IntroductionWelcome| 00:04 | I'm Gini Courter, and
| | 00:05 | I'd like to welcome you to
Word 2010 Essential Training.
| | 00:08 | In this course, I'll show you how to use
Word 2010 to create great-looking documents.
| | 00:14 | We'll start with the basics but also
cover the new and improved features in
| | 00:18 | this version of Word.
| | 00:19 | I'll show you how to save time creating
documents by using one of the hundreds
| | 00:23 | of free templates available on your
computer and the Microsoft Web site.
| | 00:28 | We'll see how we can use Text Effects and
Picture Effects to add impact to our documents.
| | 00:33 | I'll show you how to use Styles, so you
can reformat your entire document with
| | 00:37 | just a few clicks of the mouse.
| | 00:39 | With Styles, you can save time each
time you reuse part or all of the document.
| | 00:44 | We'll use building blocks like deaders,
footers and cover pages to give all our
| | 00:49 | documents a professional look that
makes them attract your reader's attention.
| | 00:53 | I am pleased to have this opportunity
to show you the core features of the
| | 00:57 | latest version of Microsoft's
best-selling Word Processor.
| | 01:00 | Thank you for joining me for
Word 2010 Essential Training.
| | 01:05 | Let's get started.
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| Using the exercise files| 00:00 | If you are a premium member of the
lynda.com Online Training Library, or if you
| | 00:05 | are watching this tutorial on a DVD-ROM,
you have access to the Exercise Files
| | 00:10 | used throughout this title.
| | 00:13 | You can download the Exercise Files
from the Online Training Library or copy
| | 00:17 | them from the DVD-ROM to your desktop.
| | 00:20 | The Exercise File folder includes a
separate folder for each chapter, as well as
| | 00:26 | a folder of all of the images
that are used throughout the course.
| | 00:30 | If you open the folder for a chapter,
you will find files for specific movies
| | 00:36 | and then files used more
generally throughout this chapter.
| | 00:39 | For example, movie 04_04 has its own file.
| | 00:43 | Movie 04_05 has its own file.
| | 00:45 | Then there's a Definitions file that you
can use with other movies in Chapter 04.
| | 00:50 | Some movies have more than one file,
for example, in Chapter 08, where we will
| | 00:55 | be combining different design elements
and illustrations with Microsoft Word.
| | 01:00 | You'll find that 08_08 has two
different files that are used.
| | 01:04 | So, you'll need to use both this
| | 01:06 | Chart document and this
Excel file in movie 08_08.
| | 01:11 | In some chapters, there
are a variety of documents,
| | 01:14 | some of which are tied to a
particular topic and some of which provide
| | 01:18 | background information to the
documents that are already in use.
| | 01:22 | If you are a monthly subscriber or
annual subscriber to lynda.com, you don't
| | 01:26 | have access to the Exercise files.
| | 01:28 | But you can follow along from
scratch with your own documents.
| | 01:32 | Let's get started.
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| Creating placeholder text| 00:00 | There are two nifty tricks that you can
use to create dummy documents quickly.
| | 00:05 | The two tricks are called Rand and Lorem,
and I'll be using them in this course.
| | 00:09 | The first, Rand, is a
simple formula that you enter.
| | 00:14 | You have to be at the start of the line.
| | 00:16 | You can't have other letters before this.
| | 00:18 | Type =rand, for random.
| | 00:23 | This is going to look a
lot like an Excel formula.
| | 00:25 | Open the parentheses, put the number of paragraphs
of text you want, a comma, and the number
| | 00:31 | of sentences - not lines, but
sentences - in each paragraph.
| | 00:36 | Close the parenthesis.
| | 00:38 | When I press Enter in a moment, Word
will go to the Microsoft Word help file to
| | 00:43 | a specific spot and will begin taking
paragraphs and sentences and pulling them
| | 00:49 | back into the document.
| | 00:50 | But it happens really fast.
| | 00:52 | Five paragraphs, six sentences per
paragraph, just like that, a really quick and
| | 00:58 | easy way to get text.
| | 01:00 | This text is somewhat intriguing,
and if we use this text to make some
| | 01:05 | decisions, or to decide about things
like formatting as we'll do in this
| | 01:09 | document and in others, people might
want to read this text because it is
| | 01:13 | English, and they immediately will say,
oh, on the Insert tab, and they will
| | 01:17 | begin to try to learn things.
| | 01:19 | So, if we want text that isn't
even this interesting, isn't even as
| | 01:23 | interesting as the Rand text is, the
other choice is instead of Rand, we can
| | 01:28 | use the word Lorem.
| | 01:30 | So, I am going to type =lorem(5,6).
| | 01:37 | When I press Enter, I will
get a text of filler text.
| | 01:41 | This is text that looks a lot like Latin.
| | 01:43 | It's not actually good Latin.
| | 01:46 | But it's semi-Latin that was created
by adding and removing letters from a
| | 01:51 | translation of Cicero either 40 years
ago or 400 years ago, no one's really sure.
| | 01:57 | Although it's not actually Latin,
its purpose is for typesetting.
| | 02:01 | Because letters appear in this sample
text in roughly the same frequency that
| | 02:06 | they appear in regular text.
| | 02:08 | So, you can use this kind of text that's
called Lorem ipsum in order to dummy up
| | 02:14 | a document that you can
then make some decisions about.
| | 02:17 | No one really feels like reading it very long.
| | 02:20 | Because it doesn't look like real
text that one would read for any reason,
| | 02:25 | unless one were a quasi Latin scholar.
| | 02:28 | So, the two commands, again, to create
this kind of text are =rand paragraphs and
| | 02:35 | sentences, and then =lorem in
parentheses, paragraphs, sentences.
| | 02:42 | You don't need to be able to
use Rand and Lorem to use Word.
| | 02:46 | But if you need to create some sample
text quickly to look at page designs or
| | 02:50 | layouts, other visual elements, or to
create or test a template, Rand and
| | 02:55 | Lorem will do the trick.
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|
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1. Getting Started with Word 2010Using the Word interface| 00:00 | Before we begin creating, saving and
e- mailing and printing documents in
| | 00:04 | Word 2010, we are going to find out
how to launch Word 2010, and then take a
| | 00:10 | quick tour of the Word window, so you
will know where to find the different
| | 00:14 | kinds of tools and commands that you will use
when you create your documents in Word 2010.
| | 00:19 | We will start here on the Windows Desktop.
| | 00:22 | There are a variety of
ways to launch Microsoft Word.
| | 00:26 | If you need to open a document that
already exists, it's fairly easy to launch Word.
| | 00:31 | All you need to do is open the document
and Word will automatically be launched
| | 00:37 | to show you that document.
| | 00:38 | So that's relatively easy.
| | 00:40 | What if we want to start from scratch?
| | 00:43 | Well, begin by clicking the Start
button, and you will notice that Microsoft
| | 00:46 | Word 2010 appears on the Start menu.
| | 00:51 | It's there because it's pinned there.
| | 00:52 | It's on the top half of the menu, and
that's been added to the menu so that it's
| | 00:57 | always available for us.
| | 00:58 | So I can point to the Microsoft Word
2010 icon, and notice that it opens a list
| | 01:04 | of recently used Word files, so
that I can easily open one of those.
| | 01:09 | But what if Word 2010 isn't on your Start menu?
| | 01:12 | We can simply go to All Programs >
Microsoft Office, and you will find Microsoft
| | 01:21 | Word 2010 here on the list.
| | 01:24 | If you want this pinned to your Start
menu, you can right-click and choose Pin
| | 01:27 | to Start menu to add it there.
| | 01:30 | When we launch Microsoft Word 2010,
it opens full screen, brand-new window.
| | 01:36 | We can change how this window appears
within Microsoft Windows in the Windows Desktop.
| | 01:42 | In the upper right-hand corner, you
will find the three familiar buttons that
| | 01:45 | allow you to Maximize,
Restore, or Minimize a window.
| | 01:49 | So if I simply want to take up a little
less room with this window, I can click
| | 01:53 | Restore Down, the center button,
and I will get a smaller window.
| | 01:57 | The size of this window, this is exactly
how I left it the last time this window
| | 02:01 | was restored down - same position, same size.
| | 02:05 | To make the window full screen again,
that Restore Down button has changed to a
| | 02:09 | Maximize button, and I can
click here and make it larger.
| | 02:13 | But what if I am in the middle of
creating a document and I have entered some
| | 02:16 | text and I just want to put Word aside
for a moment, so that I can be attentive
| | 02:21 | to, for example, Internet
Explorer session or something else?
| | 02:24 | I can click the Minimize button and
Word then is minimized down to the Taskbar.
| | 02:29 | To open that document again, simply
click the Word button, and it's back.
| | 02:34 | Within the document window, perhaps the
most striking feature is called the Ribbon.
| | 02:39 | This is the interface that runs from
the left to the right side of the screen,
| | 02:42 | all the way across, and we have had
this new interface since Word 2007.
| | 02:47 | The Ribbon has tabs, within the tabs
there are groups and individual commands
| | 02:51 | that allow you to modify your text or
take specific actions in your document, to
| | 02:58 | be able to insert Pictures or Charts,
Headers, Footers, those kinds of things.
| | 03:02 | Most of the time that we spend
learning Word, we are actually going to be
| | 03:05 | spending learning how to use the
Ribbon to create and modify documents in the
| | 03:10 | ways that we would like to do that.
| | 03:12 | Above the Ribbon is an area of
Word that's customizable by you.
| | 03:15 | It's called the Quick Access toolbar.
| | 03:17 | It's these three buttons here, but you can
add other commands to that toolbar as well.
| | 03:22 | So this allows you to have a section
of Word where you keep commands that you
| | 03:27 | would like to use on a regular basis.
| | 03:29 | If I click the File tab, we will end
up Backstage in Microsoft Word 2010.
| | 03:35 | The Backstage View is where you will
Save, Open, Print, and E-mail documents.
| | 03:41 | It's also where you can get great
information about a document, like when a
| | 03:45 | document it was Last Modified, who
the Author is, or you can prepare
| | 03:49 | documents to be shared.
| | 03:50 | So you will find a whole wide range of
document management features here in Word Backstage.
| | 03:56 | Our Recent list will show us
documents that we have opened earlier.
| | 04:00 | So I am going to return and
actually open that second document.
| | 04:04 | Now that I have two documents opened,
there are a couple of ways that I can
| | 04:07 | switch back and forth
between these open documents.
| | 04:10 | I am using Windows 7, so what I show you
might be a little bit different for you
| | 04:15 | if you use a different version of Windows.
| | 04:17 | There are a couple of ways to move
between them, but the best way is down here
| | 04:20 | on the Windows Taskbar, because you
will notice that there's a tab that shows
| | 04:24 | there's more than one document.
| | 04:26 | I can simply point to it.
| | 04:28 | It will open up the two windows that
I have and I can switch between them.
| | 04:32 | I don't even need to click to
be able to look at them quickly.
| | 04:36 | Within a window, I will usually
move up and down using the scroll bars.
| | 04:41 | On the right-hand side, there's a
vertical scroll bar that allows me to move up
| | 04:46 | and down in my document.
| | 04:47 | I can click the boxes at the top or
bottom, drag the slider, or at the bottom of
| | 04:54 | the scroll bar, I have a Previous Page
and Next Page button that I can click on.
| | 04:59 | There isn't a horizontal scroll
bar, because I don't need one.
| | 05:02 | I can see the entire width
of my page here in the window.
| | 05:06 | But if I use the Zoom slider to slide,
you will notice that as the document gets
| | 05:10 | too wide to show, a horizontal
scroll bar automatically appears.
| | 05:16 | We have the button that
allows us to see the ruler.
| | 05:19 | You can turn the Ruler on
and off from the Ribbon.
| | 05:22 | But you can actually simply click here
to show the Ruler, which allows you to
| | 05:26 | see where you are in your document and
to precisely set things like the edges of
| | 05:31 | columns or to position graphics.
| | 05:34 | But it takes up some space, so
click again to turn the Ruler off.
| | 05:38 | At the bottom of our Word window ,
we have a customizable Status Bar.
| | 05:42 | That shows us what Page we are
on, how many Words, spell check.
| | 05:46 | At the right, it has some view buttons
that allow us to change, for example, to
| | 05:50 | see how this document would work on the
Web, and finally that Zoom slider that
| | 05:54 | we have already used.
| | 05:56 | But this Status Bar is fully customizable.
| | 05:59 | When you right-click on the Status Bar,
you will have lots of choices about
| | 06:02 | information that you would like to see.
| | 06:04 | So you can set this to be able to
see, for example, the Formatted Page
| | 06:08 | Number, or to say I don't need to see a Word
Count, or the status of your Caps Lock button.
| | 06:16 | These are the tools that are there all the time.
| | 06:18 | There are other tools that only appear when
you need them or when you choose to display them.
| | 06:23 | For example, if you click Find, the
Navigation Pane will open on the left side
| | 06:29 | of the document window, so that you
can use its tools in order to search the
| | 06:33 | document for text or objects.
| | 06:35 | If you don't want to look at the
Navigation Pane anymore, you don't need to use
| | 06:38 | it, simply click the X to turn it off.
| | 06:41 | Other tools appear on the right-hand side.
| | 06:43 | For example, if you said that you
wanted to do a Mail Merge, you will notice
| | 06:47 | that the Mail Merge Task
Pane opens on the right side.
| | 06:51 | There's no significance to whether it
opens on the left or the right, except
| | 06:55 | that there are times that you would
like to have two tools open at once.
| | 06:59 | So the tools that are allowing you
to complete a task tend to open on the
| | 07:03 | right, and the tools that allow you to
move within the document tend to open on
| | 07:07 | the left, because you could actually have them
both visible to you at the same time, like this.
| | 07:15 | Close the Task Pane and the
Navigation Pane in exactly the same way, simply
| | 07:19 | click the X. Finally, if you add an
object, for example, if I simply quickly
| | 07:24 | insert a picture here, I will get some
additional tabs on my Ribbon that didn't
| | 07:29 | even exist previously.
| | 07:31 | I now have a Format tab.
| | 07:33 | That's a set of picture tools.
| | 07:34 | That wasn't there a moment ago.
| | 07:36 | It's only there because I
have a picture selected.
| | 07:39 | It provides a rich group of
tools that are specific to pictures.
| | 07:43 | Notice that when I click out of
the picture, that tab goes away.
| | 07:47 | Now I am back in my document.
| | 07:49 | But when I have an object in my
document and I select it, I will get an
| | 07:54 | appropriate set of tools at the right
end of the Ribbon that are supplied by
| | 07:58 | Microsoft Word 2010.
| | 08:00 | When we are done using Word, we will
go backstage to Save our documen,t or to
| | 08:04 | Close a particular window,
or Exit Word entirely.
| | 08:08 | If we have made any changes to a
document since we opened Word, we would be
| | 08:12 | prompted to Save our changes.
| | 08:13 | We won't be saving this document.
| | 08:15 | We will simply Close Microsoft Word.
| | 08:17 | That concludes our brief tour of
the Word 2010 Application Window.
| | 08:22 | Now that you know where to find the
features that you will use in Word, it's
| | 08:25 | time to see how each of these tools works.
| | 08:28 | So fasten your seat belts, and
let's move on to the next movie.
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| Understanding the Ribbon| 00:00 | Word 2010 is the second version of
Microsoft Word that uses the Ribbon rather
| | 00:05 | than toolbars and menus.
| | 00:06 | We're going to take a deep dive into the
Ribbon, looking at the Ribbon's design,
| | 00:11 | how to use the Ribbon and how to
minimize the Ribbon, so you have more room
| | 00:15 | onscreen for the document
that you're currently editing.
| | 00:18 | When the Office Design Team created
the Ribbon, they had two major goals.
| | 00:23 | First, to put the commands that you and
I use most frequently no more than two
| | 00:27 | clicks away, one click on the
Ribbon tab, one click on the command.
| | 00:33 | Second, they wanted to arrange the
commands in the order in which we would most
| | 00:37 | likely use them when we
were creating a document.
| | 00:40 | You might wonder how would they
know what order we use commands in?
| | 00:43 | Well, they looked at it the way that Microsoft
has looked at Office products for a long time.
| | 00:48 | They watched people create documents.
| | 00:50 | They had users come use Microsoft Word.
| | 00:52 | And they recorded their
use of it, and analyzed it.
| | 00:55 | They had users test of various
iterations of the Ribbons that they designed to
| | 01:00 | see which would work the best.
| | 01:02 | And underneath it, all they understood
that there is a document lifecycle a way
| | 01:06 | in which documents are created and
formatted, reviewed, posted and then finally
| | 01:11 | made obselete and then archived.
| | 01:14 | In looking at these hundreds of
users, they discovered some patterns.
| | 01:17 | When users create documents, they
often will start by entering and formatting
| | 01:22 | text, perhaps entering then formatting
or entering and formatting some text,
| | 01:27 | entering and formatting additional text.
| | 01:29 | But these two activities go together.
| | 01:32 | When all or most of the text has
been entered then, users begin adding
| | 01:36 | illustrations to their document.
| | 01:38 | They might, for example,
include a chart or a picture.
| | 01:42 | They might add other shapes or
decorative elements to the document.
| | 01:46 | But they're illustrating
the text in the document.
| | 01:49 | With text and illustrations in place
then, users turn to how will my document
| | 01:53 | look when it's printed,
| | 01:54 | and begin working with layout elements,
which could include headers and footers.
| | 01:59 | But we'll also include margins, portrait
versus landscape orientation. How do my pages look?
| | 02:05 | References then, if there are to be
any, get added at this point, because
| | 02:09 | references include things like a table of
contents, as well as footnotes and endnotes.
| | 02:14 | And then finally, the document
now has been put together, has been
| | 02:18 | properly referenced,
| | 02:19 | and it's time to proof the document, or
to give it to other people to review.
| | 02:25 | We shouldn't be surprised then that the
tabs of the Ribbon in Word mirror that process.
| | 02:30 | The Home tab, where we will enter text
rearrange it using Cut, Copy and Paste and Format Text.
| | 02:37 | The Insert tab, where we will insert
the illustrations for our document, but
| | 02:42 | then also begin, on the right end of
this tab, inserting some Page Layout
| | 02:46 | elements, like Headers and Footers,
setting our Margins, Page Color, Page
| | 02:52 | Borders on the Page Layout tab, and
then References: Tables of Contents and
| | 02:59 | other types of References
that we might want to add.
| | 03:01 | I am going to skip the Mailings tab
for a moment and go to Review, which is
| | 03:05 | really the last of the Document Creation tabs.
| | 03:08 | Here you'll find your personal
Proofing tools and Language tools, but also
| | 03:13 | all of the commands that you would use to
be able to review this document with others.
