12 | So when we choose Cut -- and you can do
it however you please -- it's removed
| | 01:16 | temporarily. It's placed in the Clipboard,
an area of memory in your computer,
| | 01:21 | waiting to be pasted.
| | 01:23 | So, where do we want to paste it?
| | 01:24 | Actually, we want to paste it right at
the beginning of this first paragraph that
| | 01:28 | says The No Obstacle Sport logo helps.
| | 01:31 | So we'll click right in front, and now
when we go to paste, again, we'll have
| | 01:35 | some options for technique, but we'll also
have some options for what appears in that area.
| | 01:40 | Let's go to the Paste dropdown,
for example.
| | 01:44 | There is a Paste button, the Clipboard
icon, and Ctrl+V is your keyboard shortcut.
| | 01:49 | But if you want to have options, like am
I going to keep the original formatting,
| | 01:53 | or it is going to be formatted
like the paragraph I'm pasting into,
| | 01:57 | go to the dropdown, and click there.
| | 01:59 | Now you'll see three Clipboard icons,
and as we hover over the first one, it's
| | 02:03 | going to Keep Source Formatting,
and you get a preview in your document.
| | 02:07 | Notice the date appears on its
own line, just above the paragraph.
| | 02:11 | Let's go to the next one.
| | 02:13 | This is called Merge Formatting.
| | 02:15 | In a way, it's going to keep itself on
its own line, as its own paragraph, but
| | 02:20 | notice that some of the formatting
comes across from the paragraph below.
| | 02:24 | If you just want it to be part of the
paragraph, you can go to this last option,
| | 02:28 | which is just to Keep Text Only.
| | 02:30 | So, you don't get the hard returns, you don't
get the formatting; it's just plain old text.
| | 02:35 | I kind of like this middle
one here: Merge Formatting.
| | 02:38 | We could also use M on
the keyboard to select this.
| | 02:41 | Well, let's just give it a
click, and it's pasted in that spot.
| | 02:45 | Now, anytime you paste something,
you're going to see this little icon appear.
| | 02:48 | If you don't like the results, you can
click it, and choose one of those other options.
| | 02:53 | But I think we made the right choice,
so we'll keep it with Merge Formatting.
| | 02:57 | So that's cutting and pasting.
| | 02:59 | What about copying and pasting?
| | 03:01 | Maybe we want to use some of this
information elsewhere in this document, or
| | 03:05 | maybe in another document. It
could be in another program.
| | 03:09 | Let's select these two lines here by
going into the margin, clic, and drag down.
| | 03:13 | Now, this time we're not going to remove it
from this document; we're going to copy it,
| | 03:17 | so we'll click Copy.
| | 03:18 | You can use Ctrl+C, right-click,
and Copy; the choice is yours.
| | 03:23 | Now it's in the Clipboard, replacing
what we cut earlier. It's time to paste.
| | 03:28 | Let's paste it into a new blank document.
| | 03:30 | We'll go to File, down to New, and the
first template is Blank document. We'll
| | 03:35 | give that a click, and now
it's just the matter of pasting.
| | 03:39 | Again, we have the same
Paste options from the dropdown.
| | 03:42 | Let's go to the default, though; Ctrl+V,
the keyboard shortcut, and notice that we
| | 03:46 | keep all of the formatting. It's
right there at the top of our brand new
| | 03:50 | document, ready to continue.
| | 03:52 | So that's a quick look at cut, copy,
and paste here when working with text in
| | 03:57 | a Word 2013 document.
| | Collapse this transcript |
| Finding and replacing text| 00:00 | When you need to locate content in a
document, especially long documents, it can
| | 00:04 | be very time consuming
to do it on your own.
| | 00:07 | That's why there's Find and
Replace technology built into Word 2013.
| | 00:11 | We're going to take a look at it
now using our Style Guide document.
| | 00:14 | If you jumped to this lesson, you can
get caught up by opening up Style Guide3
| | 00:18 | from the Chapter2 folder
of your Exercise Files.
| | 00:21 | Now, if we wanted to find simple text,
like the word color, for example, there's a
| | 00:25 | couple of different ways to do it.
| | 00:26 | Now that we have this Navigation pane --
and if you're not seeing it down the
| | 00:30 | left-hand side of your screen, just go
up to the View tab, and make sure there's
| | 00:34 | a checkmark next to Navigation Pane.
| | 00:36 | We have all of our search and replace
functionality right at our fingertips here
| | 00:40 | in the Navigation pane.
| | 00:42 | Yes, if we go to the Home tab,
you'll notice at the very far right in the
| | 00:46 | editing section, we also have
Find and Replace options here.
| | 00:49 | So, let's say we did want
to find that word, color.
| | 00:51 | We click in the Search
field, type in the word color,
| | 00:55 | you don't even have to press Enter; it
is automatically going to go to the first
| | 00:58 | result, and you can see there's actually
12 results altogether in this document,
| | 01:02 | and we have navigation
buttons to move through them.
| | 01:05 | The first one is here on page 3 of 7.
| | 01:07 | Color is actually part of a bigger word,
colored, and if we click the down arrow
| | 01:12 | to go to the next occurrence, you can
see what happens; they each get highlighted
| | 01:17 | as we move through the document.
| | 01:20 | We can go back as well.
| | 01:23 | So that's just locating simple text.
| | 01:26 | Let's click the X now in the search
field to clear our search criteria, and use a
| | 01:31 | keyboard shortcut to get back to
the top of the document: Ctrl+Home.
| | 01:35 | Alright, we can also click this little
magnifying glass to search for more things.
| | 01:40 | When do that you'll notice
Advanced Find, Replace, even Go To.
| | 01:45 | Let's check out Go To.
| | 01:47 | From here it opens up the Find and
Replace dialog, and you'll see tabs for Find,
| | 01:51 | there's our last search, color,
Replace, and Go To, where we started.
| | 01:57 | So if we wanted to, for example, go to a
specific page, we just type it in over
| | 02:02 | here, like page 6, click Go To, and
we're taken directly to the top of page 6.
| | 02:07 | Maybe you would rather go to comments.
| | 02:09 | If there are comments in the document,
you can go to comments from Any reviewer,
| | 02:13 | or if there are multiple reviewers, you
can make a selection to narrow it down.
| | 02:17 | Let's choose Karen Leslie, and click Next.
| | 02:20 | And you might not see it; it might be in
the background highlighted. You may need
| | 02:24 | to go back using Previous, and
sure enough, there is a comment.
| | 02:28 | I'm just going to scroll up a little bit, so
you can see, sure enough, it's from Karen Leslie.
| | 02:35 | So that's Go To.
| | 02:36 | It's just simply takes us to different
parts of a document; different sections,
| | 02:40 | bookmarks, lines, etcetera.
| | 02:42 | Let's go back to Find now.
| | 02:45 | From here, where we typed in the word
color in our Navigation pane, we see it
| | 02:48 | here in the Find field, and you'll
notice that there are some other options down
| | 02:52 | below by clicking More.
| | 02:54 | We can Match case, whole words only,
okay; where color was part of a larger
| | 03:00 | word, we won't stop at those
results by using Find whole words only.
| | 03:04 | You can use wildcards if you wanted to; could
be color with an asterisk. That means color, with
| | 03:09 | anything after it, but nothing before it.
Sounds like; all kinds of options here
| | 03:13 | for you to choose from.
| | 03:15 | Let's Match Case as well.
| | 03:17 | Now when we click Find Next, you can
see it's finding the whole word color.
| | 03:22 | Find Next, again, color all by
itself, and its all lowercase.
| | 03:26 | So we're matching the case of what we
typed in the Find What field. All right.
| | 03:31 | Let's close this up.
| | 03:32 | Of course, we can also get to those
options from our Find and Replace options
| | 03:37 | found in the Editing section
on the Home tab of the ribbon.
| | 03:40 | So let's use Ctrl+Home to get back to
the top, and this time we're going to go
| | 03:44 | to Replace, and all that is is a
shortcut for opening up the Find and Replace
| | 03:49 | dialog we've been working in,
and clicking the Replace tab.
| | 03:51 | So it just takes us directly there.
| | 03:53 | Not only do we have a Find What field,
but we also have a Replace With field.
| | 03:58 | So, for example, if we wanted to find
color, and replace it with colour -- I'm in
| | 04:03 | Canada, so I'm going to
spell with an O, U, R on the end.
| | 04:07 | I don't care about case, it doesn't
have to be the whole word, and now if I
| | 04:11 | wanted to, I could go from one to
the next using the Find Next button.
| | 04:14 | So it takes me to the first occurrence
here, the first result, and if I want,
| | 04:19 | I can click Replace.
| | 04:20 | It takes me to the next one.
| | 04:22 | Even though it's been deleted here, as
you can see in a reviewed document, I can
| | 04:26 | replace it there, or skip it. So if I
don't want to actually replace it, it's been
| | 04:30 | deleted anyway, I can click Find Next.
| | 04:33 | That will take me to the next one.
| | 04:35 | Now, you may need to move your
dialog box around to see things.
| | 04:38 | There it is in the back, Colored
versions; yes, I want to replace that one.
| | 04:42 | The other option, of course, is just to
replace them all, regardless of where they are.
| | 04:47 | Click Replace All, and you'll see
how many have been replaced; 11 more
| | 04:51 | replacements were made.
| | 04:53 | That's so much faster than trying to
find them on our own in a document, and
| | 04:56 | replacing them or retyping them manually.
| | 04:59 | So we'll just click OK,
and we'll close this up.
| | 05:03 | Now let's go back to the
Navigation pane over here for a second.
| | 05:06 | We'll go back to the top of our document,
Ctrl+Home, because there are more options
| | 05:10 | if we go to the magnifying glass, or
from the Find and Replace dialog, and go to,
| | 05:15 | for example, Advanced Find.
| | 05:17 | This is the Find and Replace
dialog again. Find tab is selected.
| | 05:21 | Not only do we have all of these search
options, but we can also find other things.
| | 05:25 | For example, if we go down to Format, and
click the dropdown, we can find certain
| | 05:30 | types of formatting.
| | 05:31 | Maybe you have a certain text that's
formatted using a specific font; you could
| | 05:36 | search for that font, and even use
Replace to replace it with another font. Same
| | 05:40 | thing for paragraphs, Styles, Highlighting.
| | 05:43 | There is also a Special dropdown here,
where you can find things like Paragraph
| | 05:47 | Markers. That will indicate the end of
the paragraph. Maybe you want to remove
| | 05:51 | those, so you don't have the extra space;
just replace it with a space instead
| | 05:55 | of an actual return.
| | 05:57 | You can search for digits, for
example, column breaks; the list goes on.
| | 06:01 | So it's not just about searching and
replacing text, but you also have a lot of
| | 06:06 | formatting options and
special features here as well.
| | 06:08 | Let's close this up, and
you can save your document.
| | 06:11 | We'll continue from here.
| | Collapse this transcript |
| Undoing and redoing actions| 00:00 | You may or may not know this, but
the undo command in Microsoft Word is
| | 00:04 | actually the fourth most used command
overall. It comes just after paste, save,
| | 00:09 | copy, and just before bold.
| | 00:11 | So we're going to take look at undo
and redo now, including the history list,
| | 00:15 | and analyze the results using our Style
Guide document we've been working with
| | 00:19 | throughout this chapter.
| | 00:20 | If you need to get caught up, go to the
Chapter2 folder of the Exercise Files, and
| | 00:24 | open up Style Guide4, and you'll see what I see.
| | 00:27 | Here we are on the first page, and
we're going to make a mistake on purpose.
| | 00:31 | We're going to take out
the ing after Branding.
| | 00:34 | So we'll click after that g, hit
Backspace once, twice, three times.
| | 00:39 | So, you would think now if we want to
get those back we would have to Undo three
| | 00:44 | times. Well, undo can be activated
from the quick access toolbar, or from the
| | 00:48 | keyboard using Ctrl+Z. I'm going to
click the Undo button once, and look what
| | 00:52 | happens: all three characters come
back, so Word does a pretty good job at
| | 00:57 | analyzing what was done, and what
needs to be undone that makes sense.
| | 01:02 | Same thing for adding text. Let's
leave a space, and type in a-n-d. Oops!
| | 01:06 | We already have that word;
we don't need it.
| | 01:08 | Let's try Ctrl+Z on the keyboard,
since we're already on the keyboard. The
| | 01:12 | entire word, and the extra space
are removed. Very smart. All right.
| | 01:17 | What if we were to go to
an object, like our logo?
| | 01:19 | Click it, hit Delete on the keyboard; whoops!
| | 01:22 | We need that back. Ctrl+Z, of course, is
going to bring it back, and create the
| | 01:26 | original space around it. All right.
| | 01:29 | Same thing goes for other types of
commands; not just inserting and deleting.
| | 01:34 | Let's go over to the left margin next
to Identity Branding and Style Guide,
| | 01:37 | click once, and it's
highlighted or selected.
| | 01:40 | Now we have this quick menu of
commands, with Bold already selected.
| | 01:44 | Let's make it Italic, and Underline,
and let's change the color by clicking
| | 01:50 | the dropdown, and choosing this dark green.
| | 01:53 | So really what we've done from
one little pop-up menu is three
| | 01:58 | different commands.
| | 01:59 | You can see the end result. Not exactly
what we need, so if we were to hit Undo,
| | 02:04 | of course, it's going to undo the
last thing we did, which was a color.
| | 02:08 | Let's hit the Redo up here on the
quick access toolbar; Ctrl+Y is the
| | 02:12 | keyboard shortcut for that.
| | 02:13 | This is a faster way to undo multiple
commands. Let's go to the dropdown now,
| | 02:18 | next to the Undo button, and you'll
see a number of things that we've done,
| | 02:22 | including commands that we may
have done in previous movies.
| | 02:26 | We want to go as far back as applying
the Italic, so all three of these now will
| | 02:30 | be Undone. By clicking Italic,
we've just undone three actions.
| | 02:34 | That's the history list, and as you
continue to do things in your documents, and
| | 02:40 | use various commands,
you'll see that list grow.
| | 02:43 | And you can always go back. The thing is,
you can't just jump around, and pick and
| | 02:47 | choose what's going to be undone.
They have to be in order, and contiguous.
| | 02:51 | So that's a quick look at undo and redo.
| | 02:53 | Experiment with undo and redo. The
results may not always be what you're
| | 02:57 | expecting. Word does a pretty good job
of analyzing, and making sense of what
| | 03:02 | needs to be undone or redone.
| | Collapse this transcript |
|
|
3. Formatting TextIntroduction to fonts| 00:00 | Before we dive deep into formatting
text here in Microsoft Word, it might be a
| | 00:05 | good idea to get a quick
introduction to fonts.
| | 00:08 | For some, this will be
review; for others, brand new.
| | 00:11 | But what we're going to do is
work with a document called Fonts as
| | 00:14 | we investigate fonts.
| | 00:16 | So, go to the Chapter3 folder, and open up
this document if you'd like to follow along.
| | 00:21 | We're going to begin right up
here at the very first line under
| | 00:24 | Understanding Fonts.
| | 00:25 | Fonts, or as they used to be called,
typefaces, really have become synonymous.
| | 00:30 | Fonts used to be a subset of a typeface,
but now they really mean the same thing,
| | 00:33 | and that is just a collection of
characters; a character set, for example.
| | 00:37 | You will have alphanumeric
characters; that is letters, upper and
| | 00:42 | lowercase, numbers, punctuation,
even special characters in some sets.
| | 00:46 | Think of smiley faces, for example.
| | 00:49 | But it all comes down to two main groups
of fonts; that is serif, and sans serif.
| | 00:55 | Now, here's an example of a very
popular serif font: Times New Roman.
| | 00:59 | You'll notice little ticks at the end
of the S's, the R, the F at the bottom at
| | 01:04 | the base, for example.
| | 01:06 | This is a font that's very popular, and
does allow the eye to move easily from
| | 01:11 | left to right. That's how it's designed.
| | 01:14 | When we get into sans serif fonts,
you'll notice a cleaner, crisper look, like
| | 01:18 | this very popular one called Arial.
| | 01:21 | There are no ticks at the end of
the S's, and at the base of the f.
| | 01:25 | So, this is a totally different look
and feel for a font. Depending on the
| | 01:29 | document, and your audience, you'll have
to choose whether or not serif or sans
| | 01:34 | serif is the right choice.
| | 01:36 | There are many different types of fonts
that fall into one of these two categories.
| | 01:41 | So, let's take a look at one.
| | 01:42 | Here's one called Calibri.
| | 01:43 | We'll just click anywhere
in the word Calibri.
| | 01:45 | I just want to show you here in Word
that information about your font selection
| | 01:50 | is always at your fingertips on the ribbon.
| | 01:52 | With the Home tab selected, you'll
see Calibri (Body) is selected. It's 16
| | 01:58 | points; that's the size right there.
| | 02:00 | And I don't see any of these attributes
selected, so it's just plain old text.
| | 02:04 | Now, sometimes you'll find fonts that
have font styles; a totally different set
| | 02:10 | of characters, based on that original font.
| | 02:13 | For example, up here we have Arial, but down
here we have something called Arial Black,
| | 02:18 | and if I click in there, I see the name of the
font is actually Arial Black; not just Arial.
| | 02:22 | It's a heavier font, it's very dark,
great for titles, but it is a sans serif
| | 02:27 | font as well, so you won't find those ticks.
| | 02:31 | Let's just click the dropdown here
on the ribbon, and you'll see as we
| | 02:34 | scroll down alphabetically through
this list, there is more than one Arial
| | 02:39 | choice. There is the original Arial,
there is Arial Black, there is one
| | 02:43 | called Arial Narrow,
| | 02:44 | so it's a same font style, but
different attributes already applied,
| | 02:48 | so you don't have to actually go in
and start applying things, like bolding,
| | 02:52 | and sizing, and so on.
| | 02:53 | Arial Rounded, Arial Unicode; all
very similar looking, but with different
| | 02:58 | attributes, and they are already applied, so
all you need to do is select the right font.
| | 03:03 | We'll just leave it as is.
| | 03:05 | We'll come over to our document,
and click to close up that dropdown.
| | 03:08 | One of the attributes
you can apply is a font size.
| | 03:11 | So, here's an example of Calibri set to
72 points. When we click anywhere in
| | 03:16 | there, we see the 72 points
in the Size dropdown.
| | 03:19 | Why would I pick 72?
| | 03:20 | Well, that actually happens
to represent one inch exactly.
| | 03:24 | So take it from there; if you want a half inch
font, you'd be choosing 36 points, and so on.
| | 03:30 | Very popular reading font sizes for
most documents are from 10 to 12 points.
| | 03:35 | We can also apply certain effects.
| | 03:38 | For example, if we go down to Calibri Small
Caps with Shadow, click in there,
| | 03:43 | again, we see the font, and the size,
but there are also some effects that are
| | 03:47 | obvious to see here.
| | 03:48 | We have shadow, for example, and if
you look at the characters, they are all
| | 03:53 | capital letters, but some of them smaller
than others; it's called small caps.
| | 03:56 | We don't have access to those
directly from the ribbon, but we can click
| | 04:00 | this little expansion arrow in the
bottom right hand corner; Ctrl+D is the
| | 04:03 | shortcut to open up the dialog box.
| | 04:06 | In the Font dialog box, you'll see a
Font tab, and an Advanced tab, and with the
| | 04:11 | Font tab, you are going to see certain attributes,
which you can change and select from here.
| | 04:16 | You can change the color.
| | 04:18 | You'll notice Small Caps is checked off.
| | 04:20 | We could do All Caps.
| | 04:22 | Super and Subscript; great for making
those certain characters smaller, and
| | 04:26 | higher, or lower than the rest; think
of H2O, for example, or trademark symbols,
| | 04:32 | and copyright symbols.
| | 04:33 | We can also go down to Text
Effects; there is a button for that.
| | 04:37 | When we click there, you'll see we do
have some text effects to choose from here,
| | 04:41 | like fill effects, and outline effects.
| | 04:44 | We'll be getting into all of this as we move
through the various movies in this chapter.
| | 04:48 | All right.
| | 04:49 | Let's click Cancel now, and
look at the very last line.
| | 04:52 | One last thing I want to mention about
fonts is the ability here in Word to
| | 04:56 | adjust the character spacing; the
spacing between individual characters, not
| | 05:00 | just between words.
| | 05:02 | It's also known as kerning, and we can
go into that Advanced tab in the Font
| | 05:06 | dialog to choose certain settings, like
Condensed, where each of the characters
| | 05:10 | are much closer together.
| | 05:12 | Think about trying to fit a certain amount
of content onto a single page, and it's
| | 05:16 | just kind of spilling
over into the second page.
| | 05:19 | One option is to adjust kerning.
| | 05:21 | Now, you don't have to just choose Condensed,
or Expanded; you can really be quite
| | 05:25 | specific with the spacing, down to
percentages, and points, and so on.
| | 05:30 | We'll take a look at that
a little bit later as well,
| | 05:33 | but that's a quick introduction to
fonts, and understanding them, before we
| | 05:37 | go into the next lesson, which is
going to be choosing the right font, and
| | 05:42 | font style.
| | Collapse this transcript |
| Choosing the right font and font style| 00:00 | Like people, documents
can make a first impression,
| | 00:03 | so the font you choose to use for
your particular document will be very
| | 00:07 | important in getting your audience to
look at it, to read the content, and to
| | 00:12 | absorb what you're trying to get across.
| | 00:15 | Different types of documents
should use different types of fonts.
| | 00:18 | For example, we're going to work with
this one called No Obstacles Home Recipes1
| | 00:22 | found in the Chapter3
folder of your Exercise Files.
| | 00:25 | It's a two-pager. We have some
title information, and some footnote
| | 00:29 | information down here, as well
as a letter to our customers.
| | 00:32 | Very informal; it's coming from the
Essential Veggie Recipes for the No
| | 00:37 | Obstacles Kitchen department.
| | 00:39 | And in this case, we probably
don't need the most formal font.
| | 00:42 | However, if we were constructing a
legal document, we might not use the font
| | 00:46 | that we're using in this
particular document.
| | 00:49 | So, let's us take a quick look at
the ribbon. With the Home tab selected,
| | 00:53 | we'll click the dropdown here to
take a look at some different fonts.
| | 00:57 | At the very top, you'll see Theme Fonts.
When you choose Themes -- and we'll be
| | 01:00 | talking about this
later on in this title --
| | 01:03 | certain fonts come with the theme, and
you'll notice some are better for headings;
| | 01:07 | others better suit the body, or
what we would call body text.
| | 01:11 | In our case, we might want to use Calibri
Light for our heading, and Calibri a
| | 01:16 | little further down for the letter
to our customers. So let's do that.
| | 01:20 | Let's click and drag
across both lines of our title.
| | 01:23 | We'll go back to that dropdown, and at
the very top, we'll choose Calibri Light.
| | 01:30 | Now, all we've done is
changed the actual font face.
| | 01:33 | We can also adjust the size.
| | 01:34 | There's a couple different ways to
do that. Currently, you'll see 18 points.
| | 01:38 | Click the dropdown, and you'll see
a number of presets to choose from.
| | 01:41 | Notice how it jumps by a single point,
then it goes into doubles, fours, etcetera.
| | 01:48 | Let's go to 28; I kind of like that.
| | 01:51 | Maybe it's a little too big.
| | 01:52 | Well, we can also use these two buttons
next to our dropdown for point size. And
| | 01:57 | there is a keyboard shortcut -- Control and
the Angle Brackets -- for bumping up or
| | 02:01 | bumping down our size.
| | 02:03 | So let's bump it down one, and you'll
notice it goes down to 26. Again; down to 24.
| | 02:08 | Let's go back up to 26.
| | 02:11 | Now, we can also do things like enhance our
headings. We can add some special effects.
| | 02:17 | For example, maybe this
should be bolded. I like that.
| | 02:21 | Should it be underlined?
I don't think so.
| | 02:23 | We'll click it again to
remove the underlining.
| | 02:26 | So that looks pretty good.
| | 02:27 | We've changed the font.
We've changed the size.
| | 02:30 | I'm not sure about this TM here; the
Trademark symbol. If we click and drag over
| | 02:34 | those two, you'll notice that, sure enough,
from our font section on the ribbon,
| | 02:39 | we're using something called Superscript.
| | 02:42 | But the size is not appropriate,
| | 02:44 | so let's bump just that down now.
| | 02:46 | I'm going to click that dropdown,
and I'm going to go to, let's try 13.
| | 02:51 | Wait a second; that's not on the list.
| | 02:53 | No problem. Just type in 13, and
press Enter, just like so. All right.
| | 02:58 | Let's scroll down now
to the second page.
| | 03:01 | In here we can see we're using
something different for a font.
| | 03:04 | If we click anywhere in any of the paragraphs,
it's Verdana, and it's at 12 points.
| | 03:09 | Looks like some of the text, though, is
using some different settings, like No
| | 03:12 | Obstacles Home up here; if we click
there, still Verdana, 14 points, and italics.
| | 03:18 | If we really want to see what's going
on with the formatting of our fonts in a
| | 03:22 | document, there is a cool feature
that allows us to see that formatting.
| | 03:27 | Hold down your Shift key, and
press F1; that is function key 1.
| | 03:31 | Over on the right, you'll see that Reveal
Formatting pane, and you'll see, in this
| | 03:35 | case, Obstacles, where our cursor
was flashing, as the selected text.
| | 03:40 | Now down below you can see the formatting.
There is the font, there is the size,
| | 03:44 | Italic, Black, the language;
| | 03:46 | you'll also see Paragraph formatting.
All of it's visible to us now.
| | 03:50 | We can even compare this to another section.
| | 03:53 | So let's click the checkbox, and from
here, you can select something else, or just
| | 03:58 | click in the document itself, outside
of one of those No Obstacles headings.
| | 04:03 | Now, in this case, you can see the font
difference is 2 points, Italics, and not
| | 04:07 | Italics; those are the only differences.
| | 04:09 | I like that feature, especially when you
get into longer documents, with different
| | 04:13 | sections, different formatting;
very handy.
| | 04:15 | When we're done with that, we can just
simply close it up by clicking the Close button.
| | 04:19 | All right.
| | 04:20 | So, let's make this a little bit easier
to read, and maybe a little more formal.
| | 04:24 | We'll select everything from Dear Customer
to the end, where we see Jaryl Leonard.
| | 04:30 | And when we do that, notice we get
all of those formatting options at our
| | 04:33 | fingertips, and a little pop-up.
| | 04:35 | In other words, we don't have to go back
up to the ribbon to start making changes;
| | 04:39 | we can do it right from here.
| | 04:41 | We'll click the dropdown;
we'll try a different font.
| | 04:44 | Let's go to one that's very
popular and formal: Times New Roman.
| | 04:48 | Now, one thing you can do is just scroll
all the way down, or type the letter T,
| | 04:53 | and you'll go down
to the first T on the list.
| | 04:56 | Now, mine happens to be in a Recently
Used section of my font list, but if you
| | 05:01 | want, you can scroll down, you can
hover over different options; you'll see a
| | 05:04 | live preview in the background.
| | 05:06 | We'll scroll a little further down
until we get to Times New Roman. There is a
| | 05:11 | preview in the background.
Click it to select it.
| | 05:14 | Now, at this point, you can see it's
taking up less space. The size; maybe it
| | 05:18 | should be consistent,
| | 05:19 | so let's go back to our ribbon
this time, and change the size.
| | 05:24 | We'll make it consistent. We'll
click the dropdown, and we'll choose 12.
| | 05:28 | Now everything that's been
selected is at 12 points,
| | 05:32 | so we don't have the No Obstacles
headings inside our paragraphs looking a
| | 05:36 | little bit different, and standing
out when they shouldn't be. All right;
| | 05:40 | that looks pretty good. A little more
formal, still easy to read, and you can
| | 05:44 | see it looks a lot
different than our first page.
| | 05:47 | So, a number of formatting options
available to you here from the Font section of
| | 05:51 | the ribbon, when the Home tab is selected,
but keep in mind this new feature here
| | 05:55 | in Word 2013 that allows you to select
text, and get those formatting options at
| | 05:59 | your fingertips with this pop-up.
| | 06:02 | I'm thinking now we should
change the font color of our heading.
| | 06:05 | Click the dropdown.
| | 06:06 | You'll see some Theme Colors, and if
you're going to be using themes, like we will
| | 06:10 | later on, it's best to
use the Theme Colors,
| | 06:13 | so if you change themes,
the colors will change.
| | 06:15 | Choose a standard color, or one of
the 16 million other colors you can
| | 06:19 | choose from More Colors, and you'll be stuck
with that color, even when you change themes.
| | 06:24 | I'm going to go for a nice dark blue at
the bottom of the Theme Colors here in
| | 06:28 | the blue column. That looks pretty good.
| | 06:30 | We'll deselect by clicking anywhere
on the page, and we'll want to save our
| | 06:34 | changes before we continue on.
| | Collapse this transcript |
| Changing text case| 00:00 | Another adjustment you can make to
text will involve case; for example,
| | 00:05 | paragraphs with sentences will you sentence
case, where the first word is capitalized.
| | 00:10 | Sometimes you want everything to be
lowercase; in other words, no capitals.
| | 00:13 | In other occasions, you want all
capitals, known as uppercase.
| | 00:17 | Let's begin with our title at the top.
| | 00:19 | We'll move into the left margin, and
click once to select the first line,
| | 00:22 | Essential Veggie Recipes for the.
| | 00:24 | All right. From here you'll notice that
little pop-up with formatting options,
| | 00:29 | but there's nothing dealing with case
here. We need to go to our ribbon, where we
| | 00:32 | see an extra button, and if you click
the dropdown, you can change case to a
| | 00:38 | number of different choices.
| | 00:40 | Right now, we are using something
where we see pretty much every word is
| | 00:44 | capitalized, except for the two
words at the end of this line, for the.
| | 00:47 | If we hover over Capitalize Each Word,
and click, you'll notice that For and The
| | 00:53 | are now capitalized as well,
and it kind of matches.
| | 00:56 | Now let's select both lines, we'll
click and drag from the first line, down to
| | 01:00 | the second, while in the left-hand
margin, and go back to the change case
| | 01:04 | dropdown. This time
let's choose a lowercase.
| | 01:07 | Well, you can see what happens there.
First of all, we are seeing some auto correct
| | 01:12 | things going on, indicating we have some
issues in a document, and it really doesn't
| | 01:15 | look right; it doesn't look formal.
| | 01:17 | Let's go back to the dropdown, with
our content still selected, and choose
| | 01:21 | Uppercase. That might be more appropriate;
That will actually work for a title.
| | 01:26 | Also, from the dropdown, you'll notice
Capitalize Each Word, so we can go back to
| | 01:30 | that if we prefer that option.
| | 01:32 | I am going to go with Uppercase.
All right.
| | 01:35 | Let's scroll down a little bit further
now into our second page, Dear Customer,
| | 01:40 | where it says,
Thanks again for your patronage!
| | 01:43 | This happens quite often, where you forget
that you have the Caps Lock key on. We
| | 01:46 | will just leave a couple of
spaces, and turn your Caps Lock key on.
| | 01:50 | Type in, We really appreciate it,
just as you would as you're typing a
| | 01:55 | sentence, so Shift+W, and
you'll notice something happens.
| | 01:59 | It actually gets corrected for you;
| | 02:01 | it's an auto correct option that recognizes
you've accidentally turned the Caps Lock key on.
| | 02:06 | So, although the Caps Lock key, if you
look at your keyboard, is still on,
| | 02:09 | it's fixed for you, but on those
occasions where it's not, you have the ability
| | 02:14 | to go up here to the dropdown for
change case, and toggle, which will change
| | 02:19 | everything around for you.
| | 02:21 | So, that's just a quick look at how
we change case for our documents here
| | 02:25 | in Word 2013.
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| Adding pizzazz with special text effects| 00:00 | Aside from applying basic formatting,
like color, and bold, italics, changing the
| | 00:06 | case, like we did in the previous movie,
there are some special effects you can
| | 00:10 | apply to text as well
to really add pizzazz.
| | 00:12 | Of course, it depends on the document you're
working with, and you never want to overdo it.
| | 00:16 | So, let's take a look now as we
continue working with are No Obstacles
| | 00:19 | Home Recipes document.
| | 00:21 | If you've jumped to this lesson, and need
to get caught up, go to the Chapter3
| | 00:25 | folder, and open up
No Obstacles Home Recipes3.
| | 00:28 | We're on the first page
here looking at the title.
| | 00:30 | We have already made some changes to
the font, the size, the color; let's apply
| | 00:34 | some other formatting.
| | 00:36 | Let's go to the left-hand margin next
to Essential Veggie Recipes, and click and
| | 00:41 | drag down, so we get both lines.
| | 00:43 | Now, here you can see bold has already
been applied. We have already taken a look
| | 00:47 | at using italics, and underlining, and we
changed the color, but if we wanted to
| | 00:51 | apply some special effects, we don't see
them here on this little pop-up option.
| | 00:55 | We need to go to the ribbon, and that's
where you'll find this little guy called
| | 00:59 | Text Effects and Typography.
| | 01:01 | Give that a click, and you'll see a
number of options that you might see as
| | 01:06 | familiar if you're comfortable with
previous versions of Microsoft PowerPoint;
| | 01:10 | way back to version 2007, for example, we
started to see some of these text effects
| | 01:15 | for creating slides.
| | 01:17 | Now, as you hover over these, you are going to
see a nice real-time preview in the background.
| | 01:22 | So, when you see something you like,
all you have to do is select it. I am
| | 01:26 | thinking this one down here might
look good, or maybe this one with the
| | 01:30 | reflection. Let's give
that a click, and it's applied.
| | 01:33 | We can deselect by clicking anywhere
on the page, and you can see that really
| | 01:37 | does make our title stand out.
| | 01:38 | Now, if we want to clear all formatting
altogether, and just start from scratch,
| | 01:42 | we can go that too, also from
the font section on the ribbon.
| | 01:45 | This little guy up here next to our
change case dropdown will clear all
| | 01:50 | formatting. Let's give it a click, and
that's for that line. Let's go up to the
| | 01:53 | first line, and do the same thing there.
| | 01:55 | And now we have our text
with no formatting whatsoever.
| | 02:00 | So, let's click and drag over
that, and let's make some changes now.
| | 02:03 | Let's go, first of all, to our Paragraph
section, and change it to Centered.
| | 02:08 | That's part of formatting.
| | 02:09 | Let's go to the font dropdown, and choose
a cool font, like Arial Black; that
| | 02:15 | one really stands out. Now, we don't need
any bolding, or anything with that, but
| | 02:19 | maybe some size changing would be good.
| | 02:22 | Let's go to the size dropdown, and as
we hover over 24, we see all of a sudden
| | 02:28 | we need three lines,
so let's go back to 20.
| | 02:30 | That's perfect right there.
| | 02:32 | With a bigger, heavier font like
that, we don't need as large a size.
| | 02:36 | And now let's apply some effects.
| | 02:38 | Go to the Effect dropdown, and you'll
notice, aside from these presets, we also
| | 02:43 | have Outline options to change the
color of the outline around the outside.
| | 02:47 | This works well with a very
heavy font, like Arial Black.
| | 02:51 | We can also apply a Shadow, and as we
move over, you can see some Outer shadows,
| | 02:55 | some Inner shadows, and some Perspective
as well, and you get to see a real-time
| | 03:00 | preview in the background
for those as well.
| | 03:03 | Not so sure shadow is
exactly what we need,
| | 03:06 | so let's go to Reflection now. As,
again, we hover over these Reflection
| | 03:10 | Variations, we see real-time
previews going on in the background.
| | 03:14 | Some reflections are longer than others.