| | 03:16 | I'm going to return to
Mailings for just a moment.
| | 03:19 | This tab could have gone
almost anywhere in this process.
| | 03:22 | But if you were going to do a mailing,
you might want to set that up including
| | 03:27 | its data source before you
would send it out for review.
| | 03:30 | So again, we enter and format text,
insert illustrations, lay out our pages for
| | 03:37 | screen or for print, add references
such as a Table of Content, perhaps match
| | 03:44 | our document up with the data source
for Mailing, and then finally we'll review
| | 03:48 | that document to make sure that
its spelling and grammar are correct.
| | 03:51 | Its translations, if any, are correct or
review it with others using these tools
| | 03:56 | over here for Tracking and Changes.
| | 03:58 | The other three tabs on the Ribbon
that you see here are actually about the
| | 04:02 | Word environment itself.
| | 04:04 | The View tab allows me to change how I
see my document, including things like
| | 04:09 | zoom and switching between windows.
| | 04:12 | The Add-Ins tab appears because there
is an add-in installed on this computer
| | 04:16 | for this version of Microsoft Word.
| | 04:19 | And finally, Acrobat was
installed by Adobe Acrobat.
| | 04:22 | You may not have an Add-Ins or an Acrobat
tab on your computer; don't worry about that.
| | 04:29 | Additionally, on each tab the commands
you are more likely to use are at the
| | 04:34 | left end of the tab, and as you
move along the tab, you get into less
| | 04:39 | frequently used commands.
| | 04:41 | So, on the Home tab, for example,
you'll see Cut, Copy, Paste commands at the
| | 04:45 | left end, and way out to the right,
things like Change Styles and Find.
| | 04:50 | If we look, for example, at the
References tab, you'll find that Table of
| | 04:53 | Contents is the frequently used command here.
| | 04:56 | We rarely are going to insert a
table of authorities, so it's way over on
| | 05:00 | the right-hand side.
| | 05:03 | Within the tab, all of the
commands are arranged in groups.
| | 05:06 | While I'm seeing this document in full
screen, I'm seeing all of the commands
| | 05:10 | that can possibly be shown.
| | 05:11 | However, if I either have a lower screen
resolution, or I restore my window down
| | 05:17 | to have room to do something else on
my screen, my Ribbon is going to change.
| | 05:22 | So if I restore down slightly and then
as I begin dragging the window in, notice
| | 05:30 | that Word doesn't hide any of the commands.
| | 05:34 | It doesn't take them away as
it did in some prior versions.
| | 05:36 | It simply collapses the group.
| | 05:39 | And it does that starting on the right.
| | 05:41 | So at relatively full screen, the
editing group on the Home tab, I can see
| | 05:45 | Find, Replace, Select.
| | 05:47 | As I condense the space available,
finally Editing is turned into simply a group
| | 05:55 | button, and I need to know that I
would look for the Find, Replace and Select
| | 05:58 | commands in Editing.
| | 06:02 | Now the Styles group is collapsed.
| | 06:03 | The Paragraph group is getting smaller.
| | 06:07 | The Font group and finally at the
point where it can't show me very much, the
| | 06:11 | Ribbon itself will simply be hidden.
| | 06:13 | I'm going to maximize the window again
in order to bring the tabs with all of
| | 06:18 | their groups back, so I can see them all.
| | 06:20 | If you're a user who is used to working
in a smaller size screen, for example,
| | 06:25 | on a Netbook or if you frequently use
two applications opened at the same time,
| | 06:31 | and you don't work in a full Word window,
| | 06:33 | it's going to be necessary for you to
do a little more work to remember what
| | 06:37 | commands are found in each of the groups.
| | 06:40 | There are some ways that I can
gain additional space for editing my
| | 06:43 | document here in Word.
| | 06:45 | I can actually decide that I want
to minimize the Ribbon, or I want to
| | 06:48 | display the Ribbon.
| | 06:49 | The Ribbon takes up a fair amount of space,
about as much as a small paragraph of text.
| | 06:53 | So I can right-click and choose
Minimize the Ribbon and simply hide the entire
| | 06:58 | Ribbon away for awhile.
| | 07:00 | When I need then to format some text, or
to change my Margins, or whatever command
| | 07:05 | I want to access, I simply point to
any tab and click to open the Ribbon.
| | 07:09 | I can then click on other tabs, if I
wish, but if I wanted to change margins,
| | 07:14 | I'll find that command right here.
| | 07:17 | I can right-click and choose Minimize
the Ribbon again to bring the Ribbon back.
| | 07:22 | If you're a keystroke user, it's Ctrl+
F1 to hide or to display the Ribbon.
| | 07:28 | Now that we've seen a little bit more
about the Ribbon, there are some obvious
| | 07:31 | implications for how you would work.
| | 07:34 | If you broadly work left to right across
the Ribbon, you'll find commands in the
| | 07:38 | order in which you are likely to be using them.
| | 07:42 | And if you know, for example, if there's
a commands someplace on the Ribbon, and
| | 07:46 | it has something to do with
illustrations, you might look at the Insert tab.
| | 07:51 | If you know that there's a command
that has something to do with Margins, you
| | 07:54 | might know to look at the Page
Layout tab, because this is how you're
| | 07:57 | progressing as you're creating your document.
| | 08:00 | The more you use this Ribbon, I
think the more you'll appreciate how it
| | 08:03 | will quickly give you access to
the commands that you will use most
| | 08:07 | frequently in Microsoft Word.
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| Customizing the Quick Access toolbar| 00:00 | You can customize Word 2010 to
reflect the way you work, by placing your
| | 00:04 | frequently used commands
on the Quick Access toolbar.
| | 00:08 | In Word 2010, most commands
appear on only one tab of the ribbon.
| | 00:13 | However, the Save, Undo, and Repeat
commands are always just one click away,
| | 00:19 | because they are also displayed
here on the Quick Access toolbar.
| | 00:23 | There are other frequently used
commands that you might choose to display here.
| | 00:27 | Click the down arrow, and you can
customize the Quick Access toolbar.
| | 00:31 | When the Microsoft Office design team
created the Ribbon, they made some choices
| | 00:36 | based on how most people use Word.
| | 00:39 | Your use of Word might be different,
and the Quick Access toolbar let's you
| | 00:43 | modify the Word interface to support
your individual work preferences, for
| | 00:47 | example, by adding Print Preview and
Print, or by adding Spelling and Grammar.
| | 00:53 | So these are now available no matter what
tab of the Ribbon you are using right now.
| | 00:58 | Some users immediately add all the
buttons that they use most frequently,
| | 01:02 | commands like Print, Print
Preview, Spell-Check and so on.
| | 01:06 | I think of this as preemptive toolbar
construction, imagining upfront what it is
| | 01:12 | that you think you are going to
do when you actually use Word.
| | 01:15 | I'd recommend a different approach.
| | 01:16 | As I have worked with Word, I have
paid attention to the commands that I wish
| | 01:20 | were duplicated on more than one Ribbon.
| | 01:23 | For example, I use this highlighting
tool a lot to highlight individual words or
| | 01:28 | phrases in documents I am reviewing.
| | 01:31 | I might be on the Insert tab in the
middle of creating a footer and wish that I
| | 01:37 | had access to the highlighting tool.
| | 01:40 | So what I have done is I have added the
text highlight tool to my Quick Access toolbar.
| | 01:46 | To do that, I right-click, add the
Quick Access toolbar, and now I have access
| | 01:51 | to a highlighter, no matter
what tab of the ribbon I am on.
| | 01:56 | By adding the highlight tool to the
Quick Access toolbar, I make sure it's
| | 01:59 | available not just for footers or
headers, but for every tab on the ribbon.
| | 02:03 | So to add any command, simply right-
click and say add to Quick Access toolbar.
| | 02:09 | To remove, right-click it on the
Quick Access toolbar and remove it here.
| | 02:14 | So I can remove my Spelling and Grammar,
remove my Print Preview and leave my
| | 02:19 | Highlighter if I wish.
| | 02:21 | None of this, as you can tell, is a
permanent choice, so I can try any combination
| | 02:26 | of things that I want on that Quick
Access toolbar for a while, and if I decide
| | 02:30 | that it isn't all that useful, I
can then right-click and remove it.
| | 02:34 | I can also add a button for the short
term while I am working on a particular
| | 02:37 | document or project and then remove
it when I have completed the work.
| | 02:41 | It's very easy. Simply right-click to
add, and again, right-click to remove.
| | 02:47 | Just add buttons as you need them,
and remove them if you notice that you
| | 02:50 | are not using them.
| | 02:52 | Please don't fill your Quick Access
toolbar up with lots of unused buttons,
| | 02:55 | because then the buttons that you do
need, that you would use, are harder to find
| | 03:00 | on a cluttered up toolbar.
| | 03:01 | And don't analyze your work patterns.
| | 03:03 | Just keep the buttons you need on the
Quick Access toolbar, and it will make all
| | 03:07 | of your work in Word 2010 easier.
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| Using Word's document tools| 00:00 | Word 2010 has new tools, as well
as familiar tools, like the Ruler.
| | 00:05 | But just because you've seen a tool
before, don't assume that it's the same old
| | 00:09 | tool as it was in previous versions of Word.
| | 00:12 | Many of the document tools were enhanced
in Word 2007, or in this version, Word 2010.
| | 00:19 | Let's take a quick tour of the Navigation
and View tools that are at your disposal.
| | 00:24 | First, let's start with the vertical scrollbar.
| | 00:27 | It's a good navigation tool
to browse in your document.
| | 00:30 | By default, as we scroll, it browses and
if I click, we can browse page by page,
| | 00:36 | and this is much faster
than Page Up or Page Down.
| | 00:40 | Also, Page Up and Page Down on my keyboard,
I'm going to press Page Down twice, three, four times,
| | 00:46 | Page Down doesn't page by
page; Page Down pages by screen.
| | 00:53 | So if I really want to navigate by page,
I'm far better off using these buttons
| | 00:59 | or holding Ctrl and hitting Page Down,
| | 01:02 | either of which will actually take
me by page, rather than by screen.
| | 01:06 | You can also browse, though by other
document features here using the scrollbar
| | 01:12 | and the scroll buttons at the bottom.
| | 01:14 | I can click this center button and
choose a different kind of scrolling dynamic.
| | 01:19 | For example, if I had a number of
tables, I could click to Browse by Table.
| | 01:24 | If I had images, I can quickly
browse through the images in a document.
| | 01:29 | I'm going to browse through
the headings in my document.
| | 01:32 | I simply choose Browse by Heading.
Notice that on the vertical scrollbar the
| | 01:36 | scroll buttons turn blue to show that
there is something other than by page
| | 01:41 | chosen, and as I click, I will move
from one heading to the next, to the next.
| | 01:48 | To change this back, simply click and
choose Browse by Page again, and the
| | 01:52 | buttons aren't blue anymore.
| | 01:54 | On the Status bar, I have five View buttons.
| | 01:57 | From left to right, Print Layout,
which is the layout I'm seeing right here,
| | 02:01 | shows me how my printed page will appear,
Full Screen Reading layout, which is
| | 02:06 | like a book, Web layout, which shows
me approximately how this document would
| | 02:11 | look if I were to publish it as a Web
page, Outline, which shows me the headings
| | 02:17 | in my document and hides the body text
and then finally, Draft which allows me
| | 02:22 | to work with the document with less formatting.
| | 02:24 | For example, in a draft view,
I won't see illustrations.
| | 02:28 | So I can easily switch
between these different views.
| | 02:32 | If I switch to Draft view, for example,
notice that I only see page breaks as
| | 02:38 | dotted lines, and the document is flush
left, but it's all still here - no real
| | 02:43 | breaks every place that there are pages.
| | 02:46 | I'm going to switch to Web Layout view,
and you'll notice now that my heading
| | 02:51 | shading comes all way across.
| | 02:53 | This is how this document would
appear published on the Internet.
| | 02:57 | And you'll notice it
actually looks a lot like a Web page.
| | 03:01 | I'm going to switch to Full Screen
Reading view. Full Screen reading view is
| | 03:05 | actually made for people
who need to review documents.
| | 03:10 | We throw out some of the formatting to
be able to see the document crisply and
| | 03:14 | cleanly on a double-sided page like this.
| | 03:18 | So I can move through the pages and again,
this is an easy way, and an accessible
| | 03:24 | way, to review a document when you
really need to pay attention to the text, but
| | 03:29 | you don't care what page the text is on.
| | 03:32 | This shows me that I'm on screen 13 of 14.
| | 03:35 | This has nothing to do
with the pages in my document.
| | 03:39 | This is the screens that I see
when I'm seeing it in this view.
| | 03:43 | To leave Full Screen Reading view, I
actually need to click the Close button, to
| | 03:47 | return to any of the other views.
| | 03:50 | Finally, I can go to my Outline view,
and in Outline view you'll notice it's
| | 03:55 | very much like a Draft view.
| | 03:57 | I can expand or collapse different sections.
| | 04:01 | I can use drag and drop to rearrange
particular items in this document if I wish.
| | 04:07 | This is a view that you could use if
you were looking at your document and
| | 04:11 | trying to judge its structure.
| | 04:13 | There are some users who actually
begin creating documents by creating an
| | 04:17 | outline, probably like you and I were
taught in elementary school or junior high.
| | 04:22 | Start with the outline first, then
flush in the body text, so we can always
| | 04:26 | start in Outline view if we want to,
but we don't need to use the Outline
| | 04:30 | view itself to actually create an outline to
work from when we're creating a major document.
| | 04:36 | I click the Close button here to close
Outline view and return to whatever view
| | 04:41 | I was in before, which was Print Layout view.
| | 04:44 | A couple of things about Print
Layout view that are also useful.
| | 04:47 | With Print Layout view, I see the
Footer and the Header in my document, but
| | 04:53 | sometimes what I want to do is I want
to review this document with others,
| | 04:57 | and as I scroll along, there are these big
areas where there's really nothing to see.
| | 05:02 | If I want to hide that white space
between the pages, I can double-click and
| | 05:07 | notice that my Headers and Footers,
and the Gutter between the pages, is
| | 05:12 | actually hidden, which makes this a
far better way, for example, to review a
| | 05:16 | document in a committee meeting, or with a
group of people that you're working with together.
| | 05:22 | Double-click again to show
the page layout whitespace.
| | 05:26 | So in Page Layout view, by hiding or
showing the Headers, Footers and the
| | 05:31 | Gutter between the pages, I can either
get a better feel for how it will look
| | 05:35 | when printed or more quickly scroll
through the document and review it with a
| | 05:40 | group in a better form.
| | 05:42 | Speaking of reviewing with a group
or even my own review, I might want to
| | 05:46 | make this document text larger or
smaller. Notice that I'm showing 2, 4, 6, 8
| | 05:52 | pages at a time now, which gives me a
great overview, but clearly is no way
| | 05:56 | to read this document.
| | 05:58 | The Zoom slider zooms from 500% all
the way down to 10% of the document.
| | 06:05 | In the middle, 100% is how this
document will appear when printed one copy to a
| | 06:12 | page, in whatever paper size
and page layout you've chosen.
| | 06:16 | So if I want to know about what this
will look like when it's printed, this
| | 06:20 | is how it'll appear.
| | 06:21 | If I wanted to print it two up on a
page, I could actually zoom to a smaller
| | 06:25 | size and see how that
might look two up on a page.
| | 06:27 | But there are better ways to do that.
| | 06:31 | On the Status bar, which is fully
customizable, we have lots and lots of information.
| | 06:35 | First, at the left end, it tells me
that there are 24 pages in this document,
| | 06:40 | and that I am on page 8.
| | 06:41 | If I wanted to go to a particular page,
I could click, and it would actually let
| | 06:45 | me choose to go, for example,
to page 15, very quickly.
| | 06:50 | So this is a way I can use this to navigate.
| | 06:52 | It tells me that there are 7,387
words, and as I point to it,
| | 06:57 | it says Click here to open the
Word Count dialog box and again more
| | 07:01 | information about my document.
| | 07:02 | Then I have a spelling errors
indicator here, which shows me that it found
| | 07:07 | some spelling errors.
| | 07:08 | That's what that red X means.
| | 07:10 | And I can click here to run
Spell check and correct those errors.
| | 07:14 | If I right-click, I can customize the
Status bar by adding or removing items.
| | 07:19 | So if you share your computer with
others, or if someone else has been working
| | 07:23 | in Word and you don't have, for
example, Spelling and Grammar Check, it may
| | 07:26 | have been turned off,
| | 07:27 | you can turn it back on here.
| | 07:29 | And if you miss line numbers, which
was readily available in some previous
| | 07:33 | versions of Word, you can also set, also,
like to see my Line Numbers, and that
| | 07:37 | will then show that I'm on Line 1 of my
page, on Line 4, on Line 10 of my page.
| | 07:45 | As you work in Microsoft Word,
give all of these document tools an
| | 07:49 | intentional work out.
| | 07:51 | From the View, to the Status bar, to
the Ruler, to the View browse buttons
| | 07:57 | here, work with all of them until
you can reach naturally for each of them
| | 08:03 | when you need them.
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| Using the Navigation pane to find words or phrases in a document| 00:00 | Word 2010's Navigation Pane lets you
search for specific text, or navigate to a
| | 00:05 | particular page or section in your document.
| | 00:08 | Let's see how you can use the Navigation
Pane to find and to browse in Word 2010.
| | 00:14 | We have a short document up in front
of us here, and the vertical scrollbar
| | 00:19 | works really well to get
us around this document.
| | 00:22 | You'll notice that the scroll box, the
portion that I can drag on the scrollbar,
| | 00:28 | is relatively big, and that's because
this is a relatively small document.
| | 00:33 | I can also use Page Down and Page Up to
move, which is actually moving me by page.
| | 00:38 | If I use the Page Up and Page Down buttons
on my keyboard, it's moving me by screen.
| | 00:44 | All of those help me get around,
but those are small document tools.
| | 00:49 | When we're working a larger
document, they're not as strong.
| | 00:53 | I'm going to open our Two Trees
Employee Manual, and you'll notice that the
| | 00:58 | scroll box is very small, which gives
me a clue that this document is larger
| | 01:03 | than the document that we just had opened.
| | 01:05 | And if I drag, you'll notice there is a
lot of document here, and if I click the
| | 01:11 | Page Up, Page Down buttons, I move
by page, but there are 24 pages here.
| | 01:16 | So if I wanted to go to page 12, that's
11 clicks to get me there. If I want to
| | 01:20 | go to the end of the document, of
course, I could use shortcut keys to arrive.
| | 01:24 | For longer documents like this though,
this scrollbar is way too limited.
| | 01:28 | We need a navigation tool that lets us
move to a specific page quickly, and also
| | 01:34 | allows us to use the fine
capabilities to search for text and go to the
| | 01:39 | locations where that
text appears in my document.
| | 01:42 | The navigation and the find
capability have been combined into one
| | 01:47 | Navigation Pane in Word 2010.
| | 01:51 | Let's see how easy it is to navigate in
our handbook using the Navigation Pane.
| | 01:55 | There are several ways to display the
Navigation Pane. On the View tab, I could
| | 02:01 | turn on the Navigation Pane check box.
On the Home tab, in the Editing group, I
| | 02:07 | could do Find and say Advanced Find,
but I simply click Find, the Navigation
| | 02:12 | Pane will open, and it always
appears on the left-hand side of my screen.
| | 02:16 | At the top, there's a Search box
| | 02:18 | that let's me enter text to search,
and then below that, there are three
| | 02:23 | tabs that allow me to look at my document by
pages, so here's all the pages in my document.
| | 02:29 | If I want to go to page 12 then, I
can simply click and go to page 12.
| | 02:34 | If I want to go to page 6, drag,
then click and go to page 6, so I can
| | 02:38 | navigate very quickly.
| | 02:40 | And then I have the ability to
browse my document by headings.
| | 02:44 | Now this document actually has headings.
| | 02:45 | You'll notice that if I go to
section 3, it will take me to section 3.
| | 02:49 | You'll learn more about heading styles
in chapter 6 of Word Essential Training.
| | 02:54 | Then I have the ability to browse
Search results, so I'm going to search for
| | 02:58 | the word "part-time'"
| | 03:01 | Now I don't have to click to go to each
occasion of part time, although I could.
| | 03:06 | What I can do is scroll all 13 matches
for the term "part time", and I was looking
| | 03:13 | for one that has to do with part-time
employees and vacation time, and here it is
| | 03:18 | "Paid vacation time of regular part-
time employees," and I can click and
| | 03:21 | immediately get taken precisely to that
section, where I can look at part-time
| | 03:26 | employee information.
| | 03:29 | If I look for a word like vacation, I
can find 25 matches, and this will allow
| | 03:34 | me to look at any of them.
| | 03:36 | If I'm looking for the vacation section though,
that stands out fairly well, right here.
| | 03:41 | When I go now and I look at the Browse
page tab, what I'll find is that not all
| | 03:47 | of the pages are included.
| | 03:48 | This search box and these tabs work together.
| | 03:51 | So there's no mention of vacation on
pages 1, 2 and 3, so the first page shown
| | 03:55 | is 4, the first page that actually
has results that include vacation.
| | 04:00 | 4, 6, 9, then we skip to 18, where
there is more information here on this page
| | 04:06 | about vacation time.
| | 04:08 | To clear these search results, I can
click the x, and I'll once again be looking
| | 04:13 | at all of the pages that are in my document.
| | 04:16 | I can search for objects as
well as text in this document.
| | 04:20 | So, for example, if I wanted to search
and find any tables in my document, I can
| | 04:25 | choose Tables, and it will show
me the two pages that have tables.
| | 04:30 | It can't preview the tables for me,
because they're graphic objects in Word 2010.
| | 04:34 | But it can show me that
I'll find tables here and here.
| | 04:39 | And it will show me the sections that include
tables by highlighting them, here and here.
| | 04:47 | I can also search for graphics.
Remember that Clip Art and Photos and Smart
| | 04:53 | Art are all graphics, all of them,
so anything that's the graphic image.
| | 04:57 | For Footnotes and Endnotes or for
Equations, I can also set some options to
| | 05:02 | determine, how Find will work, how
Search will work in the Navigation Pane, and
| | 05:06 | those options are available to me right here.
| | 05:09 | Whether you're editing or reviewing
larger documents, or simply searching for the
| | 05:14 | occurrences of text in a document that
someone else has sent you, don't forget
| | 05:18 | to turn on the Navigation Pane.
| | 05:20 | It's Browse and Find features make
editing complex documents incredibly easy.
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|
|
2. Word Backstage: From "New" to "Print"Managing documents with Backstage view| 00:00 | In Word 2010, all the commands
you'll commonly use when managing files are
| | 00:05 | together in one central
location called Backstage View.
| | 00:08 | Whether you're opening or saving a
document, printing, sharing by e-mail or
| | 00:13 | saving your document as a PDF, or on a
Share Point site, you'll find all the
| | 00:18 | tools you need by simply stepping Backstage.
| | 00:21 | It's easy to access Word's
Backstage view, also simply called Backstage.
| | 00:26 | Just click the File tab on the Ribbon.
| | 00:29 | Backstage, you can access commands to
Save, save a document in a different
| | 00:34 | location, as well as the
Open and Close commands.
| | 00:38 | Info displays the
Properties settings for this document.
| | 00:42 | For example, on the right, you can see
the document size, the number of pages,
| | 00:47 | its length, how much approximate time
has been spent editing this document,
| | 00:51 | authors and other document properties.
| | 00:54 | This document is currently saved in
Compatibility mode, as you can tell from
| | 00:58 | the Title bar, so that it can be opened using
older versions of Word, like Word 97 or Word 2003.
| | 01:05 | This provides really nice
compatibility in an environment where people have
| | 01:09 | different versions of Word.
| | 01:10 | But as a Word 2010 user, I give something up.
| | 01:14 | I can't use all of the new features
of Word 2010 in Compatibility mode.
| | 01:19 | To convert this document to Word 2010,
so I can use some of the exciting new
| | 01:24 | features, I simply click the Convert button.
| | 01:27 | A dialog box appears prompting me to say OK.
| | 01:30 | I know I'm moving to new file format.
| | 01:33 | And now this document is no
longer in Compatibility mode.
| | 01:37 | If I want Word 2003 users, or Word 97
users to be able to open this document, I
| | 01:42 | can always save it in an older version,
by choosing File > Save As, and then
| | 01:48 | choosing Word 97-2003 document as
the file type when I save this file.
| | 01:56 | Returning backstage, in Info there are
also three tools that help me check my
| | 02:02 | documents before I share them with others.
| | 02:04 | They're all under Check for Issues.
| | 02:06 | The first, the Document Inspector, helps
me inspect my document to ensure that I
| | 02:11 | don't accidentally include private or
proprietary information that recipients or
| | 02:17 | people outside of my
organization just shouldn't see.
| | 02:20 | The Accessibility Checker reviews the
document and tells me what changes I need
| | 02:24 | to make so that the document can be
more easily used by people using screen
| | 02:28 | readers, or other accessibility devices.
| | 02:32 | Check Compatibility looks at my
document and previews any changes that would be
| | 02:37 | made if I saved this
document in that older format.
| | 02:41 | Recent, displays recently opened
documents and recently opened file locations.
| | 02:47 | And it allows me to Pin those places
or documents, so that they'll always
| | 02:52 | remain on this list.
| | 02:54 | This is one of my new features.
| | 02:56 | If, for example, I would be working on
this handbook a lot, I can Pin it here,
| | 03:00 | and it will always appear on the top of
my Recent Documents list, no matter how
| | 03:04 | many other documents I open or close.
| | 03:07 | When we're done editing or revising a
handbook, I can simply Unpin it and in its
| | 03:12 | time, it will drop off the bottom of this list.
| | 03:15 | The same thing's true with file locations.
| | 03:17 | I can simply Pin those
| | 03:18 | I wish to always have just a click
away to this list of Recent Places.
| | 03:23 | There are many ways that
I can start new documents.
| | 03:26 | I can begin from scratch with a Blank
document, or I can base a New document on
| | 03:31 | a document that I already have.
| | 03:33 | Or I can use a template from My
Computer, or templates I've used recently, or
| | 03:39 | even sample templates, or all of
the templates that are on Microsoft's
| | 03:43 | office.com Web site.
| | 03:45 | These are free templates.
| | 03:46 | There are hundreds of them that are
available to help me get a head start on a
| | 03:50 | type of document that I don't normally create.
| | 03:54 | I choose Print to be able to see a
preview of my printed document and to make
| | 03:58 | any adjustments, for example, to adjust
my margins or to adjust my print job, or
| | 04:03 | to choose a different printer, if I wish.
| | 04:06 | Save and Send helps me share
documents with others, by e-mail, on a network
| | 04:11 | share, as an attachment, as a PDF,
as in XPS, or using an Internet fax.
| | 04:17 | Finally, at the end, I have a Close
button that allows me to close this
| | 04:21 | document and exit Word.
| | 04:23 | If I simply want to close this
document and work and work on another Word
| | 04:25 | document, I should choose Close.
| | 04:28 | Backstage view is new in
this version of Word actually.
| | 04:31 | From opening and closing to saving,
checking and printing or e-mailing
| | 04:35 | your document, almost anything you do
to your whole document, you'll do by
| | 04:40 | first stepping backstage.
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| Creating a new document from a template| 00:00 | There are three ways to create a
new document in Microsoft Word.
| | 00:03 | You can start with a blank document.
| | 00:05 | You can create a new document based on
an existing document, or you can create a
| | 00:10 | document using a template from your
computer, or Microsoft Office Online, or any
| | 00:14 | one of a number of different template locations.
| | 00:18 | When we launch Microsoft Word, we
start with a new blank document.
| | 00:23 | And we would create our new
document by simply entering some text here
| | 00:26 | in Document workspace.
| | 00:28 | But you don't have to start from scratch.
| | 00:31 | And if you already know what you're
going to create, there isn't a reason
| | 00:34 | to start from scratch.
| | 00:35 | So let's take a look at some other
ways that we could create new documents.
| | 00:40 | First, let's go bBackstage.
| | 00:41 | Click File and choose New.
| | 00:44 | And if we already have a document that's
a lot like the document that we want to
| | 00:47 | create, we can use a copy of that
document to create a document by simply
| | 00:52 | choosing New from existing.
| | 00:54 | If you have some templates that have
been stored on your computer, for example,
| | 00:57 | your employer may have a template
for letterhead, or a template for memos, a
| | 01:02 | template for fax transmittals,
different templates that are customized or
| | 01:06 | branded to reflect your company and
your company's image in the world.
| | 01:11 | So you would find those under My template.
| | 01:14 | As you'll find later in this course,
you can always create templates yourself
| | 01:18 | for your frequently used documents.
| | 01:20 | And then there are some Sample documents
that are included with Microsoft Word 2010.
| | 01:25 | You can also create a blog post.
| | 01:27 | And if you've used some templates
recently, clicking Recent templates will
| | 01:31 | return that list to you so
you can choose from that list.
| | 01:34 | But I'd like to draw your attention
to the wealth of templates that are
| | 01:37 | available for free at
Office Online at microsoft.com,
| | 01:42 | templates that Microsoft and Microsoft
vendors have created but also templates
| | 01:47 | created by users like you and me
who have saved some of their best work
| | 01:52 | believing that other folks may
also want to create a similar document.
| | 01:55 | So we have people who've created
specific calendars who think wow!
| | 01:58 | This is really hard.
| | 02:00 | Maybe I can say somebody
else a little bit of time.
| | 02:02 | So let's take a look at some of the
kind of templates that are available here
| | 02:06 | for you to create more complex documents.
| | 02:09 | Let's say, for example, that you're
asked to create an agenda, and that's not
| | 02:12 | something you've typically created ,
and take a look at all of the different
| | 02:15 | agendas that are available to you.
| | 02:17 | Now when you see a template that
includes this small icon in the lower
| | 02:21 | right-hand corner, that means it's a
community template that was posted by another user.
| | 02:26 | All of these templates, whether they
were created and posted by users or whether
| | 02:30 | they were created and posted by
Microsoft, have all been checked for viruses.
| | 02:34 | So there's not a problem with
downloading these documents for your use.
| | 02:39 | And you say, no, what I need to create
is I need to create a Conference agenda,
| | 02:42 | and they are different tracks.
| | 02:43 | Well, let's take a look at, for example, at
this document and see how it might help us.
| | 02:47 | We'll see a small preview of that document here.
| | 02:50 | It's got four out of
five stars. Only two Votes.
| | 02:53 | It's relatively new.
| | 02:54 | Let's download this document and open it,
and you'll notice we've have a really
| | 02:58 | nice-looking conference agenda that's
full colored that shows four different
| | 03:03 | tracks happening at the same time
and different halls, has dates on it.
| | 03:07 | And then you see all color-coded,
and you think ah! I might like this.
| | 03:11 | So you can get a head start.
| | 03:13 | It would probably take you an hour, or
maybe even a couple of hours to do all of
| | 03:17 | the work that's already been
done on this particular template.
| | 03:21 | Let's take a look at some
other templates as well.
| | 03:24 | Some of my favorite
templates are in the Calendars.
| | 03:27 | You might think well I use Outlook
for my calendar, but what about printed
| | 03:30 | calendars that you might create?
| | 03:31 | Let's take a look, for example, at a
2011 Lunar calendar that we can create and
| | 03:38 | add our own dates to.
| | 03:39 | This is a fairly large template,
so we'll wait for it to download.
| | 03:43 | And you'll find in here 12 pages,
fairly predictable January, February, March
| | 03:49 | and so on, that you could add
company dates to and then print.
| | 03:53 | So again, not the kind of document
that we typically think about turning to
| | 03:57 | Microsoft Word to create, but as you
consider what's available to you in Word,
| | 04:02 | increasingly you'll find a use for all
of these different kinds of templates
| | 04:07 | that you and other users have created.
| | 04:09 | One last category before we leave, there's
some really wonderful Planners for use in
| | 04:15 | project planning and other
planning inside your business.
| | 04:18 | This is the kind of document you
might be asked to create fairly often.
| | 04:22 | And there's a wide range of different
Planners, from a meal planner that could be
| | 04:26 | used in a cafeteria, to an academic
planner, to an event schedule, to a simple
| | 04:32 | Weekly appointment sheet.
| | 04:34 | So if this is the kind of information
that you need, you'll find that someone
| | 04:38 | has already put this together for you,
again you don't need to create the table.
| | 04:42 | You don't need to put in the numbers for
the times, or the days of the week.
| | 04:45 | Tou can simply take this template
and create your document, having had a
| | 04:50 | substantial head start provided by
Microsoft and other users around the world.
| | 04:54 | If you're creating a simple document,
it's often easiest to start from scratch.
| | 04:58 | But if you're creating a more
specialized document, you may be able to save
| | 05:02 | minutes, or even hours of effort, by
simply stepping backstage and starting with
| | 05:07 | the template from your computer
or from the Microsoft Office site.
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| Making it easy to find and open documents| 00:00 | You already have a Word document that
you need to edit, print or send by e-mail.
| | 00:05 | There are several ways to open a
document created in Word 2010, earlier versions
| | 00:10 | of Word, or any Word processing application.
| | 00:13 | For example, if you have recently
opened a document in Word, it may be on the
| | 00:18 | Recent items list on the Windows 7 Start menu.
| | 00:21 | I point toward 2010, and this shows
me a list of the documents that I have
| | 00:26 | opened in Word 2010.
| | 00:28 | In other versions of Word, this might
be a consolidated recent list that would
| | 00:32 | show you documents created in
Excel or Word or any other application.
| | 00:36 | And so my Two Trees handbook that I'd
like to open is available here, and I
| | 00:41 | can click to open it.
| | 00:43 | Now if it hadn't been on the Window's
list, which is a relatively short list,
| | 00:48 | it might still be on the list of Recent
documents that Microsoft Word keeps track of.
| | 00:54 | So I could go in, open Word, and see is it
on my Recent document's list here in Word.
| | 00:59 | Here is one of my favorite
Office features, which is Pinning.
| | 01:03 | I can ensure that this document
stays on this list by pinning it here.
| | 01:07 | Then when I open Word, it will always be here.
| | 01:11 | But if you have Window 7, you also have
Pins available to you out here on this list.
| | 01:17 | So I can pin items to my Windows
System List for every application in
| | 01:23 | Microsoft Office 2010.
| | 01:26 | What if I haven't opened a document
recently, and it's not on my Window's list,
| | 01:30 | and it's not on my Word list,
and I still need to open it?
| | 01:34 | Well, then I'll need to go find it.
| | 01:36 | I can click Open to display the Open
dialog box, and then I can browse to find
| | 01:41 | my document, or I could
actually Search to find my document.
| | 01:45 | These are all of the
libraries that are available.
| | 01:48 | This consolidates all the document
libraries on your own computer. You may be
| | 01:52 | looking, some place more specific, but
as soon as you get to the folder that you
| | 01:56 | believe this document is in, you can
begin typing text, and you'll notice that
| | 02:01 | you'll find lots of information that
will allow you to locate the particular
| | 02:05 | document you are looking
for, and then click Open.
| | 02:10 | When you open a Word 2010
document, it just opens.
| | 02:13 | Documents from Word 2003 and Word 2007
also open directly, although the title
| | 02:20 | bar will show that Word 2003 and 97
documents are opened in Compatibility mode.
| | 02:25 | This document is not in Compatibility
mode, but if we open, for example, this
| | 02:30 | document, a Word 97 to 2003, we can't
know which version document, but we can
| | 02:37 | still edit that here in Microsoft Word 2010.
| | 02:40 | We just won't access to all of the
Word 2010 tools while we work on this
| | 02:45 | document in Compatibility mode.
| | 02:47 | Documents saved in other formats, like
Open document, or Works, or WordPerfect, or
| | 02:54 | older versions of Word are
also converted as you open them.
| | 02:59 | For example, we have a document that
was created in an Open document format,
| | 03:06 | so I'll switch to All Files here in the Open
dialog box to see this Report Enhanced.wps.
| | 03:14 | Again, a wps file, not a doc or a docx
file, and if I open this document, you'll
| | 03:21 | notice that it opens in
Compatibility mode, but it displays very well.
| | 03:26 | And if I go backstage, I can convert this
document to become a Word 2010 document.
| | 03:35 | So when you need to open a document, don't
immediately choose File and then choose Open.
| | 03:40 | If you have opened the document recently,
use the Recent list, here in Word or
| | 03:45 | in Window 7, or in Windows Vista, or
to really speed up your access to Word
| | 03:50 | documents, pin the documents you are
working on on a regular basis on your
| | 03:54 | Recent documents list,
here in Word or in Windows.