Some actually are separated from the
| | 03:19 | text. I am thinking just
this first one is subtle enough;
| | 03:22 | I will give it a click,
and deselect. Kind of cool!
| | 03:26 | The only thing that would really
make this stand out a little more now is
| | 03:30 | to change the color,
| | 03:31 | so let's click and drag across both
lines, and we'll go to our color dropdown.
| | 03:35 | Again, we want to choose Theme
Colors. If we do change the theme of our
| | 03:38 | document, the colors will change with it.
| | 03:41 | If we go down to Standard Colors, or
even More Colors, yes, we have more
| | 03:45 | options, but then we are not going
to able to see those changes translate
| | 03:49 | to our new themes.
| | 03:50 | Let's go down to
Gradient, and try something here.
| | 03:52 | I see some options for gradients, and
again, we are going to see lighter in the
| | 03:57 | bottom, or the top, diagonal gradients;
we'll chose one that suits our needs, but
| | 04:02 | maybe it would be nice if
we were using different colors.
| | 04:05 | Let's go down to More Gradients. That
opens up a pane over here on the right.
| | 04:09 | You can see Gradient Fill
is an option under Text Fill.
| | 04:12 | Now we can choose things like
presets, and these involve color.
| | 04:17 | I like this one here. We will give it a
click, deselect to see what that looks
| | 04:22 | like, and it's a little bit
difficult to read.
| | 04:25 | Notice that we can adjust these, so
let's reselect our text, and let's go to
| | 04:30 | the Gradient Stops.
| | 04:31 | Again, drag the slider, so we have
less of the lighter colors. We can even
| | 04:36 | change the color, for that matter, to
something darker; maybe a darker blue.
| | 04:41 | And now let's deselect to see
what that looks like. Very cool!
| | 04:44 | So, we are really adding pizzazz here
to our document. This is just a title
| | 04:49 | page, so it's somewhat appropriate.
| | 04:51 | We wouldn't, obviously, want all of our
content to be formatted this way. It's
| | 04:55 | really for special occasions.
| | 04:57 | Let's close this up. Feel free
to experiment with some of the text
| | 05:00 | effects here in Word 2013.
| | Collapse this transcript |
|
|
4. Using Paragraph FormattingChanging paragraph alignment and justification| 00:00 | Paragraph justification can be used to
change the look of a document, improve
| | 00:04 | readability, or adjust certain parts of
the document as well, so they stand out.
| | 00:09 | We are going to explore paragraph
justification using our No Obstacles HR1 doc,
| | 00:14 | and as you can see, we're looking at
Page 1 here, where we have two lines of
| | 00:18 | text, a title, which seems to be flush
with the left margin, or left justified.
| | 00:24 | We might want to change this to
center justification, let's say.
| | 00:28 | To do that, we simply select our text,
let's go into the left margin, we will
| | 00:32 | click and drag down to
highlight both lines.
| | 00:34 | The quick formatting that
pops up here does not apply to
| | 00:37 | paragraph justification,
| | 00:39 | so we need to go to the Paragraph
section of the ribbon with the Home tab
| | 00:43 | selected. In here, you'll see four
options: Left, Center, Right, and full, or
| | 00:50 | what we call Justify.
| | 00:51 | So, let's go through these
| | 00:52 | right now. The first one is selected or
highlighted, indicating that indeed our
| | 00:56 | two lines are left justified.
| | 00:58 | The keyboard shortcut to make that
happen is Ctrl+L. As we hover over this, you
| | 01:02 | can see left alignment is most commonly
used for body text, it and does make the
| | 01:07 | document a little bit easier to read.
| | 01:10 | This is a title, however, so as we
move over to the next icon, you can see
| | 01:14 | the keyboard shortcut for centering is
Ctrl+E, and this is great for formal appearance,
| | 01:20 | such as what we would see on cover
pages, quotes, and like we have here, titles
| | 01:25 | or headings, so let's give it a click.
| | 01:27 | Now you can see both lines are
centered; centered between the two margins.
| | 01:31 | Now, we are using default margins of an
inch here, so everything is centered on
| | 01:35 | the page between those equal margins.
| | 01:38 | The other option that we see here
next is Right align; Ctrl+R is the
| | 01:42 | keyboard shortcut for that.
| | 01:43 | We wouldn't use that for our title, but
we might use right alignment in things
| | 01:47 | like headers and footers;
little pieces of text.
| | 01:51 | And then we have something called
Justify; I like to call this full
| | 01:55 | justification. Ctrl+J is
the keyboard shortcut.
| | 01:58 | You'll often see this in newspaper columns,
for example; it creates a clean, crisp
| | 02:03 | edge, and it does make it a little bit
more difficult to read, but easier to
| | 02:08 | look at on the page.
| | 02:09 | So, let's move down to the second
page of our document, where we do have a
| | 02:13 | letter to our customer.
| | 02:15 | Will click and drag over all of this
content to select it, and next we will go
| | 02:20 | up here, and experiment with some
other justifications. Let's click Right.
| | 02:23 | Obviously, that makes no sense whatsoever
for this particular piece of text,
| | 02:28 | so let's go to the next one
over, which is full, or Justify.
| | 02:32 | You can see what's happened now;
we've gone from Left to full, and down the
| | 02:37 | left-hand side of our text, you'll notice
a nice, clean, crisp justification with
| | 02:42 | the left margin. We also see that on
the right-hand side with our paragraph.
| | 02:46 | Let's just click to deselect
to get a good feel.
| | 02:49 | So, what's happened here is that extra
spaces have been inserted between the
| | 02:53 | words of a paragraph here to stretch it
out, so it goes from margin to margin.
| | 02:57 | Not keen on that? You'd rather
have the old, formal look? Let's reselect
| | 03:02 | our text, and go back up and select Left
justify, or use your keyboard shortcut, Ctrl+L.
| | 03:09 | Notice now we are just flush with
the left margin, and down the right-hand
| | 03:13 | side, we have that jagged look, which allows
better readability, and a more formal look.
| | 03:18 | So, depending on what text you are
working on in a document, and the type of
| | 03:22 | document you're working on, various
paragraph justifications will apply.
| | 03:26 | We'll see more of this a little bit
later on; for example, when we get into
| | 03:30 | creating headers and footers.
| | Collapse this transcript |
| Adjusting line spacing| 00:00 | One bit of our paragraph formatting
that can really affect the readability of
| | 00:04 | your documents is line spacing. That's
what we are going to look at right now
| | 00:08 | as we continue working with
are No Obstacles HR Document.
| | 00:11 | If you've jumped to this lesson, need
to get caught up, go to the Chapter4
| | 00:14 | folder of your Exercise Files, and
open up No Obstacles HR 2.
| | 00:17 | And we are on Page 2 here, where
we do see a number of paragraphs.
| | 00:22 | Two of those paragraphs are much longer
than the others, which are single lines.
| | 00:26 | But each of these might have
at least one return after them.
| | 00:30 | And as you can see, the line spacing,
which is the spacing between the actual
| | 00:34 | lines, and the paragraphs, is
maybe a little bit compressed.
| | 00:39 | In other words, if we were to space
it out some more, it might be a little
| | 00:43 | easier to read, and this can be
very important, especially for longer
| | 00:46 | documents, where an audience has to spend a lot
of time looking at the pages of your document.
| | 00:50 | So, let's see what we have first,
and then let's make some adjustments.
| | 00:54 | We'll click anywhere
in the first Paragraph.
| | 00:56 | Now, to adjust line spacing, we go to
the Paragraph section of the ribbon, with
| | 01:01 | the Home tab selected, and it's this
little guy right here; it's a double arrow
| | 01:05 | pointing up and down.
| | 01:06 | This is a dropdown button, and when we click
this, we will see some presets to choose from.
| | 01:10 | Notice the checkmark next to 1.0, which
we call single spacing, and that happens
| | 01:16 | to be the spacing that's being
used currently in our document.
| | 01:19 | It used to be the default, single-spaced,
but people found that it was a little
| | 01:24 | bit difficult to read, and a new
default came along, which was 1.15.
| | 01:28 | Notice, when we hover over this, there is
a live preview in the background, and we
| | 01:32 | get to see that, indeed, it is a little
spaced out compared to the paragraph
| | 01:37 | below, and thus a little bit
easier to look at and read.
| | 01:40 | Of course, if we wanted to, we could go
to 1.5 spacing; that's a little too much.
| | 01:45 | Double spacing; these two are typically
used for printing out documents, and then
| | 01:49 | being able to make notes
in between the lines.
| | 01:52 | Then we have some other presets here that
simply just space out the lines even further.
| | 01:57 | We also have, at the bottom, a couple
of options for adding space before a
| | 02:00 | paragraph, or after a paragraph, and you
can see, when we hover over these two, how
| | 02:05 | the paragraph shifts up and down.
| | 02:07 | We'll talk about the spacing after and
before paragraphs momentarily, but for
| | 02:10 | now, I think 1.15 is a good option.
| | 02:14 | So, let's just click in our document,
and select everything on this page.
| | 02:18 | Next, we will go up to the line spacing
dropdown, and select 1.15. When we
| | 02:23 | select it, you can see, it is
indeed a little bit more spaced out, but
| | 02:27 | much easier to read.
| | 02:29 | Just keep in mind that when you go from
the old default of 1.0 to 1.15, six pages
| | 02:35 | can turn into seven, so you do increase
the length of your document; something to
| | 02:39 | consider for very long documents that
are going to be printed, but I like the
| | 02:42 | looks of this so far.
| | 02:44 | Now, we do have space in between our
paragraphs. If we were to go after the
| | 02:48 | period, after the word goal here in
our first paragraph, and press the Delete
| | 02:52 | key on your keyboard, you can see
what happens; we deleted a blank line.
| | 02:56 | Press Delete again, and we deleted the actual
Return that took us to the new paragraph.
| | 03:02 | So, when you hit Return or Enter on
your keyboard, there's no extra space
| | 03:06 | showing up here after that paragraph.
By default, there should be, so this has
| | 03:11 | been changed in the document.
| | 03:12 | And what we don't want to be doing is
adding extra lines by pressing Enter again.
| | 03:17 | So, let's just take it back, and let's
select all of our text again, there will
| | 03:21 | be some adjusting to do. Let's
go back to the line spacing button,
| | 03:26 | and this time, if we wanted to, we
can go to add space before or after a
| | 03:30 | paragraph; you can see what happens to
those two paragraphs. They are now separated.
| | 03:34 | But we can also access all of these
options, plus the line spacing options, by
| | 03:38 | clicking Line Spacing Options;
opens up the Paragraph dialog box.
| | 03:43 | Now, from here, you'll see what's
currently set, and you'll also have the ability
| | 03:47 | to make changes. Looking at the
spacing before and after, it is 0 points.
| | 03:52 | The new default here in Word 2013 is to
have some space after a paragraph. When
| | 03:58 | we click the up arrow, you can it
goes to 6 points, and then to 12. The new
| | 04:02 | default is actually 8.
| | 04:03 | So, let's just delete the 6, and type
an 8 right on the keyboard. The line
| | 04:08 | spacing we already changed
to 1.15 from single spacing.
| | 04:13 | Now, another option, if you prefer, is to
have space before and after a paragraph,
| | 04:17 | and in that case,
you might want to split it up.
| | 04:18 | Now, let's see what that looks like
right now, and we can change it if need be.
| | 04:23 | When we click OK, you can see, sure
enough, we now have space here after our
| | 04:27 | paragraph, even though we didn't
add the extra Return to achieve that.
| | 04:30 | And that would mean, for example, if
we wanted to create a new paragraph, let's
| | 04:34 | say, down here after the word Ideas, we
will click right in front of the word
| | 04:38 | You, press Enter on your keyboard; notice
that there's an extra space added for us,
| | 04:42 | so we didn't have to
add that extra Return.
| | 04:44 | Now, some people prefer to have a
little space before and after a paragraph.
| | 04:49 | So, let's just go back, we will select
an entire page here, from Dear Customer
| | 04:53 | to the end of CEO. There we go.
| | 04:56 | And we'll go back to that dropdown in
the Paragraph section on the ribbon, back
| | 05:00 | to Line Spacing Options, and instead
of 8 points after, let's split it up. We
| | 05:05 | will do 4 before, and we will do 4 after.
| | 05:09 | When we click OK, it's not going
to look a whole lot different on our
| | 05:13 | screen, but exactly what's
happening is a space is being added before a
| | 05:17 | paragraph, as well as after paragraph,
and you can see the spacing is just a
| | 05:21 | little more subtle.
| | 05:23 | So, that's how we adjust line spacing
between lines in a paragraph, as well as
| | 05:27 | the spacing between paragraphs
themselves here in Word 2013.
| | 05:31 | Again, consider readability of your
document, the type of document, and the
| | 05:35 | length of your document
when changing these settings.
| | Collapse this transcript |
| Keeping text together across page breaks| 00:00 | As you well know, when you're entering
content onto the page here in Microsoft
| | 00:04 | Word, eventually you will run out of
space, but Word creates a new page for you,
| | 00:08 | and you can continue typing, or
adding your content on the next page.
| | 00:12 | But what happens when the page break
happens in the middle of a paragraph? All
| | 00:16 | of a sudden you have part of the
paragraph at the bottom of one page, and the
| | 00:20 | rest at the top of the next page.
| | 00:22 | Well, there is a feature that allows
you to keep paragraphs together; intact.
| | 00:27 | There is also feature that will make
sure that you never see a widow, or an
| | 00:31 | orphan. Widow and orphan control is a
single line from a paragraph left on its
| | 00:36 | own, either at the bottom of the
page, or at the top of the page.
| | 00:39 | So let's take a look at those options
now, as we continue working with are No
| | 00:43 | Obstacles HR document.
| | 00:45 | If you've jumped to this lesson, you
can get caught up with us by going to the
| | 00:49 | Chapter4 folder, and
opening up No Obstacles HR3.
| | 00:52 | We're going to go to page 7. Let's use
our keyboard shortcut Ctrl+G. we learned
| | 00:56 | this earlier; that we can
use Go To to go to a page.
| | 00:59 | We'll type in 7, either click Go To,
or press Enter on your keyboard, and then
| | 01:04 | we'll close up this dialogue.
| | 01:06 | Notice that we are at the top of the
page here, page 7, but we are in the
| | 01:11 | middle of a paragraph.
| | 01:12 | And if we scroll back and take a
look, the paragraph begins on page 6.
| | 01:16 | So, in this case, is not a widow, or an
orphan -- a single line by itself -- but it's
| | 01:21 | actually a couple of lines,
and they've been split up.
| | 01:24 | So, if we want to keep them together, we
could select the paragraph. Let's do that.
| | 01:27 | Click and drag from the beginning of
Place down to the end of 5 minutes.
| | 01:32 | Next we'll go to our paragraph
expansion arrow down here in the bottom right
| | 01:35 | corner of the Paragraph section on the ribbon,
| | 01:38 | and that gets our Paragraph dialog open.
| | 01:41 | You'll notice by default here Widow/Orphan
control is turned on; it has a check mark.
| | 01:45 | So, if there was a single line, maybe
the first line of the paragraph by itself
| | 01:49 | on page 6, and the rest on page 7, it would
automatically move that line down to the next page.
| | 01:55 | Same is true for orphans, where we have
not quite enough room for the last line
| | 01:59 | of a paragraph, and it appears by
itself at the top of the next page.
| | 02:03 | I would move the entire paragraph
down to the next page, where it fits.
| | 02:06 | We can also do that with this one
here, which is Keep lines together.
| | 02:11 | When we click that checkbox,
and click OK, look what happens;
| | 02:15 | the whole paragraph gets
pushed down to the next page.
| | 02:18 | So, it's intact, it is not split up,
and it looks much nicer, and a little bit
| | 02:23 | easier to read, of course.
| | 02:25 | That's a great feature that I like. Now,
you would typically turn that on at the
| | 02:29 | beginning of creating a document, and
that way the entire document has that
| | 02:33 | feature applied to it.
| | 02:35 | Another option is to select the entire
document, if you've already created it;
| | 02:39 | Use Ctrl+A on the keyboard to select All,
and then go back to that little arrow
| | 02:45 | to open up our Paragraph dialogue.
We'll turn on Widow/Orphan control, as
| | 02:49 | well as Keep lines together,
and click OK.
| | 02:53 | Now, this can affect the length of
your document; just keep that in mind. So,
| | 02:57 | if there are a lot of paragraphs
getting split up, new pages might be created
| | 03:01 | to accommodate pushing down extra lines of
text in paragraphs where they're split up.
| | 03:07 | In our case, we still have
a 14 page document.
| | 03:10 | We'll click anywhere in the
document to deselect, and save our changes.
| | 03:14 | What we've just done is ensured that
our paragraphs won't get split up; either
| | 03:19 | single lines, called widows and orphans,
or entire paragraphs split up anywhere in
| | 03:24 | the middle of the paragraph
will always be kept together,
| | 03:27 | thanks to Keep lines together.
| | Collapse this transcript |
| Applying paragraph shading and borders| 00:00 | On those occasions when you need a paragraph
to kind of come off the page, and
| | 00:04 | really stand out, there are some
formatting options, such as applying shading in
| | 00:08 | the background, or even borders, and
that's what we're going to talk about right
| | 00:12 | now as we continue working
with our No Obstacles HR document.
| | 00:15 | You can get all caught up if you need to
by going to the Chapter4 folder, and
| | 00:19 | opening up No Obstacles HR 4.
| | 00:21 | We are actually on page 3
now; Cooking with Asparagus,
| | 00:25 | and let's say there is some information
here underneath the Asparagus and Apple
| | 00:29 | Mixed Greens title, we have some information
about where this recipe was Adapted from.
| | 00:34 | Well, maybe we want to highlight
that, so people really take note.
| | 00:38 | All we have to do is click anywhere in
the paragraph. You don't have to select
| | 00:41 | the text; Word knows where
a paragraph starts and ends,
| | 00:45 | so by clicking in the paragraph, and then
going to the Paragraph section, with the
| | 00:48 | Home tab selected on the ribbon, notice
the paintbucket, and the borders options.
| | 00:55 | So in this case,
we'll start with shading.
| | 00:57 | Let's go to the paintbucket dropdown, and
from here, you'll see a list of Theme Colors.
| | 01:02 | Now, the theme colors, if you select one
of those, and then change themes down the
| | 01:06 | road, the colors will
change along with the theme.
| | 01:09 | So, that's a nice feature
| | 01:10 | if you think you're going to be using
themes; something we'll talk about a
| | 01:13 | little latter on in this course. If
you go to Standard Colors, or go down to
| | 01:18 | More Colors, and choose from the 16
million options you have there, you'll be
| | 01:22 | locking in that color, regardless of
any themes you might choose down the road.
| | 01:26 | So, let's just hover over some of
these; there is a live preview in the
| | 01:30 | background, so we can
see what it looks like.
| | 01:32 | I'm taking this green option; kind of
goes with the page, and asparagus, so I'm
| | 01:36 | going to with Green Accent 6. When
we select it, notice it's the entire
| | 01:40 | paragraph; from margin to margin,
| | 01:42 | the entire background is now shaded.
| | 01:44 | It really does come off the
page, and draws your attention.
| | 01:47 | All right, let's click Undo now, and
try another option, which is borders.
| | 01:51 | So we'll click Undo, and let's click in
front of Adapted, and take out that square
| | 01:55 | bracket, and we will take out the square
bracket at the end of the issue as well.
| | 02:00 | So, with those gone, now anywhere in
the paragraph, we can apply a border.
| | 02:04 | So we will go up to the borders dropdown,
and you'll see a number of options,
| | 02:08 | similar to working with tables, actually,
and many of these would only apply to
| | 02:12 | tables, and cells within a table.
| | 02:14 | But we're working with a paragraph
here, so when we hover over Bottom Border,
| | 02:18 | you see there's a border across the
bottom of the entire paragraph. Same thing
| | 02:22 | for Top, Left, and Right.
| | 02:25 | Really, ideally, it would be nice if we
could have a border all the way around this
| | 02:29 | paragraph. So, as we move down to All
Borders, that's actually a good option.
| | 02:34 | In this case, we're not working with
the table, and multiple cells, and seeing
| | 02:37 | borders around each cell; it is
just kind of like one big table cell.
| | 02:41 | So, the same thing would happen
if we hover over Outside Borders.
| | 02:45 | Inside Borders, Horizontal, and Vertical
Borders; they don't apply. We're not
| | 02:49 | working with a table, so nothing will
happen if we go to one of the selections.
| | 02:53 | I like Outside Borders, so
let's go there, give it a click;
| | 02:57 | you can see that's another way to get
that paragraph to stand out on the page.
| | 03:01 | So, shading and borders can work with any
of your paragraphs in the document; any
| | 03:06 | of those paragraphs that you need
to stand out, and come off the page.
| | Collapse this transcript |
| Using tab stops and indents| 00:00 | Another common type of paragraph
formatting we often see involves the use of
| | 00:04 | tabs and indents, and that's what we're
going to talk about now as we continue
| | 00:09 | working with our No Obstacles HR document.
| | 00:11 | If you jump into this lesson,
you'd like to get caught up,
| | 00:14 | you can open up No Obstacles HR5 in the
Chapter4 folder of those Exercise Files.
| | 00:19 | We're actually going to
move up to page 2.
| | 00:21 | We've seen this before.
| | 00:22 | This is our customary letter that
appears at the beginning of our document, and
| | 00:27 | you'll notice we have
several paragraphs here.
| | 00:29 | Well, there is a type of formatting that
involves indenting the first line of a paragraph.
| | 00:35 | Now, in the old days, we just clicked at
the beginning, hit the Tab key on the
| | 00:39 | keyboard, and that would insert a tab.
| | 00:42 | Now, what happens here in
Word is a little bit different.
| | 00:45 | You'll notice, first of all, AutoCorrect is
kicking in, and something is happening here.
| | 00:49 | If we click the dropdown, we have
the option to change it back to a tab,
| | 00:53 | but that's what we hit,
| | 00:54 | so what's really happening?
| | 00:56 | To see what's happening, it's ideal to
turn on a feature called the ruler.
| | 01:00 | So let's first click Undo; next we'll
go to the View tab, and over here in the
| | 01:05 | Show section, we'll click the checkbox
next to Ruler. That gives us a ruler
| | 01:10 | across the top
and down the left-hand side.
| | 01:13 | So it gives us a great idea where we
are on the page, for one, but there are some
| | 01:17 | little symbols here
that are going to help us.
| | 01:19 | First of all, in the top left corner,
we see that a little L symbol; that
| | 01:23 | represents a left tab.
| | 01:25 | So, we can set left tabs
wherever we want on this ruler.
| | 01:28 | You can see, by default, there aren't any
tab stops at all, but we do have these
| | 01:33 | little guys right here, and each one
of them, as we hover over them, says
| | 01:36 | something different.
| | 01:37 | The top one, which is a triangle pointing
down, represents a First Line Indent.
| | 01:42 | In other words, only the first line of a
paragraph will be indented to the spot
| | 01:47 | on the ruler where we drag that too.
| | 01:49 | So, if we want the first line of this
paragraph, we'll click anywhere in the
| | 01:53 | paragraph, and then move this slider
over to about half an inch, you'll notice
| | 01:57 | it's only the first line that's indenting.
| | 02:00 | Alright, let's click Undo.
| | 02:02 | The next little icon below it, the
triangle pointing up, represents a hanging
| | 02:06 | indent, and it's really just the opposite.
| | 02:09 | The first line of a paragraph stays put, and
the rest of the paragraph will be indented.
| | 02:13 | Let's move it half an inch over;
you can see what's happening.
| | 02:16 | That's a totally different effect that
wouldn't apply to straight text like we
| | 02:20 | have here in our customer letter,
| | 02:22 | so let's just drag it back.
| | 02:24 | And then down at the bottom is
something called a Left Indent, and that's going
| | 02:28 | to indent the entire paragraph;
the first line, and every line.
| | 02:32 | Let's drag it across half an inch,
| | 02:34 | and you could see sometimes that
comes in handy when you want to center out
| | 02:39 | something in a paragraph. For example,
you have a page full of information;
| | 02:42 | maybe there is a quote, and you want to
indent the entire paragraph quote into the
| | 02:47 | center of your page
to draw attention to it.
| | 02:50 | I'll just drag that back to the left margin.
| | 02:52 | Now back to those tab stops, and
remember when we hit the Tab key on our
| | 02:57 | keyboard what happened.
| | 02:58 | Let's click in front of the word
Thank, and hit that Tab key again.
| | 03:02 | The AutoCorrect kicks in, because what's
actually happening is not a tab stop, but
| | 03:06 | a first line indent is
being set for us automatically.
| | 03:10 | So if we click this little dropdown, we
can change it back to a tab, and when we
| | 03:14 | do that, you'll notice the first line
indent is no longer set, but the first line
| | 03:18 | of my paragraph is indented,
because we hit the Tab key.
| | 03:23 | Let's hit the Backspace key
to take that out.
| | 03:25 | Another option is to choose exactly
where that left tab is going to go.
| | 03:29 | Left Tab is the symbol that appears at
the top of our vertical ruler, but if you
| | 03:33 | click that, you'll see
it's changed now to a Center.
| | 03:36 | Click it again; it's a Right Tab.
| | 03:38 | You can just hover over that until a
little pop-up shows you that it's a Right Tab.
| | 03:43 | And there are some other
options here. Click again.
| | 03:45 | If you've ever heard of a Decimal Tab
when working with numbers that you need
| | 03:48 | line up on the decimal, numbers go to
the left until you hit the decimal, then
| | 03:52 | they go to the right. Click again.
| | 03:55 | This little guy, straight
up and down, is a Bar Tab.
| | 03:58 | Then we see the symbol
for our First Line Indent.
| | 04:01 | Click again; there is our Hanging
Indent. Click again, and we are all the
| | 04:04 | way back to the Left Tab.
| | 04:07 | So with that showing, Left Tab, we can
click anywhere on the ruler to set one.
| | 04:10 | Let's say we didn't want it at half
an inch, the default; maybe we want it
| | 04:15 | a little bit further.
| | 04:16 | So let's go to about three
quarters of the way across.
| | 04:18 | We'll just click on the ruler, and
you'll notice a left tab stop is set for you.
| | 04:23 | That means now, with our cursor flashing
in front of the word Thank, when we hit
| | 04:27 | the Tab key, it's actually
going to go to that spot.
| | 04:30 | It's not going to set an indent for
us, because we have the tab stop there.
| | 04:34 | We could set as many of these as we wanted.
| | 04:36 | Think about setting up almost like a
columns kind of a layout, where you might
| | 04:41 | have in column 1 a quantity, in
column 2 a description, and in column 3 a
| | 04:46 | price, and you want them
lined up perfectly.
| | 04:48 | You could use three different types of
tab stops on your ruler, and everything
| | 04:52 | would line up every time
you hit the Tab key.
| | 04:55 | So that's a quick
introduction to tab stops and indents.
| | 04:59 | It does add a bit of a
different look to your paragraphs.
| | 05:02 | If we go down to this second paragraph,
and press our Tab key, it's going to use,
| | 05:06 | as you can see, the default
here; that hanging indent.
| | 05:09 | So when we set these things, it's a
good idea to set it for the entire
| | 05:13 | document, or the entire page.
| | 05:15 | Let's click Undo, Undo again, and this
time we'll select the entire content of
| | 05:21 | our second page here; our letter. And
now, with Left Tab selected, we'll go to
| | 05:26 | three quarters of an inch.
| | 05:28 | With that set, now we can hit Tab all
we want, and that's exactly where our
| | 05:33 | paragraph will be indented to.
| | 05:35 | So, a little something to experiment
with when you want to change the look of
| | 05:39 | your paragraphs here in Word
using tab stops or indents.
| | Collapse this transcript |
|
|
5. Formatting PagesChanging page size, margins, and orientation| 00:00 | You know, the formatting that we use
here in Microsoft Word is not restricted to
| | 00:04 | the content that appears on the
page; we can format the page itself.
| | 00:09 | For example, the paper size that's
going to be used, the orientation, how about
| | 00:14 | the margins that affect
the content on our pages;
| | 00:17 | all of that can be customized. That's
what we're going to talk about now, as we
| | 00:21 | work with a document called Bio1.
| | 00:23 | You'll find it in the Chapter5
folder of your Exercise Files.
| | 00:26 | As of right now it's a
five page document.
| | 00:28 | Check the bottom left
corner; we're on page 1 of 5.
| | 00:32 | The other thing you'll notice about
my screen is I've turned on the rulers.
| | 00:35 | We did that in the previous chapter.
| | 00:37 | If you're not seeing the ruler, it
can be very handy when formatting pages,
| | 00:41 | so go to the View tab, if you don't see
the ruler, and click the checkbox next to
| | 00:46 | Ruler to turn it on.
| | 00:48 | Next we'll go to the Page Layout tab.
So, a number of things we can do as far
| | 00:52 | as page setup goes.
| | 00:53 | Here is where we can adjust margins,
orientation, paper size, and more.
| | 00:59 | Let's start with our document here.
With the ruler turned on, you can see that
| | 01:02 | the margins are actually a little more
than an inch on either side, and the top
| | 01:07 | margin here, as you can see, this
little gray shaded area is actually way more
| | 01:12 | than an inch, and that's why we have up
at the top of this little header section,
| | 01:16 | and inside the header is where we see
the logo, but the actual content doesn't
| | 01:21 | start until, looks like
about an inch and an half.
| | 01:23 | We can know for sure by going to some
of those options in the Page Setup group
| | 01:27 | here on the ribbon
with Page Layout selected.
| | 01:30 | Let's start with our paper size.
| | 01:33 | We'll click the Size dropdown,
where you'll see currently Letter is
| | 01:36 | highlighted; 8.5 by 11. That's what
we're using, but there are a number of other
| | 01:40 | preset choices to choose
from. Legal is popular.
| | 01:43 | Guess where?
| | 01:44 | In the legal community.
| | 01:45 | Executive is another popular one.
| | 01:48 | Over in Europe, you see a lot of A4.
| | 01:50 | There are some envelopes here, and if
you don't see what you need, you can
| | 01:54 | choose More Paper Sizes here as well.
| | 01:56 | It opens up the Page Setup
dialog, with Paper selected.
| | 02:00 | So, we can make our
adjustments from here if we wanted to.
| | 02:03 | I am going to go to Legal, for
example, and now I have 8.5 by 14.
| | 02:07 | Obviously, more content is going to fit
on the page, so we'll see what happens to
| | 02:12 | the length of our document.
| | 02:13 | What do I want to apply that to?
| | 02:15 | Well, the whole document is the default,
but it could be from my cursor on,
| | 02:19 | so if I was on page 2, or 3, it would
only affect those pages towards the end.
| | 02:23 | Let's leave it at the
Whole document, and click OK.
| | 02:26 | All right. Suddenly we're working with
a four page document now; that's because
| | 02:30 | the pages are longer.
| | 02:32 | We don't see a lot changing up here,
but as we scroll down, the page just got
| | 02:36 | longer, and more can fit on one
page, because of our Legal option.
| | 02:40 | All right. Let's change it back to
Letter by going to the Size dropdown, and
| | 02:44 | selecting Letter at the top.
| | 02:46 | We're back to a five page document now.
| | 02:49 | How about the orientation?
| | 02:50 | We know that we're looking at this with
a smaller width than height, and that's
| | 02:56 | what we call Portrait.
| | 02:57 | If we go to the Orientation dropdown,
you'll see Portrait is selected.
| | 03:01 | Landscape is there as well, and when we select
that, we're now looking at our page sideways.
| | 03:07 | So, we're still looking
at a fairly long document.
| | 03:10 | It's six pages now instead, because
it's going to use the same margins.
| | 03:14 | Well, that really doesn't make sense
for this particular type of document,
| | 03:18 | so let's set it back to Portrait.
There we go.
| | 03:22 | Lastly, the margins.
| | 03:24 | If we scroll down to the very end of
this document, and look at the last page,
| | 03:29 | as you can see, it's filling
up, well, about half the page.
| | 03:33 | We can adjust the margins so that it fills
up more of the last page, or less, and
| | 03:38 | when we change our margins, it
can affect the entire document.
| | 03:42 | Margins can be changed from up here on the
ribbon, or directly from the ruler as well.
| | 03:48 | Any changes you make on the
ruler are from your cursor down.
| | 03:51 | So, using Ctrl+Home on your keyboard
will automatically move your cursor to the
| | 03:56 | very top of the document.
| | 03:58 | Now you can start making adjustments.
| | 04:00 | For example, if we want to change the
top margin, that's this gray shaded area,
| | 04:04 | when we move to the shaded area right
where it begins to lighten up, you see the
| | 04:09 | double arrow representing the top margin.
| | 04:12 | Now we can click and drag.
| | 04:13 | We can move that up.
| | 04:14 | We can see now it's interfering
with our header.
| | 04:17 | We can also drag it down, and this
will affect every page from here forward.
| | 04:21 | We can also do the same with
the left and right margins.
| | 04:24 | So, the right margin, as you can see
right here, the double horizontal arrow
| | 04:29 | can be clicked,
and dragged off to the right.
| | 04:32 | So drag it out to about,
let's say, half an inch.
| | 04:36 | Do the same on the left.
| | 04:37 | Little trickier here, because as you can
see, we have some other icons for indents
| | 04:41 | and so on. You want to make sure you
see the double arrow; it's very tricky to get
| | 04:46 | lined up. When you see left
margin, click, and drag it to the left.
| | 04:52 | And if we want to go to a half inch
there, and a half inch on the right, that's
| | 04:57 | all you want to be able to see, and
that looks pretty good right there.
| | 05:02 | Now all of a sudden we're able to
squeeze more content onto the page, and as we
| | 05:06 | scroll down, you can see it's coming
pretty close to the edge of the paper.
| | 05:12 | And look at that; our last page really has
nothing on it, except for maybe some blank lines.
| | 05:16 | We're able to make it fit onto four pages.
| | 05:19 | We'd have to take out those blank lines,
but it might not be all that easy to read.
| | 05:24 | So yes, we can do that from the margin,
but we can also do it from the ribbon.
| | 05:28 | Let's go to Margins now,
and click the dropdown.
| | 05:30 | This is a lot easier,
and we have some presets.
| | 05:33 | Narrow, as you can see, uses half-inch
margins all the way around, and when we
| | 05:37 | click that, well,
it doesn't really look so hot.
| | 05:39 | Let's go back to the dropdown, and
there is Normal; 1 inch all the way around.
| | 05:45 | Then we also have Moderate, where we
have a top margin and bottom margin of an
| | 05:49 | inch, but smaller margins
on the left and right.
| | 05:53 | Let's try Moderate; not quite enough
for our company bio in our large header.
| | 05:57 | So click the dropdown,
and try Custom Margins.
| | 06:02 | Now this, again, is going to open up
our Page Setup dialog, which we've seen
| | 06:05 | already, but this time
Margins are selected.
| | 06:07 | Let's just change the Top
margin to about 1.5, and click OK.
| | 06:13 | Again, it's going to affect the
whole document, and that works out well.
| | 06:17 | So it's a little bit wider on the
page at three quarters of an inch on the
| | 06:21 | left and right, but with our top margin set
that way, you can see that's a pretty good look.
| | 06:26 | So, with the ruler, you have the ability
to manually make changes to things like
| | 06:30 | margins. With our ribbon, and the Page
Setup section under Page Layout, we can also
| | 06:36 | tackle margins from there, but also orientation,
and paper size. It can really change
| | 06:41 | the look and feel of your document.
| | Collapse this transcript |
| Using headers, footers, and page numbers| 00:00 | When you want information to appear at
the top or bottom of every page in your
| | 00:03 | document, you don't need to type it in,
or enter it into those areas on every
| | 00:08 | single page; you can use something
called a header, or a footer, which will
| | 00:12 | automatically repeat what you enter
into those areas for every page in your
| | 00:16 | document. It saves you a
lot of time and work.
| | 00:19 | So let's take a look at a document here,
where we have headers, and footers. It's
| | 00:22 | called Home Recipes Final.
| | 00:24 | Page 1 has a logo, and some title
information, but nothing really at the top or
| | 00:29 | bottom of the page, but once we get to
page 2, we do see kind of faded in the
| | 00:35 | background the logo, and some text,
and at the bottom of page 2 we see some
| | 00:39 | page numbering, and then it's repeated for page
3; the logo, and text, and the page numbering.
| | 00:45 | So, it's actually using headers and
footers here, but something different on
| | 00:49 | page 1; nothing at all.
| | 00:51 | So let's see how that's done.
| | 00:53 | We can close up this document, or just
minimize it, and we're going to switch to
| | 00:57 | another document called Home Recipes1.
| | 00:59 | So page 1, you can see, has our logo, and
our title, but when we get to page 2, we
| | 01:04 | see the customer letter; no page numbering
at the bottom. Same thing for page 3.
| | 01:09 | So it's time to insert
our headers and footers.
| | 01:12 | So, how do we do that?
| | 01:12 | Well, all you need to do is double-click
in the right area. Double-click near
| | 01:16 | the very top of your page, or near the
very bottom of your page, and you'll be
| | 01:20 | inside your headers and footers.
| | 01:22 | Let's go down to page 2 here, and click
with the ruler visible on the page next
| | 01:28 | to the shaded area, meaning
we're inside the top margin.
| | 01:32 | Now, if you don't see a ruler, just go
to the View tab, and turn it on from there,
| | 01:37 | and then double-clicking allows you to
know exactly where you are on the page,
| | 01:40 | and in this case, we're inside the top
margin, which is our header area. Notice
| | 01:45 | your cursor flashing, it says Header, and
at the bottom of page 2, it says Footer.
| | 01:50 | Same thing if we move down
to page 3; Header, and Footer.
| | 01:53 | But if we go to the top of our document
on page 1, at the bottom it says First
| | 01:58 | Page Footer, and at the top,
First Page Header.
| | 02:01 | In other words, we can have something
different on page 1 than the other pages in
| | 02:05 | our document, and that's because look
what's happened up here on the ribbon; a
| | 02:09 | new tab has just appeared with some
context-sensitive header and footer tools,
| | 02:13 | including in the options a checkmark
next to Different First Page. That's why
| | 02:18 | we're able to have nothing on page
1, and something on every other page.
| | 02:23 | But if you want the same thing on every
page, including page 1, you would deselect
| | 02:26 | that, and it becomes a simple header and
footer, as opposed to a first page header
| | 02:31 | and footer. We do want something
different, so we're going to keep it checked.
| | 02:35 | Here's where we want to be on page 2;
we want the logo, and some text in here.
| | 02:40 | Well, do we have enough room? We might
need to adjust our margins, and we can do
| | 02:44 | that before or after the fact.
| | 02:46 | Let's start by inserting our text.
| | 02:48 | So, all we're going to do is type in the
following: Essential Veggie Recipes for
| | 02:53 | No Obstacles Kitchen.
| | 02:55 | If you want, you can add the TM, and
use the superscript that we talked about
| | 02:59 | in the fonts chapter.
| | 03:01 | Once we have that in there, we might
also want it to be centered, so you can be
| | 03:04 | anywhere on the line, when you go back
to the Home tab here, and choose Ccntering
| | 03:09 | in the Paragraph section.
| | 03:10 | Now let's just click in front of the E
in Essential, because we want to insert
| | 03:14 | the logo ahead of this, so it'll push
our text down. We could hit Enter right
| | 03:18 | now just to bump it down, and move
the cursor back up with our cursor key.
| | 03:23 | Really doesn't matter; we're going to
insert, though, a graphic, so we'll go to the
| | 03:27 | Insert tab, and choose Pictures, and
from the Chapter5 folder, you will find the
| | 03:31 | NOH_Logo file, which is our No Obstacles
Home logo. Click it to select it, and
| | 03:36 | click Insert, and it'll be inserted
right where the cursor was flashing. Way too
| | 03:41 | big, so we can size that down. Let's
do that; click and drag it down to an
| | 03:45 | acceptable size, doesn't really need
to overpower, and we'll also change the
| | 03:50 | layout, so we can move it around.
| | 03:52 | Let's click right there on the Layout
Options icon, and choose With Text
| | 03:57 | Wrapping, and let's choose this one
down here, Top and Bottom, so text can't go
| | 04:01 | on the left or right; it can
only appear above or below.
| | 04:04 | That looks pretty good,
just like that.
| | 04:06 | So we'll close this up, and
we'll go down to our Footer section.
| | 04:11 | Now here, when we click inside, we
want that to be centered as well, and we
| | 04:15 | want page numbering.
| | 04:16 | So let's start by going to the Paragraph section
of our Home tab on the ribbon, and Center.
| | 04:22 | Now, we're not going to insert a 2
here, because it'll have a number 2
| | 04:25 | appearing at the bottom
of every page after page 1.
| | 04:28 | What we really want is to insert page
numbering, so we can do that from the
| | 04:32 | Insert tab, and you'll see Page Number
here in the Header & Footer section. Click
| | 04:36 | the dropdown, and we don't really want
to choose one of these presets, like Top,
| | 04:41 | Bottom, Page Margins;
| | 04:42 | we want the Current Position. We're
already in position to put our page
| | 04:46 | numbering in there, and when we hover over
it, we see some preset options to choose from,
| | 04:51 | like a Plain Number; very small
number, and very difficult to see.
| | 04:55 | We could also have an Accent Bar, with
the word page showing up before or after.
| | 04:59 | I kind of like this one.
| | 05:01 | But if we want it to be exactly like our
other document, it's going to be a simple
| | 05:05 | number, but I think a larger number
might be good, so we can actually see it
| | 05:09 | here in our presets.
| | 05:10 | So let's scroll down, and we
do get into some large ones.
| | 05:13 | Large, Large Color, Large Italics;
let's just go with Large right here, Large 1.
| | 05:19 | Select it, and the number appears.
| | 05:21 | Now, notice it's off to the left, and
that's because of the formatting that comes
| | 05:26 | with it, and our cursor is flashing
down here. We'll hit Backspace to take out
| | 05:30 | that space; Backspace again, so we're
not using up a blank line, and now here's
| | 05:35 | where we want to center.
| | 05:36 | Now you can click to select everything,
and then go up to the Home tab, and
| | 05:40 | center it, just like we did with our other
text, and now we have it right where we want it.
| | 05:45 | When we're done, all we do is just
double-click anywhere in the page itself,
| | 05:50 | outside of the header or footer. Or go
back to the Design tab, and you'll notice
| | 05:54 | here we can also insert header, footer,
and page numbering from here, just like we
| | 05:59 | saw from the Insert tab, but what we
really want to do is click the Close button
| | 06:03 | to close up the headers and footers.
| | 06:05 | So, as we scroll down now, we're going
to see our information doesn't appear at
| | 06:09 | the top of page 1, or at the bottom of
page 1, but it does appear at the top of
| | 06:14 | page 2, and page numbering at the
bottom of page 2. There it is on page 3, and
| | 06:20 | our numbering is appropriate for page 3.
| | 06:23 | Now, again, we might want to
adjust things like our margins.
| | 06:27 | If we click anywhere on page 3, for
example, we see that's getting a little close
| | 06:31 | to our content, so we can increase
margins to create some space between our
| | 06:35 | header and our content.