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| Saving a Word document for yourself or others| 00:00 | After you create or edit a Word
document, you'll want to save it.
| | 00:04 | Actually, you should save a document
frequently while you're working on it to
| | 00:08 | avoid losing your work if the power
goes out, or if you're interrupted and
| | 00:13 | simply walk away and forget.
| | 00:15 | You can save a document in different
formats so that other users can open the
| | 00:19 | document, even if they don't use Word 2010.
| | 00:22 | So let's take a look at the different ways
that you can save a document in Microsoft Word.
| | 00:27 | The easiest way to save a document is
simply to click the Save button on the
| | 00:32 | Quick Access toolbar, or choose File >
Save, or hold Ctrl and hit the letter S.
| | 00:39 | Any of those will open the Save As dialog box.
| | 00:42 | Choose a location for your
document, here at the top.
| | 00:46 | If you're the only person using the
document, once you've entered a File name,
| | 00:50 | this is all you need to know, that a
File name that Word automatically entered
| | 00:56 | was the text in my very
first line of my document.
| | 01:00 | It will choose text until it either
runs into where you've pressed Enter or
| | 01:04 | where you have some punctuation.
| | 01:06 | So, for example, if we had Galleries
in Word 2010 - a retrospective, we would
| | 01:12 | still see just Galleries
in Word 2010 as our title.
| | 01:15 | So I have a location. I have a title.
| | 01:19 | I'm going to click Save. And I'm all set.
| | 01:22 | If I'm the only person using this
document, I can just go back in Recent.
| | 01:25 | I can find it anytime I want to.
| | 01:27 | I can pin it, or its file location here.
| | 01:30 | I can pin the document in
Windows 7 on the Word Application menu.
| | 01:35 | But what if I want to share this
document with some other people?
| | 01:38 | Well, first, I might want to save
this document with people who haven't yet
| | 01:42 | upgraded to Word 2010.
| | 01:43 | And so I can always save this document
as what's called a compatible document.
| | 01:49 | I can go to File and Save As,
or I can go to Save & Send.
| | 01:53 | I have a couple of different choices.
| | 01:55 | If I go to Save & Send, I can Change
the File Type, and I have the choice of
| | 02:00 | Word 97-2003 document right here.
| | 02:03 | I also have the ability to save this
using the OpenDocument format, which makes
| | 02:08 | it easy to open in a whole wide range
of applications including, for example,
| | 02:12 | WordPerfect and Google Docs.
| | 02:15 | I can save it as Rich Text, which is
less formatting, and which would allow me to
| | 02:19 | open this document in WordPad.
| | 02:22 | So all of these choices are available
under Save & Send > Change File Type.
| | 02:27 | If I know my File Type, I can
also simply choose Save As.
| | 02:31 | And I can choose a specific File Type,
a Word 97-2003 document, for example, a
| | 02:39 | PDF document, a Microsoft Works document.
| | 02:42 | Once I've chosen, for example, a Word 97-
2003 document, and I choose Save, I now
| | 02:48 | have a document in Compatibility mode.
| | 02:51 | I actually have two documents.
| | 02:53 | One is the document that we're
saved as a Word 2010 document, and its
| | 02:58 | extension will be .docx.
| | 03:01 | And I have the same document saved in
a compatible format, the one I see on my
| | 03:05 | screen now, that will have
the file extension of .doc.
| | 03:08 | Maybe I want to save this document in
such a way that the user who receives it
| | 03:14 | won't necessarily be able to edit it.
| | 03:16 | It's not important that they edit it.
| | 03:17 | And I don't necessarily
know they have Microsoft Word.
| | 03:20 | Or I want to send this document to
somebody so that they can't edit it at all.
| | 03:25 | And I don't care what
they have on their computer.
| | 03:27 | I just want to make sure that they can't
alter the document that I'm sending them.
| | 03:31 | In either of those cases, I'm better off
saving this document as either a PDF or an XPS.
| | 03:38 | A PDF document is the document that I
will read or display on my screen using a
| | 03:43 | free Reader that's available widely from Adobe.
| | 03:47 | The document is going to look the same
whether it's opened here or on a Mac, on
| | 03:52 | a Linux system, any kind of computer.
| | 03:54 | And it's hard to change the content,
unless you happen to have a product from
| | 03:59 | Adobe that will do that.
| | 04:00 | If I send this document as an XPS
document, this is a relatively new format.
| | 04:05 | Like PDF, it's read-only. It's uneditable.
| | 04:09 | However, this document will open in a browser.
| | 04:11 | So I don't even have to download Adobe
Acrobat Reader in order to view this document.
| | 04:18 | So let's take a look at saving this
document, for example, as an XPS or as a PDF.
| | 04:23 | I can do that here to send them through e-mail.
| | 04:27 | I can do it on this File Types link, if
all I want to do is create the PDF or XPS
| | 04:32 | and not send it by e-mail yet.
| | 04:35 | And I can simply click.
| | 04:38 | And it will ask me do I want to save a
PDF or an XPS, two limited choices, so
| | 04:43 | let's save an XPS document.
| | 04:45 | Let's open the file after publishing.
| | 04:47 | And let's see what that's going to look like.
| | 04:49 | And again, what I'm going to have is a document
that is well-formatted, just as it is in Word.
| | 04:55 | And it opens up in a browser on most
computers, or in an XPS Viewer. Again, this
| | 05:00 | is optional because I'm running Windows 7.
| | 05:02 | But this is a widely usable document.
| | 05:06 | My other choice, knowing my File Type,
was to go backstage to File > Save As and
| | 05:11 | to simply choose on my
list XPS, for example, or PDF.
| | 05:16 | Now let's say I add some more text to
my document, and I want to save it again.
| | 05:22 | If I click Save, this document will be
saved using the same name, Galleries in
| | 05:26 | Word 2010, in the same
location I saved it in the first time.
| | 05:30 | And I don't need to do anything else
to save this document with this file
| | 05:34 | format, with this name in this location.
| | 05:38 | But perhaps I want to change the File Location,
| | 05:41 | I want to change the file name, or
I'd like to change the File Type.
| | 05:45 | In any of those events, I'm going to
choose File > Save As and make some changes
| | 05:50 | here in Word Backstage to change
either the location of the file to a new
| | 05:54 | folder, to change the File Type, or
to edit and change the File name.
| | 06:01 | When I do that, I will end up having
two copies of this file, one with the old
| | 06:05 | name, location or file type and another
with the new name, location and/or file type.
| | 06:10 | Remembering that Word 2007 and 2010 use
newer file formats than older versions
| | 06:16 | of Word, you may be opening a lot of
documents in Compatibility mode in your
| | 06:20 | organization for awhile.
| | 06:23 | Some Word 2010 features are not
available in Compatibility mode,
| | 06:26 | the features that don't exist in the
older version of Word. For example, Text
| | 06:31 | Effects here is grayed out while we're
in Compatibility mode because it's not
| | 06:35 | available as an option.
| | 06:37 | If all the people who use a document
finally moved to Word 2007 or 2010, then
| | 06:43 | you can convert this document to a
newer format, and all of the newer features
| | 06:47 | will be available for you to use.
| | 06:50 | Whether you're saving a document for
your own use or saving it to share with
| | 06:53 | others, Word 2010 provides
appropriate file formats for saving and sharing
| | 06:59 | your document.
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| Printing a document and choosing a printer| 00:00 | We have entered some text, saved our Word file.
| | 00:02 | And now we're ready to print our
document and distribute it to others at the
| | 00:06 | meeting, or place it in a file drawer.
| | 00:08 | Previewing and printing your
document is really easy with Word 2010.
| | 00:13 | To preview your document and see how it
will look when printed, or to send your
| | 00:17 | document to the printer, either hold
Ctrl and hit letter P, or click File and
| | 00:24 | then Print to see the combined
Preview and Print Settings in Word 2010.
| | 00:30 | The Preview appears on the right-hand side.
| | 00:32 | There is a Zoom slider here that
will allow us to look at the document in
| | 00:36 | more or less detail.
| | 00:38 | As you get to smaller sizes, you
can get to see more pages at one time.
| | 00:42 | So you can see a lot of your print job
at once, if that's what you wish to do.
| | 00:46 | Notice you also have a scrollbar that
will allow you to scroll and a button that
| | 00:51 | will let you zoom to a particular page.
| | 00:53 | So if I move, it will go by page.
| | 00:56 | Turn this off, and I have my other zoom back.
| | 01:00 | On the left-hand side, I see my
printer and the number of Copies.
| | 01:04 | If you want to print to a different
printer other than the printer listed, click
| | 01:09 | the down-arrow to see a list of all of
the printers that are available to you.
| | 01:13 | Some of the printers may
not be physical printers.
| | 01:15 | For example, if you have Adobe
Acrobat loaded on your computer, you'll see
| | 01:20 | Acrobat PDF as a printer.
| | 01:22 | This is a virtual printer,
not an actual printer.
| | 01:25 | Here's a Fax machine that we can print to.
| | 01:28 | Here's the ability to send this to
Microsoft OneNote, which is an application,
| | 01:33 | again not a printer,
| | 01:34 | and then Snagit 9 which is an imaging
application, so many times when we say
| | 01:38 | Print we don't necessarily
mean print to a physical printer.
| | 01:41 | We can also print to these virtual
printers, as well, or to other applications.
| | 01:45 | If the printer that you want does not
appear on the list, simply click the Add
| | 01:50 | Printer link and choose a
printer from your network.
| | 01:54 | Print to File is something
that is used only rarely anymore.
| | 01:57 | You don't have a reason to use it
typically because you have the ability to
| | 02:01 | print directly to applications like Adobe.
| | 02:04 | If you want a printer to be your
default printer, your all-the-time printer
| | 02:09 | whether it's a printer you've
just added or another printer,
| | 02:11 | you can't set that here.
| | 02:12 | The default printer has a green check mark
next to it, showing that it's the default.
| | 02:18 | If you've chosen a new printer to use
with Word and you want to set your default
| | 02:22 | printer, you need to go out to Start,
to the Windows Control panel, to View
| | 02:28 | Devices and Printers. Choose the
printer you want, for example, this
| | 02:32 | Hewlett-Packard Color Jet, right-
click and choose Set as Default Printer.
| | 02:37 | If I do that, that check mark
will move over to this printer.
| | 02:41 | And the next time I print, this will
be my default printer, not just in Word
| | 02:46 | though, in every single application,
because now we're not setting these settings
| | 02:51 | in Word, we're setting
these settings in Windows.
| | 02:54 | So don't do this to simply change printers
from Microsoft Word or for one application.
| | 02:59 | This is your Windows default
printer that you're setting here.
| | 03:04 | And it's easy enough, back here in Word,
to simply choose the printer that you do
| | 03:07 | want, perhaps a color printer
sometimes, a black-and-white printer at other
| | 03:11 | times, or sending it to a fax on other occasions.
| | 03:14 | Now I can set the number of copies that
I want to print, having chosen my printer.
| | 03:19 | Click the Print button and leave to go
walk to my printer and pick up my print job.
| | 03:24 | We've just printed our first
document using the default Print Settings.
| | 03:28 | To change your Print Options, see
Setting Print Options later in this chapter.
| | Collapse this transcript |
| Setting print options| 00:00 | When you're ready to print your
document, you can use Microsoft Word's Print
| | 00:04 | settings to customize your print job.
| | 00:07 | Choose File to go
backstage and then select Print.
| | 00:10 | In the previous movie, we set the number
of copies and chose a specific printer.
| | 00:15 | The print settings below control what
you want to print, whether it should be
| | 00:20 | print single-sided or double-sided, how
multi-page documents should be assembled,
| | 00:25 | the Orientation of your paper, Paper
size, Margins, and the number of pages that
| | 00:32 | should be printed on each sheet of paper.
| | 00:34 | Let's take a look first at the Print area.
| | 00:37 | The default choice is to print all the pages.
| | 00:40 | However, if we wanted to print just two
paragraphs from page 5, we could select
| | 00:45 | those paragraphs, then come
Backstage and choose Print Selection.
| | 00:50 | We can print only the Current Page.
| | 00:52 | It's helpful to know what page you're on.
| | 00:54 | But if you haven't changed what you're
seeing in the preview, this is the current page.
| | 00:59 | You can also move to a different
page and print a different page.
| | 01:02 | So now my current page is page 5,
and I can still print the Current Page.
| | 01:08 | I can print a custom range of pages.
| | 01:10 | If I do that, I'll be using this dialog box.
| | 01:13 | If I wanted to print, for example,
pages 1 through 7, I could go 1-7, and that
| | 01:20 | would print 1 through 7.
| | 01:21 | But let's say I wanted to print
pages 1 through 5, skip 6 and print 7.
| | 01:27 | That would look like this, 1-5,7,
will print 1, 2, 3, 4, 5, 7.
| | 01:36 | I can also print different attributes.
| | 01:39 | I can, for example, say that I want
to print just the properties of the
| | 01:42 | document, the items that you see
when you have Info chosen Backstage.
| | 01:48 | If I have people reviewing a
document, I can print Markup.
| | 01:51 | I can get an inventory of
different elements of the document.
| | 01:55 | And then finally, I can print only the odd
pages or only the even pages in the document.
| | 02:01 | This has to do with how you might
think about turning a stack of paper over
| | 02:06 | in order to print the opposite side in a
printer that only prints one-sided at a time.
| | 02:11 | This is one way people handle wanting
to print two sides of a page, which is
| | 02:15 | called duplex, on a printer that can only
handle one-sided printing, or simplex printing.
| | 02:20 | So I'm going to return this to Print All Pages.
| | 02:24 | Here is my Print One Sided, Print Both Sided.
| | 02:27 | Now my choice is that I can print
manually on both sides, which means I'm going
| | 02:31 | to print all of the pages on one side,
and then I'm going to go over to my
| | 02:35 | printer, turn the pages over, line
them all up, put them back in the feed and
| | 02:39 | print the second side.
| | 02:41 | I don't have a choice here that says
print on both sides automatically, which
| | 02:45 | means that this printer can't do that for me.
| | 02:48 | This is a one-sided printer.
| | 02:50 | Another choice that you might see
is automatically print on both sides.
| | 02:54 | My next option is what do I do with this
really large print job? I have 24 pages.
| | 03:00 | Let's say that I want to print five
copies to distribute these at a new
| | 03:03 | employee orientation.
| | 03:05 | If I choose Collated, then I will
get five sets 1, 2, 3, 4, 5 through 24.
| | 03:11 | If I've choose Uncollated, I'll get
five copies of page 1, followed by five
| | 03:15 | copies of page 2, followed
by five copies of page 3.
| | 03:18 | Good for handouts, but not
good for an employee manual.
| | 03:22 | The default here is Collated.
| | 03:24 | If you want a print job where you want
the pages to be in separate piles when
| | 03:28 | you're all done, you will
want to change this setting.
| | 03:31 | This is my Paper Orientation.
| | 03:32 | Currently, my paper is in Portrait mode.
| | 03:35 | Look what happens when I change to Landscape.
| | 03:38 | My preview changes, and now on my
8.5X11 paper, the 11 inch is the way that
| | 03:44 | the text is oriented.
| | 03:46 | I can change this here.
| | 03:47 | I can also change this, as you'll
find out later, on the Page Layout tab.
| | 03:51 | If I change it here, it will be
changed in that location as well.
| | 03:55 | This is where I choose my paper size.
| | 03:58 | Am I printing this on the default letter
paper, on a legal paper, on some of the
| | 04:02 | A size papers, which are more commonly
used in Europe than in the United States?
| | 04:07 | Here's my tabloid paper.
| | 04:09 | I want to print Envelopes.
| | 04:10 | So we're going to choose a particular paper.
| | 04:12 | If I choose Legal paper,
notice that my preview changes.
| | 04:16 | Now I only have 20 pages of text to
print, and I'm on much longer paper that
| | 04:21 | won't fit in most of the binders
that we have kicking around the office.
| | 04:24 | So we'll change back to Letter.
| | 04:26 | Margins, which I can also set on the
page Layout tab, are set here as well.
| | 04:32 | So I can actually see my
preview as I change my margins.
| | 04:36 | The default margins Normal
are 1 inch all the way around.
| | 04:40 | In previous versions of Microsoft Word,
they actually left more room on the
| | 04:44 | left and the right,
| | 04:46 | one-and-a-quarter inch margins, and
you'll notice as I make that choice, my
| | 04:49 | preview on the right
changes, my page count changes.
| | 04:52 | This document is little
longer if I have wider margins.
| | 04:56 | Or I could choose narrower margins.
| | 04:59 | Print this on less pages, but clearly
now I have a document that it would be
| | 05:03 | really hard to three-hole
punch and put in a binder.
| | 05:07 | Whatever choices I make here are also
going to be reflected on the Page Layout
| | 05:10 | tab, as well as in my preview.
| | 05:13 | Finally, I can print multiple copies on a page.
| | 05:15 | So I could have a document that I
want people to have in their hands, but I
| | 05:19 | could print this 2 up, 4 up, 6 up, or 2 Pages
Per Sheet, 4 Pages Per Sheet, 6 Pages Per Sheet.
| | 05:27 | So, for example, if I just want to
create this document and say I'd like to
| | 05:30 | print 2 Pages Per Sheet, then on every
page of paper in the printer, this will
| | 05:34 | be managed by the printer, it will print
1 and 2 on one page, 3 and 4 on the next,
| | 05:39 | and so on so that I can have a smaller size.
| | 05:43 | There are people who use this style of
printing for documents that they want to review.
| | 05:47 | Those folks have very good
eyes, and it's a nice size.
| | 05:50 | It cuts the amount of paper you have
to carry around in half to do quick
| | 05:54 | overviews of documents, for
example, while you're traveling.
| | 05:57 | The default, however, here is 1 Page Per Sheet.
| | 06:01 | All of these print settings
are stored with the document.
| | 06:05 | So if I change these settings, the
next time I print this document, the
| | 06:10 | print range, what I'm printing, the
Margins, the paper size, and the other
| | 06:14 | settings will still be set.
| | 06:16 | So I don't have to worry about doing
this each time I print the document.
| | 06:19 | I can do it once Backstage, save those
settings, and it will be able to print
| | 06:23 | this document in the same
fashion each time I print it.
| | Collapse this transcript |
|
|
3. Editing TextSelecting text using the mouse and keyboard shortcuts| 00:00 | If we use Word like a typewriter, just
entering text and printing and closing our
| | 00:04 | files, we probably don't care
about being able to select text.
| | 00:08 | But as soon as you want to format, or
you want to change the text that you've
| | 00:13 | already entered in your document,
you need to be able to select.
| | 00:16 | You can select text using
the mouse or the keyboard.
| | 00:19 | You can select characters, words,
sentences, and paragraphs, and you can
| | 00:23 | select these things, even if they aren't next
to each other, even if they aren't contiguous.
| | 00:28 | To select any amount of text, you move
the mouse so that your insertion point is
| | 00:33 | in front of the text that you want to select.
| | 00:35 | So you'll click once, then you'll
hold the mouse, and you'll drag.
| | 00:37 | As long as you don't release the mouse button,
you are still in the process of selecting.
| | 00:43 | So when you have the text selected that you
wish, go ahead and release the mouse button.
| | 00:48 | If you start in the middle of a
word to select, you'll notice that the
| | 00:51 | entire word gets selected.
| | 00:53 | Word assumes that if you move
outside the boundaries of one word that you
| | 00:57 | intended to select the entire
word that you were working with.
| | 01:02 | If I select a group of words, I
can then hold the Ctrl key and select
| | 01:09 | another group of words.
| | 01:11 | Now to select using the keyboard,
just a random area of text, I can either
| | 01:17 | Click+Shift and click somewhere else,
or I can Click+Shift and use the
| | 01:24 | arrow keys to select text.
| | 01:27 | If I then wanted to select another
block of text that's not contiguous, I can
| | 01:32 | let go of the Shift, hold Ctrl+
Click and then select additional text.
| | 01:37 | If you're going to select multiple non-
contiguous blocks of text, you're better
| | 01:42 | off using the mouse.
| | 01:43 | Now some shortcut keys with the mouse, to
select one word, double-click in the word.
| | 01:48 | To select one sentence, hold the Ctrl key down.
| | 01:52 | Click anywhere in the sentence.
| | 01:54 | You'll notice that Word knows where a
sentence ends, because it ends with a
| | 01:58 | period, a question mark, an
exclamation point, some terminal punctuation.
| | 02:02 | So Ctrl and click anywhere
to select an entire sentence.
| | 02:06 | To select a paragraph, move to the
left until the pointer point back to a right
| | 02:12 | pointing arrow and then double-click or
triple-click anywhere in the paragraph.
| | 02:19 | You have to be fast on the triple click,
or it treats it as a double-click and
| | 02:23 | then a single click, but three
clicks will select the entire paragraph.
| | 02:27 | Now what if you have text that spans
across pages or spans past the screen?
| | 02:32 | I think this is one of the hardest
things is as you scroll and pull down, the
| | 02:38 | document will start scrolling fast and
farther down you pull, the faster it will scroll.
| | 02:43 | So if I pull way down, notice I get a
pretty quick scroll, and I can easily
| | 02:47 | select more text than I want to select.
| | 02:50 | Don't be afraid to use a combination
where you click and then you scroll to the
| | 02:55 | point where you want to end.
| | 02:57 | Hold Shift and click again in order to
select a specific section that's off the screen.
| | 03:03 | But also remember, as I'm scrolling,
faster perhaps than I want to, rather than
| | 03:08 | letting go, I can always simply pull
back up and stop the scroll and select the
| | 03:12 | text that I want to select.
| | 03:14 | To select the entire document,
we have several ways to do it.
| | 03:18 | You can go out to the left, and where we
double-click to select a paragraph, we
| | 03:23 | can triple click to select the entire document.
| | 03:26 | But the shortcut key for this is
really easy to remember: hold Ctrl and hit A
| | 03:31 | for all, and the entire
document will be selected.
| | 03:34 | There are other keyboard
shortcuts that are worth knowing.
| | 03:37 | Press Home to go to the start of a line, for
example; End to move to the end of that same line.
| | 03:44 | And if we hold Ctrl, it always
amplifies the key that you're already pressing.
| | 03:49 | So if I hit Home, I go to
the start line. Ctrl+Home=,
| | 03:53 | I go to the start of my document.
| | 03:54 | Ctrl+End, I go to the End of my entire document.
| | 03:58 | Shift is used to select.
| | 04:00 | So if, for example, I wanted to select
all the text from here down, I can do
| | 04:04 | that with the mouse.
| | 04:06 | If I held Ctrl+End right
now, I would go to the End.
| | 04:09 | If I add Shift, Ctrl+Shift+End, I'll
select all of the text between here and the
| | 04:14 | end of the document.
| | 04:15 | So Ctrl to amplify, Shift to select.
| | 04:19 | If you're selecting entire your
words or paragraphs, it's almost always
| | 04:24 | faster to use the mouse,
| | 04:25 | double-click or to triple click.
| | 04:28 | If you're selecting irregular blocks of
text that are not next each other, the
| | 04:33 | mouse is also a better bet in
combination with the Ctrl key.
| | 04:37 | But if you're selecting the entire
document, or moving to the start or the end
| | 04:41 | of a document or a line, the keyboard
shortcuts are almost always the fastest
| | 04:46 | way to move around.
| | 04:47 | To be really efficient in Word 2010,
learn to use text using both the mouse
| | 04:52 | and the keyboard shortcuts and use
whatever makes the most sense as you're
| | 04:56 | editing your document.
| | Collapse this transcript |
| Rearranging text using Cut, Copy, and Paste| 00:00 | We're going to focus on three commands:
| | 00:02 | Cut, Copy, and Paste.
| | 00:04 | Cut and Paste are used to rearrange
text in your document, to move the third
| | 00:10 | paragraph of your document the top
so it becomes the first paragraph.
| | 00:13 | Copy and Paste are used to duplicate
text, to put another copy of the third
| | 00:18 | paragraph somewhere else in your
document, or in another document.
| | 00:22 | If you have a lot of rearranging to do,
you can also use the Office Clipboard,
| | 00:27 | which we'll look at.
| | 00:28 | First, to move text from one
location to another, you always begin by
| | 00:32 | selecting the text.
| | 00:33 | So, for example, this is
Paragraph 1, Paragraph 2, Paragraph 3.
| | 00:38 | We need to move Paragraph 2.
| | 00:40 | So we'll select Paragraph 2,
and then we'll cut Paragraph 2.
| | 00:44 | Three different ways to do it.
| | 00:46 | One, to use the Cut command here on
the Home tab in the Clipboard group.
| | 00:52 | Second, to right-click and
choose Cut from the context menu.
| | 00:56 | And third, to use the Windows command which
is to hold Ctrl and hit the letter X for cut.
| | 01:04 | The text that we just
selected and cut didn't go nowhere.
| | 01:07 | It went to a very specific place.
| | 01:09 | It went to the Windows System
Clipboard, which can hold one item at a time.
| | 01:14 | If we don't paste this somewhere
soon and we cut something else, we'll
| | 01:18 | actually loose it entirely.
| | 01:19 | So when I cut, I want to paste straightaway away.
| | 01:22 | I'm going to position my insertion
point where I'd like this text to go, and
| | 01:27 | I'm going to paste it.
| | 01:28 | Three different ways.
| | 01:30 | One possibility is to click the Paste button.
| | 01:32 | Another is to right-click in this
location and to choose one of my Paste Options.
| | 01:38 | Now you can just choose any of these.
| | 01:40 | Keep Text Only says bring the text
in just as the text around it appears.
| | 01:45 | The second choice is to bring the
text in with the formatting that it has.
| | 01:48 | And the third is to bring the text in
using the formatting that this document has.
| | 01:52 | So you'll notice that in this third
choice, Keep Text Only, it simply drops the
| | 01:57 | text down without any formatting
whatsoever, and I loose my formatting where it
| | 02:01 | has paragraph two bolded.
| | 02:03 | So don't be afraid to look at one of these
or the other and say which one works the best.
| | 02:08 | If you Keep Source Formatting between
documents, it's often a bad habit later.
| | 02:13 | So I would encourage you to work with
merging formatting and Keeping Text Only.
| | 02:16 | But we'll go ahead and Merge
Formatting and bring that text in.
| | 02:20 | There's an extra space that I brought in.
| | 02:22 | I'm going to move my insertion
point and hit Delete to get rid of it.
| | 02:27 | Notice that this text is now All Bold.
That sometimes happens in a Copy and Paste
| | 02:31 | operation or a Cut and Paste.
| | 02:32 | So I'm simply going to go Unbold it.
| | 02:35 | Now I can also copy this
text and put it somewhere else.
| | 02:38 | I'm going to copy this text, and we'll
move it to the very end of our document.
| | 02:44 | Press Enter a couple of
times and simply paste this text.
| | 02:48 | Again, three different ways to do it,
using the Clipboard, for example, or
| | 02:52 | Ctrl+V, or to right-click and
choose Paste from the Context menu.
| | 02:58 | So three different commands:
| | 03:00 | Ctrl+C to Copy, Ctrl+X to
Cut, and then Ctrl+V to Paste.
| | 03:06 | You might wonder where the V comes from.
| | 03:08 | It's actually the proofreaders mark,
that downward pointing arrow that says
| | 03:12 | insert some text right here, that's where that
V comes from if it helps you to remember it.
| | 03:18 | Now if I simply want to cut and paste a
couple of things, this is a fine way to do it.
| | 03:24 | However, if I wanted to cut and
paste a number of items, or if I want to
| | 03:28 | collect some things that I want to
paste into one document, then there's a
| | 03:32 | better tool that I can use.
| | 03:34 | The Windows Clipboard holds one item at a time.
| | 03:37 | The Office Clipboard can hold 24 items.
| | 03:39 | It's accessible to me simply
by clicking this down arrow.
| | 03:43 | You'll notice that there's one thing
sitting on the Office Clipboard, one of 24,
| | 03:48 | which is the paragraph that I
most recently cut or copied.
| | 03:53 | I'm going to click Clear All.
| | 03:55 | So I start with a clean slate.
| | 03:57 | And now let's take a look at how
we might rearrange this document.
| | 04:01 | So I know that 1, 2, and 3 are fine, but,
for example, Paragraphs 4 I'd like to
| | 04:07 | cut, and notice now that it's
put on to the Office Clipboard,
| | 04:11 | it's no longer in my document.
| | 04:13 | Paragraph 6, we'll cut it, and notice
that each of them is been added here.
| | 04:18 | So I'm selecting paragraphs and cutting them.
| | 04:20 | I don't necessarily need to cut them all,
because I can rearrange the ones that
| | 04:27 | are here in one other way.
| | 04:29 | I'm going to delete the paragraph
that we copied so it doesn't confuse us.
| | 04:33 | I can always move within a document by
dragging an item from one location to another.
| | 04:39 | So I begin by selecting some text.
| | 04:41 | For example, I'm going to select Paragraph 7.
| | 04:44 | And I want to move it above Paragraph 8.
| | 04:46 | So I begin by selecting the text,
and then I point to the text.
| | 04:51 | If I hang around here too long, I'll
have other tools that start to show up,
| | 04:54 | like the Mini Translator, for example.
| | 04:55 | What I want to do is after I've selected
the text, rather promptly, drag that text
| | 05:01 | to its new location.
| | 05:02 | Notice the insertion point moving and
then let go on my mouse button to drop it.
| | 05:07 | Notice that Paragraph 7 does not show
up on the Office Clipboard, and it never
| | 05:13 | went to the Windows Clipboard.
| | 05:14 | When you move items using drag and
drop, Word is managing that transaction
| | 05:19 | itself, and you're not using
any clipboard space to do this.
| | 05:22 | So now I'm ready to start pasting my
other items in, but I have a chart that I
| | 05:28 | want to add to this document as well.
| | 05:30 | So I'm going to slide over to my
Microsoft Excel and grab that chart while
| | 05:33 | I'm thinking of it.
| | 05:35 | The chart is right here.
| | 05:37 | I can select the chart and copy it,
and when I go back to Word, you'll notice
| | 05:42 | that that chart also appears
here on my Office Clipboard.
| | 05:45 | The office clipboard works
for PowerPoint as well as Excel.
| | 05:50 | So I'm going to put Paragraph 4 right here.
| | 05:54 | Notice I need to just press
Enter an extra time, not a big deal.
| | 05:58 | Add Paragraph 5, add Paragraph 6, 7, 8,
and at the end I have paragraph 9.
| | 06:05 | Then finally I'm going to add
my chart from Microsoft Excel.
| | 06:10 | You can also paste items from
the clipboard all at one time.
| | 06:13 | So I have all of these items lined
up in this order on my clipboard.
| | 06:17 | If I created a new document, I
can simply paste them all at once.
| | 06:21 | That's an easy thing to do.
| | 06:23 | So if you collect items in order, you
can do a bulk paste all at once, and it
| | 06:27 | will dump the clipboard in reverse order.
| | 06:30 | Notice the chart is last
and Paragraph 4 is first.
| | 06:34 | So it will dump them in the
order in which you collected them.
| | 06:37 | So you can feel free to use the
Office Clipboard as a means of collecting
| | 06:40 | a number of different things that
you want to paste in a particular order
| | 06:45 | when you're all done.
| | 06:46 | If you want to clear your clipboard,
because you're done with it and ready
| | 06:49 | to proceed with another operation, simply
choose Clear All, and you'll clear the clipboard.
| | 06:54 | If I close with both Excel and Word
without clearing the clipboard, the
| | 06:58 | contents of the clipboard will be
dropped, except for one item, the last item
| | 07:03 | that I copied or cut, which will remain
not on the Office Clipboard, but on the
| | 07:07 | Windows System Clipboard.
| | 07:08 | We've been copying, cutting, and
pasting largely text, but as you notice with
| | 07:12 | the chart, you can use the same Copy,
Paste, and Cut commands with images,
| | 07:17 | charts and other graphics.
| | 07:19 | To move items from one location to
another, or to create one or more copies of
| | 07:23 | selected text or graphics, simply
use the Cut, Copy, and Paste commands.
| | 07:28 | But to rearrange a document, or to
collect multiple text selections or objects to
| | 07:33 | paste into one location, you
should always use the Office Clipboard.
| | Collapse this transcript |
| Undoing and redoing actions| 00:00 | Do you ever edit your document, make a change,
and then almost immediately wish you hadn't?
| | 00:05 | You can undo and redo up
to 100 changes in Word 2010.
| | 00:11 | And you can repeat any action
you take as many times as you wish.
| | 00:15 | Let's focus for a moment
on the Quick Access toolbar.
| | 00:18 | There are three buttons here.
| | 00:20 | The first button is Save, but
then we have an Undo button.
| | 00:23 | And the second button is usually a
Repeat button. It shows a cycle.
| | 00:27 | But if we recently used Undo,
it will turn into a Redo button.
| | 00:31 | That reverses the Undo.
| | 00:33 | So it's an Undo-Undo button.
| | 00:35 | We are going to Select and
Delete a paragraph in our document.
| | 00:40 | And we are going to do that again.
| | 00:42 | We are going to Select
another paragraph and Delete it.
| | 00:45 | And then we are going to
Delete a third paragraph of text.
| | 00:50 | But maybe we wish we hadn't
deleted paragraph number 4.
| | 00:54 | We can easily undo this one deletion.
| | 00:58 | The shortcut key for Undo is Ctrl+Z.
But we can also click the Undo button here
| | 01:03 | on the Quick Access toolbar.
| | 01:05 | Either of those will
undo the last action we did.
| | 01:09 | To undo more than one action, we could
hold Ctrl and hit Z twice more to restore
| | 01:15 | all of the actions that we have taken.
| | 01:17 | Let's go ahead and cut again three
times, and remove paragraphs 2, 3, and 4.
| | 01:26 | Now, once we click Undo, notice
that our Repeat button changes to Redo.
| | 01:33 | In other words, take it away again.
| | 01:35 | Let's Undo, Undo, Undo, and
we can then Redo, Redo, Redo.
| | 01:40 | So you can spend all day doing this,
going back and forth between cutting
| | 01:44 | text and replacing text.
| | 01:46 | However, we don't have
to click Undo three times.
| | 01:49 | There is actually a History that's kept.
| | 01:51 | Now, the History is a little cryptic.
| | 01:53 | If you didn't know what you just did,
it would be hard to tell what it is.
| | 01:57 | But this says I want to Undo a Clear,
which is a Delete, and I want to
| | 02:02 | actually Undo 3 of them.
| | 02:04 | So I can move all the way down here and
Replace all 3 of those items at one time.
| | 02:10 | Notice that because I did it at once,
there's only one Redo available to me,
| | 02:14 | which is to get rid of 1, 2, 3.
| | 02:17 | So here is my bulk process, this
History button on my Undo button.
| | 02:22 | Now let's Select and Bold some text.
| | 02:27 | To repeat this formatting action,
notice I don't have a Redo button, because I
| | 02:31 | haven't undone anything recently,
| | 02:34 | I have a Repeat button, which
would allow me to repeat the Bold.
| | 02:38 | So I could select some other
words, and I could click Repeat.
| | 02:41 | That's actually a long way to go to
do that, because I am bypassing the
| | 02:45 | Bold button on the way.
| | 02:46 | This is a good time to know the
shortcut key for Repeat or Redo, which is
| | 02:52 | Ctrl+Y. So if I wanted to repeat that
formatting change on other text, I can
| | 02:58 | just select text, hold Ctrl, and
hit Y, or I can hit the Repeat button.
| | 03:03 | You can repeat an action
as many times as you wish.
| | 03:07 | So I use Undo when I have taken an
action and want to change my mind about it,
| | 03:13 | such as deleting this text.
| | 03:16 | I use Redo to undo the Undo.
| | 03:20 | And I use Repeat when I have taken an
action and then want to take that action
| | 03:26 | again on another selection of text.
| | 03:29 | Some actions cannot be undone.
| | 03:31 | For example, you can't undo printing a document.
| | 03:35 | You can't undo saving a document.
| | 03:37 | And if there is no action to undo,
the Undo button will be grayed out, as
| | 03:42 | it appears right now.
| | 03:44 | The Undo History is totally
reset whenever I save my document.
| | 03:48 | So if I save my document right now,
there's not only nothing to undo, there will
| | 03:52 | be nothing left to redo.
| | 03:54 | And anytime I close Microsoft Word
or save a document, these Histories
| | 03:57 | are totally deleted.
| | 03:59 | Remember then that any time you work
in Word, you can always undo an action
| | 04:03 | that you have taken, as long as you
haven't saved since you took that action.
| | Collapse this transcript |
| Finding and replacing text| 00:00 | With Word 2010's Find and Replace
editing features, you can find text in your
| | 00:06 | document, then replace that
text with different text.
| | 00:09 | A reminder, as we learned in Chapter 1,
when we click the Find button, we can
| | 00:14 | open a Navigation pane that doesn't really do a
Find operation. It really does a Search operation.
| | 00:20 | So if we wanted to look for all the
instances of the word "gallery," we return,
| | 00:25 | the kind of results that that we would
get if we did a search on "Bing" or "Google,"
| | 00:29 | a list of items, not simply one item,
then another then another, so that we can
| | 00:35 | find text in our document, each
occasion of some particular text.
| | 00:40 | But if you're searching for text with
the goal being replacing that text with
| | 00:45 | some other text, you should start
not with Find, but with Replace.
| | 00:50 | When you choose Replace, it will open the
Find and Replace dialog box, and you'll
| | 00:55 | look at the Replace tab.
| | 00:57 | It actually will pull that text from
your Search box over here in the Navigation
| | 01:01 | pane, and I can say I'd like you to
search for the word "gallery," and from the
| | 01:06 | current insertion point, if I choose
to go to the next item, it will move and
| | 01:12 | notice that the dialog box kind of hops
around a little bit as well to the end
| | 01:18 | of the document, and then
it says it's at the end.