That can be done on any page.
| | 06:39 | If we go to page 2 to do it, clicking
right in front of Dear, we know it'll
| | 06:44 | affect all of our content from here
down. So, let's go to the ruler, get the
| | 06:48 | double arrow showing up, and
just click and drag it down.
| | 06:50 | Now, what might happen is you'll see text
disappear; in other words, there might be
| | 06:54 | some returns in there. We'll just click
anywhere in the page itself, and hit your
| | 06:59 | Delete key, and it comes back.
| | 07:01 | So there we go. We have some space now
between our header, and our content. We
| | 07:05 | have our footer in place, page numbering,
and it continues on the next page with
| | 07:10 | a little space. That looks much
better; a little easier to read.
| | 07:13 | And we didn't have to insert that
information on every page; we just did it
| | 07:17 | once in our header, and our footer, and
it appears on every page, no matter how
| | 07:21 | long our document is.
| | Collapse this transcript |
| Organizing a document with sections| 00:00 | If you have been following along with me,
you know how we can create headers and
| | 00:04 | footers in the document, and choose to
have the first page appear differently.
| | 00:07 | That's what we did with our Home
Recipes document here, and if you've been
| | 00:11 | following along, we'll keep
working with this document.
| | 00:13 | If you've jumped to this lesson, you can
get caught up by going to the Chapter5
| | 00:17 | folder, and opening up Home Recipes2.
| | 00:19 | We decided to leave page 1 different,
with nothing in the header, and nothing in
| | 00:24 | the footer section, but when we get
to page 2, we do have the logo, and some
| | 00:29 | text, and then we see at the bottom,
in the footer section, we added page
| | 00:32 | numbering, and as we scroll through the
remaining pages, they all look the same.
| | 00:37 | What if we wanted something
different on page 2?
| | 00:39 | Well, we can accomplish that if we create
sections in our document. Each section,
| | 00:45 | then, can have different headers, and
footers, and they can even have a different
| | 00:49 | first page header, or footer.
| | 00:51 | Right now our document is one big section,
| | 00:54 | so if we wanted a new section, let's say,
at the beginning of page 2, we could go
| | 00:59 | to the end of page 1, and insert
a new section after this page.
| | 01:03 | To do that, we go up to the Page Layout
tab. So, if you've clicked at the end of
| | 01:08 | page 1, right after the Web address
for No Obstacles Inc., click Page Layout,
| | 01:13 | and from here you'll see, in
the Page Setup section, Breaks.
| | 01:17 | And when we click that, here's where we
go to put in page breaks, column breaks,
| | 01:21 | and text wrapping if we want to, but
there is also a Section Breaks section, and
| | 01:26 | you'll notice the first option is
what we call a Next Page section break;
| | 01:30 | it inserts a section break, and starts the
new section on the next page, which would
| | 01:34 | be page 2 in our document.
| | 01:35 | There's also options for Continuous,
which would insert the section break, and
| | 01:40 | start the new section right on the same
page. You can also do even and odd pages.
| | 01:44 | If you wanted to, say, have page numbering
on the left for every even page, and on
| | 01:49 | the right for every odd page,
you could do that.
| | 01:52 | That's not important to us, because our
page numbering is going to be centered.
| | 01:56 | Let's go to Next Page, and give it a
click, and you can see what happens.
| | 02:00 | Right away, on page 2, we don't see that
header anymore, and if we scroll down to
| | 02:04 | the bottom of the page, the page numbering
is gone, yet we do see it on page 3,
| | 02:10 | and that's because we're
looking at a new section.
| | 02:12 | Section 2 here also has the ability to
have a different first page header and footer.
| | 02:18 | So, if we wanted to see that, all we
have to do is start working with our
| | 02:22 | headers and footers.
| | 02:23 | Let's say for our letter here we
don't want the header; we just want Dear
| | 02:27 | Customer to be the first thing people see,
but at the bottom, we do want the page numbering.
| | 02:31 | So we'll just double-click down here,
so long as we're below the shaded area on the
| | 02:35 | ruler when we double-click at the
bottom of the page, we're inside the footer
| | 02:39 | for section 2, and notice it says First
Page Footer for Section 2. This is the
| | 02:45 | first page of our new section, and as
we scroll down, you'll see there is a
| | 02:49 | header for section 2. At the top of page
2 is our first page header. We'll leave
| | 02:55 | that blank, but let's scroll down to
the bottom, and add our page numbering.
| | 02:59 | Let's go to the Page Number dropdown
here. If you still have your cursor
| | 03:04 | flashing inside the first page header,
or footer, you'll notice that the Design
| | 03:08 | tab has become available on the
ribbon, and we have our Header & Footer
| | 03:12 | section. So, we don't have to go to the
Insert tab; we can go directly to the
| | 03:16 | Page Number dropdown here, move
down to Current Position, and to keep it
| | 03:20 | matching the rest of our document, we'll
use the same format. Let's scroll down
| | 03:24 | until we see Large 1. When we click there,
notice it is actually a page 2 that appears.
| | 03:30 | So, it knows the page number, but we
should center that, so let's click in front
| | 03:34 | of it, and go to the Home tab and center
it by clicking the Center button, or you
| | 03:39 | can use Ctrl+E on your keyboard.
There we go.
| | 03:42 | All right, so when we close this up,
you can double-click anywhere in the text;
| | 03:46 | we have our page 2, but at the
top of this page we have no header.
| | 03:51 | So, page 1 is different from page 2,
which is different from the rest of the
| | 03:54 | document, which does have the header, and
the page numbering showing up at the bottom.
| | 03:59 | So, what happens when you
want to remove sections?
| | 04:02 | You don't really see them here, you
don't see anything on the ruler, but there
| | 04:06 | is a button on the ribbon that allows
you to see certain formatting characters.
| | 04:10 | It's this little guy right here in the
Paragraph section: the Show/Hide button.
| | 04:15 | Give that a click, and what you'll see
is not just page breaks, but you'll also
| | 04:19 | see section breaks, for example.
| | 04:21 | So, as we scroll up to the bottom of
page 1, there is our section break; a
| | 04:26 | Next Page Section Break.
| | 04:28 | So, if you didn't really want that,
you could actually take it out.
| | 04:32 | Just click anywhere along it, and you'll
see your cursor flashing in front; hit
| | 04:36 | your Delete key to remove it.
| | 04:38 | Notice, everything comes back.
| | 04:40 | We do want the section break, so let's
undo that delete by clicking our Undo, or
| | 04:44 | Ctrl+Z, and we'll leave it like that.
| | 04:47 | Go back to that same button to
hide all of our formatting, and we'll
| | 04:51 | continue from here.
| | Collapse this transcript |
| Adding page backgrounds, borders, and watermarks| 00:00 | Aside from headers and footers, there
are other design elements that can be
| | 00:04 | applied to the pages in your document.
| | 00:06 | Think about colored backgrounds, borders,
even watermarks, which could be text, or
| | 00:10 | images faded in the
background behind your content.
| | 00:14 | When we apply those to documents, if we
have sections, they'll be considered as well.
| | 00:18 | So, let's continue working
with our Home Recipes document.
| | 00:22 | If you jumped to this lesson, you can get
caught up by opening up Home Recipes3.
| | 00:26 | Now, on our first page, we have no
header, or footer, and then on page 2, we
| | 00:31 | begin a new section.
| | 00:33 | So, section 2 begins here, and it does
have a different first page header, and
| | 00:37 | footer than the rest of our document.
| | 00:39 | So, we'll keep that in mind as we go to
page 2, and start working with some of
| | 00:44 | those design elements.
| | 00:45 | Just click anywhere on page 2.
| | 00:46 | And next, we'll go to the Design tab
on the ribbon, and give that a click.
| | 00:50 | Off to the right-hand side, you can
see there is a Page Background section.
| | 00:54 | So, let's begin with Page Color.
| | 00:56 | We'll click the dropdown, and we can have
a color in the background behind our page.
| | 01:00 | This gives it a nice design, if we so
choose, and typically you'll want to use
| | 01:05 | colors that match your content.
| | 01:07 | So, if we're using a black font,
for example, we might want a very
| | 01:11 | light colored background.
| | 01:13 | And as we hover over these,
you can see what happens.
| | 01:15 | Let's go to this very light green.
| | 01:19 | Now, as we scroll back up to the top, you
can see this does affect every single page.
| | 01:24 | As we scroll down to the next page, sure
enough, there it is, and that's not too bad.
| | 01:29 | Now, if we don't want any page color, we
decide maybe that's not appropriate for
| | 01:33 | this document, we go back to the
Page Color dropdown, and choose No Color.
| | 01:38 | Now, there are other colors to choose from.
| | 01:40 | The Theme Colors are a good idea.
| | 01:42 | If you think you might be changing
themes down the road, the colors will
| | 01:44 | change accordingly.
| | 01:46 | But, if we go down to More Colors,
you'll have choices from that entire palette
| | 01:50 | of 16 million colors.
| | 01:52 | But there are also Fill Effects, if
you prefer to do things like gradients.
| | 01:56 | So, when you look at Fill Effects,
you can use One or Two colors.
| | 01:59 | You can choose the Shading style, for
example. Change the colors you're using;
| | 02:04 | maybe a light green and white, and it's
a very subtle change when we click OK.
| | 02:10 | But, once again, if we don't like it,
we can take that out by going to the Page
| | 02:14 | Color dropdown, and choosing
No Color. How about borders?
| | 02:18 | Maybe that would be more appropriate.
| | 02:20 | We'll click Page Borders.
| | 02:21 | And from here,
we have some presets as well.
| | 02:24 | Page Border is the tab that's
selected in the Borders and Shading section.
| | 02:28 | If we wanted a box, for
example, we could click that.
| | 02:31 | We see a Preview over
here inside the dialog box;
| | 02:34 | we don't see a live preview
in the background.
| | 02:37 | Apply to the whole document, or if we
click the dropdown, it could be just
| | 02:41 | this section, or This Section - First
page only, or This section - All except
| | 02:47 | for the first page. Nice options.
| | 02:50 | So, let's choose This section -
First page only, and click OK.
| | 02:55 | You can see what happens here around
page 2, which is the beginning of section 2.
| | 02:59 | As we scroll down, we don't see that border
around page 3, or any of the pages thereafter.
| | 03:04 | So, a nice little feature. I
like that with our customer letter.
| | 03:07 | Now, the other thing we
can do is apply watermarks.
| | 03:10 | So, let's go down to page 3
here, and we'll just click.
| | 03:13 | Go to Watermark, click that dropdown,
| | 03:17 | and you'll see some presets.
| | 03:18 | Maybe this is just a draft, for example.
| | 03:21 | Well, I don't see a preset for
draft; I see Do Not Copy, and some
| | 03:24 | Confidential options.
| | 03:26 | But, if we wanted to, we could
create our own Custom Watermark as well.
| | 03:30 | We can also find more at Office.com.
| | 03:33 | So, of course, you need to be connected.
| | 03:35 | You need to be online to be
able to select this option.
| | 03:38 | And at any time, we can
remove watermarks as well.
| | 03:40 | Let's go to Custom Watermark.
| | 03:42 | So, it just takes a moment,
| | 03:44 | and the dialog box will open up, where we get to
choose what's going to appear in the background.
| | 03:49 | And by default, it's going to be faded.
| | 03:51 | It could be a picture, or it could be text.
| | 03:54 | If we go to Picture watermark, all we
have to do is select our picture, and it
| | 03:58 | will appear in the background, washed out.
| | 04:00 | It won't be washed out
if we click this checkbox.
| | 04:03 | Also, we can Scale it.
| | 04:04 | Notice, Auto is the default,
| | 04:07 | but we could have the actual size at 100%,
all the way up to 500%, or down to 50.
| | 04:13 | Auto is automatically going
to make it fit the page nicely.
| | 04:16 | Let's go to Text, though.
| | 04:17 | As I mentioned, this is a draft document,
| | 04:19 | so all we need to do is click the
dropdown for Text, and choose Draft from here.
| | 04:24 | We can choose the Font;
| | 04:26 | I'm thinking that san serif would be nice.
| | 04:28 | Let's go all the way up here
and find Arial.
| | 04:31 | Actually, Arial Black is one of my
favorites, because it really shows up.
| | 04:35 | So, this is an alphabetical list.
| | 04:37 | When we select Arial Black, the size,
you can see, is set to Auto, just like it
| | 04:41 | was for a picture watermark,
and we can choose the color.
| | 04:44 | You notice it's going to be
semitransparent.
| | 04:46 | So we can still see our content,
but see this in the background.
| | 04:50 | It can be across the page,
horizontal, or diagonal.
| | 04:52 | When we click Apply, we're
going to see it in the background.
| | 04:55 | Now we can click Close, and just scroll
through our document to see what that looks like.
| | 05:00 | It's very faint.
| | 05:01 | You may not be able to see it on my screen.
| | 05:03 | It's probably more visible on your screen.
| | 05:06 | There, it shows up better on the next page.
| | 05:08 | And of course, at any time, we can
remove a watermark just by simply going to
| | 05:12 | the Watermark dropdown, and
choosing Remove Watermark.
| | 05:15 | So, this is no longer a draft; we
remove that, and it becomes our final copy.
| | 05:20 | So, that's a quick look at page
backgrounds, including borders, colors, and
| | 05:25 | watermarks, keeping in mind that you do
have that ability to set certain options
| | 05:30 | for various sections in your
document if they are already set up.
| | Collapse this transcript |
|
|
6. Formatting Efficiently with Styles and ThemesApplying a theme to a document| 00:00 | As you create documents here in
Microsoft Word, it's important to maintain a
| | 00:04 | consistent look and feel for readability,
| | 00:07 | and the easiest way to do that is through
the use of themes, which we're going to
| | 00:11 | explore right now, working with our
Company Bio document in the Chapter6 folder
| | 00:15 | of your Exercise Files.
| | 00:17 | You can see, as we click up here
in Company Bio, we have a title.
| | 00:20 | We do have a number of headings as
well, and it looks fairly consistent.
| | 00:24 | But let's say we want to change,
maybe, the size of those headings,
| | 00:28 | maybe the fonts, the
colors; even the title itself.
| | 00:32 | We could do all of that manually, and
risk having an inconsistent look and feel,
| | 00:37 | or we can use built-in themes.
| | 00:39 | To do that, all we need to do is
click the Design tab on the ribbon,
| | 00:43 | and in the left-hand corner here, click
the dropdown for Themes, and you'll see
| | 00:48 | a number of presets.
| | 00:50 | Now, as we hover over
these, we get a live preview.
| | 00:52 | Notice, as we move across them, it's really
just the title, Company Bio, that's changing.
| | 00:58 | It's changing sizes, it's changing fonts,
and all of these are options that are
| | 01:04 | part of what we call a theme;
| | 01:06 | font sets, styles, colors, and effects.
| | 01:11 | As we scroll through them all,
you'll see the last one is Wood Type.
| | 01:15 | Let's select that one, just for kicks.
| | 01:17 | So, it's now applied to our document.
| | 01:18 | Our document has a theme, and part
of the theme involves style sets.
| | 01:23 | Notice that we have a
number of them here,
| | 01:25 | and this document style set is the
very first one that's highlighted. As we
| | 01:29 | move across, you'll see names like
Basic (Elegant), and we get a live preview
| | 01:33 | down below in the document, showing us
exactly what it will look like if we
| | 01:37 | make that selection.
| | 01:38 | So, let's go all the way across
to this one called Lines (Simple).
| | 01:43 | When we select it, we see well it
change in font, size, even color, and we've
| | 01:49 | got some graphics in here.
| | 01:50 | We have lines showing up
underneath each of our headings.
| | 01:53 | If you want to change the color scheme
to match your company logo, for example, or
| | 01:58 | just your company in general, click
the Colors dropdown, and you'll see color
| | 02:03 | sets; all part of a theme,
| | 02:05 | and as we move over those,
we'll see live previews as well.
| | 02:08 | Let's go down to green,
and give it a click.
| | 02:11 | That matches our document
a little better.
| | 02:14 | What about the font?
| | 02:15 | Well, part of the Wood style theme is
the font that you see here in the title,
| | 02:20 | and our headings as well,
| | 02:22 | but we can change the fonts
if we wanted to,
| | 02:24 | And we're really creating a
custom theme as we do this,
| | 02:27 | but it's being applied throughout
the document, so it's consistent.
| | 02:31 | As we hover over these different fonts,
we get a quick look; a nice little live
| | 02:35 | preview of what it will look
like if we were to select these.
| | 02:39 | And there are a lot to choose from.
| | 02:41 | I'm going to go with this one, this
Garamond font; give it a click, and
| | 02:45 | that looks pretty good.
| | 02:46 | Scroll through the document;
you'll see it's consistent.
| | 02:48 | Wherever we have headings, they all look
the same; the same color, and the same style.
| | 02:52 | Now, the other thing you can apply
are Effects, and Effects will apply to
| | 02:57 | anything that is graphical in nature that
you've added to your document, like SmartArt.
| | 03:02 | So, if you're drawing rectangles, and
arrows, and so on, you can click the Effects
| | 03:06 | dropdown, and choose different effects.
| | 03:08 | You can see some three-dimensional effects,
some, like Glass, are kind of cool, and Glossy.
| | 03:14 | But we don't have anything like
that in our document to apply it to,
| | 03:17 | so we'll save that for later on, when we
get into things like SmartArt, for example.
| | 03:23 | Well, for now, we've been able to
maintain a consistent look and feel in our
| | 03:27 | document, while changing up things like
our style sets, our color schemes, our
| | 03:31 | fonts, all thanks to themes
here in Word 2013.
| | 03:34 | Let's save our changes,
and continue from here.
| | Collapse this transcript |
| Applying Quick Styles to text| 00:00 | If you're like most people, when it
comes to formatting text in your documents,
| | 00:04 | you're probably selecting it, going up
into the Font group, maybe, of the ribbon,
| | 00:08 | bolding, italics, maybe changing the
color, the size, even the font itself,
| | 00:13 | and if you're doing that, and let's say
you do have headings, like we have in this
| | 00:17 | document, you're doing it multiple
times. And then if you want to change the
| | 00:20 | look of the document,
you're changing multiple times.
| | 00:23 | You can save yourself a lot of time
and hassle by simply using quick styles,
| | 00:27 | which we're going to talk about
right now, as we continue working with our
| | 00:31 | Company Bio document.
| | 00:32 | If you need to get caught up, go to the
Chapter5 folder, and open up Company Bio2.
| | 00:36 | We're going to click right in
Company Bio at the top of page 1.
| | 00:40 | When we do that, and we look at the Font
group, notice, you don't see Bold selected,
| | 00:45 | you don't see a green color
selected for the font color;
| | 00:48 | all of that is actually
part of a quick style,
| | 00:50 | and if we move over to the Styles
section of our ribbon, we see some quick
| | 00:54 | styles, and one of them is
highlighted or selected, and that is Title.
| | 00:58 | So, the formatting that comes with Title
in this particular style set is a large
| | 01:03 | font, and you can see, it's a dark greenish
color, using Garamond, 40 points. Okay, great.
| | 01:10 | If we change style sets, and the title
is formatted differently, in that other
| | 01:15 | style set, it's
automatically applied to our title.
| | 01:18 | Same thing for these headings that
are repeated throughout our document.
| | 01:21 | When we click there, we
don't see any formatting up here.
| | 01:24 | It's all done over here under
Heading 1 in our quick styles.
| | 01:27 | So, as we scroll through our document,
if we see something that needs to be
| | 01:30 | formatted, maybe No Obstacles
Clothing, we can click just left of it,
| | 01:35 | and in this case, it looks like
it's actually part of something bigger.
| | 01:39 | So, let's click inside, and sure
enough, it's a text box. That's okay.
| | 01:43 | We can click and drag over the
text, and apply a quick style.
| | 01:47 | Notice that Bold and
Italics is highlighted here,
| | 01:50 | so somebody formatted this manually.
| | 01:52 | We can turn that off
by clicking them again.
| | 01:55 | How about we apply a
Heading 2 this time?
| | 01:58 | If we hover over Heading 2,
you can see what that looks like.
| | 02:01 | Not bad, but it doesn't
seem to fit properly.
| | 02:03 | Maybe if we click the dropdown,
we'll see something better.
| | 02:06 | Maybe Strong would be a
better choice. So we select that.
| | 02:09 | It looks like it's been
bolded, but it's not, really.
| | 02:12 | It's only using the Strong style.
| | 02:15 | And it's quick style, because we can access it
quickly from our Styles section on the ribbon.
| | 02:20 | All right.
| | 02:20 | Let's just click a little further down
in the document. Applying quick styles is
| | 02:24 | as simple as selecting
them from the ribbon.
| | 02:26 | Well, what if we have a document
that's been formatted manually?
| | 02:30 | Let's switch to another
document simply called Company Bio.
| | 02:34 | Now, in this case, if we click in
Company Bio, the title, it looks different
| | 02:38 | from the rest of our body text,
| | 02:40 | but if we look up at the Styles section,
it looks like Normal has been selected.
| | 02:45 | And as we move over into the Font
section, Bold has been applied, and a dark
| | 02:49 | green color has been applied.
| | 02:51 | All of this has been done manually.
| | 02:53 | What if we go to Mission Statement?
| | 02:54 | It too is Normal text,
| | 02:56 | but it does have some
formatting that's been applied;
| | 03:00 | same thing for Company Description.
| | 03:01 | So, no matter where we click in this document,
it's all Normal style that's been applied,
| | 03:07 | but we have some individual
formatting that needs to be taken care of.
| | 03:11 | So, one thing we might want to do
is change our Company Bio here to an
| | 03:16 | actual quick style;
| | 03:17 | same thing for our headings.
| | 03:19 | I'm going to start with the headings.
| | 03:21 | If we click anywhere in Mission Statement,
and we realize, we don't want to have
| | 03:25 | to select these, and then take out the
formatting, and then apply a quick style,
| | 03:30 | what we can do is select everything
that's formatted this way by going to our
| | 03:33 | Select dropdown, and choose Select
All Text with similar formatting.
| | 03:38 | You can see, we have multiple
headings that have been selected.
| | 03:41 | Now what we can do is remove or
clear formatting, and apply a quick style.
| | 03:46 | To remove the formatting, we go up to
this little guy, it kind of looks like a
| | 03:50 | Band-Aid over text, and it's
actually an eraser I think.
| | 03:53 | We click it, and it
clears all the formatting.
| | 03:56 | Yet, everything is still selected;
everything that is considered to be a heading
| | 04:00 | is still highlighted.
| | 04:02 | That's great, because now we can go to
Heading 1, for example, and select that.
| | 04:07 | Let's go to the very top of our document,
Ctrl+Home, to see what that looks like.
| | 04:11 | Okay, so far so good.
| | 04:12 | Let's go next to Company Bio in the
left margin, click there, and clear
| | 04:16 | formatting as well. And go to, in this case,
Title, and select it; beautiful. All right.
| | 04:23 | So, that was a lot quicker than
manually making those changes.
| | 04:26 | And now, what's even faster is if we
decide to change the look by choosing a
| | 04:30 | different style set, everything is
going to be updated for us automatically.
| | 04:34 | Let's go to the Design tab, where we do
have a number of style sets showing up
| | 04:38 | here in the Document
Formatting section of our ribbon,
| | 04:41 | and the first one is selected.
| | 04:43 | As we hover over it, you can see
that that is This Document's Style Set.
| | 04:47 | But, we have a number of
other ones to choose from,
| | 04:49 | and as we hover over them, we're
going to see changes in our document.
| | 04:53 | Look at Company Bio, and our
headings; you can see how they change.
| | 04:57 | Let's go to this one called
Centered, and select it. Great!
| | 05:01 | Everything has been updated, and we
didn't have to touch a thing, except go to the
| | 05:06 | ribbon, and choose a different style set.
| | 05:07 | Same thing for colors;
| | 05:09 | because we're using the style set colors,
if we change the color scheme, maybe
| | 05:13 | down to something like green, for example,
that's closer to what we want, as you
| | 05:17 | hover over these, you can see
how they're all being updated,
| | 05:20 | whereas individually formatted pieces
of text would not be updated like this.
| | 05:25 | Let's go to green-yellow, and select it.
| | 05:29 | You can probably see the huge advantage
there is to using styles and style sets,
| | 05:33 | as opposed to manually
formatting your text on the fly.
| | 05:37 | Consider this the next time
you create a Word document.
| | 05:40 | Maybe even consider going back to some
of your older documents, clearing the
| | 05:44 | formatting, and replacing them
with quick styles, and style sets.
| | Collapse this transcript |
| Creating your own Quick Styles| 00:00 | Well, we know we can apply quick styles
to existing content in our Word documents.
| | 00:05 | We can also modify quick styles.
| | 00:07 | We can create our own styles.
| | 00:09 | Even create our own style sets.
| | 00:11 | That's what we're going to do as we
continue working with our Company Bio document.
| | 00:15 | Company Bio3, if you're jumping to
this lesson, and need to get caught up.
| | 00:19 | So, as we look at our title, Company Bio,
we click inside it, we notice that it's
| | 00:23 | the Title style that's being used
to make it look the way it does.
| | 00:27 | Well, what if we like that, but we'd
just like it to be a little bit smaller?
| | 00:31 | One way to modify the style
is to make the change first.
| | 00:35 | So let's go over to the left-hand margin,
click next to Company Bio to select it,
| | 00:40 | and now let's just
bump it down a little bit.
| | 00:42 | So, we'll bump it down to 28,
and maybe that's the right size.
| | 00:46 | Notice that there is a
Styles dropdown here as well.
| | 00:49 | When we click that, notice that we
can create a style, we could clear
| | 00:53 | formatting, or apply the style.
| | 00:55 | None of that allows us to actually
modify or update our Title style.
| | 00:59 | So, what we need to do is, once we have
all of our titles selected, and modified, is
| | 01:05 | to go up here to our Styles section of
the ribbon, and click this little guy in
| | 01:09 | the bottom right-hand corner.
| | 01:11 | So this opens up a Styles pane,
and you can see Title is selected.
| | 01:15 | If we click the little dropdown button
to the right of Title, here's where we
| | 01:19 | see an option to update
title to match our selection.
| | 01:24 | When we do that, our title
has just been updated.
| | 01:27 | So, now when we apply this quick style
to any content in our documents, it's
| | 01:32 | going to look the way it
does here in this document.
| | 01:35 | We'll see it better if we go to one of our
headings, like Mission Statement, for example.
| | 01:39 | Notice, that is Heading 1.
| | 01:41 | Let's go to the left margin,
we'll select it,
| | 01:44 | and let's say we want to make
that a little bit bigger.
| | 01:46 | We'll bump it up to 22,
and maybe bold it.
| | 01:49 | That's a perfect looking heading, and
we want to update Heading 1 now by doing
| | 01:55 | what we did with our Title.
| | 01:57 | Just go to the little dropdown arrow that
appears when we hover over Heading 1 on the
| | 02:00 | right-hand side, Update
Heading 1 to Match Selection.
| | 02:03 | When we do that, look what happens to
all of the headings in our document.
| | 02:07 | They all get updated. Beautiful!
| | 02:10 | So that's updating existing quick styles.
| | 02:13 | What about creating our own?
| | 02:15 | Let's just scroll down.
| | 02:16 | You can click anywhere in the document to
deselect anything that might be highlighted.
| | 02:20 | We'll go to No Obstacles Clothing here.
| | 02:22 | We'll select it, and again,
this is inside a text box.
| | 02:25 | So, when we click inside the text box,
we then click and drag over our content,
| | 02:30 | and maybe none of these actual
quick styles is what we're looking for.
| | 02:34 | We want to create our own style.
| | 02:36 | So all we do is click Create a Style.
| | 02:38 | Now, if we do this, we'll
have to apply the formatting.
| | 02:41 | If it's looking the way we want it,
perfect; we are ready to create.
| | 02:44 | If we are not quite ready to
create, we could make some changes.
| | 02:48 | I think it should look a little bit bigger,
| | 02:50 | so let's bump it up.
| | 02:51 | We'll go up to 12 points.
| | 02:53 | Bold and Italics is fine, but I'd
like to change the color as well.
| | 02:56 | Let's go to a dark green at
the top of our Theme Colors.
| | 03:00 | Now we're ready to create the new style.
| | 03:03 | From here, we have
some options, of course.
| | 03:06 | It's no longer showing
the pop-up formatting tools,
| | 03:09 | so we can go over to our
Styles pane, for example.
| | 03:12 | As we move down to the bottom left corner,
here's another way to create a new style.
| | 03:16 | So, when we click that, you'll notice
all of the formatting is already there.
| | 03:20 | The name is Style1 by default,
but we can call it whatever we want.
| | 03:24 | I'm going to call it Secondary Heading.
| | 03:29 | Notice the Style type is set to Paragraph,
| | 03:31 | so it will be applied to entire
paragraphs, including the Return.
| | 03:35 | That's great, we click OK, and now
anytime we want to use that on something else,
| | 03:40 | all we have to do is select our text.
| | 03:42 | It is a quick style that will now appear
on our list of quick styles on the ribbon.
| | 03:47 | It also shows up in the
Styles pane; if that's open,
| | 03:50 | we can select it from there.
Kind of cool.
| | 03:53 | It doesn't really apply
to what we have selected,
| | 03:55 | so let's undo that,
and continue from there.
| | 03:59 | So, we can create our own styles from
existing styles, modify, and we can even
| | 04:05 | create our own style sets.
| | 04:07 | So, if this group of styles is
something we want to be able to use for other
| | 04:12 | documents, of course, we can create our own
style set, and that's we're going to do by
| | 04:16 | going to the Design tab, though, this time.
| | 04:18 | Now, from the dropdown here for our list of
quick style sets, you'll notice that we
| | 04:22 | can Save as a New Style Set.
| | 04:25 | So everything we have here, with all those
changes, can be saved as its own style set.
| | 04:30 | I'm going to call it my own.
| | 04:35 | You can call it your own.
| | 04:37 | When we click Save, we now have
a new style set to choose from.
| | 04:40 | Now, you have to hover over
it to actually see what it is.
| | 04:44 | Click the dropdown, it allows us to
see all of our Built-in, and Custom
| | 04:49 | style sets as well.
| | 04:50 | There is David's Style Set right there.
| | 04:53 | No longer need it, of course, you can
right-click, and delete, which I'm going to do.
| | 04:57 | I really don't need my own style set;
| | 04:59 | I like what I have here in Word 2013.
| | 05:03 | We'll close up our Styles pane.
| | 05:05 | That's a quick look at modifying,
creating Styles, and style sets that you might
| | 05:10 | want to be able use it in any Word
document you create here in Word 2013.
| | Collapse this transcript |
| Restricting formatting to a selection of styles| 00:00 | If you've been following along with me
in this chapter, you now understand the
| | 00:03 | importance of using styles over manual
formatting; the time, and effort that can
| | 00:08 | be saved when reformatting documents.
| | 00:10 | Well, consider this scenario:
| | 00:12 | maybe you've been tasked with
compiling a document that's made up of many
| | 00:15 | different parts, and you have several
other people working on those parts, all
| | 00:19 | applying their own formatting.
| | 00:21 | Now you get the parts back, and you need
to decipher what they were trying to say
| | 00:25 | with that formatting, remove it,
use styles to get a consistent look;
| | 00:29 | very time-consuming, not just for you,
but time is also wasted by those applying
| | 00:34 | the formatting you never
really wanted anyways.
| | 00:36 | So another option here is to restrict
their formatting options, so that they're
| | 00:41 | forced to use styles, and can't
manually format your document.
| | 00:45 | That's what we are going to do
with our Company Bio document here.
| | 00:48 | Company Bio4, if you've jumped to this
lesson, and you need to get caught up.
| | 00:52 | Let's go to the Review tab, and from
here you'll see something called Restrict
| | 00:56 | Editing in the Protect section.
| | 00:58 | Click that to open up the Restrict
Editing pane, and it's at the very top where
| | 01:03 | we see our first option: Limit
formatting to a selection of styles.
| | 01:07 | So that's what we want to
select. That turns it on.
| | 01:10 | Now, by default, they'll have
access to all of the styles.
| | 01:14 | If we were to go down and click Yes,
Started Enforcing Protection, they
| | 01:17 | have every single style available to them,
but they wouldn't be able to manually format.
| | 01:21 | For many people, that's fine,
| | 01:23 | but we can also limit
the number of styles, even.
| | 01:26 | Let's go to the Settings link
here under Formatting Restrictions.
| | 01:30 | Give it a click, and you'll notice
there is a checkmark already next to Limit
| | 01:34 | formatting to a selection of styles,
but the styles are all checked off.
| | 01:37 | That's every single style.
| | 01:39 | One preset I like is Recommended
Minimum. By clicking this, only the ones with
| | 01:44 | Recommended next to them are checked off.
| | 01:46 | All of the rest are
unavailable, like Dark Lists, Tables;
| | 01:51 | maybe we don't need the HTML options here,
because we won't be publishing this to the Web,
| | 01:55 | so we can actually customize this even
further by deselecting the HTML options.
| | 02:02 | There's quite a few of them.
So, you got the idea.
| | 02:05 | We can really pick and choose which
styles people will be able to use, and at the
| | 02:09 | same time know that they won't be able to
use any manual formatting. Let's click OK.
| | 02:15 | This document probably contains
some styles that might not be allowed.
| | 02:18 | Do you want to remove them?
| | 02:20 | You can choose Yes or No at this point.
| | 02:22 | I'm going to choose Yes.
| | 02:23 | Now it's time to Start Enforcing Protection.
| | 02:25 | So, when click this button, we
have the option to use a password.
| | 02:30 | For anyone to do any formatting,
they would need to know the password.
| | 02:33 | It's not restricting them
from getting into the document;
| | 02:36 | it's just restricting the formatting.
| | 02:38 | We have the option of leaving it blank
if we really don't need to use a password.
| | 02:42 | Let's click OK, and leave that blank.
| | 02:44 | You'll notice over here in the Restrict
Editing section now that we are restricted.
| | 02:49 | We know that, because there is a Stop
Protection button that appears at the bottom.
| | 02:53 | If we go to the Home tab now, check it out;
| | 02:55 | we can't even go into the Font section,
and change things like Bold, Italics,
| | 03:00 | the Color of our text.
| | 03:02 | We can't even go into the Paragraph
formatting section, and make any changes there.
| | 03:06 | All we have access to are styles.
| | 03:08 | We see the quick styles here that we
have access to, and of course, we could go to
| | 03:12 | all of the styles if we wanted to
by clicking this little dropdown.
| | 03:16 | Now we know we're going to get
pieces of our document back that are
| | 03:19 | formatted properly.
| | 03:20 | They will be using titles, and headings,
and so on, and our work as the person
| | 03:24 | who's compiling this document
just got a whole lot easier.
| | 03:28 | At the end, when you're done protecting the
document, you can go down to Stop Protection.
| | 03:33 | When you click that link, you
can now deselect the checkbox.
| | 03:35 | If you used a password, you'd be
prompted to use that password to get access
| | 03:40 | to turning this off.
| | 03:42 | Now we are back where we started,
with a document that's unprotected.
| | 03:45 | So, a handy little feature that
might come in handy one day if you're
| | 03:49 | responsible for compiling a document
that might be created or modified by more
| | 03:54 | than one person, and you want to
restrict the formatting to save yourself a
| | 03:57 | little bit of time and hassle.
| | Collapse this transcript |
|
|
7. Creating Bulleted and Numbered ListsCreating a bulleted or numbered list| 00:00 | On occasion, you may need to create a
list of items in your Word documents.
| | 00:04 | Those items could be bulleted to add
some pizzazz. They could be numbered, where
| | 00:09 | there are steps maybe that need to be
followed in a particular order, and if you
| | 00:13 | let Word take care of the bullets and
numbering for you, you will save yourself
| | 00:17 | some headaches down the road if you
need to go back and make changes to the
| | 00:21 | list; maybe add some items or remove items.
| | 00:23 | The numbering is taken care for you,
the bullets, etcetera, if you use the
| | 00:26 | built-in bullets and numbering, which
we are going to do right now, using our
| | 00:30 | Recipes1 document here.
| | 00:32 | We are actually going to scroll down a
few pages to page 3, where we see our
| | 00:36 | first recipe, Working with Asparagus here.
| | 00:39 | We have a list of ingredients,
and we also have a list of steps to
| | 00:42 | be followed in order.
| | 00:44 | One could be a bulleted list; the
other a numbered list. All right.
| | 00:48 | So, let's start with our
ingredient list here.
| | 00:51 | If we want to turn bullets on, we can
go directly to the Paragraph section here
| | 00:55 | of the ribbon, when our Home tab
is selected, and click Bullets.
| | 00:58 | But if we already have the content, we
should select it first, and then turn Bullets on.
| | 01:03 | Notice that at the end of each line, it
looks like we've hit Enter to start a new line.
| | 01:08 | We can know for sure by going up to
the Paragraph section, and clicking the
| | 01:11 | Show/Hide button, and sure enough,
you'll see markers at the end of each line
| | 01:14 | where we hit the Enter key. Okay.
| | 01:17 | So, let's turn those markers off by
clicking the same button, and select each
| | 01:22 | of the lines by going into the left
margin, next to the first line, and
| | 01:26 | dragging straight down.
| | 01:28 | You'll notice the quick tools pop-up
here as well, and it's just a faster way
| | 01:32 | to get to some of the formatting tools,
including, there it is: Bullets, or Numbering.
| | 01:36 | Now in this case, we want to use bullets,
| | 01:39 | so let's just click the Bullets
button itself to take the default.
| | 01:43 | You can see what happens in the
background; we have an indent, a bullet, some
| | 01:47 | spacing, and then our ingredients.
| | 01:49 | If we were to click at the end of any
one of these lines, and hit Enter, we get
| | 01:54 | a new bullet. That's the beauty of using the
built-in bulleted list or numbered list options.
| | 02:00 | If you hit Enter again, look what happens.
| | 02:02 | On occasion, you want to leave blank lines, so
hitting Enter twice gives you that blank line.
| | 02:07 | No longer want it? Hit your Backspace
key on the keyboard to remove the blank
| | 02:12 | line, and we're back
where we started. All right.
| | 02:14 | So that's the bulleted list; the default.
| | 02:16 | Let's go down to our numbered
list here, which needs some numbering.
| | 02:20 | Again, we already have some content, but
sometimes you're creating your bulleted
| | 02:23 | or numbered lists from scratch;
you don't already have the text.
| | 02:27 | So, let's say that's the case. We'll just
click on the blank line above our first
| | 02:30 | step, where it says Place
asparagus, and we'll turn numbering on.
| | 02:34 | Let's just go up to the Paragraph
section here on the ribbon, and click the
| | 02:37 | Numbering button. There it is.
| | 02:39 | So we get the default one indented
space, just like our bullets, and all we have
| | 02:45 | to do now is start typing.
| | 02:46 | So, let's type in the following, and hit
Enter at the end: Preheat oven to 400, etcetera.
| | 02:52 | When you hit Enter, you get the number 2.
| | 02:55 | So the list is being
created on the fly for you.
| | 02:58 | If you don't want numbering -- which we
don't; we are actually want to go back, and
| | 03:03 | apply it to all of our steps --
| | 03:04 | we can go to the left margin, for
example, click and drag across both lines.
| | 03:09 | Even though line number two has
nothing in it, you can see a little bit of
| | 03:13 | shading after the 2.
| | 03:14 | That means you got both lines.
| | 03:16 | When we go to our quick tools here,
you'll notice that the Numbering button is
| | 03:19 | shaded, meaning it's turned on.
Click it again, and it's turned off.
| | 03:22 | So, now we can click on the blank line,
hit Backspace to take it out, and we have
| | 03:27 | all of our steps already there.
| | 03:29 | Let's do like we did with our bulleted list.
| | 03:31 | Go into the left margin, click and drag
down across each of the lines, and turn
| | 03:35 | Numbering on from here.
| | 03:37 | There we go; everything's numbered for us.
| | 03:39 | Of course, the beauty is if we want to
go back and take out one of those steps,
| | 03:44 | the numbering is going to adjust itself
automatically for us. Or if we click at
| | 03:49 | the end of last step, and hit Enter,
we get step number 9 automatically.
| | 03:53 | You don't have to use your tabs, type
in the numbers, add the space between
| | 03:58 | the number and the text, and then go back and
make changes; what a headache that could be.
| | 04:02 | So let's just Backspace a couple of
times, maybe 3 or 4 times to take out the
| | 04:07 | blank linem, and the number 9,
| | 04:09 | and let's see what I'm talking about by
going up at the end of step 3 here,
| | 04:13 | and hit Enter there.
| | 04:14 | Notice, we have a new number 4, and everything
else gets renumbered for us automatically.
| | 04:20 | Hit Enter again, and just like we saw
with bullets, we get a blank line. The
| | 04:23 | numbering readjusts itself again.
| | 04:26 | Hit Backspace, and we're
back where we started.
| | 04:29 | Okay, so that's a good start
creating bulleted and numbered lists.
| | 04:32 | Of course, we can make changes to the
formatting, and the appearance of our
| | 04:35 | bullets, and numbers. We'll talk about
that after we save our document, and move
| | 04:39 | onto the next lesson.
| | Collapse this transcript |
| Changing the format of a bulleted or numbered list| 00:00 | When creating lists here in Microsoft
Word, whether it be a bulleted, or a
| | 00:04 | numbered list, of course, you have the
ability to make formatting changes to
| | 00:09 | change up the look
or feel of your list.
| | 00:11 | So you might want to change the bullet,
the spacing; we're going to talk about
| | 00:15 | that now as we continue working with
our Recipes document. If you jumped to this
| | 00:19 | lesson, you can open up Recipes2
to get caught up. We're on page 3,
| | 00:22 | and we're going to start with
our bulleted list of ingredients.
| | 00:25 | Let's click anywhere in the list.
| | 00:26 | Now, we don't have to go and
select the entire set of items here.
| | 00:31 | All we need to do is click anywhere in
the list, because it's turned on at the
| | 00:35 | beginning, and turned off at the end.
| | 00:36 | Now let's say we want to change the
bullet. We have the default round, black
| | 00:40 | bullet, but there are
others to choose from.
| | 00:42 | Let's go up to our Paragraph section,
where we can see Bullets are turned on,
| | 00:46 | it's shaded, but click the
dropdown this time.
| | 00:49 | Here we have a list of recently used
bullets. There is our default, and you can
| | 00:53 | see it's highlighted in the bullet library.
| | 00:54 | If we want to turn bullets off, None is
an option, and it'll only be turned off
| | 00:59 | for the line we're in.
| | 01:01 | But if we want to change bullets, look
what happens when we hover over some of
| | 01:05 | the other ones; it's changed for
every line in our list. Maybe we like the
| | 01:09 | squares, or this fancy one.
| | 01:11 | There are a few fancy ones in here,
and in fact, if we wanted to, we could
| | 01:15 | define our own bullets.
| | 01:16 | But let's just go with this guy here;
the little round white one that's hollow.
| | 01:21 | Give it a click, and you can see that
changes the look of our list for sure.
| | 01:25 | Well, maybe it should be a little bit
bigger, or smaller, or maybe we want more
| | 01:29 | space in between the bullets, or less of an
indent, for example; that too can be changed.
| | 01:35 | Let's go back to our dropdown, and
this time we'll go to Define New Bullet.
| | 01:40 | Now, from here we can change things
like the character, we can use different
| | 01:44 | symbols; we can even use our
own pictures if we wanted to.
| | 01:48 | Let's go to Symbol here, and choose
from a different font group. We'll click
| | 01:52 | the dropdown, scroll way down near
the bottom; you'll see something called
| | 01:55 | Wingdings, and there are in fact three
categories of Wingdings here to choose from.
| | 02:00 | When you browse through those, you'll see
there are some pretty cool symbols to choose from.
| | 02:04 | Let's go with this little
finger pointing, and click OK.
| | 02:07 | So, we're defining our own bullets now.
| | 02:10 | You can see the Alignment is set to
Left; that's exactly what we want, and
| | 02:15 | there's a Preview down
below. So, let's click OK,
| | 02:17 | and you can see it's changed
for the entire group.
| | 02:21 | We also see this little guy the AutoCorrect
options dropdown appear, which we
| | 02:25 | can click if we want to
undo that, and start over.
| | 02:29 | We'll just leave it as is.
| | 02:31 | Now, I want you to see on the actual
ruler at the very top of your screen,
| | 02:35 | there are some things
happening here as well.
| | 02:37 | If you don't see the ruler, just click View,
and turn the Ruler on from the Show section.
| | 02:42 | Inside our bulleted lists, you can see
there's an indent, and as we hover over
| | 02:46 | that little guy, you can see it's a
First Line Indent, and then there's some
| | 02:49 | spacing here as well that takes us
to the Hanging Indent, and Left Indent,
| | 02:55 | and it's actually a Left Indent
that's being used between our bullets.
| | 02:58 | So, if we wanted to, we could
change those items as well.
| | 03:01 | This time, though, we do need to select
each one of the lines in our lists, so
| | 03:05 | we're not affecting a single line, and
we'll go up to the ruler, and let's just
| | 03:10 | drag the First Line Indent over to
the left, right to the left margin.
| | 03:15 | So, you can see what it does now.
| | 03:16 | There's no indent from the left
margin, and there's more space here.
| | 03:19 | If you don't like that space,
that's okay.
| | 03:22 | Just go to that little icon, when you
see a pop-up saying you're on the Left
| | 03:26 | Indent, click, and drag that in.
| | 03:28 | Now you can see what's happening at the top;
we're also moving our First Line Indent.
| | 03:32 | So if you didn't want that, just go
back up, and drag it to the left margin, or
| | 03:36 | maybe just past. There we go.
| | 03:38 | So you have full control over how your
bullets are going to appear, and where they
| | 03:43 | are going to appear as well.
| | 03:44 | Same thing goes for your numbered list.
| | 03:47 | So, if we wanted to, we could click and
drag from item 1 here in the left margin
| | 03:51 | all the way down to 8, and from our pop-up
tools, we can click the dropdown next
| | 03:56 | to Numbering, and you'll see there are a
number of different options to choose from.
| | 04:00 | Maybe it would look better with these
round brackets; I kind of like that,
| | 04:03 | so we'll give it a click. We'll go
back to the dropdown, and just like we saw
| | 04:08 | with bullets, we can do some cool
things, like Define New Number Format. Give
| | 04:12 | that a click, opens up the dialogue;
now you can see the Number styles that we
| | 04:16 | can choose from: Roman
numerals, letters, upper or lowercase.
| | 04:20 | I think we have the right Number style.
| | 04:22 | We could change the Font, and
the format; you can see it there.
| | 04:26 | If we wanted to add any additional
text, we could. Left-aligned;
| | 04:29 | that all looks okay, so we'll
just click OK, and keep it as is.
| | 04:33 | And again, as you can see on the ruler,
we have access to the indents, and
| | 04:37 | spacing, and I think it's
okay just the way it is.
| | 04:40 | So let's save our changes before we
move on to editing our lists of items,
| | 04:46 | including adding sublevels to our lists.
| | 04:49 | That's all coming up next.
| | Collapse this transcript |
| Creating levels in a list| 00:00 | When creating your lists here in
Microsoft Word, whether they'd be bulleted or
| | 00:04 | numbered lists, you have the ability
to add additional levels. Think about
| | 00:08 | substeps for certain steps, for example.
| | 00:11 | We're going to look at creating those
different levels as we continue to work
| | 00:14 | with our Recipes document, and if you
need to get caught up, you can go to the
| | 00:18 | Chapter7 folder, and open up Recipes3.
| | 00:21 | Here on page 3, we do have our
bulleted list, as well as our numbered list.
| | 00:25 | Let's begin with the bulleted list.
| | 00:26 | We'll just click after the
word stalks in the first line.
| | 00:29 | We know when we hit Enter, we're
going to get a new bullet automatically,
| | 00:33 | because we're using the bullet
function, and it's a level 1 bullet.
| | 00:38 | But if we wanted a subset here of our 24
thin asparagus stalks, we could hit the
| | 00:42 | Tab key to go down to level 2.
| | 00:45 | Now all we have to do is continue typing.
| | 00:47 | Let's type in the
following: 4-6 inches in length.
| | 00:54 | When you press Enter, you
now get a new level 2 bullet.
| | 00:57 | If you want to go down the level,
hit Tab; there's our third level.
| | 01:01 | Hold your Shift key and press Tab to
go back up a level; that's the exact
| | 01:05 | opposite of pressing Tab.
| | 01:07 | If you didn't really need it at all,
all you need to do is click in the left
| | 01:12 | margin on that line, and hit Delete on
your keyboard; it's removed, and everything
| | 01:15 | else collapses in,
and adjusts itself nicely.
| | 01:18 | Now, the bullets that you see for the
various levels are based on the style that
| | 01:22 | was selected when you were
creating your list in the first place.
| | 01:26 | Let's experiment with our numbered list now.
| | 01:29 | After number 4, where it says Roast 30
minutes, turning once, we'll click at
| | 01:32 | the end of that line.
| | 01:33 | We know when we hit Enter, we're going
to get a new number 5, and the rest of the
| | 01:38 | list is renumbered automatically for us.
| | 01:40 | Just like we did with our bullets,
we can hit the Tab key on the keyboard to
| | 01:44 | go down to a second level, and notice
that the numbering here is actually a
| | 01:48 | lowercase letter: letter a.
| | 01:51 | So, let's type in Use tongs to turn,
we'll press Enter, there is b. If we hit
| | 01:57 | Tab, we're down a level. Hold Shift and
press Tab; we are back up a level. Hold
| | 02:02 | Shift and press Tab again to go back up a
level, if you really wanted a new level 1.
| | 02:07 | But we do want a new level 2,
so we'll hit Tab.
| | 02:09 | Let's type in Cover with foil
after removing. There we go.
| | 02:16 | So, as you can see, there are a number of
different levels automatically that will
| | 02:20 | appear in your bullet and numbered list,
based on the style you've selected for
| | 02:25 | those bullets, or numbering, and of course,
you have the ability to customize those,
| | 02:29 | just like we did with our
bulleted lists in a previous lesson.
| | 02:32 | The other thing that you can consider
is using something called a multilevel
| | 02:36 | list; something we'll talk
about in the next lesson.
| | Collapse this transcript |
| Creating a multilevel list with styles| 00:00 | A multilevel list is simply a
variation of a bulleted or numbered list.
| | 00:05 | In the previous lesson, when we went
to a list, and hit Enter after one of the
| | 00:09 | items, and then used our Tab key to go
down a level, we turned a bulleted or
| | 00:13 | numbered list into a multilevel list,
| | 00:15 | but there are also some presets, and they
can tie into styles as well, which we're
| | 00:19 | going to explore now using this
document called Multilevel List.
| | 00:23 | As you know, when we click in the title
here, we can go to our quick styles to
| | 00:27 | see what style has been
applied, and it as the Title style.
| | 00:31 | If we go into any of the items, Main,
or Sub level items, notice that it's the
| | 00:35 | Normal style that's been applied, and
if we look over here in the Navigation
| | 00:39 | pane under Headings, there aren't any.
| | 00:41 | But that can all change if we go
to some Multilevel List options.
| | 00:44 | Let's click and drag in the left margin
from Main Level all the way down to the
| | 00:49 | last Main Level, and with them all
selected, we get the pop-up tools. There is
| | 00:52 | no option here for what we would call a
multilevel list. We need to go to the
| | 00:56 | Paragraph section, and after bulleted, and
numbered lists, we see Multilevel List.
| | 01:01 | Give that a click,
and you'll see some options.
| | 01:03 | First of all, you'll see some numbered
options, different formatting, some bullets;
| | 01:09 | we'll also see some that involve text, like
articles, and sections, or chapters, for example.
| | 01:14 | Let's go to Article, give that a click,
and look what happens here; not only do
| | 01:19 | we have a multilevel List, but we
also have some new quick styles showing up,
| | 01:24 | and the headings have been applied.
| | 01:26 | We now have the headings
in our document.
| | 01:28 | Now, some of these do not belong as
articles; they should be sublevels, so
| | 01:32 | let's click in front of Sub level, the first
one here after Article 2, and hit the Tab key.
| | 01:38 | Notice, it now becomes what we would
call a Heading 2 style with sections,
| | 01:42 | so we have chat some text here involved
in this particular multilevel list option.
| | 01:47 | We could do the same for the
second Sub level, using our Tab key.
| | 01:50 | Everything else is renumbered.
| | 01:51 | We can do two at a time as well.
| | 01:54 | So, next to Article 3, and 4, we can
click and drag across those two Sub levels,
| | 01:58 | and hit our Tab key
to move them down a level.
| | 02:01 | Now, in this case, there
might be a third level, perhaps.
| | 02:04 | Let's see if there is.
| | 02:05 | Let's click in front of
Section 2.02, and hit Tab.
| | 02:09 | As you can see, there is a
third Sub level here as well.
| | 02:12 | You Shift+Tab to go back
up a level, just like that.
| | 02:16 | So that's kind of cool, but what's
really cool is that we're now using styles.
| | 02:20 | So, for example, if we don't like the
way Article 1 Main level, and Article 2, and
| | 02:25 | 3 look, we can make adjustments, and
update it for our entire document.
| | 02:29 | So, when you click inside Article 1,
notice 2 and 3 are also highlighted.
| | 02:34 | Now if we wanted to make a change,
maybe we want to bump that font up a little
| | 02:38 | bit, we could do that from our Font
section on the ribbon, and they're all bumped
| | 02:42 | up. I'll bump them down.
| | 02:44 | Now we can also right-click Heading 1
Article, and update the heading if we make
| | 02:49 | a change to any of the items, so let's
try that. Let's go to Main Level here,
| | 02:54 | select that, and let's bold it.
| | 02:57 | So, if we like that, and we want the
rest to appear that way, we can go to the
| | 03:02 | actual quick style, right-click, and
update Heading 1 to match selection, and
| | 03:06 | you can see the rest of them have now been
updated to match what we changed in our first one.
| | 03:12 | This is all thanks to the use of styles.
| | 03:14 | And again, because we're updating our
style set, if we wanted to, we could save
| | 03:19 | this style set, so we could
use it on further documents.
| | 03:22 | That would just mean going to the
Design tab here, and from here, if we wanted
| | 03:26 | to, we could update our quick styles
by clicking the dropdown, and saving it
| | 03:31 | as a new style set.
| | 03:33 | Give it whatever name you'd like, and you
will always have it for future documents.
| | 03:37 | So that's the advantage to the multilevel
list, some of them with text, but you
| | 03:41 | also have the ability to update
those, and save them for future use.
| | Collapse this transcript |
|
|
8. Working with TablesCreating new tables from scratch| 00:00 | One of the best ways to ensure text you
are entering in your document is going
| | 00:04 | to stay organized -- let's
say you need columns, and rows --
| | 00:08 | well, you're going to create a table,
and there are different ways of creating
| | 00:12 | tables here in Microsoft Word.
| | 00:13 | We're going to use this document
called Asparagus1 to experiment.
| | 00:17 | Let's just scroll down into this
document, just above the directions that
| | 00:21 | begin with Preheat oven.
| | 00:23 | We'll click right above that.
| | 00:24 | This would be a good place for an
ingredient list, and as we think ahead to our
| | 00:29 | table, we want to show the quantity of
an ingredient, as well as a description of
| | 00:34 | the ingredient; that means two columns.
| | 00:36 | Now, depending on the number of
ingredients in our recipe, we'll need several
| | 00:40 | rows, but that can be
determined on the fly as well.
| | 00:43 | So, let's look at different ways to
insert the table at our flashing cursor.
| | 00:47 | We'll go to the Insert tab, and
you'll see a Table dropdown.
| | 00:51 | Give it a click, and the first option is to
simply move across these cells, and click.
| | 00:57 | So, if we wanted two columns, and maybe we
wanted six rows, or more even; we could go
| | 01:03 | as high as eight using this method.
| | 01:05 | Let's just go to six, though, and click.
| | 01:08 | Now we have our table, and you can
see what's happening here; it's filling,
| | 01:11 | automatically, the full width of
our page in between the margins, and
| | 01:15 | creating two equal columns. All right.
| | 01:18 | That might not be exactly what we're
looking for, but it can be adjusted.
| | 01:21 | We suddenly have a number of design
and layout table tools at our disposal on
| | 01:26 | the ribbon, but let's click
Undo, and look at another method.
| | 01:30 | Again, we'll go to the Insert tab, click
Table, and choose Insert Table this time.
| | 01:35 | This gives us a dialog box where we can
choose the number of columns and rows.
| | 01:39 | We can type it in; for example, 2 for
the Number of columns, and the Number of
| | 01:44 | rows, we can bump this up to, say, 5.
| | 01:46 | Also, down below, you can see the AutoFit
behavior is set to Fixed column width.
| | 01:51 | So, as we enter our content, the columns
aren't going to expand to accept more
| | 01:55 | content; it's going to wrap
around, and create a taller row.
| | 01:59 | If we'd rather have this fixed, we can
change the numbers, as you can see, using
| | 02:04 | the up arrow here. We go in
increments of a 10th of an inch.
| | 02:08 | So, we have some control before
we actually create the table here.
| | 02:12 | We can also AutoFit contents, which
will automatically accept our contents, and
| | 02:17 | automatically create a table, kind of
like what we just saw when we created a
| | 02:22 | table using the previous method.
| | 02:24 | AutoFit window is automatically
going to fit the entire window.
| | 02:27 | Whatever we select here can also be saved.
| | 02:30 | We can remember these dimensions for
any new tables we might create in this
| | 02:33 | document; that way
we have a consistent look.
| | 02:36 | Let's click Cancel, because there
is another way for us to create a table.
| | 02:40 | I kind of like it, because it gives us a
little more control over the dimensions.
| | 02:44 | Click the Table dropdown,
and choose Draw Table.
| | 02:48 | Now when you move your mouse pointer
into the document itself, you can see it's
| | 02:52 | changing to a pencil.
| | 02:53 | You're ready to start drawing.
| | 02:55 | So, if we wanted to, we could draw
the full width of our table here.
| | 02:59 | Let's go from, not quite at the left
margin, we'll just go in a little bit,
| | 03:03 | across, and not quite all the
way to the right margin, and down.
| | 03:07 | When we release, we've actually
created the beginnings of our table.
| | 03:11 | It's one big cell, but we
still have the pencil icon.
| | 03:14 | So if we want to create columns,
all we have to do is draw the lines.
| | 03:18 | Let's go at about the 2 inch mark on the
ruler, click, and drag down, and when you
| | 03:22 | see it changed into that dashed
faded line, release your mouse,
| | 03:26 | and now we have two columns.
| | 03:28 | We could do the same if
we wanted another column.
| | 03:30 | And then we realize we only
need two, so we can remove.
| | 03:34 | Look at the Layout tools that
are highlighted on the ribbon.
| | 03:36 | There's one for the Eraser.
| | 03:39 | Just click on the line, and it's
erased, so we're back to two columns.
| | 03:43 | Now we're ready to start
working with our table,
| | 03:45 | so let's just double-click inside the
first cell, and we're ready to start typing.
| | 03:50 | Let's say our first
ingredient is 2 tablespoons. Of what?
| | 03:55 | Well, we'll use our Tab key;
that gets us over to the next cell.
| | 03:59 | Let's type in Olive Oil.
| | 04:02 | Now watch what happens when we hit the
Tab key again. We get a brand new row.
| | 04:06 | So maybe we want 24, Tab,
Stocks of Asparagus.
| | 04:14 | Hit your Tab key, and there's another row.
| | 04:17 | Now, of course, once we've got all of
our ingredients in there, we can move our
| | 04:22 | columns around just by moving to the
line in between; notice the double arrows,
| | 04:26 | so we can adjust it.
| | 04:27 | These are all things we're going to do
a little bit later, once we have a full
| | 04:31 | table, full of contents in there.
| | 04:33 | Of course, there are other ways to create
tables if you already have your contents.
| | 04:37 | If you have the text, you
can convert it into a table.
| | 04:40 | We'll talk about that next.
| | Collapse this transcript |
| Converting existing text to a table| 00:00 | Sometimes when you want to create a
table, you already have the text, and
| | 00:04 | you don't want to have to reenter that text,
or even cut and paste it into a new table,
| | 00:09 | so another option is to actually
convert that text into a table.
| | 00:13 | It'll work well if you've
got consistent separators.
| | 00:17 | Take a look at our document called
Asparagus2 here, where we already have our
| | 00:21 | ingredient list made up of quantities,
and descriptions, and in between each of
| | 00:27 | the numbers or quantities, and the
description, whoever has entered this has
| | 00:31 | hit the Tab key to do so.
| | 00:33 | So the separator here is a Tab.
| | 00:36 | That's good to know when we go
to create a table from this text.
| | 00:40 | So the first step is to select it.
| | 00:42 | Let's click in the margin next to 24,
click and drag all the way down to get
| | 00:46 | every one of the lines, and now when
we go up to the Insert tab, click the
| | 00:50 | Table dropdown, you'll notice a Convert Text
to Table option, which we're going to select.
| | 00:56 | When we do this, we get a dialog box.
| | 00:58 | You'll see the Number of columns its
thinking it's going to create here is 2.
| | 01:02 | The Number of rows is 7; one
for each of our ingredients.
| | 01:05 | Also the Fixed column width is
set to Auto; you can see that here.
| | 01:09 | Separate text at the Tabs.
| | 01:11 | So, the Tabs are selected.
| | 01:13 | If we had used commas, we could have
used that, or paragraphs, which are returns,
| | 01:17 | or Other, for that matter. Maybe it's
dashes, for example, or stars, or whatever.
| | 01:22 | If you choose Other, you can enter
that character here, but we're using tabs.
| | 01:26 | It's already selected.
| | 01:27 | All we have to do is click OK, and
look what happens. That's beautiful.
| | 01:31 | Notice that the first column is set to
automatically fit the content, and it's
| | 01:35 | wrapping around here, and in our second
column, where we have our ingredients, you
| | 01:40 | can see everything fits nicely there.
| | 01:42 | Now, of course, we have all of the design
and layout tools available to us here on
| | 01:46 | the ribbon now, so we can change the
look of this, but how fast was that to
| | 01:50 | create a table out of our existing text,
and not have to copy, or cut and paste it
| | 01:57 | into a new table we might've created?
| | 01:59 | That's a nice little feature here
in Word 2013 that I really like.
| | 02:03 | Now it's time to spruce up our table.
| | 02:05 | We'll talk about that next.
| | Collapse this transcript |
| Formatting table appearance| 00:00 | When you create a table in Microsoft
Word, whether you draw the table, insert
| | 00:04 | a brand new table, or even convert text to
a table, like we did in the previous lesson,
| | 00:09 | inside the table, as long as your cursor
is there, you'll notice that you have a
| | 00:14 | number of Design, and Layout options
on the ribbon, appearing under the Table
| | 00:17 | Tools heading. So, we're going to take a
look at how we can spice this table up.
| | 00:22 | The default is, as you can see, a
single black line for each of the rows and
| | 00:26 | columns, so all of the cells look
exactly the same; maybe different widths,
| | 00:30 | but that's about it.
| | 00:31 | So, with your cursor anywhere in the table,
you can now go to, for example, some table styles.
| | 00:37 | As you hover over these table styles,
you're going to see a live preview.
| | 00:41 | In this case, you can see there's a
lighter grid than the default, which has a
| | 00:45 | much darker grid. Or maybe you want every
second row to be highlighted; that's an
| | 00:50 | option using Plain Table 1. As you
hover over these, I kind of like Plain
| | 00:54 | Table 2, where we don't ask to see the
separators for the columns, or the borders
| | 00:59 | on the left and right of the
table; that's kind of interesting.
| | 01:03 | Some tables are going to use header
rows, and have columns down the left-hand
| | 01:07 | side used as header columns.
| | 01:10 | As we move over to Plain Table 4, you
can see we don't have any grid at all, but
| | 01:14 | we do have some shading, and click
this dropdown, and there's quite a bit to
| | 01:18 | choose from, including
some color-coded ones.
| | 01:21 | So, as we hover over those, we're going to
see in the background a live preview as well.
| | 01:25 | I'm going to go to this green one down
here: Grid Table 6 Colorful - Accent 6,
| | 01:31 | and give it a click.
| | 01:32 | Now, in this case, we don't really need
a header row -- a header row is typically
| | 01:36 | going to be titles, for example -- unless
we wanted to add a row that would say
| | 01:41 | quantity, and maybe description on the right,
but I think it's fine just the way it is.
| | 01:46 | So we can go up here to the ribbon
and deselect Header Row, and that will
| | 01:50 | affect the formatting.
| | 01:51 | Without the header row, you'll see
that it goes to simple formatting, with
| | 01:56 | alternating rows of green shading,
according to the style we selected. That's
| | 02:00 | the Banded Rows we see.
| | 02:02 | Now, if at first you don't like those,
| | 02:04 | you can turn that off,
and see what it looks like.
| | 02:07 | I like the banded rows. Kind of separates
the rows; makes it a little easier to read.
| | 02:11 | And First Column, you can see, it's all
bolded here, as if these were titles, but
| | 02:15 | we don't really need a first column
either, so we can deselect that checkbox.
| | 02:20 | If you want to change the shading, now
we're totally getting away from the table
| | 02:24 | style we selected, but you can go to
maybe a lighter green if you wanted to.
| | 02:28 | Notice what's happening; it's
only the cell that your cursor is in,
| | 02:32 | so if you want to change the entire table
shading, then you would go to the table itself;
| | 02:37 | in the top left corner, you're
going to see this little icon, the
| | 02:40 | four-cornered arrow.
| | 02:41 | Give it a click, and your
entire table is now selected.
| | 02:44 | Of course, you do get some tools at your
disposal here in the quick tools dialog,
| | 02:50 | but we don't really want any of those.
| | 02:51 | We're going to go up to Shading now.
| | 02:53 | Now, as we hover over, you can see
what's happing; the entire table is affected.
| | 02:57 | So, we lose our banded rows
if we go this route,
| | 03:00 | but you do have that option, and you can
go to the Standard Colors, Theme Colors,
| | 03:04 | and More Colors, if you want to go to
the 16 million colors you can choose from.
| | 03:09 | Also, we can make changes
to our Border Styles.
| | 03:13 | So, if we click the dropdown for Border
Style, you can see it's solid right now,
| | 03:17 | but we could go to a double line if we
wanted to, or we could go to colors. I'm
| | 03:21 | going to go to the double line color.
| | 03:23 | As you can see now, we have this Border
Painter that allows us to go around the
| | 03:27 | border, painting exactly what we want.
| | 03:30 | There we go. We have got the double
there, double there, we go all the way
| | 03:36 | around, clicking and dragging
from one corner to the next; perfect.
| | 03:41 | Now, that's the Pen Color; that can
also be adjusted. You can see the size or
| | 03:45 | width of our line could also
be adjusted if we wanted to.
| | 03:49 | But let's just leave it at that,
and now we'll just go up here to the
| | 03:52 | top left corner, and click outside the table
to see what that looks like. Very interesting.
| | 03:57 | A lot of formatting options at
your disposal here in Word 2013.
| | 04:01 | Let's click inside the table again. We
get the Design tab back. We also get a
| | 04:07 | Layout tab, and it's from here where
we can start doing things like viewing
| | 04:11 | gridlines, and table properties,
drawing tables, and erasing.
| | 04:16 | Here is where we can go
to insert rows and columns.
| | 04:19 | So, let's click anywhere in the first
row, and let's say we do want a header row;
| | 04:23 | we can insert above.
| | 04:25 | When you choose Insert Above, there is
a new row, and it appears just above our
| | 04:29 | flashing cursor, and at this point, we
might want to make this a header row.
| | 04:34 | So let's go back to the Design tab, and
now we can turn on Header Row, and if we
| | 04:39 | wanted to, we can type in things in
these cells. It's going to be formatted a
| | 04:43 | little differently
than the rest of the table.
| | 04:45 | Type in quantity; notice it's bolded.
| | 04:47 | Hit your Tab key to move to the next
cell, and type in Description. There you go.
| | 04:53 | Let's go back to Layout now for a
second, so you know that there are a
| | 04:57 | number of other options, such as splitting
and merging cells, changing the width
| | 05:02 | and height, distributing rows and
columns; things we're going to talk about as
| | 05:06 | we move through the
various movies in this chapter.
| | 05:08 | For now, you can see we
have a nice looking table.
| | 05:11 | It's been reformatted to make it a
little bit easier to read, and match the
| | 05:15 | rest of our document.
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| Using Quick Tables| 00:00 | Aside from the tables you create yourself
here in Microsoft Word, there are also
| | 00:04 | a number of pre-populated tables to
choose from. They are called quick tables.
| | 00:08 | We're going to take a look at them now.
| | 00:10 | Let's just continue
working with our Asparagus file.
| | 00:13 | If you need to get caught up, open up
Asparagus4, and let's scroll down to the
| | 00:17 | bottom, and we'll click at the end of
Yields 8 servings, and just hit Enter,
| | 00:22 | maybe twice to leave some space.
| | 00:23 | Now, if we want to insert a table, we
could go to the Insert tab, and we already
| | 00:28 | know, by clicking the Table dropdown,
there are a number of different options
| | 00:31 | for creating a table that will be
inserted at our flashing cursor.
| | 00:35 | But way down at the bottom is also
something called Quick Tables, and when you
| | 00:39 | move down there, you'll notice a little
arrow off to the right, showing you some
| | 00:43 | built-in tables,
like Calendars, for example.
| | 00:46 | As we scroll a little further down, you'll
see some College options, a Tabular List,
| | 00:52 | so if there's something here that looks
like what you're trying to create, you
| | 00:55 | can get a nice jump start
by selecting one of them.
| | 00:58 | For example, let's choose Calendar 2.
| | 01:00 | Now, when we do that, you can see
it is inserted into the document.
| | 01:04 | Now, in this case, there wasn't enough
room at the bottom of the first page; a
| | 01:08 | new page is created to accommodate it.
| | 01:09 | You can see, down in the bottom right-hand
corner, this little handle. That
| | 01:13 | allows you to take this,
and treat it like an object.
| | 01:15 | For example, if I want to make it bigger,
click and drag out, and you can see it grows.
| | 01:20 | We can stretch it out wide, we can
lengthen it, or do both by going diagonally.
| | 01:26 | Once we have the size we're
looking for, we release, and voila!
| | 01:30 | So, this is an example of a
table that's pre-populated.
| | 01:32 | Of course, if we wanted to change it
to add our own month, and year, and then
| | 01:38 | rearrange these numbers,
| | 01:39 | we already have the table set up; it's
just a matter of rearranging the data
| | 01:43 | that's found inside it.
| | 01:45 | So let's just scroll down a little bit.
| | 01:46 | We'll click at the end of the table,
hit Enter a couple of times, and take
| | 01:49 | a look at one more.
| | 01:50 | Click Insert > Table, and then down to Quick
Tables. Let's scroll down to the Tabular List.
| | 01:58 | We'll select it, and as you can see,
this might have been a good one to start
| | 02:02 | with for our ingredient
list. There are two columns.
| | 02:04 | We have Item and Needed at the top.
We could replace that with Quantity and
| | 02:09 | Description, have the amounts down the
left-hand column; the description for the
| | 02:13 | ingredients down the right-hand column.
| | 02:15 | And again, it's an object.
| | 02:16 | We could stretch it out if we needed to.
| | 02:19 | And although we don't see the actual
borders, because of the formatting of this
| | 02:23 | table, as we move to the border, we see
the double arrow; we could then adjust
| | 02:28 | the column widths, for example,
and get exactly what we needed.
| | 02:31 | Then it's just a matter of replacing
the existing content with our own.
| | 02:35 | So those are quick tables; something to
explore when you want to create a table.
| | 02:39 | You might get a nice head start by
finding something in the list of Quick
| | 02:42 | Tables here in Word 2013.
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| Adding and removing columns and rows| 00:00 | It's almost guaranteed when you create
tables in a Microsoft Word document, at
| | 00:05 | some point, you may need to go
back and make some adjustments.
| | 00:08 | Perhaps you need additional rows, or
columns, or maybe you have too many, and you
| | 00:12 | need to remove some.
| | 00:13 | That's what we're going to investigate
right now, as we continue working with
| | 00:16 | our Asparagus file.
| | 00:18 | If you jumped to this lesson, you can
get caught up by opening up Asparagus5.
| | 00:22 | We're going to work with the
table on page 1: our ingredient list.
| | 00:25 | As soon as we click inside a table,
you'll notice that the Table Tools appear at
| | 00:30 | the end of the ribbon with
two tabs: Design, and Layout.
| | 00:33 | Let's say we wanted an
extra row above the first row.
| | 00:37 | Well, all we have to do is make sure
our cursor is flashing in the first row
| | 00:41 | when we go up to the Layout tab, into
the Rows & Columns section, and you'll
| | 00:46 | notice options for inserting rows, and
columns, above your flashing cursor, below,
| | 00:52 | and same thing for columns,
only left, and right.
| | 00:54 | We want one above, so watch what happens
to our current header row; you can see
| | 00:59 | the bold formatting that's
applied to our first row by default.
| | 01:03 | When we insert above, by clicking
Insert Above, the bolding is gone; it's no
| | 01:07 | longer the header row.
| | 01:08 | The first row is always the header row.
| | 01:10 | So let's just click in the second cell,
and type in, in all caps, Ingredient List.
| | 01:16 | That's our new title.
| | 01:18 | So, it is the header row, and we see that
when we go to the Design tab here under
| | 01:22 | Table Tools that that is indeed turned on.
| | 01:24 | Okay, let's go back to Layout now.
| | 01:26 | Let's say we want to insert an extra
column between Quantity and Description.
| | 01:30 | Well, it doesn't matter where we are
in our table as long as we are in one of
| | 01:35 | those columns, when we go up to the
Rows & Columns section to insert a column.
| | 01:39 | If we are on the right-hand column, we
want to insert one on the left. If we are
| | 01:43 | in the first column, we want
to insert one to the right.
| | 01:46 | So it's nice that you don't have to be
anywhere specific; you just have to choose the
| | 01:50 | right insertion button.
| | 01:51 | Let's choose Insert Left. There we go.
| | 01:53 | And you can see what happens here;
the column widths are adjusted for us
| | 01:57 | automatically, and we
probably want to make some changes.
| | 02:00 | To do that, just go to the border
between the new second column, and the third
| | 02:05 | column, and when you see the double
arrows going left and right, that means
| | 02:09 | you're on the border.
| | 02:11 | Click and drag to adjust.
| | 02:13 | Now, another option is, if you want to
be specific, to type in the width; you'll
| | 02:17 | notice that here in the Layout
tab as well, in the cell size.
| | 02:21 | So for the Width, I currently see 1.33.
You probably see something different,
| | 02:25 | but we can click to highlight and type
in our own value, like 1.3, for example, and
| | 02:31 | when you hit Enter, it's
adjusted for you. All right
| | 02:34 | Then we realize, wait a second;
| | 02:36 | we really don't need that column at all.
| | 02:38 | We have everything we need.
| | 02:39 | So as long as we're anywhere in that
column, we can go back to the ribbon, with
| | 02:43 | the Layout tab selected under Table
Tools, and choose to Delete. Click the
| | 02:48 | Delete dropdown, and you'll see your
options: the Cell, the entire Column, the
| | 02:53 | Row, or the entire Table.
| | 02:55 | If we had multiple cells selected,
going across multiple columns, we could
| | 02:59 | delete all of those columns at
once, but we haven't done that.
| | 03:03 | We're just flashing in the one
column, which is all we want to delete.
| | 03:06 | So when we click Delete Columns,
it's gone.
| | 03:08 | Now, one thing that didn't happen is our second
column here didn't stretch out to the margin,
| | 03:14 | so we might have a little bit of fixing
up to do by going off to the right here.
| | 03:18 | First, though, you'll notice that
column 1 is a little too narrow.
| | 03:21 | Let's click and drag it off to the
right, and let's go to the very far border on
| | 03:26 | the right-hand side. Again, you're
looking for that double arrow pointing left
| | 03:29 | and right to click and drag.
| | 03:31 | Let's go all the way to about
six and a half, and release. Beautiful!
| | 03:36 | So, it's no problem; when you create a
table, you're not really stuck with what
| | 03:40 | you have as far as the
design and layout go.
| | 03:43 | You can add and remove
rows and columns at any time.
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| Sorting data in a table| 00:00 | When creating tables here in Microsoft
Word, and entering data into those table
| | 00:04 | cells, down the road, you may
decide you want to sort that data.
| | 00:09 | So, sorting a column, for example, will the
corresponding columns match up after the sort?
| | 00:14 | The answer is yes,
| | 00:15 | and it's all automated for you here in Microsoft
Word. You do not need to do this manually.
| | 00:20 | Let's continue working with our
Asparagus file here, working on our table on
| | 00:24 | page 1; our Ingredient List.
| | 00:26 | If you have jumped to this lesson, you
can get caught by opening up Asparagus6.
| | 00:30 | Now, you can see we do have some
cells that contain kind of like headings,
| | 00:35 | Quantity, and Description; we
do have a header row as well.
| | 00:38 | So, if we want to sort certain rows, all
we have to do is select the cells in a
| | 00:43 | column for the rows we want sorted, so
that means everything from, as you can see,
| | 00:47 | thin asparagus stalks down
to Golden Delicious apple.
| | 00:51 | So let's just click and drag all the
way down, so we cover all of the rows that
| | 00:55 | we want sorted. Keep a lookout over
here on the left-hand side, making sure 24
| | 01:00 | follows thin asparagus, and so on.
| | 01:03 | Now when we go up to the Layout tab
for Table Tools, you'll notice there's a
| | 01:08 | Data section over here including Sort.
| | 01:11 | Clicking this won't just do the sort;
it brings up a dialog box where we
| | 01:15 | can make some choices.
| | 01:16 | First of all, because we've already
selected Column 2, and specific rows in that
| | 01:21 | column, Column 2 appears in the Sort by.
| | 01:23 | If we click the dropdown, you can see
there's nothing else to select from there.
| | 01:27 | What's in there is text.
| | 01:29 | Now, if we had numbers, and dates, those are
other options that we could sort by. Using
| | 01:33 | Paragraphs, it's going to be looking
for returns, that's all, and then we can
| | 01:38 | choose whether it's going to
be Ascending, or Descending.
| | 01:40 | Now, if we had multiple ingredients that
were the same, we could do a secondary
| | 01:44 | sort; maybe then by the quantity if we
wanted to, but in our case, we don't have
| | 01:48 | any duplicates, so we don't
need a second or third sort option.
| | 01:52 | Now, in our selection, we
do not have a header row.
| | 01:56 | Although our table has a header row, it
won't be included in the Sort, because
| | 02:00 | we've already selected the rows.
| | 02:02 | All we need to do is click OK.
| | 02:04 | Keep an eye on the quantities.
| | 02:06 | Well, look at that; thin asparagus
stalks is now at the end, and sure enough, 24
| | 02:10 | followed it. The quantities moved along
with the actual cells we had highlighted
| | 02:15 | or selected in Column 2.
| | 02:17 | So that's how we sort content in a
table; a lot faster, and a lot easier than
| | 02:22 | trying to do it ourselves
manually using cut and paste.
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| Merging and splitting cells| 00:00 | When you first create a table here in
Microsoft Word, you choose the number
| | 00:03 | of rows and columns,
| | 00:05 | and then when you look at the columns,
each one has the same number of rows,
| | 00:09 | and when you look at the rows, each one has
the same number of columns. That's the default,
| | 00:14 | but there is a way to get around that.