| | 01:21 | Do you want to go back to the beginning
because we started search in the middle,
| | 01:23 | and I'll say, Yes, and it will start
at the beginning and work its way down.
| | 01:27 | Now you have some creative ways to make all
of these items work on the screen at one time.
| | 01:32 | For example, you can Restore this
dialog down, and close the Navigation pane, and
| | 01:41 | then move this box to the right and
switch back and forth between them, or with
| | 01:47 | the Replace dialog box open, you can
zoom and make your document text smaller so
| | 01:52 | it actually fits next to.
| | 01:54 | And that way this dialog box won't
move as you look in your document.
| | 01:58 | So I'm going to Find Next again, and
you'll notice it's much easier now when I
| | 02:02 | don't have to be moving the
dialog box from one place to another.
| | 02:06 | The point of replace, though is to
change one thing to another and in this
| | 02:10 | document, when it was typed, the person
who entered it entered text about the
| | 02:14 | Home menu and the Insert menu, and
these are absolutely not menus anymore, on
| | 02:19 | the Ribbon they're called Tabs.
| | 02:21 | So we're going to say find each
occasion of the word "menu" and Replace it
| | 02:26 | with the word "tab."
| | 02:28 | I haven't specified any formatting at
all, and so we're going to take a look
| | 02:32 | and say let's start with wherever we
are in our document, perhaps at the start,
| | 02:37 | and find the next one, and it will take us to
menu, and we can say, okay Replace that one.
| | 02:42 | Home menu yeah, Replace that one, and if we
wish, we could say simply Replace them All.
| | 02:48 | And it says I did it nine times
what do you think? We can say OK.
| | 02:52 | So every time the word menu appeared,
it replaced it with the word tab.
| | 02:57 | The word menu is kind of an
interesting word in some respects.
| | 03:00 | It's rarely a part of another larger word.
| | 03:03 | Tab on the other hand, if we replaced
every instance of tab with menu, we would
| | 03:08 | get some interesting results. So let's do that.
| | 03:10 | Let's reverse this to see how Replace works.
| | 03:13 | And I'm going to replace the word tab,
which we know occurs in here at least
| | 03:16 | nine times, with the word menu.
| | 03:19 | And I can say okay I'm
looking to replace tab with menu.
| | 03:22 | Let's Replace them All, and
it says I did it 14 times.
| | 03:26 | It actually did it in times
that I wouldn't have wanted it to.
| | 03:29 | It says you can use these galleries to
insert menules, hmm, well that's a word
| | 03:35 | that a moment ago was tables, tables.
| | 03:39 | So Word actually did exactly what we
asked it to do, and that's not necessarily
| | 03:44 | as helpful as we would like it to be.
| | 03:46 | So I'm going to go back and we're going
to undo this replacement, this Replace
| | 03:51 | All so everything is back
to where it says tab again.
| | 03:54 | We're going to take a look at some options.
| | 03:56 | For example, Find whole
words only would be helpful.
| | 04:00 | Don't find tab as part of table,
find tab only as an entire word.
| | 04:05 | Now if I Replace All, it shouldn't do it
14 times, it should only do it 11 times,
| | 04:10 | and my word tables is untouched here.
| | 04:13 | There are some other search options
that you might want to know about for
| | 04:15 | Search and Replace.
| | 04:16 | For example, Matching Case, I'm
looking for a word that should be Insert,
| | 04:21 | Insert, so I could tell it to match
exactly the case of what I tell it to find.
| | 04:27 | Now there are some other things that we
can do here with Find and Replace that
| | 04:31 | we can't do in the Navigation pane.
| | 04:33 | For example, in my document, I might
want to search for a place that someone
| | 04:39 | pressed Enter twice or hit the Spacebar
twice, and those kinds of choices I can
| | 04:44 | find by saying I'm looking
for particular formatting.
| | 04:48 | So please take me to any place in my
document where someone pressed Enter twice
| | 04:53 | and should have only pressed Enter once.
| | 04:55 | The way we would do that is we'd say
throughout this document I'd like you to
| | 04:58 | find any place somebody pressed Enter -
| | 05:00 | that leaves a Paragraph Mark, by the
way - and replace it with nothing, but
| | 05:07 | one Paragraph Mark.
| | 05:08 | Word will look through the document and
anywhere that a user entered Enter twice,
| | 05:13 | it will change it to Enter once.
| | 05:16 | You can do this same thing with spaces,
where there were two spaces all the way
| | 05:21 | through this document, please put one space.
| | 05:23 | Let's Replace them All.
| | 05:25 | There were no replacements.
| | 05:26 | This document doesn't have any place
someone pressed the Spacebar twice.
| | 05:29 | So you can search for special
characters on this list. You can also search for
| | 05:34 | special formatting, or you can add
special formatting here to the document.
| | 05:38 | For example, we are back to our
language about on the menu, and we want to
| | 05:43 | replace that with tab.
| | 05:45 | So let's find all instances of the
word "menu," and let's Replace it with "tab."
| | 05:49 | But let's be very specific
about how we want to replace it.
| | 05:53 | When we replace it, what we'd like to
do is we'd like to also make it Bold and
| | 05:57 | perhaps turn it red so that it
will stand out in the document.
| | 06:01 | So find any occasion of the word
menu and replace it with formatted text.
| | 06:06 | Let's Replace them all, 11
replacements were made, and as I change into 100%,
| | 06:12 | you'll see there's a red tab, red tab.
| | 06:15 | So I can do some what you might think of
as advanced formatting by saying I want
| | 06:20 | to look for particular words and replace
that instance of the word with one that
| | 06:25 | is Bold or one that is Italicized, so
that I can use it for particular purposes.
| | 06:30 | One more reason to use this dialog
box is that when I'm searching using the
| | 06:36 | Navigation pane, I can search for text, I can
search for Tables and Graphics and Equations.
| | 06:44 | What I can't easily search for in the
Navigation Pane is I can't search for formatting.
| | 06:50 | But here I can search for particular
formatting in my document, both special
| | 06:54 | characters and text with particular formatting.
| | 06:57 | If you want to find text with
particular formatting or special non-printing
| | 07:02 | characters, click Replace, choose the Find tab.
| | 07:06 | In most Word Processors and in earlier
versions of Word, there was simply this
| | 07:10 | one Find and Replace tool with really
the option to replace the text that you
| | 07:16 | found, but no way to look at all of
the text that was found at one time.
| | 07:20 | That worked wonderfully for replacing
text and special characters as it does
| | 07:24 | here, and you also have the Navigation
Pane that allows you to search for text.
| | 07:29 | So Word 2010 separates searching
from replacing so that you have two
| | 07:34 | full-featured tools, really the best
of both worlds for searching and for
| | 07:40 | Find and Replace.
| | Collapse this transcript |
|
|
4. Formatting TextUnderstanding fonts| 00:00 | A Typeface is a complete set of characters,
| | 00:03 | all of the letters in lowercase
and uppercase plus all the numbers
| | 00:07 | and punctuation marks.
| | 00:08 | A typeface may also include
special symbols, like the smiley face.
| | 00:13 | Traditionally, a Font was a subset of a Typeface.
| | 00:16 | It was a Typeface in one
particular size and style.
| | 00:20 | But today, most of us use the term
font when we actually mean typeface.
| | 00:25 | When we say Font we mean a
typeface, regardless of its size and style.
| | 00:29 | Let's take a quick tour of the
categories of Fonts and types of Font attributes
| | 00:33 | that you can set in Word 2010.
| | 00:37 | There are two broad categories of
Fonts: Serif and Sans Serif Fonts.
| | 00:43 | Sans meaning without as in Sansabelt pants.
| | 00:46 | You'll set fonts by choosing a font from the
dropdown list in the Font group on the Home tab.
| | 00:51 | Some Serif fonts include Times New
Roman, Garamond, Courier New, Cooper
| | 00:58 | Black and Constantia.
| | 01:01 | The Serif is the small decorative element.
| | 01:04 | For example, at the top of the N here or
on the r, the lines to the bottom of the
| | 01:09 | Rs, and the Is in Courier New.
| | 01:13 | The Serif's provide a visual line that
guides the reader's eye from the left to
| | 01:18 | the right down the letters.
| | 01:20 | Sans Serif fonts are crisper.
| | 01:23 | They include no Serif, or almost no Serif.
| | 01:25 | For example, Arial has no Serifs.
| | 01:28 | Comic Sans has slight Serifs, however,
it still considered a Sans Serif font.
| | 01:34 | Tahoma, Verdana and Calibri, as you
look at the two different Font families
| | 01:41 | Serif and Sans Serif font, you'll note that
one seems easier to read than the other perhaps.
| | 01:46 | Increasingly the Body Fonts that were
used in Word documents are moving away
| | 01:51 | from the Serif fonts that were used for
years in Word processing to Sans Serif
| | 01:55 | fonts which appear crisper onscreen.
| | 01:58 | Each font then can be
rendered in different sizes.
| | 02:01 | The measurement for fonts is called Point.
| | 02:04 | A Point is 1/72 of an inch.
| | 02:07 | And we'll set our size by choosing
a number in the Font Size dropdown,
| | 02:12 | ranging from 8-144.
| | 02:16 | 72 Point font then is one inch high.
| | 02:19 | 36, half an inch, 18 Point, a quarter
inch and then the more commonly used Body
| | 02:26 | Type sizes of 12 Point and 10 Point.
| | 02:30 | With the 10 point font, you'll get about
six lines to a vertical inch on the page.
| | 02:36 | In addition to choosing a font and
setting a Font Size, you can also set other
| | 02:41 | attributes that are called Weights.
| | 02:43 | For example, Bold, a bulkier Font.
| | 02:46 | Italics, the font leans sideways,
| | 02:49 | often used for proper names of books, also
used in places where we used to use underline.
| | 02:55 | At one time, you'd type your text on
a piece of paper, pull it out of the
| | 02:59 | typewriter, take out a
ruler and underline your text.
| | 03:02 | The underlined text is harder to read
than the Bold or Italics, but it's the
| | 03:06 | best that we could do at the time.
| | 03:08 | Now you have other options.
| | 03:09 | You'll use Underline and Strikeout together
sometimes to show that a document is being modified.
| | 03:15 | Underline for suggested additions;
Strikeout for suggested deletions.
| | 03:20 | But most of the time you'll use
Bold or Italics more than Underline.
| | 03:24 | Subscript and Superscript takes the
letters or the numbers, makes them 40%
| | 03:30 | the size of full-size and then puts
them either below or above the line the
| | 03:34 | normal font is following.
| | 03:36 | Highlighting is used in the same way
you would use a highlighter from an Office
| | 03:41 | Supply Store, to point out areas of the
text that need to be examined or that you
| | 03:47 | want to note for later use.
| | 03:48 | And then finally, we can set Font Color.
We have a choice of millions of colors
| | 03:53 | that you can use to make your
font stand out in a document.
| | 03:57 | There are some additional Font
Attributes that aren't available in the Font
| | 04:01 | group on the Ribbon.
| | 04:02 | You can click the Dialog Box Launcher
and go to the Font dialog box and on the
| | 04:07 | Font tab choose Small Caps or All Caps.
| | 04:10 | Whether the text was entered initially
in upper or lower case it doesn't matter;
| | 04:15 | with All Caps it will all be in capital letters.
| | 04:18 | You can also adjust Character Spacing on
the Advanced tab in the Font dialog box.
| | 04:24 | Character Spacing is also known as
kerning, and with kerning you ask Word to add
| | 04:30 | additional space, not between words
but between the characters within a word.
| | 04:34 | Here's a Font kerned normally.
| | 04:36 | If we take that same font and condense
it, notice how all of the letters are
| | 04:40 | closer together, or if we expand it.
| | 04:43 | So you might use expanded kerning for
titles, for example, or for an entire
| | 04:49 | document where you just wanted to seem
roomier, however too much Kerning, and it
| | 04:53 | gets difficult to tell the difference
between the space between the letters and
| | 04:56 | the spaces between the words.
| | 04:59 | One final Font Attribute, a number
of the fonts that come with Word 2010
| | 05:04 | are OpenType fonts.
| | 05:05 | These would be newer fonts that when
they were designed were designed with
| | 05:09 | more than one Style set.
| | 05:11 | The font designer said, here's one
possible way that this font could look.
| | 05:15 | We're looking named Gabriola.
| | 05:18 | It's a very decorative font, but this
designer also thought there are other
| | 05:22 | options for this font,
| | 05:24 | more style, for example, take a look at
the difference in the letter G or in the
| | 05:28 | Weight given to the F's
that drop below the line.
| | 05:32 | This designer actually provided
six different versions of Gabriola.
| | 05:36 | Those different stylistic sets are
available to you on the Advanced tab of
| | 05:41 | the Font dialog box.
| | 05:43 | For all fonts, you can also add Text
Effects. These are effects that we saw in
| | 05:47 | PowerPoint 2007 that you can now
apply to your text in Word 2010.
| | 05:53 | Click the Text Effects button in the
Font group to open a gallery of choices or
| | 05:57 | apply individual effects.
| | 06:00 | You can Outline your text, apply a
Shadow, set a Reflection or add a Glow.
| | 06:06 | This would be very annoying on Body
Text, so these effects are used for
| | 06:11 | pullouts, for descriptions of
visuals in your document, but mostly for
| | 06:16 | headings and titles.
| | 06:17 | Even if you use one font throughout
your document, you can use different sizes,
| | 06:22 | different Weights, Kerning, open Text
Styles and Text Effects to highlight
| | 06:28 | important concepts, or add
visual interest to your document.
| | Collapse this transcript |
| Working with fonts| 00:00 | Whether you're thumbing through a stack
of documents on a tray on your desk, or
| | 00:04 | looking at documents attached to e-mails
that you open, when you first glance at
| | 00:08 | a documen,t you quickly
make some decisions about it.
| | 00:11 | You know whether it seems like a
formal document, or a casual document.
| | 00:16 | You know whether it feels like it
would be hard to read the document, or that
| | 00:19 | you're been invited to read it.
| | 00:21 | The first impressions that every
document makes are based largely on the
| | 00:25 | author's choice of fonts and font styles.
| | 00:28 | We're going to take a look at some of the
font choices that you can make in your documents.
| | 00:32 | We'll begin by selecting
all the text in the document.
| | 00:34 | We'll choose fonts here
on the Font dropdown list.
| | 00:39 | At the top are two Theme Fonts, two
fonts that are designed to go together, one
| | 00:44 | for Headings, and one for Body in this document.
| | 00:47 | If you can use these Theme Fonts, they
are good to use, because when we change
| | 00:51 | to another theme, as you'll learn
about in Chapter 6, your document will be
| | 00:56 | redesigned based on the fonts that you chose.
| | 00:58 | If you choose Theme Fonts, they will flex.
| | 01:01 | If you chose any other font, they won't.
However, let's just take a look at fonts
| | 01:05 | in general for an entire document.
| | 01:08 | The font been used in our document now is
Calibri, which is an easy-to-read Sans Serif font.
| | 01:15 | Let's take a look though at
applying a different font.
| | 01:18 | For example, Comic Sans is equally easy-to-read.
| | 01:21 | Until recently, it was the easiest to
read font on your computer, not just for
| | 01:26 | folks who read casually but for text
readers and for the visually impaired.
| | 01:32 | However, this is not a font that
you'd want to use, for example, in a legal
| | 01:36 | document. This is a font
that is used in casual settings.
| | 01:40 | On the other hand, another very readable
font, Times New Roman, is used extensively
| | 01:45 | in the legal community, and is used in
many segments of the business community,
| | 01:49 | because it's easy to read, and
it's also a very formal font.
| | 01:53 | Casual, formal, a mix of the two.
| | 01:58 | If we change the font for just a single
paragraph, we would select a paragraph,
| | 02:02 | and simply choose a new font.
| | 02:06 | Another paragraph, one new font.
| | 02:11 | We can also change the Type Size.
| | 02:14 | Simply choose a new size from the dropdown list.
| | 02:18 | Notice as with fonts, that when I point
to the list I get a preview of what that
| | 02:22 | font will look like applied to the document.
| | 02:25 | So, we'll just make this a little bit larger.
| | 02:28 | I can also change my font size using the
Grow Font and Shrink Font buttons here,
| | 02:34 | smaller and larger, or I can use shortcut keys.
| | 02:39 | If I hold the Ctrl key and hit the
Greater than or Less than symbols, then I can
| | 02:43 | shrink and grow my font by increments.
| | 02:46 | The increment, by the way, is the
increment that's in the list right here.
| | 02:50 | First by ones, then by twos,
then later by fours, and by dozens.
| | 02:55 | I can also change my font color.
| | 02:58 | I have access to over 16 million
different colors that I can use.
| | 03:02 | Some of them are here.
| | 03:03 | There are more colors to be found on
the More Colors dropdown, and I can choose
| | 03:08 | some Gradient colors if I wish.
| | 03:10 | This is for Two Trees Olive Oil.
| | 03:12 | I might want to choose a dark green, as
opposed to a black, to pick up a color
| | 03:17 | theme that would speak for my company.
| | 03:20 | Remember, when I do this for a document
that I'm going to print, and of course,
| | 03:23 | we want to have a color printer, and
I'll run through that green cartridge a lot
| | 03:27 | faster than I might otherwise.
| | 03:29 | So I've a document that has different
formatting applied, and I'd like to know
| | 03:33 | more about the formatting.
| | 03:34 | If I click, for example, in this
paragraph, I can easily see that the font is
| | 03:38 | Cambria in 12-point.
| | 03:41 | I might look here and think this is
the color, but this is actually the
| | 03:44 | last color I applied.
| | 03:46 | If I want to know more about the
formatting for this particular section of
| | 03:51 | text, I can hold Shift and hit F1 to
open the Reveal Formatting Task Pane on
| | 03:56 | the right-hand side.
| | 03:58 | Notice that it's selected the entire
word that the insertion point is resting in.
| | 04:03 | And it tells me information about the
font, about the language, and also some
| | 04:07 | information about paragraphs, which
we'll talk about in the next chapter.
| | 04:11 | What if I wanted to
compare one paragraph to another?
| | 04:14 | For example, these two fonts look similar.
| | 04:17 | I wonder if these two
paragraphs are formatted in the same way.
| | 04:20 | So I can choose one paragraph, say I'd
like to compare it to another selection,
| | 04:26 | and choose another paragraph.
| | 04:28 | And the differences between these two
paragraphs will be pointed out here in the
| | 04:32 | Reveal Formatting task
panes list of differences.