You can merge cells together, and even
| | 00:18 | split them up in a table
to add some customization.
| | 00:22 | We're going to continue working
with our Asparagus file, Asparagus7, if
| | 00:25 | you've jumped to this lesson, and need
to get caught up. On Page 1, we have
| | 00:29 | our Ingredient List.
| | 00:30 | When we added the new row to type in
Ingredient List, maybe that should be
| | 00:34 | centered across the table, so we select
it, and we go up to centering here in the
| | 00:39 | Paragraph section, and it's actually
centered in the column, not in the table,
| | 00:44 | and there's this line
between Column 1 and 2.
| | 00:47 | This is an ideal opportunity for
us to actually merge these two cells
| | 00:51 | together into one big one,
so let's do that.
| | 00:54 | We'll click anywhere in the first cell,
in the first row, and drag across, and
| | 00:58 | you'll see both cells are
now selected, or highlighted.
| | 01:02 | So, at this point, we
want to merge them together.
| | 01:05 | Of course, we are inside a table,
meaning our Table Tools appear, with a Design
| | 01:09 | and a Layout tab on the ribbon.
| | 01:12 | Click Layout, and from here, in the Merge
section, you can see we can merge cells
| | 01:17 | together. Give it a click;
it becomes one big cell.
| | 01:20 | And look at that; Ingredient List
is now centered across the top of our
| | 01:24 | table, just like that.
| | 01:26 | Now, what if we'd done that down
here in the second row as well?
| | 01:29 | Let's click and drag across
Quantity and Description, and merge.
| | 01:33 | All of a sudden, that makes no sense.
| | 01:35 | It looks like one big cell, and we have
Quantity and Description one on top of
| | 01:39 | the other. It makes no sense.
| | 01:41 | We should really split this up, so
with our cursor anywhere in this one big
| | 01:46 | cell, we can go to Split Cells.
| | 01:48 | When we do that, we get to choose the
Number of columns, and the Number of rows
| | 01:53 | if we want to split up the
rows as well, which we don't.
| | 01:55 | We just want to turn it into 2 Columns,
| | 01:58 | but we could turn it into as many
columns as we'd like using the up and down
| | 02:01 | arrows, typing in a number;
same thing for our rows.
| | 02:05 | When we click OK with 2 columns, and 1
row selected, look what happens; it's
| | 02:11 | now split, but it's split down the middle,
so there is some adjusting that's necessary.
| | 02:17 | We'll get that double arrow pointing
left and right on the border between our
| | 02:21 | two cells, and click and drag it, so it
matches up with our original columns, and let go.
| | 02:28 | You can just click off to the side
to deselect to see the end result.
| | 02:33 | So, whenever you need to merge cells
together, they could be rows across
| | 02:37 | columns, you can do that by selecting
them first, and then going up to those
| | 02:41 | Layout tools under Table Tools.
| | 02:44 | Same thing goes for rows and/or
columns that need to be split.
| | 02:49 | Keep that in mind when you want to
customize your tables to fit the content
| | 02:53 | the way you need it to.
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| Converting a table to text| 00:00 | We learned in an earlier movie, if you
have text already in a document, and it's
| | 00:04 | lined up using tabs, maybe commas, or
spaces, you can convert that into a
| | 00:09 | nice looking table to make it
more pleasing to the eye, for example.
| | 00:13 | Well, the exact opposite is true as well.
| | 00:15 | If you have a table, and you prefer it
to be standard text, you can convert
| | 00:19 | tables back to text as well.
| | 00:21 | That's what we are going to do with
our Asparagus file here on Page 1.
| | 00:25 | If you need to get caught up, because
you have jumped to this lesson, just
| | 00:28 | open up Asparagus8.
| | 00:29 | We're going to click anywhere in the
table, and we're going to select it by going
| | 00:33 | to the top left corner, and
clicking the four arrowed icon.
| | 00:35 | With our table selected, we can now
convert it, because we have access to the
| | 00:39 | Layout tab under Table Tools here on
the ribbon. Give it a click, and go to the
| | 00:44 | data section, where you'll
find Convert to Text.
| | 00:47 | Clicking this opens up a dialog box, and
here we get to choose how we're going to
| | 00:51 | separate our columns.
| | 00:52 | Do we want to use Paragraph marks;
that's the same as hard returns, or hitting
| | 00:57 | the Enter key, which means everything
would be on its own line. That doesn't make
| | 01:00 | sense for our particular table.
| | 01:02 | Tabs might be good,
| | 01:03 | so there would be a tab in
between the Quantity and Descriptions.
| | 01:06 | We could use commas, or any
other character, for that matter.
| | 01:09 | Choosing Other, we can put in an asterisk
if we wanted to, or any other character.
| | 01:15 | But I think Tabs
is going to work best for us.
| | 01:17 | If you had a table within a table, also
known as a nested table, you could have
| | 01:22 | those converted as well, or not, but
we don't have any, so it's not even
| | 01:26 | available to us here in our options.
| | 01:29 | So with Tabs selected,
we'll just click OK.
| | 01:31 | It looks pretty good.
| | 01:33 | In fact, as you look down the Quantity
list, everything is good until we get to
| | 01:37 | one tablespoon plus one third cup; it
kind of goes off into the next column, and
| | 01:42 | all that means is
the tab stop can be adjusted.
| | 01:45 | So let's click and drag from the
beginning of Quantity to the end of stalks.
| | 01:50 | And when we look at the ruler -- and if
you're not seeing the Ruler, just go to the
| | 01:53 | View tab, and check it off --
| | 01:55 | you can see that little left aligned tab
stop symbol. It's just past the 1 1/2 inch mark.
| | 02:01 | All we need to do is go to it, click,
and drag it far enough off to the right
| | 02:06 | that we don't see Column
1 running into Column 2.
| | 02:09 | I'm going to go to the
2 inch mark, and release.
| | 02:11 | Deselect by clicking anywhere in the
document, and that looks pretty good.
| | 02:15 | You might want to leave an extra line,
a space between Ingredient List and
| | 02:19 | Quantity, just hit Enter, and then a
little bit of formatting, and we're looking
| | 02:23 | at some pretty decent data, that's
organized well, without using a table.
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| Inserting an Excel table| 00:00 | If you've ever inserted a table into a
Microsoft Word document, and wished you
| | 00:03 | had the functionality of an Excel
sbuilt in, well, your wish just
| | 00:08 | came true. You can insert an Excel
spreadsheet by creating that type of table
| | 00:13 | in your Word document.
| | 00:14 | That's what we're going to do right now,
working with this file called December Sales.
| | 00:18 | We'll just click down below, so our
cursor is flashing below our title.
| | 00:22 | Next, we'll go to the Insert tab, as
if we were going to insert a table.
| | 00:26 | Click the Table dropdown, but this time
we're going to choose Excel Spreadsheet.
| | 00:30 | When we click there, we're actually
going to be creating a new spreadsheet.
| | 00:33 | The first thing you're going
to notice that happens is, we have a
| | 00:37 | spreadsheet down below, and we'll just
scroll down, so we can see all of it.
| | 00:41 | And our ribbon has changed, our menu
bar has appeared, and what we have here are
| | 00:45 | actually Excel tools,
not Microsoft Word tools.
| | 00:49 | Check it out. There's a Formulas tab, a
PowerPivot tab; anything you might see
| | 00:54 | in Microsoft Excel.
| | 00:55 | So it's like temporarily stepping into
Excel, while working in our Word document.
| | 01:00 | Now all we have to do is
size this to our liking.
| | 01:04 | We can adjust our columns and so
on, just like we would in Excel.
| | 01:08 | All we're going to do is
type in some headings here.
| | 01:10 | Let's type in Qty, short for Quantity;
hit the Tab key here. We're at cell B1 now.
| | 01:17 | We're going to type in
Description, and hit your Tab key.
| | 01:23 | Type in Price, Tab, and last
we'll have our Total. There we go.
| | 01:28 | Alright, obviously we need to do
some fixing up with our columns.
| | 01:32 | We can do that by going between the
column headers; between B and C, for example,
| | 01:36 | we'll stretch out the Description.
| | 01:38 | Price and Total look okay, and when it
comes to formatting, we can use some cool
| | 01:43 | tools available to us here, and just
change the look of our Excel table once we
| | 01:48 | have some information in here.
| | 01:50 | So, for Quantity let's just put in some
data here. We'll type in, how about 14;
| | 01:55 | Description, Candle Stick Holders;
| | 02:01 | Price, let's type in 24.99.
| | 02:04 | Don't worry about the dollar signs,
etcetera. We'll format that later.
| | 02:10 | The Total is actually
going to be a formula now.
| | 02:12 | We can go to Formulas tab
up here on the ribbon.
| | 02:15 | You'll see a number of built-in
formulas, all with dropdowns, but we can
| | 02:19 | also just type in our formula. In this
case, it's a simple one. We'll begin with
| | 02:23 | the equals sign,
just like we would in Excel.
| | 02:25 | We'll click on the cell that's going to
be used, A2, times is the asterisk, so
| | 02:30 | we put in the asterisk, and click C2,
and press Enter, and there is our answer.
| | 02:36 | Now what we can do is click in that
cell, and just drag from the bottom right
| | 02:40 | corner all the way down here; we'll add a
few more items. Right now there are zeroes,
| | 02:45 | but we'll type in some quantities here.
21 Coasters, they are 10.99, and when we
| | 02:54 | hit Enter, you can see
the total appears. Nice.
| | 02:58 | Next, in the column A, row 4, or cell A4,
we'll type in 5, hit the Tab key, let's
| | 03:05 | type in Placemats, and they are only 4.98.
| | 03:10 | We'll add one more item, just so we
have something to work with when we get
| | 03:14 | into the formatting.
| | 03:16 | Type in 16, press the Tab key, and
type in Serving Dish, and they go for
| | 03:24 | 15.50, and Enter. Great!
| | 03:28 | Now, may be a grand total down here.
| | 03:30 | That would be a sum, or an auto sum.
| | 03:32 | Notice that we have that on the
ribbon, with our Formulas tab selected.
| | 03:36 | All we have to do is click, and it
automatically knows to take the numbers above,
| | 03:40 | press Enter, and there's our grand total.
| | 03:42 | Okay, looks pretty good.
Now for some formatting.
| | 03:45 | First of all, we don't need all of
these blank columns and rows, so let's just
| | 03:48 | resize this down. We'll make it fit
nicely on our page after, but for now,
| | 03:53 | we'll just size it down, and
bring up the bottom border as well.
| | 03:56 | We don't want to hide the Total, so if
you go too far, just drag that handle,
| | 04:01 | that double arrow down a little bit.
| | 04:03 | If you click outside, no problem; just
double-click inside, you're back in, and
| | 04:08 | let's just drag that down one more row.
| | 04:11 | There we go, so we see all our content,
| | 04:13 | and now it's time to format this.
| | 04:15 | It's still selected. We're going
to go up to our format options now.
| | 04:19 | You'll notice here, with the Home
tab selected, we have Format as Table.
| | 04:23 | When you click this dropdown, you'll
see some of those preset formats for
| | 04:27 | working with tables.
| | 04:28 | Let's go to one of the green options here,
maybe under Medium, for medium shading.
| | 04:33 | I'm going to go to Table
Style Medium 7; give it a click.
| | 04:37 | Automatically, it knows where our data
is in the table, but we could change that
| | 04:41 | if we wanted to by clicking
this little icon, and selecting it.
| | 04:44 | And our table does have a header; the
Quantity, Description header, Price,
| | 04:48 | Total, so we click OK,
and we get that formatting.
| | 04:51 | Alright, let's click outside, it
deselects, we're back into looking at the Word
| | 04:57 | ribbon now, and we have our table,
which is kind of like a graphic.
| | 05:00 | If we click once, we select
it; now we can resize this.
| | 05:04 | Let's go to the bottom right corner with
the double diagonal arrow, and just drag
| | 05:07 | it out, so it's a much bigger graphic.
| | 05:10 | You can see there we have our table,
which is really an Excel Spreadsheet, and at
| | 05:14 | any time, if we need to make a change, we
just double-click to get inside again.
| | 05:18 | Let's change one of the numbers. Let's
go to Placemats; that should have been
| | 05:23 | 15. Hit Enter, everything is
updated for us, click outside the selected
| | 05:28 | spreadsheet, and we're back into our
Word document, looking at the end result.
| | 05:32 | So that's how you can get the power of
Microsoft Excel into your Word tables; by
| | 05:37 | inserting an Excel Spreadsheet,
and creating it on the fly.
| | Collapse this transcript |
|
|
9. Illustrating Your DocumentsIllustrating with pictures, shapes, and clip art| 00:00 | If a picture is truly worth a thousand
words, think of all of the typing you can
| | 00:04 | save yourself by inserting pictures
into your Word documents. That's what we're
| | 00:07 | going to talk about as we work with our
NO media campaign1 document here, which
| | 00:12 | has some text,
and room for some images.
| | 00:16 | Let's just click between our two paragraphs here,
so your flashing cursor is on the blank line.
| | 00:20 | That would be a good place to insert an image.
| | 00:23 | To do that, we go to the Insert tab,
and we have a number of options in the
| | 00:27 | Illustrations section here.
| | 00:28 | Pictures could be photos that you have
stored on your computer, or elsewhere.
| | 00:32 | Online pictures, where we could go get
clip art, for example, search the Internet,
| | 00:37 | even use your own SkyDrive, or
Flickr account if you have one.
| | 00:41 | We can draw our own shapes. We're
going to focus on these three to begin
| | 00:45 | with. Let's go to Pictures.
| | 00:46 | Next we'll navigate to the Exercise Files >
Chapter9 folder, where we do have a couple.
| | 00:51 | As we hover over them, you can see one is
a PNG file, and the other is a JPEG file.
| | 00:56 | We're seeing both types, because down
below, All Pictures is selected for what is
| | 01:01 | going to be displayed in this folder.
| | 01:03 | Click the dropdown, and you'll see
there is quite a number of formats to choose
| | 01:06 | from when inserting graphics: metafiles,
there is JPEG, and PNG, Bitmaps or BMP
| | 01:13 | files as well, you can see GIFF, etcetera.
| | 01:16 | So, lots to choose from. Let's insert
one called Surf; that's our JPEG. Select
| | 01:21 | it, click Insert, and it shows up
right where our cursor was flashing.
| | 01:26 | Notice it has handles around the outside,
so it's selected, meaning we can do
| | 01:30 | things with it, like size it down.
| | 01:32 | Let's go to the bottom right corner, and
when you see the double diagonal arrow,
| | 01:36 | we'll just size it down,
so it's not so huge.
| | 01:38 | Alright, now we'll click after it, and
we're ready to insert another one.
| | 01:43 | So let's go back to the Insert tab, go
to Pictures, and select Reflection, our PNG
| | 01:49 | file, and when we click Insert there, you
can see it's inserted right after, it
| | 01:53 | too is highlighted or selected by those
handles, and we'll size it down to about
| | 01:58 | the same size as our previous one.
| | 02:01 | Let go, deselect by clicking off
to the side; we now have two images.
| | 02:05 | Again, our cursor is flashing
after our newly inserted image.
| | 02:10 | Let's go back to the Insert tab. This time go
to Online Pictures, and look at your options.
| | 02:15 | If you're connected to the Internet, you
can go to Office.com, and search for clip
| | 02:19 | art. Just type in a keyword, like bike.
| | 02:22 | When you press Enter, you're going to
see a list of Clip Art images available to
| | 02:26 | you for free from Office.com, and when
you see one you like, all you do is select
| | 02:31 | it, and click Insert. There we go.
| | 02:34 | Now, if you do have something that you
don't want, as long as it's selected, and
| | 02:38 | you see those handles around the
outside, you can hit your Delete key on the
| | 02:41 | keyboard to remove it.
| | 02:43 | Let's go back to Insert, go to Online
Pictures, and talk about some of the other
| | 02:48 | options you'll see here,
like Bing Image Search.
| | 02:51 | When you click in there
and type keywords,
| | 02:53 | you'll be searching the
Internet, or the Web, for images.
| | 02:56 | If you have a Flickr account, you can
be logged in, and access photos you have
| | 03:00 | stored in that account.
Same thing for your SkyDrive.
| | 03:04 | Now, if you don't see Flickr there,
maybe you've never used it, it is an
| | 03:08 | option that can be enabled, typically in the
bottom left corner, if you haven't done so already.
| | 03:12 | So, lots of options, if you're
connected, to getting photos or images.
| | 03:16 | When you're done, just click the Close
button in the top right-hand corner.
| | 03:20 | The other thing you can do
is draw your own.
| | 03:22 | So let's just hit Enter on the
keyboard, so we have a blank line.
| | 03:26 | Go back to the Illustrations section of
the Insert ribbon, and go to Shapes, and
| | 03:30 | when we click the dropdown, look at
all the shapes we have in different
| | 03:34 | categories: Lines, Rectangles,
Basic Shapes, Arrows, Flowchart; lots of
| | 03:39 | different options to choose from.
| | 03:41 | All you need to do is select the one
you want, I'm going to go to this arrow
| | 03:45 | pointing to the right under Block
Arrows, give it a click, and you're ready
| | 03:48 | now to start drawing.
| | 03:50 | So let's just draw from our cursor
across, and down, and you can see what's
| | 03:55 | happening; we're getting our shape.
It's right on top of our existing content.
| | 03:59 | We can move it around by clicking and
dragging it, and then we also have a number
| | 04:03 | of formatting options that are available
to us under Drawing Tools that appears
| | 04:08 | when a shape is selected.
| | 04:09 | So we have shape styles, fills, outlines,
effects; things we're going to talk
| | 04:14 | about as we move through
the movies in this Chapter.
| | 04:16 | For now, we'll just deselect
it by clicking anywhere outside.
| | 04:20 | So, when it comes to illustrating
your document, those are a few options;
| | 04:25 | inserting images, like photos, grabbing
clip art from Office.com, or your own
| | 04:30 | Flickr account, SkyDrive, even searching
the Internet, and of course, drawing
| | 04:34 | your own shapes as well.
| | Collapse this transcript |
| Positioning and cropping graphics| 00:00 | Once you've inserted images or illustrations
into your documents, you can then
| | 00:05 | manipulate them, move them around,
have text wrap around them a certain way,
| | 00:09 | maybe focus on a part of
your image by cropping it.
| | 00:13 | These are the things we're going to do
as we continue working with our NO media
| | 00:16 | campaign document here, and if you've
jumped to this lesson, you can get caught by
| | 00:20 | opening up NO media campaign2.
| | 00:22 | So, we already have our images.
| | 00:25 | When we inserted our shape, it automatically
showed up right on top of some of
| | 00:30 | our other content,
and we just moved it around.
| | 00:33 | By clicking, you select the image, and
you know it's selected by the handles that
| | 00:37 | appear around the outside.
| | 00:38 | Here is where we go to do things like size,
drag it around from the center to move it,
| | 00:44 | and if we move this up into our
paragraph, look what happens; we can't read.
| | 00:48 | That's because of the text wrapping
that's set by default in shapes that we draw.
| | 00:53 | We can adjust that by going to this
little icon that appears off to the
| | 00:56 | right: our Layout Options.
| | 00:58 | It saves us going to the
Format tab on the ribbon.
| | 01:01 | We'll just click that, and you'll see
this one is highlighted over here, which
| | 01:04 | is In Front of Text.
| | 01:07 | Now, if we don't want text to be
covered up by an image, we can change how it
| | 01:11 | wraps. It could be In Line with Text.
| | 01:13 | Selecting this option makes it just
like any other character in your paragraph,
| | 01:18 | so as you add or remove content,
it moves around with the paragraph.
| | 01:22 | That's not going to be ideal, but we
might want text to wrap around it. We could
| | 01:27 | be in a Square, it could be Tight,
meaning it will actually wrap around the
| | 01:31 | shape of our image, not the shape of
the rectangle that we see when it's
| | 01:34 | selected. Or we could go right Through it.
| | 01:37 | Again, it might be difficult to read
our content. Maybe text should only appear
| | 01:41 | above or below; that's Top and Bottom.
| | 01:44 | Here we have Behind text; well, at
least we'd be able to see our text, but it
| | 01:48 | still might be difficult to read.
The one that's already selected, as you can
| | 01:52 | see, is In Front of Text.
| | 01:53 | We could also have it move with our
text, which is a default, or have it fixed
| | 01:58 | right on the page, wherever we place it.
| | 02:00 | Well, maybe we want it up here towards
the left side, and maybe we want our text
| | 02:04 | to wrap around it, so we'll
click that icon once again.
| | 02:08 | Let's try this one here: Tight.
| | 02:10 | Now you can see that the text is
actually wrapping around the shape.
| | 02:13 | It's going inside the
borders of our selection handles.
| | 02:17 | Let's try Square;
that might be more appropriate.
| | 02:20 | And maybe we want to make sure it stays
right there on the page, whether we add
| | 02:25 | or remove content. We'll
choose Fix position on page.
| | 02:28 | Click anywhere on the page itself to
see the end result. It's pretty good.
| | 02:32 | Same thing goes for these images; when
we select them, we see the same icon.
| | 02:36 | When we click it, though, you'll notice
that the default for images we insert is
| | 02:40 | a little bit different
than shapes we draw.
| | 02:42 | It's In Line with Text, meaning it's going
to be treated just like any other character.
| | 02:46 | As we start typing, it's going to be
pushed down along with the paragraph, and it
| | 02:51 | will be part of that paragraph,
| | 02:53 | so if we reach the end of the page, and
run out of space, it gets moved down with
| | 02:57 | the rest of the paragraph.
| | 02:59 | So if we wanted to, we could choose
different text wrapping options, just like
| | 03:02 | we did for our shape.
| | 03:04 | Let's go with Square,
and fix it on the page.
| | 03:09 | And let's go down now to our second
graphic, and if we want to move this, as soon
| | 03:13 | as we try to move it, again, we can't,
because it is being treated like text.
| | 03:18 | So we go to our icon, we can choose a text
wrapping option; I'm going to go with Square again.
| | 03:24 | Notice now that we have some text
coming up from below. Now we can move this
| | 03:29 | around, actually.
You can see what's happening.
| | 03:32 | We can move them both around. We can center.
When we see that guideline appear, we know.
| | 03:37 | It's going to be centered right there.
Let's drag this one down, centered
| | 03:41 | as well, and notice the wrapping doesn't
really work out well for these two graphics.
| | 03:46 | So let's select one, the top one, and hold
down your Shift key, and select the second one.
| | 03:51 | Now we can apply changes
to both at the same time.
| | 03:54 | We don't see the icon, because we've
selected both, but we can go to the Format
| | 03:58 | tab with our Picture Tools, and here
is where we can choose things like the
| | 04:02 | position, or text wrapping, and this is
the position on the page, and you can see,
| | 04:06 | as we hover over them, a real-time
preview. I don't think that's what we want,
| | 04:11 | we want text wrapping, and in this case, we want
it to be top and bottom, so let's select that.
| | 04:16 | We choose Top and Bottom, and as we
scroll down, you can see that it doesn't
| | 04:21 | quite fit on the page, so we can drag
that second one up, and watch what happens
| | 04:25 | to the text when we move it.
| | 04:26 | We just drag it up to page 1, they're
both still selected, and we'll release
| | 04:32 | right above there,
after the first paragraph.
| | 04:34 | Again, we might want to have it centered,
so when you see that guideline, release,
| | 04:39 | and that looks a little bit better.
| | 04:40 | At least it's is on the page, so now we
might want to do some things, like change
| | 04:45 | the size of the images, so everything
fits on one page, and we're not losing that
| | 04:49 | paragraph at the bottom.
| | 04:50 | Let's just click off to the side
to deselect, click the first one,
| | 04:53 | and I'm going to size it
down even further. Center it;
| | 04:57 | we could do that because of
the text wrapping we chose.
| | 05:01 | Size this one down as well. You can see
the text down below is moving up as we
| | 05:05 | move that up, and center it, and
now everything fits on one page.
| | 05:11 | We'll deselect; there we go.
| | 05:12 | Alright. This one here, we're seeing a
little bit too much; we can crop it.
| | 05:16 | Let's double-click this image to get
the Format tab showing up, and from here
| | 05:21 | we're going to be
looking for the cropping tool.
| | 05:23 | Cropping tool typically
looks the same in every program;
| | 05:26 | it's got this little icon
here for cropping.
| | 05:29 | When we click the dropdown, we can
crop to a shape, aspect ratio can be
| | 05:33 | maintained, and if we want to, we
could just select Crop, which gives us new
| | 05:38 | handles, so we can pick and choose
what's going to appear in this image.
| | 05:41 | I am going to take out a little bit
from the left, so when my mouse pointer
| | 05:45 | changes from the four sided arrow to
the handle, we can move it, and take out
| | 05:50 | that portion, take out that portion; I
can bring it down from the top as well. I
| | 05:56 | really want to bring it
up from the bottom, though.
| | 05:59 | And when I have exactly what I want, all
I have to do is click outside the image,
| | 06:03 | and it's been cropped.
| | 06:05 | So that's not just sizing it;
it is actually removing parts.
| | 06:08 | Let's move this up a little bit higher,
and now we have a good looking first
| | 06:12 | page to our document.
| | 06:13 | Of course, there is a lot more we can
do with images in the way of design, and
| | 06:19 | special effects, and that's all
coming up as we move through the upcoming
| | 06:22 | movies in this chapter.
| | Collapse this transcript |
| Using a table to organize text and graphics| 00:00 | For those scenarios where you may have
multiple images, graphics on a page here
| | 00:05 | in Microsoft Word, and you want to keep
them organized, maybe have text show up
| | 00:10 | next to them,
and always keep it together,
| | 00:12 | one little trick is to use a table, and
put those objects into cells in the table.
| | 00:17 | That way, they'll always be lined up, and
as you add or remove content, the table
| | 00:21 | is going to keep
everything organized and together.
| | 00:24 | This is often done in templates here
in Microsoft Word. In many occasions,
| | 00:28 | you don't even see the table; the
gridlines are invisible, but it's there,
| | 00:32 | keeping things organized.
| | 00:33 | That's what we're going to do with our
NO media campaign here, and if you jumped
| | 00:37 | to this lesson, you can get caught by opening
up a NO media campaign3, and we do have
| | 00:41 | our images down below, including
this arrow, which we really don't need,
| | 00:45 | so let's click the arrow once to select
it, hit Delete on the keyboard to remove
| | 00:49 | it; that gives us a little
extra space to play with.
| | 00:52 | Now, these are actually still images from
videos, and we want to label them that way,
| | 00:57 | so maybe it'd be good
if we put them into a table.
| | 01:00 | Let's create the table first.
| | 01:01 | We'll just click down below the
second image, next to New theme music, and
| | 01:06 | we'll go to the Insert tab. There's a
few different ways to insert a table.
| | 01:10 | Click the Table dropdown. The fastest
and easiest way to get two columns by
| | 01:14 | two rows is just to move down
into the grid, and when we see 2 x 2
| | 01:18 | table, and a preview on our screen of the table
itself, we can click to create it, just like that.
| | 01:23 | Now we can start dragging these images into
the cells. It gets a little tricky, though.
| | 01:28 | Things start to jump around on your page,
| | 01:29 | so the other thing we can do is
click an image, and we can cut it.
| | 01:34 | We can do that by going up into the
Clipboard area of the ribbon, with the
| | 01:37 | Home tab selected, and click Cut, and then
just paste it where we want it in this cell.
| | 01:43 | Click there, and click Paste.
There we go. We're off to the races.
| | 01:48 | Now you can see things are moving
around already on the page; they're
| | 01:51 | not quite fitting properly.
| | 01:52 | The rest of our table appears on the
next page, but that'll all work itself out.
| | 01:56 | Let's, this time, right-click the image,
and choose Cut from here, and we'll click
| | 02:01 | in the cell below our reflection image, and
we'll paste it there. Right-click, and choose Paste.
| | 02:08 | Now, there are different paste options
using destination theme; all of these are
| | 02:12 | the same. It doesn't really matter,
because we're not working with text. We'll
| | 02:16 | just click the first option,
and it's pasted into the table.
| | 02:19 | Now these will always
remain together in our table.
| | 02:22 | We also have cells on the left now, where
we can start to do things like add text.
| | 02:27 | So let's type in
Still from Reflection Video 1.
| | 02:35 | Let's copy that. I'll highlight it,
right-click, and Copy, click in the next
| | 02:42 | cell, I'm going to use the keyboard
shortcut Ctrl+V to paste it, and double-click
| | 02:47 | Reflection, replace that
with the Ride By; there we go.
| | 02:52 | Now we have our images next to our text
in the cells. We can make adjustments to
| | 02:58 | the table itself, like dragging
this border over a little bit.
| | 03:02 | Now we have a little more room to
resize our images if we wanted to make them
| | 03:07 | a little bit bigger.
| | 03:09 | And the other thing we can do now is
take out this empty space here. I'll just
| | 03:13 | click and drag over those
few lines, and hit Delete.
| | 03:16 | And maybe it be better if, for
example, this was centered in the cell.
| | 03:20 | So these two cells should be centered
vertically. We can select those, and here
| | 03:25 | we have our Table Tools for Design,
and Layout, and if we go to Layout, for
| | 03:29 | example, you can see here in alignment,
we have the ability to do an Align
| | 03:33 | Center. We'll do that, and the next
thing we're going to do is hide all of the
| | 03:39 | lines, so the table will
remain, but people won't see it.
| | 03:42 | All they'll see is text, or labels next
to images, and as we add and remove content
| | 03:47 | here on the page, the table will
keep things together, and organized.
| | 03:50 | So let's click in the top left corner, right on
the selection icon to select the entire table.
| | 03:55 | Now, there are number of
design formats to choose from.
| | 03:58 | If we go to the Design tab, we can
choose from some of these presets by
| | 04:02 | clicking the dropdown.
| | 04:03 | They all seem to have some type of formatting.
| | 04:07 | It could be shading, it could be a
grid, could be light, could be dark.
| | 04:12 | This one here, which is called plain, as
you can see, hides everything; we'll
| | 04:16 | give it a click, but there is
some shading on alternating rows.
| | 04:20 | So let's click Undo.
| | 04:22 | We could spend all day going through
these, or we could just go to our own border
| | 04:26 | options over here for Borders, click
the dropdown, and you can see there is an
| | 04:31 | option here for No Border at all. I'll
give that a click, we have no borders;
| | 04:35 | you can click outside the
table to see the end result.
| | 04:38 | And we're going to be confident
knowing that as we add additional information
| | 04:42 | here, like hitting Enter, or backspacing,
the table is going to keep everything
| | 04:47 | together, and move around with our content.
| | 04:49 | I'm going to take out another blank
line here, and that looks pretty good.
| | 04:53 | So it's just a little trick for keeping
things organized. Put your images, and
| | 04:57 | text, etcetera, inside a table. You can
hide the gridlines, and make it look like
| | 05:02 | you're very well-organized,
and know what you're doing.
| | Collapse this transcript |
| Applying special effects to graphics| 00:00 | Once you have your images inserted
into your Word documents, there are some
| | 00:04 | pretty cool effects you can apply to
them to really make them stand out on the
| | 00:08 | page. That's what we're going to do
with our NO media campaign document that
| | 00:12 | we've been working on here, and
whether the images are in a table or not, it
| | 00:16 | really doesn't matter;
the effects can be applied.
| | 00:19 | If you've jumped to this lesson, you
can open up NO media campaign4, and you'll
| | 00:23 | be all caught up. Let's start
with our reflection still here.
| | 00:26 | We'll just select it once, and you'll
notice Picture Tools appear on the ribbon
| | 00:30 | with a Format tab; let's go there.
| | 00:33 | Now from here, we have a number of picture
styles to choose from, and as you hover
| | 00:37 | over these, you're going to see a live
preview of what that's going to look like
| | 00:41 | if you were to select it.
| | 00:43 | So you can see some of these have
frames, various picture styles, some have
| | 00:46 | shadows, so they come off the page,
reflections, there's another frame, or border.
| | 00:52 | Click the dropdown, and you'll see there's
quite a few to choose from, including
| | 00:55 | some that have been
tilted, 3D rotations, and so on.
| | 01:00 | So if you see one that you like, all you
have to do is select it, but let's not
| | 01:04 | go there. Let's go to the Picture
Borders dropdown, and see what it would look
| | 01:10 | like with a different color border;
maybe something in green, for example. Not
| | 01:14 | bad, and then, of course, we could change
the outline by making it heavier, or
| | 01:19 | lighter; even change it from solid
lines to dashes if we wanted to. Still not
| | 01:25 | keen on any of those?
| | 01:26 | How about Picture Effects?
| | 01:28 | Now here's where we get into some real
cool things. There are number of presets
| | 01:31 | to choose from, so we don't have to go
in and apply shadows, and reflections, and
| | 01:35 | rotations; we can just go to these
presets, and see what they're going to look
| | 01:39 | like, like this rotation here,
putting it back on it's side, giving it a
| | 01:44 | three-dimensional look.
Those are kind of cool.
| | 01:46 | I kind of like this one right here, Preset
11. When we select it, it's then applied.
| | 01:52 | Still inside the table, still always
going to be with our text, but it's
| | 01:55 | got totally different look than the image
below. Let's go to that one; give it a click.
| | 02:00 | Now, typically you'd want to be consistent,
and apply the exact same effect, but
| | 02:03 | let's take a look at some more as we
go to Picture Effects, and go down to
| | 02:08 | Shadow, for example.
| | 02:10 | There are different shadows that can be
applied, and you can see a live preview
| | 02:13 | in the background. Some of the shadows
bring it further off the page; different
| | 02:17 | angles of light. We also
have some inner options,
| | 02:20 | so the shadows are actually
inside the image, as opposed to outside.
| | 02:24 | Perspective as well,
| | 02:26 | so as if light is hitting it from in
front on an angle; with the below option,
| | 02:31 | you see the shadow below. I'm not keen
on the shadows. How about Reflections?
| | 02:35 | Again, you're going to see reflections
showing up below at varying degrees.
| | 02:40 | Sometimes the reflection is to big, and it
doesn't fit on the page any longer. How about Glows?
| | 02:45 | Just having it stand out with a glow
around the outside in different colors;
| | 02:49 | it's kind of a cool effect.
| | 02:51 | Soft Edges will take away the edges, and
you can see No Soft Edges is the default,
| | 02:56 | but we get into varying degrees of soft
edges until eventually almost the whole
| | 03:01 | thing is a soft edge. Kind of a cool look.
Bevels -- and we did see a bevels in our
| | 03:06 | preset, along with some 3D rotation.
| | 03:09 | So, if we wanted to, we could go with
this first one here, and then go back to
| | 03:13 | our Picture Effects, and down to 3-D Rotation,
and find a cool rotation that might work.
| | 03:19 | If we go to this one here, Isometric Top
Up, and give it click, you can see it's
| | 03:23 | a very similar effect to the one above;
just a matter of rotating it now with
| | 03:27 | the rotate handle to an angle that suits us
better. When you release, that's the end result.
| | 03:34 | If you don't like it, click Undo. I'm
going to click Undo again, Undo again, I'm
| | 03:39 | back where I started, and I'm going to
apply the same preset by going back to
| | 03:44 | Picture Effects, down to the preset, and
I'm going to choose that same one that I
| | 03:49 | chose for the first image, so I have a
consistent look. Deselect, and that's just the
| | 03:53 | tip of the iceberg when it comes to
applying special effects to the images
| | 03:57 | you've inserted into your documents.
| | 03:59 | The other thing we can do is touch them up.
| | 04:02 | We'll talk about that in the next lesson.
| | Collapse this transcript |
| Adjusting photos in a document| 00:00 | When you insert images into your Word documents,
those images may need some touching up.
| | 00:06 | For example, you take photos;
| | 00:08 | those photos could be very high
definition, and take up a lot of space.
| | 00:11 | They could come out a little bit
dark, washed out, need some color,
| | 00:15 | brightness, etcetera.
| | 00:16 | Well, we have all of those tools at
our disposal here in Word 2013, so we're
| | 00:20 | going to experiment with them using
our Media Doc1 file, which does have a
| | 00:25 | couple of photos here. They are stills from
a couple of videos: Reflection, and Ride By.
| | 00:30 | Let's start with the Reflection
image. We'll click it to select it.
| | 00:34 | It does kind of look a little bit dark,
and you'll notice the Format tab appears
| | 00:38 | under Picture Tools, and when we click
there, you'll notice on the left-hand side
| | 00:42 | we have an Adjust section.
| | 00:44 | So we have Corrections, Colors,
even Effects.
| | 00:48 | Let's start with Corrections.
| | 00:49 | From here we can Sharpen, and Soften, and we
can also adjust the Brightness, and Contrast.
| | 00:54 | What's new here in Word 2013 are these
little thumbnails that give you an idea
| | 00:58 | of what you're selecting.
| | 01:00 | First of all, you get a visual, but also,
as you hover over them, you can see what
| | 01:04 | the Brightness and Contrast levels are
going to change to, and you get a live
| | 01:09 | preview right in the document itself.
| | 01:10 | So, I'm thinking this one might be good.
| | 01:12 | Brightness 0%, Contrast at -20.
| | 01:15 | If we go off to the right,
that's a little too much.
| | 01:18 | Off to the left, a little too dark,
so let's go with Brightness 0,
| | 01:21 | Normal, Contrast at -20%.
| | 01:24 | When we select it,
we've now updated the picture.
| | 01:27 | If we go to the Color dropdown, we also have
things for Saturation, Tone, and Recoloring.
| | 01:33 | The Saturation is the amount of color
in our image, and if we wanted more, and
| | 01:37 | more vibrant color, to the point where
it looks unrealistic, we can go far right,
| | 01:41 | or we can remove Saturation, removing
color all the way to the left, where we
| | 01:46 | end up with a black and white document.
| | 01:48 | I'm thinking probably we
could go up to 200% with this one.
| | 01:52 | The next image definitely needs to
improve on the color quality, so let's select
| | 01:57 | it, and go to that Color dropdown,
and we'll bump the Saturation up.
| | 02:02 | I'm thinking 200% for that one is a
little too much; let's go to 100%.
| | 02:06 | We'll go back to Color, and
we can also adjust the Tone.
| | 02:09 | You'll notice that it's actually
measured in Temperatures, so as we move to the
| | 02:13 | right on this list, we're
actually creating a warmer picture;
| | 02:16 | moving to the left would allow us
to create a cooler looking picture.
| | 02:19 | Let's go to a Temperature of
5300 K. Looks nice!
| | 02:24 | And also from the Color
dropdown, you can Recolor.
| | 02:27 | So if you didn't want it to actually
look realistic, you can see some
| | 02:30 | Recoloring options, like Sepia.
| | 02:32 | We have some Black and White
options as well; a cool effect.
| | 02:35 | And then we also have some Accent
colors if we wanted to go that route.
| | 02:39 | I don't think we need to recolor this,
so let's just click the Color dropdown to
| | 02:43 | close it up, and move to Artistic Effects,
where we can apply some cool looking
| | 02:48 | effects, resembling media
in some cases.
| | 02:50 | For example, as we move over these,
you'll see one called Marker, as if it were
| | 02:54 | drawn with a marker.
| | 02:56 | Or how about a pencil
using Grayscale?
| | 02:59 | Sketching, some cool effects
down here as well
| | 03:02 | for Glass, and you get a screen
door effect if you wanted to as well.
| | 03:06 | Lots of different ones to choose from.
| | 03:08 | Just hover over them to see the end
result in a live preview, and then you can
| | 03:12 | select the one that you think
best suits the document itself.
| | 03:16 | As I hover over these, I'm thinking maybe
something like this one here gives it a
| | 03:20 | nice effect. So the second last one in
the second last row is Pastels Smooth;
| | 03:26 | give it a click to apply that effect.
| | 03:27 | Now, at the same time, these
documents can get very large when there are
| | 03:31 | many images inserted.
| | 03:32 | Think about taking images with a high
def camera, for example; the actual end
| | 03:37 | result of your document can be very huge
if you have huge images sitting inside them,
| | 03:43 | so we have some options
here for compressing pictures.
| | 03:45 | If we go up to Compress Pictures,
you'll see a dialog that allows us to apply
| | 03:50 | it to the image that's selected.
| | 03:52 | You might see checkmarks
in both of these boxes.
| | 03:54 | It depends what was used last, and the
default is to apply it to the picture
| | 03:58 | that's selected, but we want it
applied to all the images, and we do want to
| | 04:02 | delete cropped areas out of our pictures.
| | 04:04 | So this first image in a
previous movie; we actually cropped it.
| | 04:08 | Well, the part that we're
looking at is visible.
| | 04:10 | The cropped area is still
there; we just don't see it.
| | 04:13 | It's taking up space that it doesn't
need to, so deleting the cropped areas will
| | 04:17 | make your document size
a little bit smaller.
| | 04:20 | And then we can also target our
output, and change the resolution.
| | 04:23 | Let's say we're only
going to be e-mailing this.
| | 04:25 | Well, we could choose the E-mail
option, which brings the PPI down to 96.
| | 04:30 | So what we're going to end up with is a
much smaller document, a lower quality
| | 04:34 | image, but it's only
going to be viewed in e-mail.
| | 04:37 | If it's going to be printed, we could go
to the higher quality. It's a higher
| | 04:40 | document size in the end,
but we're still compressing it.
| | 04:43 | Lets go to Screen; this is going to be
viewed on Web pages, maybe projectors, so
| | 04:47 | we'll select that one, and click OK.
| | 04:50 | So we've just reduced the entire file
size by compressing the images; both
| | 04:54 | images in this document if
we deselect that checkbox.
| | 04:58 | We can change the picture from here
if we wanted some other image in there.
| | 05:01 | We can even reset the picture, so it would
remove all the special effects and touchups.
| | 05:07 | I think what we have here in the end
looks pretty good, so we'll just deselect,
| | 05:11 | and save our changes.
| | 05:12 | So it's good to know when you are
inserting images into your Word documents,
| | 05:15 | you have a number of tools at your
disposal for touching them up,s and making
| | 05:19 | them look their best.
| | Collapse this transcript |
| Illustrating with WordArt| 00:00 | The next type of graphic we're going to insert
into our Word document here is actually text.
| | 00:04 | It's called WordArt, and it's another
way to display text that might be used in,
| | 00:09 | say, a heading, a title;
anywhere where you want to be artistic.
| | 00:14 | We're going to do so with our Media
Doc that we've been working with here in
| | 00:18 | the previous lesson.
| | 00:19 | If you've jumped to this
lesson, you can open up Media Doc2.
| | 00:22 | We're going to take out the title here, Media
Campaign for Cycling, and turn it into WordArt.
| | 00:27 | So let's just select the text itself.
| | 00:29 | We don't want to go too far, and select
the Return, otherwise we can end up with
| | 00:33 | a blank line underneath.
| | 00:35 | All we want is the text. With it
highlighted, or selected, we can now cut it.
| | 00:39 | You can use Ctrl+X on your keyboard, or
click the Cut button, right-click and
| | 00:43 | Cut; it's up to you.
| | 00:45 | Either way, it's gone temporarily to the
clipboard waiting to be pasted. Where?
| | 00:49 | Into some WordArt.
| | 00:50 | Well, we're going to insert the WordArt
by going to the Insert tab, and then to
| | 00:54 | the Text section of the ribbon;
you'll find a WordArt dropdown.
| | 00:58 | So give it a click, and you'll see some
presets here to choose from, all of which
| | 01:02 | can be customized later,
| | 01:04 | so don't worry about colors, and the
actual font style you're looking at.
| | 01:08 | As you hover over these, you'll see
a name, such as gradient fill, some
| | 01:12 | three-dimensional looks with
outlines, and hard shadows, for example.
| | 01:17 | Here's one over here; it's looking like
it's teal right now, but it does have a bevel.
| | 01:21 | That's a nice 3D effect.
| | 01:22 | I'm going to select that one.
| | 01:24 | Now, we see that we get a
textbox with our WordArt inside.
| | 01:28 | It's already highlighted,
highlighting the words, Your text here.
| | 01:32 | All we need to do now is
paste our text there.
| | 01:35 | We could start typing, but since
we've cut it, let's paste it, but let's
| | 01:39 | paste it the right way.
| | 01:40 | We'll go to the Home tab, and from the Paste
dropdown, you'll notice there are three options.
| | 01:45 | We don't want to Paste Keeping the Source
Formatting. What we want is the new formatting,
| | 01:50 | so we're going to go across to Merge
Formatting, or the last one, which is Keep
| | 01:55 | Text Only, and then that way, whatever
formatting is part of the WordArt will be applied.
| | 02:00 | So let's choose that.
| | 02:01 | Now, don't worry about what you see
right now; you're in edit mode. Your
| | 02:05 | cursor is flashing inside, and what we want to
do is probably make some changes to this WordArt.
| | 02:10 | For example, we might want to change
the size, so let's click and drag over our
| | 02:15 | new content. Let's bump
the size down from 36 points.
| | 02:19 | You can see it all fits
on the line now.
| | 02:22 | That looks pretty good.
| | 02:23 | And now let's click anywhere outside the
selected text, and you'll see the full effect.
| | 02:26 | Click once again, and it looks like
you're inside. Click the border, and now we
| | 02:30 | can make changes to where
we place this, and the size.
| | 02:34 | You'll notice that it is centered, but the
box itself should go from margin to margin,
| | 02:38 | so let's drag the right side out until
we see that guideline up here, telling us
| | 02:42 | we're at the right margin, and release.
| | 02:44 | Everything is centered nicely.
| | 02:46 | We can also move it up by going anywhere
to the border, but not on any of those
| | 02:50 | sizing handles, and just
drag it up a little bit.
| | 02:53 | That looks pretty good there,
but I'm not keen on the color.
| | 02:56 | Notice that we do have our Drawing
Tools available to us with a Format tab, so
| | 03:01 | let's click there, and you'll see
some WordArt Styles to choose from.
| | 03:04 | We saw those in the beginning, so if
we didn't like our choice, we can change
| | 03:08 | it up at this point.
| | 03:09 | Let's select something different; for
example, I'm going to go to this one, Fill
| | 03:12 | - Blue-Gray. Give it a click,
and now I've changed my style.
| | 03:16 | But of course, we can
change other things as well.
| | 03:18 | For example, if we go to this top
dropdown, we're going to adjust the text fill.
| | 03:23 | Let's get it matching the rest of our
document, so we'll go over to one of these
| | 03:27 | blue options here. I'm
thinking Blue, Accent 6, Lighter 60%.
| | 03:31 | We also have another dropdown
right below for the outline.
| | 03:33 | Now, theoOutline should be a
different color, maybe a darker blue, and
| | 03:37 | you'll see the result. Pretty good.
| | 03:40 | And then we have a third option
here as well for text effects,
| | 03:43 | so if we want to choose a Shadow, Reflection,
a Glow, we could do that from here as well.
| | 03:48 | Look at all the different Shadows. You
get a real-time preview in the background.
| | 03:52 | We also have Reflections;
| | 03:54 | that's kind of cool.
| | 03:56 | We also have some Glows;
| | 03:58 | some glow more than others.
| | 04:00 | Bevels for that 3D look.
| | 04:01 | I kind of like the Convex
option. Lets go with that.
| | 04:05 | And there are also some
3-D Rotation options.
| | 04:08 | We'll go back to the dropdown for effects,
down to 3-D Rotation; you can see all
| | 04:13 | of those choices there as well.
| | 04:14 | Now, that won't allow it to fit
properly on our page, so if you select
| | 04:18 | something, click Undo
to go back where we were.
| | 04:20 | All right, let's deselect, and take a
look at the finished product. Not too bad.
| | 04:25 | So we've taken regular text, and
turned it into a graphic using WordArt here
| | 04:29 | in Word 2013.
| | Collapse this transcript |
| Inserting online video into a document| 00:00 | One thing you can now do here in
Word 2013 is insert online video right
| | 00:05 | into your documents.
| | 00:06 | If the video occurs somewhere on the
Web, maybe a YouTube video, for example,
| | 00:11 | you can insert it into your document,
and play it right from the Word Document
| | 00:14 | without having to leave,
and go into a browser.
| | 00:17 | So let's do that as we continuing working
with our Media Doc file; Media Doc3 if
| | 00:21 | you've jumped to this
lesson, and need to get caught up.
| | 00:24 | We are going to go down to the Still
from Ride By, and replace it with a video.
| | 00:28 | So we'll click to select it, hit Delete
on the keyboard, it's gone, our cursor
| | 00:32 | is flashing in the right place, though,
for us to insert that online video.
| | 00:36 | To do that, we go to the Insert tab.
There is a Media section with one option,
| | 00:40 | which is Online Video.
We'll give it a click.
| | 00:43 | Now it's just a matter of finding it.
| | 00:45 | We can Search the Web using Bing video
search; just enter a few keywords. If
| | 00:49 | it's YouTube video, we can do the same,
or maybe it's somewhere else on the Web,
| | 00:53 | and you have the embed code.
| | 00:55 | If you know it, you can find it, and
copy it; it can be pasted right in here,
| | 00:59 | and it will then be a video that will
appear in your document at that flashing cursor.
| | 01:04 | We are going to go YouTube, though, because
there is something up there we can use.
| | 01:08 | Let's type in some keywords. We'll
start with b roll, how about rideby, all
| | 01:14 | one word, how about lynda.com? Press Enter
on your keyboard, and there's only one result.
| | 01:20 | There it is: B roll RideBy, and it
is a video that's over a minute long, so
| | 01:24 | we'll select it, and click Insert.
| | 01:27 | Now, initially the size is a little bit
too much, taking up way too much space,
| | 01:31 | but it is an object with handles. If we
go to the top right corner, and click and
| | 01:36 | drag it down, you can see
we can resize it.
| | 01:38 | Get it close to the same size as the
image that appears in the table, so
| | 01:42 | right above, and release.
| | 01:43 | There we go; resized nicely.
| | 01:45 | We do need to change the label now.
It's not actually a still, it's Online
| | 01:50 | video from Ride By, and we'll take out
Video 1. There we go; a new label. And
| | 01:57 | notice that our image here, which, by the
way, we could make changes to; just click
| | 02:02 | it, and you have all those formatting
options for the image, representing the
| | 02:06 | video that can be played.
| | 02:08 | But we are going to leave it as is, and check
it out by hitting the Play button. That's
| | 02:13 | all you need to do to play the video.
| | 02:15 | It opens up in its own little screen
on top of your document, so it can be
| | 02:19 | viewed at any time.
| | 02:20 | When you're done, you just click
outside that viewer, and you're back to your
| | 02:24 | document with your placeholder.
| | 02:25 | Go ahead and give it a try.
| | 02:26 | It's a great new feature
here in Word 2013.
| | Collapse this transcript |
| Diagraming with SmartArt| 00:00 | Microsoft Word has its own diagramming
tools built right in. It's called
| | 00:03 | SmartArt, and it's called smart, because
as you add content to your diagram, it'll
| | 00:09 | automatically adjust itself to automatically
fit text, for example, and position
| | 00:13 | itself correctly on the page.
| | 00:15 | We're going to explore SmartArt now
using this document called NO Sport.
| | 00:19 | We'll just click anywhere below the
Executive Team heading, and then we'll go to
| | 00:23 | the Insert tab on the ribbon.
| | 00:25 | From here, in the Illustration
section, you'll find SmartArt.
| | 00:28 | As you hover over it, you see a
brief description here of what a SmartArt
| | 00:32 | graphic is used to do:
visually communicate information.
| | 00:36 | So when we click this, you'll see
there are a number of categories down in
| | 00:39 | the left-hand side.
| | 00:40 | With All selected, we're going to see all
of the various drawings you can create,
| | 00:44 | and it's quite a long list.
| | 00:46 | If you want to focus in on specific
categories, just click them down in
| | 00:49 | the left-hand pane.
| | 00:51 | For example, if you want to look at
Lists, Block Lists, for example, to show
| | 00:55 | non-sequential
or grouped blocks of information.
| | 00:57 | As you click these icons, or thumbnails,
you'll notice a description of it over
| | 01:02 | on the right-hand side, and when you
find what you're looking for, you click OK.
| | 01:06 | There are Processes, Cycles, Hierarchies --
that's going to be useful for our
| | 01:12 | particular document -- a way to
show Relationships in various ways.
| | 01:17 | There is something called Matrix, and
there are a few Matrix options here to
| | 01:20 | choose from as well.
| | 01:22 | You can show relationships using these
as well as the Relationship category.
| | 01:26 | Pyramids, Pictures is kind of cool,
where if you were to select one of these,
| | 01:30 | you could actually show ideas, and so
on, but use pictures inside as well.
| | 01:35 | And you can also go to
office.com to get more.
| | 01:38 | Let's go to Hierarchy here, and as we
click the first one, we see an Organization
| | 01:42 | Chart over here on the right-hand
side to show information or reporting
| | 01:46 | relationships in an organization.
| | 01:48 | And as we click on the various options
here, you'll see variations. Here is one
| | 01:53 | where we could use the picture of each
person inside the rectangle where their
| | 01:57 | name and title might be displayed.
So, a number of different options,
| | 02:01 | and as you click them, you get to know a
little bit about them until you realize
| | 02:05 | this is the one you want.
| | 02:07 | Let's go to this third one here,
which is Name and Title Organization
| | 02:11 | Chart. We'll click OK.
| | 02:13 | Now, as you can see, it automatically
fits the margins on the left and the right.
| | 02:17 | You're given a preset list of boxes,
including one at the top; looks like
| | 02:22 | something for an assistant, and then
some subordinates, and of course, we can add
| | 02:27 | to this, including the content
that will appear inside the boxes.
| | 02:30 | Right now, this first one is selected;
you can see the handles around the outside.
| | 02:35 | All we have to do is click
inside, and type in a name.
| | 02:38 | I am going to type in my own
name. You can type in yours.
| | 02:41 | Now, obviously it's too big to fit in
the box. I'm going to I hit the space, and
| | 02:46 | start typing my last name.
Notice what happens.
| | 02:48 | Not only does it adjust the font size,
and put it on two lines, but every box
| | 02:52 | below is also adjusted as well,
| | 02:54 | so it's going to have a consistent look.
That's the smart part of SmartArt.
| | 02:58 | Now we can click inside the title area
here where the title goes, give it a
| | 03:03 | double-click, and let's type in CEO.
| | 03:06 | Alright; now, if we do have an assistant,
we click in that next box. I'm going to
| | 03:10 | type in a name here. You can type in
the same name, or a name of your choice, and
| | 03:15 | in here we'll just double-click
to type in Assistant.
| | 03:20 | Notice the formatting is consistent across
all of the boxes in our SmartArt drawing.
| | 03:25 | Let's add one more, and in this case,
these are subordinates. I'm going to type
| | 03:33 | in VP Finance, and we can
continue with the other boxes as well.
| | 03:39 | And of course, if we wanted to add
any, we have that ability as well.
| | 03:43 | Let's go up to the top one,
where I have my own name selected.
| | 03:47 | Notice here on the ribbon we have
Design and Format tabs showing up
| | 03:51 | under SmartArt Tools.
| | 03:53 | So over here on the left-hand side for
creating graphics, we can add additional
| | 03:56 | shapes. Add a Shape After,
Before, Below, or Add an Assistant.
| | 04:01 | So if we had two assistants,
we could do that easily.
| | 04:04 | So with the top box selected, we can
Add a Shape Below, and now we get a fourth
| | 04:08 | option down here, and notice how
everything has adjusted. It still fits within
| | 04:13 | the parameters, but everything has
shrunken down to automatically fit correctly.
| | 04:17 | If we hit the Delete key on the
keyboard, everything readjusts again.
| | 04:21 | Maybe we only have two direct reports
to the CEO. We'll hit Delete again to
| | 04:25 | delete one more, and you can see
everything is adjusting itself nicely.
| | 04:29 | We'll click inside the box, where we see
empty text, and type in another VP here.
| | 04:35 | Again, it's going to fit. We'll go
down to the box below, and type in VP of
| | 04:42 | Sales. There we go.
| | 04:43 | Alright, so let's just click on the
border, so none of the individual boxes are
| | 04:47 | selected. There is a number of other
options available to us, first of all, from
| | 04:51 | the Design tab here.
| | 04:52 | We can go to some different looks;
these are variations of the same SmartArt
| | 04:58 | diagram, and as we hover over them,
under SmartArt Styles here, you can see we
| | 05:02 | get some very cool looking hierarchies,
and if we click the dropdown, we get
| | 05:06 | even more, including some with 3D rotation,
and so on. I kind of like that one right there.
| | 05:11 | But we'll hover over a few others
until we see something that really strikes
| | 05:16 | our fancy. I'm going to go with this
one here I think: Brick Scene. Give it a
| | 05:20 | click, and it's locked in.
| | 05:22 | We can also change the color scheme if
we wanted to. Just click the dropdown,
| | 05:26 | and hover over some different colors.
| | 05:28 | You can see what's happening
in the background.
| | 05:30 | The one that's currently selected is
highlighted, and we can choose something
| | 05:33 | different if we'd like.
| | 05:35 | There is a scrollbar, so if there are
other options you are looking for, maybe
| | 05:39 | under Accent 6, I like that
one: Colored Fill - Accent 6.
| | 05:42 | We'll give it a click, and
that looks kind of neat.
| | 05:45 | So I'll just click outside the
box to deselect it, and you have a
| | 05:49 | nice looking SmartArt graphic.
| | 05:51 | Again, it's like any other
graphic when you select it.
| | 05:53 | There are handles for sizing, if you
did want to size the whole thing down,
| | 05:57 | Nnotice how everything continues to fit;
| | 05:59 | it is what we call SmartArt.
| | 06:01 | Go to the border; you can click and drag
it like a normal graphic, and that's why
| | 06:06 | if we try to move this right
now, it's going anywhere. Why?
| | 06:09 | It's being treated like text.
| | 06:11 | Let's click that little icon off the
right, like we do with many other graphics
| | 06:14 | we insert, to check out
the Layout Options.
| | 06:16 | Sure enough, it's In Line with
Text, so there is no text wrapping.
| | 06:20 | If there is no text on
our page, it can't be moved.
| | 06:23 | So let's just go down to text wrapping
here, and choose something like Top and
| | 06:27 | Bottom, and Fix position on page.
| | 06:30 | That allows us to place
it exactly where we want.
| | 06:33 | I'll close up the Layout Options;
| | 06:35 | go back to the border with the four
sided arrow. Now we can click and drag to
| | 06:38 | get it nicely centered, and down a
little bit. Release, deselect by clicking
| | 06:43 | outside, and there is our finished
product: our Executive Team at NO
| | 06:47 | Obstacles Sport.
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| Inserting screenshots| 00:00 | With Word 2013, if you see something
onscreen you'd like in your Word
| | 00:04 | document, all you need to do is take a
screenshot. That's what we're going to do right now.
| | 00:09 | Now, what you capture could be on a
Web site, or it could be in a blog, like we're
| | 00:14 | looking at here for the
no obstacles clothing blog.
| | 00:16 | Maybe it's in another program
that's running on your computer; a
| | 00:19 | presentation, for example.
| | 00:20 | It really doesn't matter;
| | 00:22 | if it's onscreen,
you can capture it.
| | 00:24 | So let's say as we're going through
this, we go to the Contact section, and
| | 00:27 | realize there is some information that
would be good to have in our document.
| | 00:31 | So we'll flip back to Microsoft Word,
where we're working with the NO_Sport
| | 00:35 | document, and if you've jumped to this lesson,
you can get caught up by opening up NO_Sport2.
| | 00:40 | We're going to scroll down below the
Organizational Chart; just click down there,
| | 00:44 | so your cursor is flashing below it.
| | 00:46 | Here is where we want
to insert our screenshot.
| | 00:48 | The key word, again, is insert, so we'll go to
the Insert tab, and from here is where
| | 00:52 | you'll find Screenshot.
| | 00:53 | When you click this,
you'll see some options.
| | 00:55 | Available Windows; these are windows
that are currently open in the background.
| | 00:59 | So there is our blog page. We
might have other programs running.
| | 01:04 | When you select these, you are
capturing the entire window.
| | 01:07 | If you only want a part of the window,
which is what we want, you would go a
| | 01:12 | little further down, and choose
Screen Clipping. Let's do that.
| | 01:16 | This automatically minimizes Word,
and takes you to the previous window.
| | 01:19 | In our case, it was the blog, and
we're looking at the Contact screen.
| | 01:24 | Notice it's also faded out, so that we
can look at our crosshair here, and select
| | 01:28 | the part that we want.
| | 01:29 | Let's click and drag from the top left
of Contact across and down to get all of
| | 01:35 | the information we want with
regards to contact information.
| | 01:39 | Once you've encompassed exactly what
you want to capture, and release the mouse
| | 01:43 | button, you're suddenly taken back
to Word, and there is your graphic.
| | 01:47 | Insert it just like that, and
it's like any other graphic.
| | 01:50 | We have our Format tab under Picture
Tools, so we can apply things if we wanted
| | 01:54 | to, like a shadow, kind of like that,
could be a border, for example.
| | 01:59 | Any of the other effects. Text Wrapping;
let's have text going above and below,
| | 02:04 | so we'll choose Top and Bottom.
| | 02:06 | If it doesn't fit on the page any
longer, no problem; we can actually resize
| | 02:10 | this. It has handles.
| | 02:12 | So even though we've captured it in real
size, we can click and drag it down from
| | 02:17 | a corner to keep the proportions.
Suddenly it does fit again on the first page.
| | 02:23 | Let's move it into position,
so it's centered, and release.
| | 02:26 | We'll click outside,
and there's our screenshot.
| | 02:29 | Very simple to do from the
Insert tab here in Word 2013.
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| Inserting a chart| 00:00 | One of the best ways to display
numerical data in a document and keep the
| | 00:05 | reader's interest is to use a graphic,
or a chart, and there are number of charts
| | 00:09 | to choose from here in Word.
| | 00:11 | Let's use our keyboard to get to the
very bottom of our NO_Sport document here.
| | 00:16 | You can get caught up by opening
up in NO_Sport3 if you need to.
| | 00:19 | Ctrl+End will take us to the
very bottom of the document.
| | 00:22 | Don't be fooled by the
graphic you see down below.
| | 00:25 | Next we're going to insert a page
break, so we'll go to the Insert tab, and
| | 00:29 | select Page Break. There is our new page
down below, and we're ready to insert our chart.
| | 00:34 | First, though, let's add a title.
| | 00:36 | Let's just type in December
2012 Sales, and we'll hit Enter.
| | 00:43 | That doesn't look very good as is, so we'll
just click in the left margin next to it,
| | 00:48 | we'll go up to the Home tab, and
we'll choose something like Heading 1
| | 00:52 | maybe. Yeah, that looks pretty good.
We'll give it a click, and now click
| | 00:55 | below that heading.
| | 00:56 | Now we're ready for our chart.
| | 00:58 | Back we go to the Insert tab, and
from here in the Illustrations section,
| | 01:02 | you'll find Charts.
| | 01:04 | So when we click Chart, we can see
there are a number of categories down the
| | 01:07 | left-hand side; columns, and when we
select something like Column, we see a
| | 01:11 | number of column choices.
| | 01:13 | There are Line Charts, or Graphs.
| | 01:15 | When you click them, you get a nice
little preview; as you hover over it, it
| | 01:19 | expands to give you a good close look.
| | 01:21 | Let's go to Pie; move in, move out,
look at the 3-D option by clicking it, and
| | 01:28 | moving down. That's kind of cool.
| | 01:30 | Let's go down to Bar, which is
the same as Column, but on its side.
| | 01:34 | Area, you can see there's X Y, Stock,
Surface, Radar, and Combo options here as well.
| | 01:41 | All we need is a simple one.
| | 01:43 | Let's go to Pie, and I like the 3D
option. We'll select it, and click OK.
| | 01:48 | So what's going to happen next is you're
going to see a preset Pie added for you
| | 01:54 | with some preset data.
| | 01:56 | The data appears in a
Microsoft Word spreadsheet.
| | 02:01 | Well, it's kind of an Excel spreadsheet,
and you'll notice the Excel icon that
| | 02:04 | allows you to edit data in Microsoft
Excel, but its actually going to place
| | 02:09 | the chart here in Word.
| | 02:11 | Just so happens, Sales is the heading;
we have 1st Qtr, 2nd Qtr, 3rd, and 4th,
| | 02:16 | when all we really need is to
separate this into categories.
| | 02:21 | So let's type Clothing -- remember, this
is just for the month of December 2012 --
| | 02:26 | Accessories, Equipment, and Other.
| | 02:34 | Now Sales is over here. You can
see there are some sample numbers.
| | 02:37 | We just want to make sure we're using
the same scale throughout our four rows
| | 02:41 | here, and if we needed more rows, no
problem; you can just drag this down to get
| | 02:46 | more rows, or if you wanted less
rows, you could do that as well.
| | 02:49 | I kind of like the four rows.
| | 02:51 | So, let's say we're going to be
measuring this in thousands of dollars.
| | 02:55 | So Clothing, we'll type in 120;
hit the down arrow on the keyboard.
| | 02:59 | You can see the pie is updating
itself down below in real time.
| | 03:03 | Accessories, we'll do 26. Move down to Equipment,
144m and Other, we'll type in 12, and hit Enter.
| | 03:14 | So there is our pie, and you can see, we
can now close up our spreadsheet window
| | 03:19 | here, we have a nice looking
visual representation of our sales data.
| | 03:24 | Now, there are a number of icons that
appear down the right-hand side of a chart
| | 03:28 | when you create it, and of course, we
also get Chart Tools showing up on the
| | 03:32 | ribbon for Design and Format.
| | 03:33 | With Design selected, we can do
things like change the color scheme.
| | 03:37 | We can also change the chart style.
| | 03:39 | As you hover over these, you're going to see
what it looks like. I kind of like that one.
| | 03:44 | There might be something better, and
you'll notice they vary. Some of them
| | 03:47 | have labels, and legends;
some have both.
| | 03:50 | This one has labels going around each
of the pieces of pie. I kind of like
| | 03:54 | that one. Click the dropdown, and
you'll see a couple more, but I'm going to
| | 03:57 | go with this one: Style 8.
| | 03:59 | Alright, we can also go over here to
the right now to change the way it's laid
| | 04:03 | out as far as text wrapping,
just like any other graphic.
| | 04:06 | It is a chart, but maybe we want text
flowing above and below, and never on the
| | 04:10 | sides, and we want to fix it on
the page; we can do that as well.
| | 04:14 | And that, of course, means that we can
go to the border, move it around, we can
| | 04:18 | resize it with the handles, just like we
would any other graphic, for that matter.
| | 04:22 | Also on the right-hand side here,
you'll see some icons for the chart elements.
| | 04:27 | Maybe you do want a
legend along with those labels.
| | 04:29 | Click the plus sign, and add the Legend.
| | 04:32 | Maybe it doesn't make sense to have
labels as well, so we'll remove those.
| | 04:36 | I'll like labels
and no legend, personally,
| | 04:39 | so I'm going to go with Data Labels.
There is an arrow here where we can choose
| | 04:43 | where they go: inside, outside, best fit;
| | 04:47 | outside looks pretty good.
| | 04:48 | Outside End, so we'll select
that, and that will appear there.
| | 04:51 | Alright; as we go over to the right-hand side
here, we can also change the styles from here.
| | 04:56 | So if you want to open up a separate
window for your styles, as opposed to using
| | 05:00 | the ribbon, that can be done.
| | 05:02 | We don't really need it;
we've got the style we want.
| | 05:04 | The last thing is Chart Filters, if you
want to filter out data points, and names
| | 05:08 | on your chart, so only the information that you
want visible is, and you have access to filters.
| | 05:14 | It really doesn't apply to
a simple chart like this.
| | 05:16 | Alright. Let's just click our paintbrush
icon to close up those styles, and I
| | 05:21 | think we have exactly what we want.
| | 05:23 | Although, if we go to the Chart Elements,
I think I'm going to add the Legend,
| | 05:28 | and I'm going to change the Chart Title.
| | 05:31 | Now, as we click the arrow next to
Chart Title, you can see we have options.
| | 05:35 | Centered Overlay, More
Options, as well Above Chart.
| | 05:39 | I think above the chart is good, but I
want to get inside there, and type IN
| | 05:45 | THOUSANDS OF DOLLARS.
| | 05:49 | Alright. Let's click outside our
chart, and I think that says it all.
| | 05:53 | Inserting charts is very
simple here in Word 2013.
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|
|
10. Using Macros and Building BlocksCreating a macro| 00:00 | If you've ever been working in one of your
Word documents, maybe entering text, or
| | 00:04 | formatting a certain way, and realized
you've done this before, and you're
| | 00:07 | probably going to do it again in future
documents, you might want to consider
| | 00:11 | recording those steps in a macro.
| | 00:13 | That way you can simply
play it back when you need it.
| | 00:16 | That's what we're going to do with
our NO Home Recipes1 document here.
| | 00:19 | We'll scroll down to the second
page. You'll notice we've started a
| | 00:22 | customer letter here.
| | 00:24 | All we haven't done is to close it
off at the end, and maybe we close our
| | 00:28 | customer letters the same way.
| | 00:30 | Well if we do, we can then create a
button, or a keyboard shortcut that will
| | 00:34 | automatically close off our letters for us, so
we'll never have to repeat these steps again.
| | 00:39 | Alright, so let's just click at the
end of the last sentence of the last
| | 00:43 | paragraph here, and this is
where we want to start recording.
| | 00:47 | To do that, we go to the View tab. At the very
end of the ribbon, click the Macros dropdown.
| | 00:53 | Here we have an option to Record a Macro.
| | 00:56 | We'll give it a click, and the dialog box
opens up where we can now name our Macro.
| | 01:01 | Let's call it LetterClosing. It can be a
button that appears on the quick access
| | 01:07 | toolbar up here, or it could be a
keyboard shortcut that you assign.
| | 01:10 | I prefer to use the buttons in most
cases, because there are so many keyboard
| | 01:14 | shortcuts already used in Microsoft Word,
it's sometimes difficult to find one
| | 01:19 | that's not already taken, so let's click
Button, which opens up another dialogue.
| | 01:24 | There is the name of our brand
new macro that's about to be created,
| | 01:27 | LetterClosing; all we have to do is
click it to select it, and then click Add to
| | 01:32 | add it to our quick access toolbar.
| | 01:34 | Now, it's going to automatically appear
as the last icon when we click OK.
| | 01:38 | If you want to change the order, you
can do that using these buttons here.
| | 01:42 | If you want it to be the first, for
example, move it all way to the top.
| | 01:46 | I don't mind it being at the end.
| | 01:48 | Notice the icon for macro.
| | 01:49 | So we'll click OK, we now have a
new icon appearing on the quick access
| | 01:54 | toolbar, and you'll notice your
mouse pointer, when you move through the
| | 01:57 | document, has a cassette tape
attached to it. That's how you know you are
| | 02:01 | currently recording everything you do
going forward, including any mistakes you
| | 02:06 | might make, so let's be careful.
| | 02:09 | First thing we'll do is
hit Enter a couple of times.
| | 02:11 | Next we're going to type some text.
Let's type in Thank-you for your patronage!
| | 02:20 | Enter a couple more times, we'll type
in Sincerely, we'll hit Enter maybe four
| | 02:26 | or five times, and here's where
we'll type in our name and title.
| | 02:30 | Let's say we want to do a
little formatting here, though.
| | 02:33 | We can do that; just go to the Home tab,
and maybe it should be Bold, and Italics.
| | 02:37 | We'll turn those on, and type in the
name, Jaryl Leonard, CEO, and then we'll turn
| | 02:46 | off that formatting. All
of that is being recorded.
| | 02:50 | Alright, so we've got everything we need.
This is what we're going to be adding
| | 02:54 | at the bottom of most customer letters,
so let's stop recording at this point by
| | 02:57 | going back to the View tab where we
started, clicking the dropdown for Macros,
| | 03:02 | and now it says Stop
Recording instead of Record Macro.
| | 03:05 | So give it a click; we just stopped.
We have a new icon up here on our quick
| | 03:10 | access toolbar, because we chose the
Button method, and we now have an actual
| | 03:15 | macro that's been recorded. Of
course, we can record as many as we'd like.
| | 03:19 | The next thing we'll want to do is
locate that macro, so we can do things like
| | 03:23 | play it back, and even make
changes to it. That's all coming up.
| | Collapse this transcript |
| Finding and running a macro| 00:00 | Once you've recorded your macros, it's
a simple matter of playing them back
| | 00:03 | every time you need them.
| | 00:05 | The steps you recorded will be replayed
at the location in your document where
| | 00:10 | your cursor is flashing.
| | 00:11 | So for us, we've recorded a letter closing,
and we see that letter closing that we
| | 00:16 | created on the fly while
we were recording our macro.
| | 00:19 | Let's test it out by removing this closing.
We'll click and drag from the end of
| | 00:23 | the last sentence here, which
is our no-obstacles-inc Web site.
| | 00:27 | We'll drag all of the down to the end of CEO,
and hit Delete on the keyboard to remove that.
| | 00:33 | So here we are, we've typed our customer
letter, we're ready to close it off now,
| | 00:36 | but we have a macro to do that.
| | 00:38 | We put our on the quick access toolbar,
so it's just a matter of going up and
| | 00:42 | clicking the button.
| | 00:43 | Now, eventually you may have many of
these macros on your quick access toolbar,
| | 00:47 | and the icons will all look the same,
| | 00:49 | so as you hover over it, you'll notice
you get to see the name of the macro.
| | 00:52 | This is our LetterClosing.
| | 00:54 | So, when we click it, voila; all done.
| | 00:57 | One click of a button, we have several
lines of text, and blank lines, even some
| | 01:01 | formatting on that last line of text.
| | 01:04 | So that's one way to get to our macros.
| | 01:07 | If we were to hit undo, what do you think
would happen? Well, it's actually several
| | 01:11 | steps here that have been
recorded, and played back,
| | 01:14 | so hitting your Undo button doesn't
seem to do anything. It's actually just
| | 01:19 | turning back on the formatting
that we turned off at the end.
| | 01:22 | Hit it again, there is the Bold, the
Italic; hit it again, there is the last
| | 01:26 | line. A couple more
clicks take out the formatting.
| | 01:28 | A few more clicks
take out the blank lines;
| | 01:32 | another click takes out Sincerely,
and so on.
| | 01:34 | So you can see we actually have
to hit Undo many times to get back to
| | 01:38 | that point where we wanted to play our macro,
so each of the steps is a separate command.
| | 01:43 | Another way to play, or at least find
your macros to play them, and do other
| | 01:48 | things, like edit them, and delete them
is to go back to the View tab, and click
| | 01:52 | the Macros button, which is the same as
clicking the dropdown, and choosing View
| | 01:56 | Macros. There is a keyboard
shortcut for that; it's Alt+F8.
| | 02:00 | So clicking this button opens up the
Macros dialog, where you'll see all of the
| | 02:03 | macros you've recorded to this point.
There is our one: LetterClosing.
| | 02:07 | With it selected, we can then go
over to the Run button to run it.
| | 02:11 | So, if it doesn't appear on your quick
access toolbar, maybe it's been removed,
| | 02:15 | you forgot the keyboard shortcut,
| | 02:17 | you can go here to run it.
| | 02:18 | You can also use Microsoft VBA, Visual
Basic for Applications. Using Step Into
| | 02:24 | allows you to going to the various
steps in the code of your macro, and that's
| | 02:29 | one way to make changes. If you're a
programmer, you'll like this function.
| | 02:33 | We can also Edit it, something we'll
do in the next lesson, create new macros
| | 02:37 | from here, even delete
macros that we no longer use.
| | 02:41 | Let's just click Run, and there is our
closing, perfect, just where we wanted it.
| | 02:46 | So that's how we find our
macros, and play them back.
| | 02:50 | In the next lesson, we'll talk about
making adjustments or changes to those
| | 02:53 | macros using the Edit function.
| | Collapse this transcript |
| Editing a macro| 00:00 | Sometimes when you record macros, you
realize that maybe you left out a step, or
| | 00:05 | maybe you'd like to change one of the
steps, and in that case, you can consider
| | 00:09 | going back and editing a macro.
| | 00:11 | It's very possible. If you know a little
bit about Visual Basic for Applications,
| | 00:16 | you're off to the races.
| | 00:17 | If you don't, I would recommend
re-recording most macros, and editing when
| | 00:22 | there's a simple change
that needs to be made.
| | 00:24 | I'll show you what I mean as we edit
the macro we created a couple lessons ago.
| | 00:29 | From the View tab here on the ribbon,
we'll click the Macros button to view our
| | 00:32 | macros. There is only one;
the one we created.
| | 00:35 | With it highlighted or selected,
we'll click the Edit button.
| | 00:38 | This actually takes this into VBA, Microsoft
Visual Basic for Applications; it's programming.
| | 00:44 | And as you can see, our macro, which
really is just typing some text, and blank
| | 00:48 | lines, and a little bit of
formatting has all of this code involved.
| | 00:52 | If we take out anything that we
shouldn't be taking out, the whole macro
| | 00:56 | could be messed up.
| | 00:57 | But if it's simple, like changing
Sincerely to Yours truly, we can go in
| | 01:01 | there, and only affect the text by taking
out Sincerely with our Delete key, and we
| | 01:06 | could type in Yours truly.
| | 01:09 | Same thing for formatting. Down
below, you can see where we chose Bold and
| | 01:13 | Italics, and then we typed in the text,
and then we turned off Bold and Italics.
| | 01:19 | Well, maybe we don't want the
bold part; just the italics.
| | 01:22 | Well, in that case, we could select the
entire line for bolding, press Delete on
| | 01:27 | the keyboard, press Delete again if we
want to close up the space, and then of
| | 01:31 | course, we don't need to turn off the
Bold, so we would select that too, hit our
| | 01:36 | Delete key, and again, and we'll take out
those blank spaces with our Delete key.
| | 01:41 | So those are some simple changes.
All we have to do now is save that
| | 01:45 | by clicking the Save button, and close up VBA;
we'll go to the top right corner to close it up.
| | 01:51 | Now we're back to our document,
and we're going to test it out.
| | 01:54 | So again, we'll click and drag from the
end of the last sentence in the second
| | 01:58 | paragraph all the way down to CEO,
and Delete it.
| | 02:01 | Now we're going to run the
macro insert our letter closing.
| | 02:05 | We created a button on the quick access
toolbar, so we'll click there. Check it
| | 02:09 | out; we have Yours truly showing up now,
no bBld, but we do have the Italics
| | 02:14 | still there. That worked beautifully.
| | 02:16 | Now, that was simple editing, and if
you're not familiar with VBA, you want to make
| | 02:21 | sure that it is simple changes that
you're going to be making to your macros,
| | 02:25 | otherwise it might be
easier just to re-record them.
| | Collapse this transcript |
| What are building blocks?| 00:00 | We're going to take a look at some more
time saving features here in Word 2013.
| | 00:05 | This time we're going to look at
something called building blocks.
| | 00:08 | There are number of built-in document pieces
you have at your disposal to help save time,
| | 00:14 | and just as using a macro, and
recording steps to input content, the building
| | 00:18 | blocks are there for you to use, and they're
very smart as well, as you'll soon find out.
| | 00:23 | We're going to work with this
document called NO Home Recipes2.
| | 00:27 | The very first page is actually our customer
letter, and then we get into some of the recipes.
| | 00:32 | Now, building blocks can
be found on the Insert tab.
| | 00:35 | When we go to the Insert tab on the
ribbon, you're going to notice a number of
| | 00:39 | different building blocks to choose
from, like cover pages, for example.
| | 00:42 | Headers and footers; even though we
can double-click in the header or footer
| | 00:46 | area of a page, and create our own,
there are some building blocks built-in
| | 00:50 | headers and footers.