| | 04:36 | So it tells me that the first selection
uses Calibri as the font, and the second
| | 04:41 | uses Tahoma as a font, and I can
decide whether that's okay or simply looks a
| | 04:46 | little confusing to the reader.
| | 04:48 | If I want to change the font for the
entire document again, I can triple-click
| | 04:53 | on the whole document and simply
change it all to Calibri, or if I wanted to
| | 04:58 | reformat this section based on this
font, I can choose the first font, click the
| | 05:03 | Format Painter and paint this format.
| | 05:07 | Note now that these two sections
show no formatting differences.
| | 05:12 | When you're done with the Reveal
Formatting task pane, simply close it.
| | 05:16 | Fonts give your document character.
| | 05:19 | Choose your fonts wisely so that they
accurately represent the contents of your
| | 05:24 | document, but also so they
invite your users to read more.
| | Collapse this transcript |
| Applying basic formatting| 00:00 | Font Effects like Bold, Italics,
Underlined, and Strikeout are used to draw your
| | 00:05 | reader's attention to particular words
or phrases in your document, or to denote
| | 00:10 | that some words or phrases are going to
be removed, or inserted into a document.
| | 00:16 | All of these effects can be applied in
Word 2010 with just one or two clicks.
| | 00:20 | All of the commands for Font Effects are shown
in the Font group of the Home tab of the ribbon.
| | 00:27 | In order to apply formatting, I'll first
need to select the text that I want to format.
| | 00:34 | If the text doesn't exist already, for
example, if I want to type at the top of
| | 00:38 | my document some text that isn't here
already, I can simply click Bold and with
| | 00:43 | Bold on, I can Type New
Information, and then turn Bold back off.
| | 00:50 | Or if this text had already been entered, I can
select it, and then click Bold to bold the text.
| | 00:57 | For text that exists already, you can
select using any of the methods we've
| | 01:01 | talked about previously.
| | 01:02 | You can select lines or
paragraphs, or the entire document.
| | 01:05 | I'm going to select this heading,
and I'm also going to select the other
| | 01:09 | headings I can see, holding Ctrl in
between, and I want to bold these.
| | 01:14 | Bold, which is what's called a font
weight, a bulkiness, or a weight to the
| | 01:18 | letters on the page.
| | 01:20 | It has another name when we talk about
Web publishing, and that name is Strong.
| | 01:24 | So Bold or Strong text is used
to emphasize a word or words.
| | 01:28 | It bulks it up a little bit.
| | 01:29 | It makes it stand off the page.
| | 01:31 | It makes it seem denser, yet we don't
really lose readability when we bold a font.
| | 01:38 | Italics are also used for emphasis,
for occasions where we previously might
| | 01:43 | have used underline.
| | 01:45 | In this text, we're seeing in
quotes the words "EMPLOYEES" DEFINED.
| | 01:50 | And I'm actually going to italicize the
word EMPLOYEES, and get rid of the quotes.
| | 01:58 | And I can do the same thing here.
| | 01:59 | So the quote says -- I mean
"employees", but by replacing the quotes with
| | 02:09 | italics the intent is clear.
| | 02:12 | Employee is the term that's been defined.
| | 02:15 | And rather than have the quotes which
are in a way hard to read around, it trips
| | 02:20 | the reader's eye and you wonder,
why is employees in quotes?
| | 02:23 | Is it kind of employees, or sort of employees?
| | 02:27 | By removing the quotes, and italicizing these
three terms, it's very clear what we mean here.
| | 02:32 | We're talking about the definition of
the word "employee," and we're going to show
| | 02:36 | that word several times in this
paragraph where it's defined in italics each
| | 02:41 | time, in keeping with our
original use of the italics.
| | 02:45 | Years ago, the way we underlined
documents was after someone had typed them
| | 02:50 | they took out a ruler and a pen and
drew a line under the words that were to be
| | 02:56 | underlined, because typewriters
didn't always handle underlines.
| | 03:00 | Then we had typewriters that actually
had the ability to underscore, and you
| | 03:05 | would back up an underscore
underneath the text that you had typed.
| | 03:09 | In that world, italics were a whole
other imagining, and so was Bold, because
| | 03:14 | there was no way to lean the letters
over after you are done, or emphasize the
| | 03:18 | more after you were finished.
| | 03:20 | So, italics have come to replace most
uses of underline as well as, as you saw,
| | 03:27 | a use of something in quotes, it
could be a song title in quotes, or a book
| | 03:31 | title in quotes, or simply a word in quotes
that we can use italics to represent instead.
| | 03:36 | And yet there is a use for underline.
| | 03:39 | One of the uses of an underline is to be
able to show text that we might want to
| | 03:45 | insert into a document.
| | 03:47 | This is the way this is done in legal documents.
| | 03:49 | This is the way potential insertions are shown.
| | 03:52 | When groups or committees are
discussing a document, showing potential
| | 03:57 | insertions or proposed insertions with an
underline is a well-accepted way to do that.
| | 04:01 | So, text doesn't exist yet.
| | 04:03 | I'm going to simply click Underline
and say we're going to add some text here
| | 04:08 | that says that we're going to propose
that they are exempt from over time pay
| | 04:12 | requirements and benefit
calculations, a simple addition.
| | 04:18 | Now by underlining that, other people
who review the documents can see oh,
| | 04:23 | that's something that we're going to add.
| | 04:24 | On the other hand, we have the ability
to show how we would propose to remove
| | 04:29 | text from a document.
| | 04:31 | Next to the Underline button,
you see a button for Strikeout.
| | 04:34 | So, we're going to get rid of whose
positions do not meet FLSA criteria and, and
| | 04:40 | simply strike that out.
| | 04:41 | So here's our proposed
insertion and our proposed deletion.
| | 04:46 | And we're showing both of
those using Font Effects.
| | 04:48 | One of my favorite tools is a Highlighter.
| | 04:50 | The Highlighter in Word 2010 is better
than the highlighter that you're going to
| | 04:55 | buy at office supply store, because in
one pen you have 15 different colors,
| | 05:00 | although some of them are relatively useless.
| | 05:02 | For example, when I highlight something
in black, the odds are good that it will
| | 05:06 | be pretty hard for me to read it after that.
| | 05:10 | So, some useful colors and some less
useful colors, but if I want to highlight
| | 05:15 | some words, I can simply choose to
Highlight, turn my Highlighter on, and my
| | 05:22 | highlighter will remain on until I turn
it back off, which is a nice improvement
| | 05:27 | over needing to turn it on
each time I want to use it.
| | 05:30 | When I'm done, I simply say Stop Highlighting.
| | 05:33 | If I'd like to remove the highlighting, I can
select the highlighted area and say No Color.
| | 05:39 | This doesn't mean to remove any other color.
| | 05:41 | It simply means to remove the
color applied using a Highlighter.
| | 05:45 | If you're applying Font Sizes and
effects like Bold, or Highlighting,
| | 05:50 | Underline, Italics, Strikeout, and
other effects to create titles and headings
| | 05:57 | in your document, or as a way of
organizing your document, don't simply stay
| | 06:02 | here in the Font group, but make sure
you check out Chapter 6, Using Styles for
| | 06:07 | Effective Formatting.
| | 06:09 | But for a routine use of effects to
highlight just a few words, a few phrases,
| | 06:14 | or to note additions and deletions that
are proposed for a document, feel free
| | 06:19 | to do all of your formatting right
here in the Font group of the Home tab on
| | 06:23 | the Ribbon.
| | Collapse this transcript |
| Changing the case of text| 00:00 | You may not use Word's Change Case
feature very often, but when you need it,
| | 00:04 | it's exactly the tool you need to
save minutes or hours of mindless work.
| | 00:09 | Let's say we've inherited a document
with a few paragraphs of text that are
| | 00:13 | all in capital letters.
| | 00:16 | This is a format that doesn't fit
well with the rest of the document.
| | 00:20 | But beyond that, it's very hard to read all caps.
| | 00:23 | And it looks unprofessional in a Word
Document, even if it would be fine in a
| | 00:28 | database report or as
labels in an Excel Spreadsheet.
| | 00:31 | So we don't want to have to retype
this, but the current case of this text
| | 00:37 | doesn't work for us.
| | 00:39 | Let's choose the Change Case dropdown
list, and we have five choices here.
| | 00:44 | The fifth choice, tOGGLE cASE, simply
takes every capital letter and turns it
| | 00:47 | into a lowercase letter, every lowercase letter
and turns it into an upper case or capital letter.
| | 00:53 | So that's not much help.
| | 00:55 | The text here is sentences.
| | 00:56 | Let's convert this text to Sentence case.
| | 01:00 | And you'll notice that at the start
of each sentence, the first word is
| | 01:04 | upper-cased first letter.
| | 01:06 | So this is pretty nice looking.
| | 01:08 | I would, however, like, for example, the word
Insert here for Insert tab to be capitalized.
| | 01:13 | So I can choose Capitalize Each Word.
| | 01:15 | And here again for Home tab.
| | 01:18 | So I can use the Change Case tool to
quickly reformat the case of this text so
| | 01:25 | that I don't have to retype it.
| | 01:26 | Let's take a look at another example
of when I might want to use Change Case.
| | 01:31 | I have a Word Database
filled with names and addresses.
| | 01:35 | And they're typed just the way I want
to use them to be able to do Mail
| | 01:38 | Merge, for example.
| | 01:40 | But they are not the way the
post office would like to see them.
| | 01:42 | The post office would like to
receive mail addressed in all caps.
| | 01:46 | So how can I quickly create an all capital
letter address block for use on an envelope?
| | 01:52 | And the answer is that I can select it,
choose Change Case and select UPPERCASE.
| | 01:58 | Finally, here is a title.
| | 02:00 | And this title I'd like to have mostly
be with the first letters capitalized.
| | 02:06 | So I'm going to capitalize each word.
| | 02:08 | The word "by" doesn't need to be
capitalized in this context, so I can select it
| | 02:13 | and say that this word is in lowercase.
| | 02:15 | So without doing any retyping, I've
been able to change the case of this
| | 02:19 | paragraph, this address block and this
title and save myself the time that I
| | 02:24 | would spend retyping.
| | 02:25 | Not only that, I saved the possibility that I
might make a mistake when I retype the text.
| | 02:30 | Subscripts and Superscripts are not
exactly case, but they're similar.
| | 02:35 | With Subscript, what we have is a number
or letters that appear below the normal
| | 02:40 | line of text in a document and
are usually also a bit smaller.
| | 02:44 | Superscripts appear above the
normal line of text in a document.
| | 02:48 | They are also downsized
in terms of the font size.
| | 02:51 | So we'll see Superscripts in mathematics, to
the power of three cubed that sort of thing.
| | 02:58 | And we will see Subscripts largely in
chemical formulas like the formula for water, H2O.
| | 03:04 | So, let's take a look at how we can
quickly create Subscripts and Superscripts.
| | 03:09 | You might think that you need to
change the font size and the font position,
| | 03:12 | but you really don't.
| | 03:13 | All you need to do is select the 2 in equals
e=mc2 and say let's make this a Superscript.
| | 03:20 | And it's automatically made smaller and
put above the normal line of the font.
| | 03:25 | The same with the chemical formula of water.
| | 03:28 | I can select it, choose Subscript and
immediately turn that H, large 2, O into
| | 03:34 | something that looks more
like a chemical formula.
| | 03:37 | Notice that these are toggle buttons, if
I want to change this 2 back all I need
| | 03:42 | to do while it's selected is
click again on the Subscript button.
| | 03:47 | If I want to change this 2 back, I can
click again on the Superscript button.
| | 03:52 | I could also open the Font dialog box
and turn Subscript and Superscript off
| | 03:57 | using the check boxes here.
| | 03:59 | With Word 2010, you never need to
retype text that's all in the wrong case.
| | 04:05 | Don't forget that you can always convert
its case using the Change Case feature,
| | 04:09 | saving yourself lots of time retyping.
| | 04:12 | And it's easy to create Subscripts and
Superscripts in order to have part of
| | 04:16 | your text more closely resemble the
chemical formulas or the mathematical
| | 04:20 | formulas that you're referencing.
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| Using text effects and adding impact to a document| 00:00 | The Text Effects Gallery is new in Word
2010, although we saw it in PowerPoint 2007.
| | 00:06 | Text Effects are generally used for titles,
headings and decorative document text.
| | 00:12 | There are four types of effects:
Outline, Shadow, Reflection and Glow.
| | 00:17 | And we can combine those effects,
using two or more on the same text.
| | 00:21 | The Text Effects Gallery is in
the Font group on the Home tab.
| | 00:26 | And it comes with 20 pre-built effect
combinations as well as Outline, Shadow,
| | 00:32 | Reflection and Glow tools.
| | 00:34 | Let's take a look first at using
some of these prebuilt combinations.
| | 00:38 | The colors that we see in the
gallery are based on our document's theme.
| | 00:42 | If you want to know more about Themes,
please check out Changing your Document's
| | 00:46 | Theme in Chapter 06.
| | 00:48 | So let's select our first chunk of
text, and let's apply this effect.
| | 00:53 | Now as I point to it, it tells me that
there is a Fill here that's orange,
| | 00:58 | that there is an Accent color and that
there is an Outline that's a Gradient Outline.
| | 01:05 | Let's apply a different effect.
| | 01:06 | Here is an effect that includes a Gradient Fill.
| | 01:09 | This isn't a solid purple.
| | 01:10 | It's a gradient purple,
and also includes Reflection.
| | 01:14 | You'll notice the reflection here on the text.
| | 01:19 | Here we have a combination of effect
that includes a Fill, an Outline and a
| | 01:24 | Glow, all three at once.
| | 01:29 | And finally, here we have a Fill, an
Outline and a Shadow on the inside of
| | 01:35 | letters an inner shadow.
| | 01:36 | Four very different ways to present this
same two-word phrase in our Word document.
| | 01:42 | One of the reasons that Text Effects
are so effective here in Word 2010 is that
| | 01:47 | I can use the same effects on
text that I can use on my images.
| | 01:52 | So I have an image here
of some olives on a branch.
| | 01:56 | And there has been a Glow
effect applied to those.
| | 01:58 | You can tell, you can see
the purple glow around it.
| | 02:01 | So if this was a title nearby, I can
actually apply a Glow effect to this text as
| | 02:08 | well, in order to make
the two of them go together.
| | 02:11 | So I am going to select Text Effects
here, and that's a purple glow, so I'm
| | 02:16 | going to go Glow, and choose a Purple Glow.
| | 02:20 | And notice now how these go together.
| | 02:24 | I also have here a reflection.
| | 02:27 | So let's select this text and make it
accompany this picture more closely.
| | 02:32 | I'll choose Reflection, now there
are three broad types of Reflections.
| | 02:36 | And this is based on how big they are,
on whether it reflects part of the image
| | 02:40 | or the entire image.
| | 02:42 | So here is a Partial Reflection.
| | 02:44 | Here is a more full Reflection, about half
of a Reflection, and then an entire Reflection.
| | 02:50 | If you'll notice on the right, the
picture actually doesn't have the entire
| | 02:54 | image reflected, it fades out.
| | 02:55 | So it's much more like one of these
than it is like the Full Reflection.
| | 03:01 | And the Reflection is tied up.
| | 03:03 | It actually touches the bottom of the
image, whereas this reflection is offset
| | 03:08 | by four points, and this
one is offset even further.
| | 03:12 | So we want one that's touching,
| | 03:14 | that's not the entire image but is partial.
| | 03:17 | Notice now that this effect mirrors
the effect that we see in the picture.
| | 03:21 | As well as Reflection and Glow,
we have two other effects.
| | 03:27 | We have the ability to outline our text.
| | 03:30 | And we can outline that in any of the
theme colors, or we can outline that
| | 03:33 | in the standard color.
| | 03:34 | So let's outline our text here in a blue,
this teal, and you'll notice we have a
| | 03:39 | light outline going around our text.
| | 03:44 | And then finally, let's apply a Shadow.
| | 03:47 | There are Outer Shadows and Inner Shadows.
| | 03:50 | When our letters are large, then Inner
Shadows actually are relatively easy to
| | 03:55 | see, but if our letters are relatively
thin, like the letters in our text Text
| | 04:01 | Effects, an Outer Shadow is better.
| | 04:04 | There are Shadows that are offset to the
left as if the light is coming from the right,
| | 04:08 | and Shadows that are offset to the
right as if the light is coming from the
| | 04:12 | left, as well as Shadows
that are below and above.
| | 04:16 | So here is a shadow that appears
as if the light is being cast from
| | 04:20 | the left-hand side.
| | 04:22 | To undo any of Text Effects, you simply
choose the text and remove the effect.
| | 04:26 | So we can go back to Shadow here,
for example, and say we want No Shadow
| | 04:31 | and remove the effect.
| | 04:33 | Or we can choose to apply the
effect again or apply other effects.
| | 04:38 | These are the same Text Effects
you've come to love in PowerPoint 2007
| | 04:42 | and PowerPoint 2010.
| | 04:44 | Use Text Effects like these sparingly
but strategically to add impact to your
| | 04:49 | Microsoft Word Documents.
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|
|
5. Formatting ParagraphsAligning and justifying paragraphs| 00:00 | Alignment is the horizontal
positioning of text on the page.
| | 00:04 | You can't apply alignment to individual words.
| | 00:07 | Alignment is always applied to entire
paragraphs, or to an entire document.
| | 00:12 | There are four alignments
that are used in Microsoft Word.
| | 00:15 | We will find them in the
Paragraph group on the Home tab:
| | 00:19 | Left alignment, Center alignment,
Right alignment and Justify.
| | 00:25 | Left alignment is the default.
| | 00:27 | Each line begins at the left edge of the page.
| | 00:31 | body text is typically left-aligned.
| | 00:33 | So, if we had text that wasn't left-
aligned, we would simply select it, and
| | 00:37 | click Left alignment.
| | 00:38 | If body text is not left-
aligned, it is usually justified.
| | 00:42 | Here is another choice.
| | 00:44 | When we Justify, Word adds extra spaces
between the words in order to give us a
| | 00:49 | consistent right margin.
| | 00:51 | Justification is often used in
newspapers, or in newsletters.
| | 00:55 | This is sharp looking to
have this nice crisp edge.
| | 00:58 | Let's take a whole
paragraph here and Justify it.
| | 01:02 | Note how sharp that right edge looks.
| | 01:05 | On the other hand, some readers
complain that this justified text is actually
| | 01:09 | harder for them to read, that the
ragged edge that we see on a paragraph like
| | 01:14 | this one provides an important
visual cue to help them track their way
| | 01:19 | through a document.
| | 01:20 | So let's return this to Left alignment
and our first paragraph to Left alignment.
| | 01:28 | Center alignment is usually used for titles.
| | 01:31 | With Center alignment, the middle of
the title or the heading is positioned at
| | 01:36 | the midpoint between the left
and right margins in the document.
| | 01:40 | So let's center this title and see
the difference, or we might center this
| | 01:45 | heading 1, and this is what it would look like.
| | 01:49 | Again, a good look for a title. Let's now
center this text and see what that looks like.
| | 01:55 | If this were body text that we needed
to read, centering it will make a lot of
| | 01:59 | people crazy pretty quickly.
| | 02:01 | So let's Undo those three changes.
| | 02:04 | You'll use Right
alignment occasionally for titles.
| | 02:08 | Simply select Paragraph and
then choose Right alignment.
| | 02:12 | It's a classic look.
| | 02:13 | If you were going to Right-align some titles,
you'd almost want to Right-align all of them.
| | 02:19 | Right alignment is a very different look.
| | 02:21 | It tilts the document towards the right and
again, gives it a look that's often thought.
| | 02:25 | It was a more technical look to a document.
| | 02:27 | More frequently than titles, you
would use Right alignment for specific
| | 02:32 | elements, for example, a page footer that you
want to position, flush with the right margin.
| | 02:38 | So use Center and Right alignments to
make titles, headings, and page elements
| | 02:43 | stand out from body text.
| | 02:45 | Use Justification for a crisp, clean
look for your paragraph, and use the default
| | 02:51 | Left alignment for most of
the body text in your document.