Page Numbering as well.
| | 00:53 | Text Boxes are also considered building
blocks, and quick parts, something we'll
| | 00:58 | talk about a little bit later,
are kind of custom building blocks.
| | 01:01 | So let's start with a cover page; we need
something at the beginning of this document.
| | 01:05 | We'll click the Cover Page dropdown, where
you're going to see a number of family names.
| | 01:10 | I say that because when we go to headers,
and footers, we're going to see these
| | 01:14 | same names, for example.
| | 01:16 | And when we go to create a
text box, we'll see these names.
| | 01:19 | So it's actually a group of building
blocks; in this case, we're looking at the
| | 01:23 | cover pages, and the family name below.
| | 01:25 | So all we have to do is scroll down
until we see one that we like, and select it.
| | 01:30 | As we scroll a little further down, I
kind of like the one called Whisp. Give it
| | 01:35 | a click, and its inserted right at the
beginning of our document. It really didn't
| | 01:39 | matter where your cursor was; the
cover page automatically goes at the
| | 01:43 | beginning. You can see we have room here
for a document title, a subtitle; even the date.
| | 01:48 | So let's just click in the Date, click
the dropdown; this is all part of the
| | 01:52 | building block to save us
time, and we'll choose a date.
| | 01:55 | Next we'll go to the Document title,
type in No Obstacles, and then click in the
| | 02:03 | Document subtitle area, and we'll
just simply type in Home Recipes.
| | 02:09 | Now, what we see here as far as the
coloring, and the formatting of our cover page
| | 02:13 | is based on the existing theme
that we're using.
| | 02:17 | If we want to change themes, we could do
that by going to the Design tab. Click
| | 02:21 | the Themes dropdown, and as we hover
over these themes, you could see there are
| | 02:25 | changes to our document.
| | 02:26 | I'm going to go with this one called Organic,
and give it a click. Alright, excellent!
| | 02:31 | How about headers and footers now?
| | 02:33 | As you can see from page 2 here, and
page 3, we don't actually have anything
| | 02:37 | in the header or footer sections.
We're not going to click there, though, to
| | 02:41 | insert headers and footers; we're going to
insert building blocks by going to the Insert tab.
| | 02:45 | And now we'll go to the Header and Footer
section, and click the dropdown, and you
| | 02:49 | can see a number of different types,
including Blank, which is kind of like what
| | 02:52 | we did by double-clicking in
the header or footer section.
| | 02:56 | ,
And as we go down look at
the names of these; aha!
| | 02:59 | Looks familiar, doesn't it?
| | 03:00 | These are the family names we saw when
inserting a cover page, so if we want our
| | 03:04 | headers and footers to match, all we
have to do is scroll a little further down
| | 03:09 | until we see that Whisp option; there it
is, and we'll give it a click, and we now
| | 03:13 | have our first page header.
| | 03:14 | Notice it's taking the title, No Obstacles,
the author, and the date.
| | 03:19 | And as we scroll down towards the
footer -- you can see on the header on the
| | 03:23 | next page -- nothing showing up there.
| | 03:25 | So let's close that up. Our document
is getting a little bit bigger. We're
| | 03:29 | building it with building blocks.
This time we'll go to the Insert tab, and go
| | 03:34 | to Footer. Guess what we're looking for?
That's right; the name Whisp at the
| | 03:39 | very bottom of our list, and when we
click that, you can see we now have our
| | 03:43 | first page footer, and it's got
the page number going on in there.
| | 03:47 | So these are all options called
building blocks that will keep our document
| | 03:51 | looking professional, and consistent, so
long as we keep the same family name.
| | 03:55 | Now, with the Design tab selected, we
could choose not to have a different first
| | 03:59 | page, and that way, they are all the same.
| | 04:02 | You can see the header and footer is just
simply blank using this particular option.
| | 04:06 | Let's go to the Header dropdown,
and we'll choose Whisp.
| | 04:12 | There we have it back;
| | 04:13 | now instead of having a different
first page, they are all going to look the
| | 04:17 | same, and when we go to our footer, and
choose Whisp as well, every page will
| | 04:23 | have the same thing.
| | 04:24 | And what you will never see when
using building blocks like this is
| | 04:28 | repeated information.
| | 04:29 | Information that appears in the header will
never appear in the footer, and vice versa,
| | 04:34 | and that's because we're using
the same group, or family name.
| | 04:38 | Also, the formatting will be
consistent throughout your document,
| | 04:41 | so if you change themes, it's going to
change all of your building blocks if you
| | 04:45 | select the same family name.
| | 04:47 | Let's close our header and footer by clicking
the Close button, and return to our document.
| | 04:51 | So that's a quick look at building
blocks. Another option is something called
| | 04:55 | quick parts. That's coming up next.
| | Collapse this transcript |
| Creating and saving Quick Parts| 00:00 | We already learned in a previous lesson,
how building blocks can save us time
| | 00:04 | when constructing documents, using
standard document parts, like cover pages,
| | 00:09 | headers, footers, page
numbering, text boxes, and so on.
| | 00:12 | What about those non-standard parts,
though, for example.
| | 00:15 | As we work with this document called
NO Home Recipes3, and scroll down to the
| | 00:20 | bottom of page 1,
we have an address block.
| | 00:22 | Maybe that's something that we pop
into a document on a regular basis.
| | 00:26 | It'd be neat if we could just
quickly access that from the ribbon.
| | 00:29 | We can by creating our own
building block called a quick part.
| | 00:33 | So that's exactly what we're going to
do, but first let's go to the Insert tab,
| | 00:37 | and look at what you
already have at your fingertips.
| | 00:39 | In the Text section, you'll see a
Quick Parts dropdown. Give it a click,
| | 00:43 | and there's AutoText.
| | 00:45 | Auto Text includes your name; your initials
taken from the installation of Microsoft Word.
| | 00:51 | If you've saved any document properties
by going to the File tab, and saving who
| | 00:55 | the Author is, Categories, Keywords,
Publish Dates, etcetera; any of that can be
| | 01:00 | inserted into your document
quickly from here as well.
| | 01:03 | Also Fields, there is an Organizer;
we'll get too momentarily. And down at
| | 01:07 | the bottom, anything that we have selected
can also be saved to our Quick Part Gallery.
| | 01:13 | Interesting. Let's do that.
| | 01:15 | We'll click here on the first page, click
and drag from the end in No Obstacles Inc.
| | 01:19 | all the way across to the end of the Web address,
including that empty space we see at the end.
| | 01:24 | Next we're going to go back to that
Quick Parts dropdown, and this time select
| | 01:29 | Save Selection to Quick Part Gallery.
That opens up a Create New Building Block
| | 01:34 | dialogue, and the name is taken
directly from the first line of text.
| | 01:38 | We're going to change the
name to Address Block.
| | 01:42 | Notice it's going directly to
the Quick Parts Gallery; perfect.
| | 01:46 | The Category is General.
| | 01:47 | If we wanted to, we could have multiple
categories; maybe we want to keep all
| | 01:51 | the No Obstacles stuff together.
| | 01:52 | Let's click the dropdown, and create
our own new Category called No Obstacles,
| | 01:59 | and press Enter, or click OK.
| | 02:01 | We could add a Description
if we wanted to.
| | 02:04 | I think I'll just add that:
Includes web address at bottom,
| | 02:09 | in case we want a
version of this that does not.
| | 02:12 | Notice it's going to building blocks,
and the Options dropdown shows Insert
| | 02:16 | content only. That means this could
appear anywhere in a document; in the middle
| | 02:20 | of another paragraph, for example.
| | 02:21 | If we want it to stand on it's own,
click the dropdown; there is a couple of
| | 02:25 | options. Could be on it's own, in
it's own paragraph on the page, or all by
| | 02:29 | itself on the page.
| | 02:31 | We definitely want as it's own
paragraph, so other content could appear on
| | 02:34 | the page along with it.
| | 02:36 | So we'll choose that, and click OK.
| | 02:38 | Now if we go to the Quick Parts dropdown,
you'll notice we have a new Address
| | 02:42 | Block here at our disposal.
| | 02:44 | But before we insert it, let's create
another one using a different method.
| | 02:48 | We'll go down to the bottom of page 2,
where we have our signature block.
| | 02:52 | Maybe this is something
we use over and over.
| | 02:54 | We could do a macro, like we did in the
previous lesson, or if you prefer, you
| | 02:59 | could access it from your
Quick Parts, or both.
| | 03:01 | Let's select Thank-you for your Patronage!
| | 03:03 | all the way down to the end of the O in CEO.
| | 03:06 | This time use a keyboard shortcut, Alt+F3,
and it opens up the Create New Building
| | 03:10 | Block dialogue again.
| | 03:12 | The Name; let's call it Signature Block.
| | 03:17 | The Gallery is not set for us automatically,
because we didn't go to the Quick
| | 03:21 | Parts dropdown, so we need to click the
dropdown, and choose Quick Parts from here.
| | 03:25 | The Category; I think we should pop that
into the No Obstacles category, which we
| | 03:29 | created a moment ago. There it is.
| | 03:32 | And notice Save in is going
to Normal; the normal template.
| | 03:36 | We actually want that as
a Building Block as well.
| | 03:39 | Insert content only;
I don't think so.
| | 03:41 | It should be on the page with
other content, but on it's own.
| | 03:44 | So we'll choose Insert content in
it's own paragraph, and click OK.
| | 03:49 | So we now have a couple.
| | 03:50 | All right, so any time we need this
information, all we have to do is insert it.
| | 03:55 | Let's go up to page 1, for example;
we'll click and drag across the content for
| | 03:59 | the address, and hit
Delete on the keyboard.
| | 04:01 | Now we're at the point where we need it.
| | 04:03 | We go to the Quick Parts dropdown, the
Insert tab selected, click it once, and
| | 04:08 | it's there, just like that.
| | 04:10 | So you can see how that could save you
time by creating your own quick parts, and
| | 04:14 | have quick and easy access
to them from here.
| | 04:16 | If you need to remove a building block
from your Quick Parts Gallery, or maybe
| | 04:20 | change one of the properties, you can go
to the Quick Parts dropdown, and access
| | 04:24 | the Building Blocks Organizer.
| | 04:26 | Here you have access to all of your
building blocks; not just quick parts. So you
| | 04:30 | can see, up at the top,
the AutoText options.
| | 04:33 | There are cover pages here as well
that you can select, and if you wanted to
| | 04:37 | edit their properties; maybe add one
to the No Obstacles, if you wanted to.
| | 04:41 | Let's just scroll down until we get to
the gallery called Quick Parts, and you'll
| | 04:45 | notice there's a couple of entries there.
| | 04:48 | There they are: a Signature
Block, and an Address Block.
| | 04:52 | So again, we can select these to delete
them if we no longer need them, or go
| | 04:56 | into Edit Properties, where we can
change any of the properties we set up when
| | 05:01 | we first created it.
| | 05:02 | We don't need to, so I'll
click Cancel, and close this up.
| | 05:05 | So just like building blocks that are
built into Microsoft Word, you can create
| | 05:08 | your own, call them quick parts,
| | 05:10 | put them in the Quick Parts Gallery, and
you'll always have quick and easy access
| | 05:13 | to them from the Insert tab on the ribbon.
| | Collapse this transcript |
|
|
11. Proofing Your DocumentsChecking spelling and grammar| 00:00 | Nothing turns a professional document
into something very unprofessional faster
| | 00:05 | than poor spelling and grammar,
| | 00:07 | so we're going to look at the spell
and grammar checking functionality built
| | 00:12 | in to Microsoft Word 2013. It's a
little bit different from previous versions.
| | 00:16 | So we're going to work with this
document called No Obstacles Bio1.
| | 00:20 | Next, we'll go to the Review tab, and
from here you'll notice a Spelling &
| | 00:24 | Grammar option in the Proofing
section. F7 is the keyboard shortcut.
| | 00:29 | But before we even go there, you do
notice, probably, some items are underlined
| | 00:34 | with a squiggly red line; some with a
blue light. Anything in red is something
| | 00:39 | recognized as a spelling error, which
could just simply be a word not recognized
| | 00:44 | in the dictionary, not
necessarily spelled incorrectly.
| | 00:47 | Anything underlined in blue
is a grammar error.
| | 00:49 | So, we can go through those one by one
on our own fixing them, or we can let
| | 00:53 | Word take care of it for us by clicking
Spelling & Grammar. That's what we're going to do.
| | 00:58 | Right away, it jumps into action we
have a new pane showing up down the
| | 01:01 | right-hand side. It'll jump from spelling
to grammar, depending on the error that
| | 01:05 | it comes across first.
| | 01:07 | In this case, a spelling error:
the Word support, with three P's.
| | 01:10 | Obviously, it should be with two P's. That is
the only option that appears in this little box,
| | 01:16 | so all we need to do is click Change.
| | 01:19 | It automatically goes right to
the next error, and as we look at our
| | 01:22 | document here, a little bit further down it's
highlighted; everything looks fine to me here.
| | 01:28 | Notice, it's trying to capitalize customers.
| | 01:31 | On occasion, you'll need to go in and
make your own fix. In this case, it's looking
| | 01:35 | for a capital C, because somebody
pressed Enter at the end of this line.
| | 01:39 | So we click in the document, and hit the
Delete key to remove it. Look at that: the
| | 01:43 | blue line disappears, it should be a lowercase
c in customers, and now we click Resume.
| | 01:49 | Now we come down to the word good:
breeds more doing good. It should be the word
| | 01:54 | well, if we wanted to come
across sounding professional.
| | 01:57 | So we'll click Change.
Again, another grammar error.
| | 02:01 | Notice that just below, we have the
ability to listen to an explanation, and we
| | 02:07 | can read a little bit of information
about the error as well. That can help
| | 02:11 | us decide if we need to ignore it, or change
it, and in this case, we should change it.
| | 02:17 | Here we have shea butter;
it should be capitalized.
| | 02:20 | It's the one that's highlighted at the
top of this list. All we need is Change.
| | 02:24 | A little further down, looks like just
some extra space that shouldn't be there.
| | 02:29 | So we see the option is our, right
next to the quotes; perfect. We can click
| | 02:33 | Change. We don't have to fix it ourselves.
Same thing for the historical, and
| | 02:38 | clover, and talent building, and you
can see all these extra spaces; clicking
| | 02:43 | Change gets rid of them quickly.
| | 02:45 | Here's an instance where we see what
should be a typo, but it's an actual word
| | 02:49 | that appears in the dictionary.
| | 02:50 | So it's actually underlined in blue,
because we're using the wrong word in this
| | 02:55 | case; the wrong version
of the word reign.
| | 02:57 | Word did a good job in finding that.
We can choose Change to fix it up.
| | 03:02 | Then we get into grammar errors, where
we see commas, and then Word is expecting
| | 03:07 | to see the word and CEO.
| | 03:09 | So we can choose to
Ignore those, or Change them up.
| | 03:13 | I'm going to choose Change for each
one of those, and each one of these titles
| | 03:18 | will have the word and.
| | 03:19 | Now we get into a sentence here
where we see few words together of, bamboo
| | 03:24 | that actually creates. Two options are
take out that comma, bamboo that, or
| | 03:30 | keep it, and change it to the word which. I
like that one better. I'm going to click Change.
| | 03:35 | Instantly spelled incorrectly; there is
the correct spelling. I'll click Change.
| | 03:41 | Now it starts to go through some
of the text boxes in your document.
| | 03:45 | Now, at any time, we can close this up,
save our changes, and run it again. Just
| | 03:49 | click the Save button, and anything
that's been changed so far is saved.
| | 03:54 | But as you can see, Word does a better
job, and a faster job at finding your
| | 03:58 | spelling and grammar errors, and fixing
them up, with explanations now, and a
| | 04:03 | single pane down the right-hand side
that jumps from spelling to grammar errors
| | 04:07 | to help you work more efficiently.
| | Collapse this transcript |
| Setting proofing and autocorrect options| 00:00 | In the previous lesson, we learned
how the spell and grammar checking
| | 00:03 | functionality can help correct mistakes
throughout a document very quickly and easily.
| | 00:08 | There are also some mistakes that can get
corrected on the fly, known as AutoCorrect.
| | 00:13 | We're going to take a look at that, and
the options you can turn on and off when
| | 00:17 | working with AutoCorrect, and
other proofing options as well.
| | 00:21 | We'll just use a new blank
document here, and start typing.
| | 00:24 | I would like you to type your name, your
first name, with a lowercase for the first letter.
| | 00:28 | You can see I'm typing in david. As
soon as you hit the Spacebar, look what
| | 00:33 | happens; that first word is capitalized.
Word knows it's either the beginning
| | 00:37 | of a sentence, or a proper name, and if
we hover over that change, you'll see a
| | 00:41 | little lightning bolt as you move down.
That gives you access to AutoCorrect options.
| | 00:47 | So if we click it, we can undo that
capitalization if we really didn't need it.
| | 00:51 | We could choose to stop automatically
capitalizing first letters of sentences
| | 00:55 | from here, or go to the dialog for the
AutoCorrect Options from here as well.
| | 01:01 | Let's, instead, continue typing.
| | 01:02 | I'm going to type in my last name, CEO,
I'm going to press Enter. This is a
| | 01:12 | discussion about -- I'm going to misspell
about -- things. And then, as you notice,
| | 01:19 | that red squiggly line appearing,
showing us that there is some type of error.
| | 01:24 | We again have some options by going to
that word, and right-clicking. You can
| | 01:28 | see some choices here for what could be
the correct spelling; there is about. We
| | 01:33 | could ignore it; even add it to the
dictionary. Let's just fix it from here, and
| | 01:37 | we knew that because of that red squiggly
line; another option that we have control over.
| | 01:43 | So let's do that. Let's go to the File
tab, and take a look at those options by
| | 01:47 | clicking Options down at the bottom, and
then selecting Proofing. It's from here
| | 01:51 | where we can access the AutoCorrect
Options; that little lightning bolt that
| | 01:55 | appears when things get fixed for us.
Let's start there, and once that opens up,
| | 02:00 | you'll have the ability
to turn things on and off.
| | 02:02 | For example, show that AutoCorrect
Options button; that little lightning bolt
| | 02:06 | that appears. Do we want that?
| | 02:08 | I think we do; we'll leave it turned on.
| | 02:11 | Sometimes you accidentally hold the
Shift key too long, and you get two capitals.
| | 02:15 | Well, it's going to fix those as well.
| | 02:17 | I know people who've been typing away
thinking, I need to go back and fix a couple
| | 02:21 | of errors I made, and they're not
there; that's because of AutoCorrect.
| | 02:24 | Capitalizing first letter of
sentences; if that drives you crazy,
| | 02:27 | go ahead and deselect it. Quite often if
you're using abbreviations with periods,
| | 02:31 | the next word is automatically capitalized.
You can turn that off from here. If
| | 02:36 | it doesn't bother you, go
ahead and turn it back on.
| | 02:39 | Same thing for table cells. Names of
days are automatically capitalized.
| | 02:43 | If you forget to turn the caps lock key
off, and you get the reverse of what you
| | 02:46 | mean to get, there is a fix
for that as well.
| | 02:50 | Even a little further down, you'll notice
a number of things that can be typed in
| | 02:54 | that will be replaced with the correct
spelling, or symbol. Scroll down, for
| | 03:00 | example, to the word
article spelled this way;
| | 03:03 | as soon as you do that, it's automatically
going to spell it the right way.
| | 03:06 | And what's really cool is
you can add to this list.
| | 03:09 | All you need to do is click in the
Replace field, type in something, and what it
| | 03:13 | should be replaced with.
| | 03:15 | If you keep making the same mistake, maybe
I always type my name this way, Daivd,
| | 03:20 | and I know it should be David, I can add
it, click Add, it's added alphabetically
| | 03:27 | to my list of AutoCorrect's. That's
a nice little feature right there.
| | 03:32 | So you can see that's where we have
access to all of our AutoCorrect options,
| | 03:35 | including adjustments that we can make.
We'll click OK, and continue with the
| | 03:40 | other proofing options.
| | 03:42 | First of all,
ignore words in uppercase.
| | 03:44 | If it's all uppercase, by default, our
proofing tools will ignore those words.
| | 03:49 | They are probably part of titles,
and should be uppercase; whatever.
| | 03:53 | The same rules do not
apply to uppercase words.
| | 03:56 | Same thing for words with numbers;
they can be ignored, or if you don't think
| | 03:59 | there should be any words with numbers,
deselect that checkbox, and they'll come
| | 04:03 | across as errors as well.
| | 04:04 | So go through some of these options,
and find things that might be bothering
| | 04:08 | you; turn them on or off, such as check
spelling as you type, and mark grammar
| | 04:13 | errors as you type.
| | 04:14 | That's the red and blue squiggly lines.
| | 04:16 | If you don't like seeing those in
your document, they can be turned off.
| | 04:20 | If you prefer to see them, so you can
fix things on the fly, leave them checked
| | 04:24 | off. Just click OK when you've made your
changes, and that's a quick look at the
| | 04:28 | proofing options here in Word 2013.
| | Collapse this transcript |
| Using the thesaurus, research, and translation tools| 00:00 | Aside from checking your spelling and
grammar, Word provides some additional
| | 00:04 | proofing and research tools we're
going to take a look at now, using this
| | 00:08 | document called No Obstacles Bio2.
| | 00:10 | All right, let's start by going to
the Review tab, and you'll notice at the
| | 00:14 | beginning, in the Proofing section,
there is a Define button, which is
| | 00:17 | actually access to a dictionary. Just
want to look up words? You can do that.
| | 00:21 | Keyboard shortcut Ctrl+F7.
| | 00:23 | Looking for another word, a synonym; go to
the built-in Thesaurus for that: Shift+F7.
| | 00:29 | You can also get a Word Count
for your document;
| | 00:31 | you can Translate words, phrases,
paragraphs, even entire documents,
| | 00:36 | and we're going to take a look at these
now, starting with this word: attempt.
| | 00:41 | Just click anywhere in the word attempt
in the first line of the first paragraph.
| | 00:44 | Now, if we wanted to look up the meaning
of this word, to make sure we're getting
| | 00:48 | it right in it's context, we could go
to the Define button, and give it a click, we
| | 00:53 | could use Ctrl+F7, or you can right-click,
and you'll see Define on the pop-up
| | 00:58 | menu. Let's give that a click, and it
opens up a dictionary on the right-hand
| | 01:02 | side. This is your task pane.
| | 01:04 | Now, at the very first
moment you run this,
| | 01:07 | if you haven't done it already, you'll
be prompted to select a dictionary to
| | 01:12 | download. You'll see several different
dictionaries with prices, most of them
| | 01:16 | free; download, and then at that point,
going forward, you'll see what I see, which
| | 01:20 | is the actual definition for the word that
you had selected, or had right-clicked in.
| | 01:25 | So I read through the definition; realize
I might not have the right word here,
| | 01:28 | so I'll close up the task pane
by clicking the Close button.
| | 01:32 | My word is now selected or highlighted,
which means I can go to synonyms now by
| | 01:37 | clicking Thesaurus. That'll open up my
task pane, and I'll see the word attempt
| | 01:42 | right here at the top, and down below,
I'm going to see a number of synonyms.
| | 01:46 | If I want to see synonyms for those synonyms,
all I have to do is click them, like
| | 01:51 | try; when I click it, I see a
number of synonyms for the word try.
| | 01:55 | As we scroll down the list, too, you'll
notice sometimes it's more than just a
| | 01:59 | single word. And I think what we need to
do is go back. Clicking the Back button
| | 02:04 | takes us back to the word attempt,
and select the word endeavor to be the
| | 02:09 | replacement for attempt.
| | 02:11 | So we don't just click the word; we
click the dropdown next to it, and choose
| | 02:15 | Insert, and we've just changed it to a
better word for this particular paragraph.
| | 02:19 | Another option is just to right-click
words, and go down to Synonyms. You can
| | 02:23 | bypass the task pane altogether, and
just simply click the word that you want
| | 02:28 | in there, and it's automatically going to
replace the word that you right-clicked on.
| | 02:32 | I think we're okay with endeavor,
| | 02:34 | so we'll just click in the background
here to deselect, and close up any menus.
| | 02:38 | So that's the Define and Thesaurus
tools. How about translating?
| | 02:42 | If we want to translate, we have to
choose a language we're going to translate
| | 02:46 | to, and that's going to be our first
step when we go up to the Translate
| | 02:50 | dropdown here, where we can translate
an entire document, translate selected
| | 02:55 | text, and there's also something called
the Mini Translator, where we can pause on
| | 02:59 | words, or selected paragraphs, and
see a quick translation pop up.
| | 03:04 | Before we do that, though, we can choose
our language. You can see I have already
| | 03:08 | done so; I'm translating from English, the
US version, to French, from France, but
| | 03:14 | when we click Choose Translation Language,
we can do it for our mini translator, as
| | 03:17 | well as for our document translation.
| | 03:21 | Quite a list of languages to choose from
as well. I'm going with French, because
| | 03:25 | I live in a bilingual country; Canada.
| | 03:28 | So with my selection already in there,
all I have to do now is start looking up
| | 03:32 | words, or phrases; even entire
documents can be translated.
| | 03:37 | I'm going to click and drag from, Our
mission is, to the end of that sentence, and
| | 03:43 | I'm going to go up to Translate,
and choose Translate Selected Text.
| | 03:48 | This is going to open up a new pane,
the Research pane, and you can see what's
| | 03:52 | happening here. I can change languages
on the fly if I wanted to, but French is
| | 03:56 | already there, because I've
selected it ahead of time.
| | 03:59 | A little further down, you can see,
with the Microsoft Translator, what the
| | 04:03 | end result is for that particular sentence.
| | 04:05 | If I wanted to, I could even insert it
into my document, or just copy it, and maybe
| | 04:10 | paste it into another document.
| | 04:12 | When we're done,
we just simply close it up.
| | 04:15 | We'll close up our Thesaurus as well, and
that's a quick look at some of the other
| | 04:20 | proofing and research tools you have
at your disposal here in Word 2013.
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|
|
12. Reviewing Documents with OthersInserting and reviewing comments| 00:00 | When you need to collaborate on a
document with one or more people, one option
| | 00:05 | is to send them copies, and have them
add their comments, as opposed to actually
| | 00:09 | making changes to the document.
| | 00:11 | In that way, you can read the comments, and
decide what to do as the owner of the document.
| | 00:16 | Here's one that does have a comment, at
least one comment, called No Obstacles
| | 00:20 | Recipes Collaboration1.
| | 00:21 | Whenever comments are added to a
document, a new pane shows up on the
| | 00:26 | right-hand side: the reviewing pane.
| | 00:28 | When we go to the Review tab, you'll
notice that we have a Comments section
| | 00:32 | here for adding New Comments. We also have
buttons for going from one comment to another.
| | 00:37 | This is a handy way to avoid having to search
manually through the document for any comments.
| | 00:42 | So let's click the Next button here to
take us to the next comment, which is
| | 00:47 | really the first comment here
on page 3 of 14.
| | 00:50 | When someone inserts a comment, you
not only see in the document what the
| | 00:55 | comment is related to by the shading,
but as you hover over that, you can see the
| | 00:59 | exact date and time that they added
the comment, and over to the right in the
| | 01:03 | reviewing pane is where
you can review that comment.
| | 01:06 | Now, as you hover in this area
as well, things start to happen.
| | 01:09 | First of all, you'll see a contact
card show up, and at this time, I can see
| | 01:14 | Karen's presence is unknown.
| | 01:16 | If she were online, I would have
some options for phoning, for contacting
| | 01:20 | via e-mail, etcetera.
| | 01:22 | Also, you'll notice this little icon
off to the right-hand side. If I want to
| | 01:26 | reply to this comment, clicking it
allows me to add my own comments.
| | 01:30 | So if I want to send this back,
such as, can you be more specific?
| | 01:38 | Now she'll be able to see her own
comment, with mine following up and
| | 01:42 | indented down below.
| | 01:43 | All right, let's go to the Next button
to see if there are any more comments, and
| | 01:47 | clicking Next displays nothing.
| | 01:48 | So it's just this one comment
in the document.
| | 01:51 | Of course, if we want to add our own
comments, if we do plan on sending this, we
| | 01:55 | can insert a comment by clicking the
New Comment button, maybe here at the
| | 02:00 | beginning of this letter. I can click
the New Comment button. I see my own name
| | 02:04 | now. When have I entered the comment?
Just a few seconds ago. And because I
| | 02:08 | didn't select text, it just took
the first word next to my cursor.
| | 02:11 | All right, so let's type in something
like, Karen, can you review this letter
| | 02:20 | for accuracy?
And that's how we enter a comment.
| | 02:25 | Now, when we save our documents, we'll be
saving the comments with them. That means
| | 02:29 | the person who receives our document
will open it up, and have the same buttons
| | 02:33 | at their disposal for going from one
comment to the next. They'll be able to see
| | 02:37 | comments that were inserted, as well
as replies to their original comments.
| | 02:42 | So comments can be very useful when you
want to collaborate on a document with
| | 02:46 | someone else, but not have them actually
make changes to the document; rather,
| | 02:50 | suggest changes, and using
comments is a great way.
| | 02:53 | Once you're done with those
comments, they can be deleted.
| | 02:56 | Clicking inside a comment, and clicking
the Delete button will delete it. Click
| | 03:00 | the Delete dropdown to see options
like Delete All Comments in the Document.
| | 03:05 | That removes all of the comments, when
you have your final product; notice the
| | 03:09 | reviewing pane disappears, indicating
there are no more comments. We can save our
| | 03:13 | changes, and we have our final copy.
| | 03:16 | So think about collaborating with others.
| | 03:18 | If you don't need them working on
the document itself, why not suggest
| | 03:21 | adding comments?
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| Tracking changes and showing markup| 00:00 | Another way to collaborate on a document
with other people is to allow them to
| | 00:04 | make the changes in your document.
| | 00:07 | If you do that, you probably want to
turn our feature called track changes.
| | 00:11 | And in fact, if you want to ensure
that they are being tracked, you can even
| | 00:15 | lock the track changes feature. That's
what we're going to look at now as we work
| | 00:20 | with this document called No
Obstacles Recipes Collaboration2.
| | 00:23 | So before we start making changes to
this, we can track those changes by going
| | 00:27 | to the Review tab,
and turning on Track Changes.
| | 00:30 | Now, just clicking the button at the top, or
using Ctrl+Shift+E, is going to turn it on.
| | 00:35 | If you want to turn it on, and ensure
that it can't be turned off, click the
| | 00:39 | dropdown. You'll see another option,
which is Lock Tracking, and in this case,
| | 00:43 | people will need a
password to turn it off.
| | 00:45 | So if you don't share the password,
Track Changes will always be on.
| | 00:49 | It's a great way to ensure that
you're getting all of the changes made in a
| | 00:53 | document, at lease if they're visible.
| | 00:54 | So we're going to turn Track Changes on.
Let's just choose Track Changes.
| | 00:58 | It stays highlighted here on the
ribbon, and then what are we going to see in
| | 01:02 | the document as we make changes?
| | 01:04 | Let's say we take text out, or add new text;
are we going to see that? What about formatting?
| | 01:09 | Well, we have some options
here in the tracking section.
| | 01:11 | First of all, if we click the dropdown
where it says All Markup, we get to
| | 01:15 | choose how we're going to view markup;
| | 01:17 | that is the changes we make.
| | 01:20 | Well, Simple Markup is a cool feature
that doesn't clutter your document; it
| | 01:24 | just shows you in the left margin that a
change has been made, and you can view it or not.
| | 01:29 | All Markup, which is the default,
you're going to see everything right in your
| | 01:32 | document, and sometimes it can get a
little confusing and cluttered when
| | 01:36 | looking at All Markup.
| | 01:37 | Another option is to not show any of the
markup at all, or just show the Original
| | 01:41 | document. Let's try
Simple Markup to begin.
| | 01:45 | So with that selected, Show Markup down
below when we click the dropdown shows
| | 01:49 | us what type of things will be turned
on and visible: Comments, Ink, Insertions
| | 01:54 | and Deletions, any Formatting we do,
Balloons. When we move down to that, only
| | 01:58 | comments and formatting will appear in
balloons. We could have all revisions
| | 02:03 | inline, right in the text, or in
balloons as well. Or we could choose to see
| | 02:07 | changes and markup from specific people.
If we have multiple people logged in and
| | 02:13 | using this document, we could choose
whose markup we want to view. All Reviewers
| | 02:18 | means when we get all copies back;
we'll see all of the revisions color coded.
| | 02:23 | You'll see what I mean momentarily.
| | 02:25 | Also, the Reviewing Pane is
something that will pop up automatically.
| | 02:29 | Do you want it vertically or
horizontally across the page?
| | 02:32 | By default, it is a vertical
pane on the right hand side.
| | 02:36 | So let's see what happens when
we start making changes here.
| | 02:39 | So Track Changes is turned on. We've
decided to go with Simple Markup. Let's just
| | 02:42 | scroll down here to the bottom of the
page, and we'll select this, and we'll
| | 02:47 | change the formatting.
| | 02:49 | So the Web address;
let's change the color.
| | 02:51 | First of all, we'll go to the Home tab,
and change the color to blue, already
| | 02:57 | something is happening in the
left margin, and we'll underline it.
| | 03:01 | In the left-hand margin, we don't
actually see what was changed here. We see
| | 03:05 | the end result, yes, but we don't see
the original format, and over here on the
| | 03:10 | left-hand side the only thing we're
seeing is that changes are being tracked
| | 03:13 | with this simple markup. We can click
it to see what should appear when we use
| | 03:18 | All Markup, and that is balloons over
here, showing us that some changes were
| | 03:23 | made a few seconds ago.
| | 03:24 | All right, let's go back
to the Review tab.
| | 03:27 | With Simple Markup, we can show and
hide just by clicking this little marker
| | 03:31 | in the left margin,
| | 03:32 | but when we change it back to All
Markup, notice that we're seeing exactly
| | 03:36 | what we saw when we used Simple Markup, and
expanded our little marker in the left margin.
| | 03:42 | All right, so there we go;
we've made some changes.
| | 03:44 | Let's go down here take out Dear, so
I'll double-click, hit the Delete key; you
| | 03:49 | can see what happens. We still see it
there in cross out, and we're going to type
| | 03:54 | in some text, To our valued, delete the
capital C, put in a lowercase c, move over
| | 04:01 | to the end, and type customers.
There we go.
| | 04:04 | So as you can see, after a while it can
get a little bit cluttered and confused
| | 04:08 | on the page, so you may want to choose
certain things that will show up, certain
| | 04:13 | markup; others you may not want showing up,
or you may just decide to go with the
| | 04:18 | Simple Markup. I like that too.
| | 04:20 | All right, so this is something that we
would send back to the author, for example.
| | 04:24 | When you are the author, and you receive
documents that have changes -- let's take
| | 04:27 | a look at one. Here's one called No
Obstacles Recipes Collaboration2b, and you
| | 04:33 | can see this one has some changes already
made in it by this person named Karen Leslie.
| | 04:37 | So over here in the left margin, I see
those markers. I can see a change to the
| | 04:42 | title here, and as I hover over this
on the right-hand side, I see it's Karen
| | 04:46 | Leslie, 18 minutes ago; change it to a
Title style, Left, and if I click inside it
| | 04:52 | anywhere, that stays open on the
right-hand side in the reviewing pane.
| | 04:56 | Now, as the author, I get to choose whether or
not I want to accept or reject this change.
| | 05:01 | So I'll go to the Review tab, Track
Changes is turned on, and in the Changes
| | 05:05 | section now, I can choose if I'm going
to accept it, or reject it. Clicking the
| | 05:09 | dropdown, I have some
other options as well.
| | 05:11 | The default, by clicking this button,
will accept the change, and move on to the
| | 05:15 | next change in the document. I can select
it from here as well, or just to accept
| | 05:20 | this change, and allow me to review the
document move through it at my own pace.
| | 05:24 | I can accept all changes if I trust
this person; accept all changes, and
| | 05:28 | even turn tracking off.
| | 05:30 | So I'm going to just simply click the button
at the top to accept it, and move on to the next.
| | 05:36 | Now you can see it's actually here on
page 3, and they've made the change that I
| | 05:40 | was thinking would be a good change.
I'm going to accept that one too.
| | 05:43 | If I want to reject, I can click the
dropdown to reject and move to next, reject
| | 05:48 | the change, all changes, etcetera,
just like we saw for accepting.
| | 05:51 | So I should probably
accept, since it was my idea
| | 05:54 | anyway. It moves on to the next word
here, customers; I'll Accept that too, as
| | 05:58 | well as the lowercase c,
and the s on the end.
| | 06:03 | Now when I click Accept, it moves on to
the next, which is some formatting. I see
| | 06:07 | the end result here, it's highlighted, and
in balloons over here on the right-hand
| | 06:11 | side in the reviewing pane, I
see what was done to this text.
| | 06:15 | So if I click in the first one,
which is Font:
| | 06:17 | Bold, Italic, just click
in that one all by itself,
| | 06:21 | you can see they're both separate changes,
and I can accept or reject one or the
| | 06:26 | other. I'm going to Accept one,
and Reject the other one.
| | 06:30 | You can see what happens; there aren't any
more comments, or tracked changes in my document.
| | 06:34 | I'll click OK, and I'm done. The
reviewing pane disappears, and I've either
| | 06:39 | accepted or rejected every single
change that was made to this document
| | 06:43 | with tracking turned on.
| | 06:44 | So it's a great way for the owner of
a document to get collaboration on a
| | 06:49 | document, but have the final word
over what that document will look like by
| | 06:53 | accepting or rejecting
changes that have been tracked.
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| Comparing and combining documents| 00:00 | We already know how useful tracking
changes can be when collaborating on
| | 00:04 | documents with others.
| | 00:06 | It allows us to see the changes, choose
to accept or reject those changes, but
| | 00:10 | what happens if someone takes a copy of
your document, and does not remember to
| | 00:15 | turn on Track Changes, and they give
you back their version of the document.
| | 00:19 | Well, comparing the two documents
could mean printing them out, highlighting
| | 00:24 | areas, going into the original, making
the adjustments, and so on. It could be
| | 00:28 | very time-consuming.
| | 00:29 | But the good news is there's a very
powerful feature built right into Word that
| | 00:33 | will compare documents for you.
| | 00:35 | Not only that, if you choose to combine
the two documents, you can have that
| | 00:39 | done by Microsoft Word as well.
| | 00:41 | We're going to look at both
features; very powerful, yet rarely used.
| | 00:45 | So we're going to start with a
document called NO Recipes Original.
| | 00:49 | Let's say our scenario is we have this
document that we sent out to a couple of
| | 00:53 | people for their review.
| | 00:55 | They didn't turn on Track Changes, and
now we need to compare those two documents.
| | 01:00 | To do that, we go back to the
Review tab, and click Compare.
| | 01:04 | There are two options here: Compare
two versions of a document, called legal
| | 01:08 | blackline, or Combine revisions, could be from
two or more authors, into a single document.
| | 01:14 | We're going to start with Compare.
| | 01:16 | So we choose our original by clicking the
dropdown, there it is, NO Recipes Original.
| | 01:21 | The revised document came from this
person with the initials KL, so when we click
| | 01:26 | that, we can see it's Karen Leslie actually;
| | 01:28 | that's displayed automatically, because
she was logged into her Microsoft account
| | 01:32 | when she made those changes.
| | 01:34 | And now all we have to do is click OK.
| | 01:37 | So what happens next is Word looks at
the two documents, starts analyzing it for
| | 01:41 | changes, and list them
here in the revisions pane.
| | 01:45 | Now, if you think it's getting a
little crowded, you might want to close the
| | 01:48 | Navigation pane;
it gives us a little more space.
| | 01:51 | Here we can see the Compared Document.
| | 01:52 | This is the combination of these two documents
which are displayed in tiles off to the right.
| | 01:58 | So there's the original, there's the KL
version, and we can scroll through each
| | 02:03 | of those, if we wanted to.
| | 02:04 | Notice as we scroll, we're scrolling
through all three panes at the same time.
| | 02:09 | So we can see the changes, but we can
also see them listed over here on the left.
| | 02:14 | You can see where Karen made some
formatting changes, and if we want to, we can
| | 02:19 | click those to go directly to those
spots right in the document itself.
| | 02:23 | Changed Thanks to Thank-you, for example.
| | 02:26 | So the neat thing is we have the ability
to review all of these, and we can even
| | 02:31 | use our Accept and Reject buttons to
accept or reject those changes, just like
| | 02:35 | we would if Track Changes
had been turned on.
| | 02:39 | So it's a very cool feature; very
powerful here in Microsoft Word.
| | 02:43 | Eventually what we might do is simply
save this compared document after we've
| | 02:47 | accepted or rejected changes,
and that would be our final.
| | 02:50 | Alright. Let's just close it up though.
| | 02:52 | Click the Close button for the Compared
Document. We'll even close the revisions
| | 02:57 | pane, and we'll go up to the File tab
now, and click Close to close up any
| | 03:03 | documents we might have opened.
| | 03:04 | This is the Compare Result 1;
no need to save it at this point.
| | 03:08 | We're back to our original.
| | 03:10 | Now, the other option is to combine
documents, and in most cases, this is very
| | 03:14 | useful when there are two or more
reviewers who have made changes to documents.
| | 03:19 | So at the same time as comparing them, we
can combine them into one. So let's do that.
| | 03:24 | Let's go back to our Review tab here,
click Compare, and select Combine.
| | 03:28 | Now, again, we're going to choose two
documents; the original, and the revised, and
| | 03:33 | then from there, we can use the revised
document, and a second revised document by
| | 03:36 | repeating this process for
every one of the reviewers.
| | 03:40 | So we'll click the dropdown for the
original, click the dropdown for the
| | 03:45 | edited version, or revised. There it is
from Karen Leslie, and when we click OK,
| | 03:50 | similar to comparing the documents,
| | 03:52 | we're now going to see some of the
changes that were made over here on
| | 03:56 | the right-hand side.
| | 03:57 | What's being created in front of us
is a brand new document, which is a
| | 04:01 | combination of the
original and the changed document.
| | 04:05 | So as we scroll through
this, we see those changes.
| | 04:08 | If you prefer, you can use Previous and
Next to go from one, to the next, to the
| | 04:12 | next, just as if Track
Changes have been turned on.
| | 04:17 | And again, we can choose to
accept or reject those changes.
| | 04:20 | If we click the dropdown to accept
all changes, we now have a newly revised
| | 04:26 | document, Document4, that we could
save, and then combine with another
| | 04:31 | document that had revisions.
| | 04:33 | And in the end, what we end up with is a
combined document from two or more reviewers.
| | 04:39 | These are two very powerful features
you should try out any time you run into
| | 04:43 | that scenario where you have multiple
versions of a document, and tracked
| | 04:46 | changes were not used.
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|
|
13. Sharing Documents with OthersGetting documents ready for sharing| 00:00 | If you're going to be sharing your
document with others, you may or may not be
| | 00:04 | aware that additional information is
stored with your documents, outside of what
| | 00:08 | you see on the printed page.
| | 00:09 | Personal information might exist, XML
Data, also headers and footers might
| | 00:14 | contain information
you don't want to share.
| | 00:16 | Well, instead of going through our
document page by page looking for that
| | 00:20 | information, we can let
Word do it for us,
| | 00:23 | and that's exactly what we're
going to do here, using our No Obstacles
| | 00:26 | Bio Final1 document.
| | 00:28 | First step is to go up to the File tab.
| | 00:31 | From here, let's just take a look over in
the right-hand side. You'll notice that
| | 00:35 | there is information about our document.
| | 00:37 | This is called metadata; it's stored with
the document, and some of it is personal,
| | 00:41 | like the Author, and who last modified it.
| | 00:44 | Well, if we don't want to share that
information, we have a way to inspect our
| | 00:48 | document for such
information, and have it removed.
| | 00:51 | Let's go over here to the left-hand
side, and look at the Inspect Document
| | 00:55 | section here, where we can look
through our document Properties, Headers,
| | 00:59 | Footers, Content that people with disabilities
are unable to read, so check for accessibility.
| | 01:04 | We access all of those options
from the Check for Issues button.
| | 01:08 | We'll give it a click, and you can
see there are three options here.
| | 01:11 | Inspect Document, where we're going
to look for those hidden properties and
| | 01:14 | personal information.
| | 01:15 | There is Accessibility, as well as
checking for Compatibility if you plan on
| | 01:19 | sharing your documents with people who
have older versions of Microsoft Word.
| | 01:23 | Let's begin with Inspect Document.
| | 01:25 | Now, by default, all of these options
will be checked off; looking through
| | 01:30 | comments, revisions, and annotations;
if there are any, they can be removed.
| | 01:34 | Document properties, and
personal information; there it is.
| | 01:37 | How about XML data; whenever you use
placeholders, you're generating XML data
| | 01:42 | you may not even be aware of.
| | 01:44 | Headers, footers, and watermarks,
invisible content, and hidden text, which you
| | 01:49 | can't even see in your document,
might exist.
| | 01:51 | Word will find it, and if you want to
remove it, you'll have that option.
| | 01:55 | So let's click Inspect.
| | 01:58 | So it goes through our 8 pages, looking
for each of those sections, and as you can
| | 02:02 | see at the very top, we're okay as
far as it goes with Comments, Revisions,
| | 02:06 | Versions, and Annotations; there aren't any.
| | 02:08 | But we do have an issue down
below with Document Properties and
| | 02:11 | Personal Information.
| | 02:13 | Now we do have the ability right off the
bat here to click Remove All, and remove
| | 02:17 | all of that information.
| | 02:18 | Go ahead and click it, and now we
see a checkmark; we're good to go.
| | 02:22 | Everything else looks okay, until we
get to Headers, Footers, and Watermarks.
| | 02:26 | Now clicking the Remove All button next
to Headers, Footers. and Watermarks will
| | 02:30 | actually remove your
headers, footers, and watermarks,
| | 02:33 | when there might only be a little piece
of information inside one of those areas
| | 02:37 | that you need to remove.
| | 02:39 | So be careful with that one.
| | 02:41 | In fact, we might just want to close
this up, and edit the header, footer, or
| | 02:45 | watermark ourselves.
| | 02:46 | So we'll click Close.
| | 02:47 | Notice right away that the related
people section, personal information, the
| | 02:51 | author, who modified it last,
that information is gone; perfect.
| | 02:55 | We'll click our Back button
to go back to the document,
| | 02:58 | and as we scroll down, looks like the
header is okay, but the footer does have
| | 03:02 | the name of our author down there,
so that still exists in our footer.
| | 03:06 | Let's just double-click down there
to get inside, click once on the word
| | 03:09 | Samara, you can see it's field, and actually
what we want to do is double-click, and delete.
| | 03:14 | Good; it's gone.
| | 03:16 | As we scroll further down, no other
issues with our headers, footers; there
| | 03:19 | aren't any watermarks,
so we can close this up.
| | 03:23 | And we'll want to save our changes.
If we don't, we'll be prompted to the
| | 03:26 | next time we re-inspect.
| | 03:28 | So let's go to File tab.
| | 03:30 | You can click Save, or just go to
Check for issues, and try Inspect Document.
| | 03:34 | There is that prompt for us to save our
changes. You can click Yes, and there's
| | 03:39 | our checkboxes again. We can re-inspect
by clicking the Inspect button. Go
| | 03:43 | through this process again.
| | 03:45 | All we're going to see now is the
Headers, Footers, and Watermarks.
| | 03:48 | They do exist, but we know they're cool,
and ready to go, so we can close this up,
| | 03:53 | knowing we're ready to share our document.
| | 03:55 | Now what about accessibility? Will
people with reading disabilities be able to
| | 03:59 | gather information from our document?
| | 04:01 | Let's go back to the File tab. This
time when we click Check for issues,
| | 04:05 | we'll click Check Accessibility.
| | 04:08 | This opens up a pane on the right-hand
side, and you can see a number of errors.
| | 04:12 | Quite often, with images, you want to
have alternate text, and we don't have that
| | 04:16 | for a number of pictures.
| | 04:18 | As we click these, you'll
see the solution down below.
| | 04:21 | First of all, you'll see why you
should fix it, and you'll see how to fix it.
| | 04:25 | Now, each of these does have
to be fixed manually yourself.
| | 04:29 | So every time you click something,
you'll see it's actually highlighted or
| | 04:32 | selected in the document; you
can make the fix on the fly.
| | 04:36 | But let's just close up the accessibility
checker, knowing how it works now.
| | 04:41 | We'll go back to the File tab,
down to Check for Issues, and this time
| | 04:47 | Check Compatibility.
| | 04:49 | Now, when we do this, we're going to see
a number of issues summarized here under
| | 04:54 | Select versions to show.
| | 04:56 | I want you to see that when you click the
dropdown that all versions of Word are selected.
| | 05:01 | If you know you are going to be
sharing with people using Word 2010 or higher,
| | 05:05 | you can deselect Word 2007, and Word
97-2003; notice the issues disappear.
| | 05:11 | But if you know you might be sharing with
people using Word 2007, those issues re-appear.
| | 05:17 | Shapes and textboxes will be
converted to effects available in this format.
| | 05:21 | So you just are simply made aware that
certain graphics might look a little bit
| | 05:25 | different to those using older versions
of Microsoft Word. So we'll click OK.
| | 05:31 | That's a quick look at preparing
to share your documents with others.
| | 05:35 | Once you've gone through all of the
issues, fixed up your document, and resaved
| | 05:39 | it, it's time to share.
| | 05:40 | We'll talk about that next.
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| Saving documents to SkyDrive| 00:00 | One of the newer and more popular
methods for sharing documents with others
| | 00:04 | is to use SkyDrive;
| | 00:06 | that is, to put your document
up in the cloud.
| | 00:09 | Word 2013 is definitely
pushing users in that direction.
| | 00:13 | SkyDrive is the new default
for saving and opening files.
| | 00:16 | So let's use this document, No Obstacles
Bio Final2, to save it to SkyDrive,
| | 00:21 | and share with others.
| | 00:22 | When we go up to the File tab, we could go
directly to Save As, and save it to our SkyDrive.
| | 00:28 | If you're logged in, and see your
name in the top right corner, you'll also
| | 00:31 | see that name next to SkyDrive here under
Save As, if you've set up your SkyDrive account.
| | 00:37 | And if you select that, you can then choose
the folder you want to go to, and save it.
| | 00:41 | But there's an easier way,
if you plan on sharing.
| | 00:44 | So let's click Cancel, and go to
Share instead, from the left-hand pane.
| | 00:49 | Right here at the top, the default is
Invite People, which means of saving to
| | 00:54 | SkyDrive, that's step one, and then
sharing with people afterwards.
| | 00:58 | So let's click Save to Cloud here.
We see the same Save As window, but
| | 01:03 | automatically Word is going to take
us to the next step when we're done.
| | 01:07 | So we'll click Browse, and just like working
in any other folder, we're now in the cloud,
| | 01:11 | we have access to our default folders
for Documents, Pictures; Public is
| | 01:15 | automatically a folder that
will be shared with everyone.
| | 01:19 | If we don't want to share with everyone,
we can go to Documents, double-click, we
| | 01:23 | can create a New Folder, let's
call it No Obstacles, and hit Enter.
| | 01:30 | Now we can open that one by clicking
Open. We can keep the same name, No
| | 01:34 | Obstacles Bio Final2, and when we click
Save, it's actually saved to the cloud;
| | 01:39 | that means we can access it from
anywhere, using any device that's connected.
| | 01:44 | But notice we're taken to
step two here automatically.
| | 01:47 | Inviting people could be as simple as
typing in their names or e-mail addresses
| | 01:51 | if they are part of your contact list.
Any names you type here will have e-mail
| | 01:55 | addresses stored with them.
| | 01:56 | Or you could just type in an
e-mail address here if you wanted to.
| | 01:59 | I'm going to share with this
guy, drivers@lynda.com, for example.
| | 02:04 | And when I hit the Tab key, I can
include a personal message now. I can add
| | 02:08 | additional names directly from my contacts
if I wanted to; just simply type in
| | 02:13 | additional e-mail addresses.
| | 02:15 | We could also require users to
sign in before accessing the document.
| | 02:18 | When we're ready to share,
we click Share.
| | 02:21 | But before we do that, there's a couple
other ways to share that, and that is
| | 02:24 | to send out a link.
| | 02:26 | Click Get a Sharing Link,
and we have two options here.
| | 02:29 | If we want to share this with people,
so they can view it, we can create a link
| | 02:32 | to view the document; it
becomes read-only to them.
| | 02:36 | If we want to let them edit the document,
we can create a link, and there's the
| | 02:40 | link that we would send off to people.
When they click that link, they would
| | 02:44 | actually go to the document itself, and
be able to open it up, and edit it. So it's
| | 02:48 | just a matter of clicking,
copying, and pasting into an e-mail.
| | 02:53 | So those are a couple of different options.
I'm going to go back to Invite People,
| | 02:57 | and go back to drivers@lynda.com;
you can type in whoever you'd like.
| | 03:02 | If there's a message you would like to type,
go ahead and type it in, and then click Share.
| | 03:09 | So an e-mail is going out to the people
we've invited here in the e-mail address field.
| | 03:15 | Down below, we can now see who it's
shared with. I'm the owner, there is the
| | 03:19 | person who can edit it, and at any time,
of course, I could go to this, right-click,
| | 03:24 | and remove the user, or change their
permissions, so that they can only view it.
| | 03:28 | Of course, you can also go online, using
your Web browser, into SkyDrive, and adjust
| | 03:34 | sharing options from there as well.
| | 03:36 | When were done, we simply click the
back button to leave backstage view, and go
| | 03:40 | back to our document.
| | 03:41 | One thing you will notice when you use
SkyDrive is the Save icon on the quick
| | 03:45 | access toolbar has changed.
| | 03:47 | Notice it has a little
refresh icon on top of it.
| | 03:50 | That's how you know you've stored it
somewhere where somebody could be opening
| | 03:54 | up the document simultaneously while
you're working on it, and making changes.
| | 03:58 | So every time you update by clicking
this, you'll be updating your changes. Every
| | 04:03 | time they use the Save button, they'll
be updating their changes, and you'll see
| | 04:06 | them in your document.
| | 04:08 | So that's going to become a very popular
way of sharing documents; using SkyDrive
| | 04:13 | here in Microsoft Word.
| | Collapse this transcript |
| Sending documents via email| 00:00 | One of the most popular methods for sharing
documents has always been to send a copy via e-mail,
| | 00:05 | and typically that would mean opening
up your e-mail application, creating a new
| | 00:09 | message, clicking the attach button,
and browsing for your file, attaching it,
| | 00:14 | adding a message, and then sending it off.
| | 00:16 | We can do all of that from within
Microsoft Word, and get some additional
| | 00:20 | options at the same time.
| | 00:22 | So let's test it out with our No
Obstacles Bio Final2 document here.
| | 00:26 | We'll go to the File tab,
and select Share.
| | 00:30 | From here, the second option is Email,
and when we select it, you'll notice a
| | 00:34 | number of different ways to
send a document via e-mail.
| | 00:37 | The first option is to
Send an Attachment.
| | 00:40 | All that's going to do is launch your
default e-mail app; mine is Outlook. It'll
| | 00:44 | create a new message for you, it'll
create the subject, it will attach the file;
| | 00:49 | all you need to do is add the
addresses in any message you want.
| | 00:52 | Right below that is Send a Link.
| | 00:54 | Now, this will only work if you
are sending off a shared document.
| | 00:58 | If you've stored it on SkyDrive, or
SharePoint, for example, this option
| | 01:02 | is available to you.
| | 01:03 | That way you can send them a link to
the location of that file, and everyone
| | 01:08 | will be able to open the
same copy at the same time.
| | 01:11 | So this is similar to what we saw in
the previous lesson by using SkyDrive; we
| | 01:15 | could send out links to people to view
or edit the document. This is the same
| | 01:19 | idea, but from the Email option.
| | 01:21 | We could also send a copy of our document
as a PDF; it's converted, and attached
| | 01:26 | to our e-mail message, giving us a way
of sending a read-only copy via e-mail.
| | 01:31 | The Microsoft version is
XPS; we can do that too.
| | 01:35 | And the last option is to
send off a fax of our document;
| | 01:39 | another way to send a read-only copy.
Now, you don't need a fax machine; all you
| | 01:43 | need is a fax service provider, and
the phone number you're sending it to.
| | 01:47 | Let's go back to the top, and click
Send as Attachment. This will launch your
| | 01:51 | default e-mail app. I have Outlook open,
a new message is created, you see the
| | 01:55 | subject, you can see I have
the document already attached;
| | 01:59 | all I need to do is enter in the
address field who I'm sending it to,
| | 02:04 | add a message if I wanted to down
below, Have a look and give me your feedback,
| | 02:11 | let's say, I'll just say Thanks, be
polite, and send it off. Off it goes.
| | 02:20 | So that's how we share
via e-mail in Microsoft Word.
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| Password protecting a document| 00:00 | If you're going to be sharing your
documents with other people, and you want to
| | 00:04 | ensure that only they get access to the
file, you can password protect it. Then
| | 00:08 | you would provide them with the password,
they would use it to get in; anyone who
| | 00:12 | doesn't know the password will
not have access to your document.
| | 00:15 | Let's see how it's done using our No
Obstacles Bio Final2 document. We'll click
| | 00:19 | the File tab, and then go down to Info,
if need be, and here you'll see Protect
| | 00:25 | Document. Clicking this displays a
number of different ways to protect your
| | 00:29 | document. One of them is to
encrypt it with a password.
| | 00:32 | Give it a click, and all we do now is
choose a password, type it in, click OK,
| | 00:38 | and because you can't see what you're
typing, you want to make sure you got it
| | 00:42 | right the first time. Type it in again.
| | 00:44 | Now when you click OK, you'll notice
that the document has been password
| | 00:48 | protected; it's highlighted here in yellow.
| | 00:51 | So we'll save our changes, we'll go back
to the File tab, and let's close this up.
| | 00:57 | All right. Next time we go to open
it, or if we send it off to someone who
| | 01:01 | wants to open it up,
| | 01:03 | they will go to the File tab, Open, select
the document, and be prompted for that password.
| | 01:09 | They need to know it to get in.
| | 01:11 | So we type it in, we click OK, and we now
have full access to the document. And the
| | 01:16 | key words are full, and access.
| | 01:19 | We have total control over this
document to make changes to it as we see fit.
| | 01:23 | In fact, we can even go up to the File
tab, click Protect Document, go to Encrypt
| | 01:28 | with Password, and take it out.
| | 01:30 | So it's no longer password protected;
when we click OK, it's been removed.
| | 01:35 | We can save that, and all of a
sudden, this document is no longer
| | 01:38 | password protected.
| | 01:39 | So, on occasion, you may choose to
restrict editing, and that's a different way of
| | 01:45 | protecting your document.
We'll talk about that next.
| | Collapse this transcript |
| Restricting editing for part or all of a document| 00:00 | Have you ever shared a document with
people, and you wanted to restrict the parts
| | 00:04 | of the document that they should be
able to make changes to, and choose parts of
| | 00:09 | the document that would be read-only?
| | 00:11 | We can do that by restricting editing.
| | 00:13 | We're going to do that with our No
Obstacles Bio Final2 document here by going
| | 00:17 | to the File tab. With Info selected,
we'll go to Protect Document, click there, and
| | 00:22 | then choose Restrict Editing.
| | 00:23 | Now, there are different things we can
restrict, like, for example, the selection of
| | 00:28 | styles that they'll be able to use; we
talked about that in the styles chapter.
| | 00:32 | But here's where we really want to go,
and that is to allow a certain type of
| | 00:36 | editing in the document
for various users.
| | 00:38 | So let's click the checkbox first, and
then click the dropdown below it to see
| | 00:42 | that we could choose to make it so they
can track changes, add comments, fill in
| | 00:48 | forms if we have fields, or make this
document read-only, with exceptions.
| | 00:52 | Let's choose a Read only, and then,
down below, the Exceptions can be set for
| | 00:57 | individual users,
or as you can see, Everyone.
| | 01:01 | Let's add a user. We'll click More users;
all you need is an e-mail address, or a
| | 01:05 | domain for example. I'm going to type
in drivers@lynda.com, so if I send it to
| | 01:10 | this person, they'll be on the list,
and now I can set the exceptions for them.
| | 01:14 | All I need to do select parts of the
document that they'll be able to edit.
| | 01:18 | So I'm going to select
the Mission Statement;
| | 01:20 | just the paragraph. I'll highlight it, and I go
over here; click the checkbox next to drivers.
| | 01:26 | Notice the shading changes color. Click
the dropdown, and you can see, I can now
| | 01:31 | find another region that they can edit,
| | 01:33 | or show all regions by
showing this color coding.
| | 01:36 | I can also remove their
permissions from here.
| | 01:38 | So if I wanted to, I could select another
paragraph, go back, click the checkbox,
| | 01:45 | and now, as I continue to do this, I have
the dropdown that allows me to go from
| | 01:49 | one to the next, or show all the regions.
| | 01:51 | I can also set it for everyone.
| | 01:53 | So if I scroll down, for example, to
the next page, where we get into the No
| | 01:58 | Obstacles Clothing here, I'm going to
click and drag across this entire bulleted
| | 02:02 | list, click the checkbox next to Everyone,
and click the dropdown; you'll see I
| | 02:07 | have the same choices.
| | 02:08 | Now everyone has full access to that,
and this guy here has access to this,
| | 02:14 | because he's part of everyone, and
those other areas up at the top.
| | 02:18 | So clicking the dropdown allows me to
go to regions that can be edited by that
| | 02:23 | person. Just a quick way
to move through.
| | 02:25 | Once we've made our selections for
restricted editing, and are exceptions,
| | 02:30 | it's time to enforce it.
| | 02:32 | All we have to do is click Yes, Start
Enforcing Protection down at the bottom.
| | 02:36 | If we want, we can use a Password,
or we can use User Authentication.
| | 02:41 | Now, if we do this second option,
authenticated owners can remove document
| | 02:45 | protection, so it's a little bit dangerous.
| | 02:47 | Using a password, though, they'll use the
password to get in, and only have access
| | 02:52 | to the section that we allow them to.
| | 02:55 | Click OK, and our document is ready.
| | 02:58 | So as you can see up here, this little
area, I have a restrict editing button;
| | 03:03 | find next region that I can edit. It
actually takes me down to this area, which
| | 03:07 | is available to everyone.
| | 03:09 | Show all regions I can
edit; it's still only that.
| | 03:12 | However, when I send this off to
drivers@lynda.com, he'll have a couple extra
| | 03:17 | sections, because of the optional
restrictions that we set for that person.
| | 03:23 | So that's how we restrict editing in
a document for individuals, or everyone,
| | 03:28 | keeping parts of our document read-only,
and allowing access to others.
| | Collapse this transcript |
|
|
14. Customizing WordChanging general settings| 00:00 | As we moved through the various chapters
in this title, we've seen Word 2013
| | 00:04 | behave a certain way
in different situations,
| | 00:07 | and those behaviors can be customized by
going to the options, which we're going
| | 00:12 | to do in this chapter,
starting with some general options.
| | 00:16 | Let's have a new blank document on our
screen, and test out a couple of things.
| | 00:19 | Let's type in My name is, and you can
type your name here, David; as soon I hit
| | 00:25 | space, notice it's trying
to complete David Rivers.
| | 00:28 | I'm the registered user, it knows that,
so all I need to do is hit Enter, and it's
| | 00:32 | automatically completed.
| | 00:34 | Next let's just click and drag
over that text.
| | 00:37 | When we get to the end, we
get the mini toolbar popping up.
| | 00:40 | That's a certain behavior.
| | 00:42 | If that annoys you,
definitely, you can turn that off.
| | 00:45 | Where do we access these options?
| | 00:46 | We go to the File tab, go down to
Options, and we'll start with General.
| | 00:52 | Over here on the right, you can see
right at the very top, we have some User
| | 00:56 | Interface options, like the Mini Toolbar.
| | 00:58 | It shows up on selection, because
it's checked off here. Don't like it?
| | 01:02 | Prefer to use the ribbon? Deselect
the checkbox, and you're ready to go.
| | 01:06 | Live preview is something
we've seen throughout this title.
| | 01:09 | As we are hovering over certain options,
we see what it might look like in our
| | 01:13 | document in the background,
thanks to live preview.
| | 01:16 | That eats up some of your computer
resources, in case you didn't know, and if you
| | 01:21 | want to reserve some of that
memory, you can deselect the checkbox.
| | 01:24 | You might notice a difference in
performance in your computer overall.
| | 01:29 | Most computers are very powerful
these days, and that can be left on.
| | 01:33 | Also, updating document content while
dragging; that's something that happens
| | 01:37 | automatically, and you get
ScreenTips, and you can choose the style.
| | 01:41 | And in fact, if you don't like ScreenTips
at all, they can be turned right off.
| | 01:45 | Down below is the personalization
of your copy of Microsoft Office.
| | 01:49 | This is taken from the
installation; the User Name, and Initials.
| | 01:53 | It can be changed here, and that's exactly why
we saw auto complete try to finish off a name.
| | 01:59 | So if you want to, you can take out
the User Name, and Initials, and never have
| | 02:02 | that stored with your document, or you
can just leave it as is, like I'm going to.
| | 02:07 | And there's a couple of other options
that are kind of interesting, like the last
| | 02:11 | one here, which is that Start screen.
| | 02:13 | It shows up the very first
time you launch Microsoft Word.
| | 02:17 | If you don't like it, you prefer to
go to a new blank document like the old
| | 02:20 | days, you can deselect that, and
skip by the Start screen altogether.
| | 02:25 | I'm going to leave it turned on, and I
don't mind the Mini Toolbar either, so I'm
| | 02:29 | going to leave that checked off,
and click OK.
| | 02:32 | So those are just some of the General settings.
| | 02:34 | Of course, there are many, many more
settings that we can access through the
| | 02:37 | Advanced category, which
we'll take a look at next.
| | Collapse this transcript |
| Changing advanced settings| 00:00 | Aside from those general options we
talked about in the previous lesson,
| | 00:03 | there are a number of advanced options we
can customize here in Microsoft Word as well.
| | 00:08 | We're going to take a look
at some of them now.
| | 00:11 | We'll continue working with
a new blank document here.
| | 00:13 | I want to show you one
thing that's kind of neat.
| | 00:16 | Just go around the center of your
document, about halfway down the page; you'll
| | 00:19 | notice your mouse pointer changes as
we move from the left, to the center, to
| | 00:24 | the right, and that's because there's
something called click and type, which is
| | 00:27 | a feature that's turned on automatically,
allowing you to double-click anywhere
| | 00:31 | in your document, and start typing.
| | 00:34 | So even though there's nothing down
there, what we've actually done by
| | 00:37 | double-clicking is we've entered a
number of hard returns, and centered all,
| | 00:42 | just by double-clicking.
| | 00:44 | If we turn on our show/hide markers,
notice all the hard returns, and there's the
| | 00:49 | centering that takes us
to the middle of the page.
| | 00:52 | We'll turn those off.
| | 00:54 | So that's just one of the features that
maybe you don't like, and would like to turn off.
| | 00:57 | Let's take a look at those advanced
options by clicking the File tab, then going
| | 01:02 | down to Options, and selecting
Advanced down the left-hand side.
| | 01:07 | So, there are some Editing options
that might be of interest to you.
| | 01:11 | For example, when we select text, and
start typing, we replace that selected text.
| | 01:14 | That's a default.
| | 01:16 | Most people like it, but you
could turn it off if you didn't.
| | 01:19 | When selecting, clicking and dragging
across words, entire words get selected,
| | 01:24 | which makes it very
difficult to select a part of a word.
| | 01:27 | Let's say you had the word editing, and
you wanted it to be edit; you can't just
| | 01:32 | click and drag over the ing and
delete it, because of this feature.
| | 01:36 | This is one that I don't mind turning off.
| | 01:38 | Also, you'll see the Use CTRL - Click
to follow hyperlink, so when you create
| | 01:43 | hyperlinks in a document, you can hold
down your Ctrl key, and click that link
| | 01:47 | to actually go to that hyperlink, without having
to publish the document on the Web, for example.
| | 01:52 | A little further down, you're going to see
some other options, like Enable click and type.
| | 01:57 | That's why we were able to double-click
in the middle of the page halfway down.
| | 02:00 | If you don't like that feature,
it can be turned off as well.
| | 02:03 | And AutoComplete suggestions;
| | 02:05 | for example, when typing my name, it
automatically wanted to complete my name
| | 02:10 | after I typed in my first name.
| | 02:12 | Well, that's because of this feature,
and people don't always like to see those
| | 02:16 | little things popping up, and
prompting them to do things.
| | 02:19 | That can be turned off by
deselecting the checkbox as well.
| | 02:22 | As you scroll through, you'll see a
number of different categories, like
| | 02:25 | Cut, copy, and paste.
| | 02:27 | There is an Image Size and
Quality section, a Chart section;
| | 02:31 | properties follow chart data point.
| | 02:33 | A little further down,
you'll notice document content;
| | 02:37 | Show drawings and text boxes on screen.
| | 02:40 | In the old days, you wouldn't actually see
those drawings; you'd just see the frames.
| | 02:44 | And a little further down
some Display options.
| | 02:46 | The scroll bars I like to see across
the bottom of my screen; that's the
| | 02:50 | horizontal one, and the
vertical one going up and down.
| | 02:54 | If you don't want to be able to see
those, you can deselect them, of course.
| | 02:57 | And the vertical ruler in Print Layout
view is kind of handy; always reminds you
| | 03:02 | the size of the paper that you're going
to be using if you were to print it out.
| | 03:06 | A little further down, we have some
Print options; printing always takes place
| | 03:10 | in the background, by default.
| | 03:12 | Also, Scale content for
A4 or 8.5 x 11" paper sizes,
| | 03:17 | so if content is going over the margins,
etcetera, you go from a larger size
| | 03:21 | down to one of these,
everything is scaled for you.
| | 03:23 | Also, a little further down, you'll
notice we have a General section here, and we
| | 03:29 | can set up some cool things, like
providing feedback with animation.
| | 03:33 | When you get feedback onscreen by
selecting things, and menus popping up, you
| | 03:37 | might notice a little bit of animation.
| | 03:39 | That takes up computer resources, and
we can save memory in our computer by
| | 03:43 | turning things like that off.
| | 03:45 | We don't use sound, but if you like
sound as part of your feedback, this could
| | 03:50 | be a nice accessibility
option, it can be turned on.
| | 03:53 | Also, a little further down,
Layout options.
| | 03:55 | These apply to the
document you're looking at now.
| | 03:58 | Any time you see things like layout, and
compatibility options, and the name of
| | 04:02 | your document, any changes you make here
only affect the document; not Word in general.
| | 04:07 | So if you have made changes, click
OK to save them, and that closes up
| | 04:11 | the Options dialog.
| | 04:13 | So those are just a few
of the Advanced options.
| | 04:15 | You should experiment and browse through
them, making Word work the way you want
| | 04:20 | it to work by selecting
the appropriate options.
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| Customizing the Ribbon| 00:00 | The ribbon that appears across the top
of our screen in Word 2013 was actually
| | 00:04 | introduced in Word 2007, and
since then has gained popularity.
| | 00:08 | It's become quite easy to find what
it is we're looking for, thanks to the
| | 00:12 | various tabs, and within
those tabs, the various groups.
| | 00:16 | What people don't realize is that the
ribbon itself is quite customizable, and
| | 00:21 | we're going to take a look at how we do
that here in Word 2013, beginning with
| | 00:25 | the ribbon itself,
and how it appears.
| | 00:27 | By default, we see the
various tabs, we can click them;
| | 00:30 | the ribbon is always visible to us.
| | 00:33 | It does take up quite a chunk of space
at the top of our screen; valuable real
| | 00:37 | estate, where we could be working on
our documents, so if you wanted to, you
| | 00:42 | could change this so it automatically
hides when you're not using it.
| | 00:45 | Just go over to the right-hand side; in
the bottom corner, you'll see that little
| | 00:48 | arrow pointing up. Give it a
click, and it's now collapsed.
| | 00:51 | All we see are the tabs.
| | 00:53 | When we want to go to one of the tabs,
we click them; click Home, for example,
| | 00:58 | and we see all of our
Home groups and commands,
| | 01:00 | and if we wanted to collapse it, we just
click back in the document, and notice
| | 01:05 | we have a lot more room
to work on our document.
| | 01:07 | Now, of course, we don't see
automatically all of the different groups
| | 01:11 | within that selected tab when it's collapsed,
so some people prefer to leave it expanded.
| | 01:16 | To do that, just click any one of the
tabs, and now in the bottom right-hand
| | 01:20 | corner, it's no longer a little arrow,
but rather a pushpin, which will keep it
| | 01:24 | expanded right there at
the top of our screen.
| | 01:27 | We can also customize the
ribbon itself, and its contents.
| | 01:31 | Let's go anywhere inside the ribbon,
but not on any of the commands, or groups;
| | 01:35 | just right-click in an empty
space, and choose Customize Ribbon.
| | 01:38 | That's a shortcut for going to the
File tab, going down to Options, and
| | 01:42 | selecting Customize Ribbon.
| | 01:44 | Over here you're going to see a
list of commands, and over here on the
| | 01:48 | right-hand side, the ribbon.
| | 01:50 | So you'll see the main tabs;
| | 01:51 | there is Home, Insert,
Design, etcetera.
| | 01:54 | You'll also see some of the ones
that only appear when needed, the
| | 01:58 | context-sensitive ones, and you'll
also see some buttons at the bottom for
| | 02:02 | creating new tabs, new groups within
a tab, giving them names, and that's
| | 02:07 | where we would go to add any of these commands
that we want to have quick and easy access to.
| | 02:12 | So let's just say, next to the
View tab, we'll select a View,
| | 02:16 | we'd like our own custom tab.
| | 02:18 | We create new tab by
clicking New Tab.
| | 02:21 | It's created, it's called New Tab
(Custom), a new group is automatically
| | 02:25 | created, and all we need to do is start
dragging various commands into that group.
| | 02:30 | For example, I like the Delete option;
click and drag that over into the New Group.
| | 02:35 | Maybe drawing a table is something I
want quick and easy access to. I'll drag
| | 02:39 | that over there, just below Delete,
I see that black line, and let go.
| | 02:43 | And you can see there are quite a number
of popular commands to choose from, but
| | 02:46 | if you want access to every command,
click the dropdown, and go to All Commands.
| | 02:51 | Now, you can also go to this one, which
I like, is Commands Not in the Ribbon.
| | 02:55 | So these are commands that are already
missing from the ribbon. We can go
| | 02:59 | through the list, it's alphabetical, and
select the ones that we want in the ribbon.
| | 03:04 | How about Browse Previous and
Browse Next? You got the idea.
| | 03:14 | Now, with New Tab selected, we can create
another new group within that tab, and
| | 03:18 | start adding additional items.
| | 03:20 | We can rename tabs and groups, and you
can have as many tabs, and as many groups
| | 03:26 | within those tabs, and as
many commands as you'd like,
| | 03:29 | so it's totally customizable.
| | 03:31 | If we were to click OK at this point,
you'll notice we have the New Tab up here,
| | 03:34 | we haven't renamed it yet, click the
tab, you'll see that new group here;
| | 03:38 | there is the other new group,
| | 03:40 | and there's the commands
we've already added.
| | 03:42 | Now, of course, if we don't want the
New Tab, or the new groups, no problem.
| | 03:46 | Right-click anywhere on the ribbon, go
back to Customize, and all we have to do
| | 03:51 | is select the New Tab, right-click
it, and choose Remove. It's gone.
| | 03:55 | Also, we can decide which
tabs will be visible and not.
| | 03:59 | Notice the Developer tab
is not checked off.
| | 04:01 | If you are a developer, and you want
those tools, click the checkbox, and click OK.
| | 04:06 | You have a new tab showing up
at the top: the Developer tab.
| | 04:10 | So that's how we customize the ribbon
here in Word 2013; something that can
| | 04:13 | allow you to have the tools
you need, when you need them.
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| Customizing the Quick Access Toolbar| 00:00 | The other toolbar that can be totally
customized here in Word 2013 is the
| | 00:04 | quick access toolbar.
| | 00:05 | Up at the very top, by default, is where
you'll find it, and it contains default
| | 00:09 | buttons, like Save, Undo, and Redo.
| | 00:13 | Earlier, when we created a macro, we
decided it should appear on the quick
| | 00:16 | access toolbar, so we'll see macros that we
add to our quick access toolbar up here as well.
| | 00:22 | There are other commands that are
turned off right now that can be turned on by
| | 00:26 | clicking the dropdown.
| | 00:27 | Anything with a check already appears
there. Anything without can be added,
| | 00:32 | like Open; I really like
that one. Click the dropdown.
| | 00:35 | And how about Quick Print?
| | 00:36 | That's a good one as well.
| | 00:38 | Click the dropdown again, and if there
are more commands you'd like to add that
| | 00:42 | don't appear on this list,
go down to More Commands.
| | 00:46 | From here, you'll notice we're actually
customizing the Quick Access Toolbar this
| | 00:49 | time, and all we need to do is
locate the commands that we want.
| | 00:53 | Click the dropdown for Popular Commands,
and you'll see the different categories.
| | 00:57 | If you want access to every single
command in Microsoft Word, select All
| | 01:02 | Commands, and you'll see an alphabetical
listing of every possible command that
| | 01:06 | could be added to your
quick access toolbar.
| | 01:08 | As we scroll further down, maybe one
that we use on a regular basis is Charting.
| | 01:15 | So if we wanted to, we could go to one
of the Chart options here, like Change
| | 01:19 | Chart Type, and Add it,
| | 01:20 | so anytime we want to change a chart type,
we can go to our quick access toolbar
| | 01:24 | when working with a chart.
| | 01:26 | Of course, we can reorder these as well.
| | 01:29 | Save, Undo, Redo; that's great.
| | 01:30 | I think my macro should be last, so I'll
select it, and bump it down using the down arrow.
| | 01:35 | And I think Chart Type should come after
Redo, so I'll select it, and move it up.
| | 01:41 | Once I have the right order,
all I have to do is click OK.
| | 01:45 | So I now have a series of new
buttons appearing across the top on my
| | 01:48 | quick access toolbar.
| | 01:50 | If I'd rather that appear below
my ribbon, I can also do that.
| | 01:54 | Let's go to File this time, click
Options, and we'll go to Quick Access Toolbar,
| | 01:59 | and you'll notice there is an option here to
Show Quick Access Toolbar below Ribbon.
| | 02:04 | Click that, click OK to see what it
looks like, and if you prefer that to on
| | 02:09 | top, you're ready to go.
| | 02:10 | I kind of like it where it was, so I'm
going to go back to those options, select
| | 02:15 | Quick Access Toolbar, and
deselect the checkbox to show it below.
| | 02:20 | I also don't think I need Chart Type;
| | 02:22 | I'm going to select it,
and click Remove.
| | 02:24 | Open and Quick Print, though, I do like.
I'm going to keep those, and click OK.
| | 02:29 | So the quick access toolbar, giving
you quick and easy access to the commands
| | 02:33 | you use most often, can appear above or
below the ribbon, and can contain any of
| | 02:37 | the commands that you use
most often. Totally customizable.
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ConclusionWhat's next?| 00:00 | Congratulations! You've reached the
end of Word 2013 Essential Training.
| | 00:04 | You should now be feeling comfortable
with this extremely powerful Word
| | 00:07 | processing software, and ready to tackle
simple to complex documents on your own.
| | 00:13 | Stay tuned to lynda.com for more
specific and in-depth titles on Word 2013.
| | 00:18 | Thanks for watching, and I hope to
see you again soon in another title
| | 00:22 | from lynda.com.
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