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| Changing line spacing| 00:00 | Line Spacing refers to the empty space
between lines, and optionally the space
| | 00:05 | between paragraphs in Microsoft Word documents.
| | 00:09 | We will control line spacing with the
line spacing control, here in the Paragraph
| | 00:14 | group on the Home tab of the ribbon.
| | 00:17 | If we have a paragraph of text selected
and we open the down arrow on the line
| | 00:22 | spacing control, you can see what
the spacing is for this paragraph.
| | 00:27 | The default spacing in previous
versions of Word was single spacing, or 1.0, and
| | 00:32 | when I choose the old default, you'll
notice how this text is compacted and less
| | 00:38 | easy to read. The first paragraph is
clearly more compacted than the second
| | 00:43 | paragraph, which is a looser kind of formatting.
| | 00:47 | The move from 1.0, or single spacing,
to 1.15, the new default, does take up a
| | 00:54 | little more space in a printed document.
| | 00:56 | For example, if I had a document the
required 60 pages to print before, I'd now
| | 01:01 | be using 70 sheets of
paper to print that document.
| | 01:05 | But the trade-off is that all 70 of
those pages will be far easier to read then
| | 01:10 | they would be if I'd kept
at default spacing of 1.0.
| | 01:14 | This slight increase, slightly over 1.0 of 1.15,
makes my document easier to read in this font.
| | 01:22 | Another choice is what's called 1.5, or
space-and-a-half. Rather than having space
| | 01:28 | then for six lines to an inch,
| | 01:31 | I will actually have space for only four.
| | 01:33 | It's very open, very easy-to-read,
but it's more often used for editing of
| | 01:38 | a document that's already printed, than it
would be for a document that was in final form.
| | 01:44 | Our fourth choice is
called Double Spacing, or 2.0.
| | 01:48 | Double Spacing, again, is so loose that
it almost becomes more difficult to read,
| | 01:53 | but this is the standard for
lots and lots of academic papers.
| | 01:57 | Beyond 2.0, or double spacing, we simply
get into larger sizes that are here for
| | 02:03 | you to choose, and you can set an
even looser line spacing if you wish.
| | 02:09 | In addition to the spacing between lines,
there are two choices at the bottom of
| | 02:14 | this menu that indicate
space between paragraphs.
| | 02:17 | In Word 2010, when I end a paragraph by
pressing Enter, Word automatically puts
| | 02:24 | space after that paragraph.
| | 02:27 | So, for example, if I decide that I
want to break this paragraph in two and I
| | 02:33 | click here and press Enter, I
don't have to press Enter twice.
| | 02:36 | I will press it only once, and notice
that there's white space between the
| | 02:41 | paragraph, automatically
supplied by Microsoft Word.
| | 02:45 | If I press Enter again, I actually get
too much space, more space than I need.
| | 02:50 | This space is a function of the line spacing.
| | 02:53 | So if I select these two paragraphs and
we go back to the line spacing control,
| | 02:58 | I can say Remove Space After the
Paragraph or Remove Space Before.
| | 03:02 | Notice that the space before the
paragraph is space after the heading, and space
| | 03:07 | after the paragraph tightens up the
space between the paragraphs slightly.
| | 03:11 | Now I can also set all of these options
using the Line Spacing Options dialog box.
| | 03:18 | If I choose Line Spacing Options on
the Paragraph tab, what I will see is the
| | 03:23 | amount of spacing that is provided.
| | 03:25 | Here we have Multiple Spacing, in other
words it's not Single or Double or 1.5.
| | 03:32 | It's actually 1.15, which is a number
that isn't reflected on this dropdown list,
| | 03:38 | and there's 10 points, or about a
seventh-of-an-inch, before each paragraph.
| | 03:44 | So this is paragraph spacing.
| | 03:46 | This is line spacing.
| | 03:48 | If I want to remove the spacing
before the paragraph, I can simply choose a
| | 03:52 | smaller number, or I can choose 0 and click OK.
| | 03:57 | Notice now, no spacing
before each of the paragraphs.
| | 04:00 | I am going to Undo that
change and put the spacing back.
| | 04:04 | Let's return to the dialog box and
look at a couple of other choices.
| | 04:09 | I could choose to have 6-point
spacing, Before and After paragraphs.
| | 04:14 | Now when I do this, I
won't get 12 point anywhere.
| | 04:18 | I will always get at least 6 points
before or after the paragraph, or about a
| | 04:23 | 12th of an inch, which is normal line spacing.
| | 04:27 | So 6 points Before and 6 points After,
gives me a nice smooth look without
| | 04:32 | really having any extra space anywhere.
| | 04:35 | I can always remove the spacing before or
after a paragraph, again, using the dropdown list.
| | 04:43 | The Spacing control is important
because the amount of space between lines and
| | 04:47 | between paragraphs in your document improves
or degrades the readability of your document.
| | 04:53 | So as you create particularly complex
and lengthy documents, make sure you
| | 04:57 | attend to your line spacing to make
your document inviting for people to read.
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| Using indents and setting tabs| 00:00 | Indents refer to extra white space
added at the left margin so that a block of
| | 00:05 | text can be set off from the
rest of the text in the document.
| | 00:09 | There is also another kind of indent
that's called a First Line Indent, also
| | 00:13 | referred to as a tab where you simply
tab once, and the line goes in, and the
| | 00:20 | rest of the paragraph remains.
| | 00:22 | Indents and Tabs are set in a number of
different locations in Microsoft Word 2010.
| | 00:29 | So let's begin by reviewing
where you'll find Indents and Tabs.
| | 00:33 | Indents, which are applied to an entire
paragraph or paragraphs, are set here in
| | 00:40 | the Paragraph group of
the Home tab of the ribbon.
| | 00:43 | To increase the indent, you
click the Increase button.
| | 00:47 | To decrease the indent, you
click the Decrease button.
| | 00:51 | Tabs are simply entered by pressing
Tab on your keyboard, and removed by
| | 00:56 | pressing Backspace to get rid of it.
| | 00:59 | The distance that I tab or indent is
controlled by tab stops on the ruler.
| | 01:05 | If the ruler is not visible, you can
click the View Ruler button to show it, or
| | 01:09 | you can choose View > Ruler to turn the Ruler on.
| | 01:14 | By default, every Word document has a tab
stop every half-inch from the left margin.
| | 01:20 | You'll note them here as small
lines that appear underneath the ruler.
| | 01:26 | So when I select one or more paragraphs
and indent once, I'm indenting a half-inch.
| | 01:33 | If I indent twice, I'm
indenting an inch, and so on.
| | 01:38 | When I decrease, I am
decreasing by the half-inch.
| | 01:41 | Now, these are default tabs.
| | 01:44 | Perhaps I want to indent these two
paragraphs less than a half-an-inch.
| | 01:49 | I can set my own tab stop right here.
| | 01:53 | There are five basic kinds of tabs.
| | 01:55 | The one I'm going to use most
frequently is simply a left tab, continue to left
| | 01:59 | justify my body text, but the tab this far.
| | 02:02 | If I point to the Tab Indicator at the
top of the vertical ruler on the left,
| | 02:07 | I'll note that it's set to create a Left Tab.
| | 02:10 | So I am simply going to click at a
quarter inch to create a new tab there.
| | 02:15 | Now, when I indent, I'll indent only
a quarter-inch to my first tab stop.
| | 02:21 | Whenever I set my own tab, any preset
tab to the left of that is automatically
| | 02:26 | removed by Microsoft Word.
| | 02:29 | So if, for example, I set a tab here at
2.5 inches, all the tab stops prior to
| | 02:36 | that tab stop are automatically removed.
| | 02:39 | I am going to undo that.
| | 02:40 | There is another way that I
can set tabs in my document.
| | 02:44 | I can click the Dialog Box Launcher
in the Paragraph group on the Home tab.
| | 02:50 | Then in the Paragraph dialog box, click the
Tabs button in order to bring up a list of tabs.
| | 02:56 | It shows me that there's a default tab
stop every half-inch, and this portion of
| | 03:01 | my document has no other tab set in it.
| | 03:04 | I can type in a tab number, for
example, I want a tab at 0.25.
| | 03:09 | It's going to be a Left
Tab, and I can click Set.
| | 03:12 | I can add other tabs if I wish.
| | 03:14 | Notice I could also clear one
or more tabs, and I can say OK.
| | 03:17 | So now I have this tab at a
quarter inch for this paragraph as well.
| | 03:22 | I can simply tab once to
get that first-line indent.
| | 03:26 | When I take a look at my indented
text, you might have noticed as we are
| | 03:30 | indenting that we have an indicator here on
the ruler that has been moving as we indent text.
| | 03:36 | I am going to indent this text one more time.
| | 03:39 | You'll notice it move even more.
| | 03:41 | This is actually three
different controls grouped together.
| | 03:45 | The first control is the
First Line Indent control.
| | 03:49 | So if I pull that control over, the first
line of these two paragraphs will be indented.
| | 03:54 | Let me undo that.
| | 03:56 | The bottom triangle is
what's called a Hanging Indent.
| | 04:00 | If I point to the Hanging Indent
indicator and pull it in and release, then the
| | 04:06 | first line will not be indented
but all lines that follow will be.
| | 04:11 | Finally, the two controls
together are an indent control.
| | 04:16 | So I can use these to indent my text, or,
for example, if I wanted to put in a
| | 04:22 | First Line Indent, I can now move both
controls together, even if they're not one
| | 04:28 | above the other, to change
the formatting of my paragraph.
| | 04:32 | There is another reason that I might
set tabs in my document, and even that I
| | 04:36 | might want to set them very precisely.
| | 04:39 | I need to insert a small table at
the bottom of this document, a FTE
| | 04:43 | Employees by Location table.
| | 04:46 | It only has three or four lines,
and I'd like to insert it right here.
| | 04:51 | The first column in this FTE
Employees by Location table is the City, the
| | 04:56 | second column is the State, and
the third is the Number of full-time
| | 04:59 | equivalents that I have.
| | 05:01 | So I'm going to type City, then
press Tab, then State, and Tab again.
| | 05:06 | Then I am going to type the word "Employees."
| | 05:10 | Now, each time I press Tab, I went
to the next tab stop here on my ruler.
| | 05:15 | I'd like to actually space
this table out a little more.
| | 05:18 | And more importantly, I will be
typing numbers under the word Employees.
| | 05:22 | So I'd like to make sure that when
I create this right-hand column, the
| | 05:27 | Employees column, that it's
a right justified column.
| | 05:30 | I am going to start by simply selecting
the text that I have here, and I'm going
| | 05:34 | to drop in a tab stop for the
word State, a left tab right here.
| | 05:39 | Now, I would like a right tab for Employees.
| | 05:42 | I am going to move it over a ways.
| | 05:44 | This is a left tab.
| | 05:45 | I have some choices about how I attack this.
| | 05:47 | I'm simply going to point to the tab
and double-click, and there are two tab
| | 05:51 | stops, one at 1 inch, and one at 2.13.
| | 05:55 | You might wonder, why did I
set one at 1 inch for State?
| | 05:59 | There was already one
there, but it was a default.
| | 06:02 | If I hadn't set it, when I set one at
2.13, that tab stop like the one at an
| | 06:08 | inch-and-a-half and two inches, would be gone.
| | 06:10 | I am going to choose my tab stop at 2.13,
the one for Employees, and I'm going
| | 06:15 | to say this is a right-
aligned tab, set it and say OK.
| | 06:22 | Notice now the word
Employees is right-aligned at 2.3.
| | 06:26 | Now, I can enter my information for my
table, type in city names, press Tab, and
| | 06:32 | type in a number of employees.
| | 06:39 | Notice that my City and State
columns are left-aligned and my Employees
| | 06:44 | column is right-aligned.
| | 06:45 | As you'll discover in Chapter 7, we
can also enter this kind of information
| | 06:55 | using a standard table.
| | 06:57 | But if I simply want to add a small
amount of information to a document quickly
| | 07:02 | and use tab stops or indents,
this is a fine way to do it.
| | 07:06 | Whether you're using tabs to create
tabular information, or you're creating tab
| | 07:11 | stops in order to be able to use indents,
you'll find that the tools are easy to
| | 07:16 | access once you know where
they all are in Word 2010.
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| Creating a bulleted or numbered list| 00:00 | There are many reasons that you might
end up with a list in the middle of your
| | 00:03 | document, or have a document that's only a list.
| | 00:07 | There are three types of lists you
can create in Word 2010: bulleted lists,
| | 00:12 | numbered lists, and multi-level lists.
| | 00:15 | Let's look at all three.
| | 00:17 | A bulleted list is a list of items that
don't need to appear in any particular order.
| | 00:22 | They are peers.
| | 00:24 | A great example of this is a shopping list.
| | 00:27 | A numbered list is a list where there
is a reason that one item might be first
| | 00:31 | or second or third, for example,
a list of driving directions.
| | 00:37 | A multi-level list is a list that
has major points and then minor points.
| | 00:41 | All three of these types of lists
are created using the Commands in
| | 00:46 | the Paragraph group.
| | 00:48 | Let's begin with our bulleted list.
| | 00:50 | I want to take these
items and note them as a list.
| | 00:53 | So I am going to select the text first.
| | 00:56 | Then I'm going to choose a bullet.
| | 00:57 | Now, I can simply click this button and
choose the default bullet, which is Round,
| | 01:02 | or the last bullet that I chose.
| | 01:04 | To remove the bullets from this list, I
can click the same button again, or I can
| | 01:10 | use a different bullet for this list,
for example, here's a checkmark.
| | 01:14 | If I don't like any of the bullets that are
there, I might choose to define a new bullet.
| | 01:20 | The way to do that is to open the
Bullet list, choose Define New Bullet.
| | 01:25 | I can choose a Picture
and turn it into a bullet.
| | 01:28 | I can click Font and format a bullet,
typically using Color or Bold, or I can
| | 01:35 | choose an entirely different bullet character.
| | 01:38 | I use the square wingding a lot because
when I do, I have the ability to have a
| | 01:44 | list that I can actually
check things off in the check box.
| | 01:48 | Returning to the Define New Bullet
dialog box, I'm also going to turn these
| | 01:54 | red, so they stand out.
| | 02:00 | Now, I have a custom bulleted list.
| | 02:03 | To create a numbered list, I'll select
the items that are in the list,and then
| | 02:07 | choose either the default numbering
style, or click the dropdown and choose a
| | 02:13 | specific numbering style with
letters or Roman numerals, for example.
| | 02:20 | To remove numbering, simply
click again to turn it off.
| | 02:24 | With a multi-level list, I'll
need to do a little more work.
| | 02:27 | I begin by choosing a Multi-level list.
| | 02:30 | In this dialog box, pay close
attention to the difference between lists with
| | 02:35 | simply numbers and letters or symbols,
and those that include the word Heading.
| | 02:40 | These actually apply styles to your
document, and we'll be discussing Numbered
| | 02:45 | Headings styles in the next chapter.
| | 02:47 | So I'm going to choose a list
that has 1 and 1.1, 1.11, and so on.
| | 02:54 | Initially, all of my items
are simply numbered 1 through 6.
| | 02:58 | However, if I choose one of the items
and tab, notice that it gets turned into
| | 03:04 | a subpoint, and the same with my second
subpoint, and the subpoints of my second point.
| | 03:12 | To remove the numbering from a multi-
level list, simply click the dropdown, and
| | 03:18 | choose None, but the tabs that I put it
in place to organize this list remain.
| | 03:24 | What if my list doesn't exist already, or I
want to create any of these lists on the fly?
| | 03:30 | Let's open a new document, and
let's create first a bulleted list.
| | 03:33 | I'd like to create that bulleted shopping list.
| | 03:36 | I'm going to start with an asterisk at
the beginning of the line and a space.
| | 03:41 | Notice as soon as I space, Word says ah!
| | 03:44 | Asterisk, convert to bullet.
| | 03:46 | This is part of Auto Correct.
| | 03:48 | I can turn this off, but I actually
like this feature, the ability to quickly
| | 03:52 | create a bulleted list.
| | 03:54 | There is Milk and Bread, and I'd like a
Mango, and this is the end of my list.
| | 04:01 | Now, at the end of my list, I can
press Enter again, and my list is done.
| | 04:05 | With a numbered list, notice as soon as
I type a number and period and press the
| | 04:09 | Space, or if you prefer if I type once
again, automatically a numbered list, Word
| | 04:17 | has turned that feature on.
| | 04:18 | It says Drive north, Turn south.
| | 04:24 | Now, if I insert another item in this
list, my list is automatically renumbered.
| | 04:32 | If I delete an item, my list, again,
is automatically renumbered by Word.
| | 04:37 | Perhaps I have some other text, and
then I have some other driving directions.
| | 04:42 | Well, I can either begin with 4, or if I
simply begin with 1 again and say Drive
| | 04:49 | east, Stop, and I want to add
this list to the prior list.
| | 04:55 | Point to the number itself, not the
text, the number 1, right-click and say
| | 05:00 | Continue Numbering, and the
numbering style will continue into this text.
| | 05:05 | Word will sometimes do this
when you don't want it to.
| | 05:09 | So you can right-click and choose
Restart at 1 to have Word stop one list
| | 05:13 | and begin the next.
| | 05:15 | I am going to add a little more text,
and then with a multi-level list, if I
| | 05:19 | begin with 1 and say Drive north, and
then I tab on the 2, I will automatically
| | 05:26 | generate a multi-level list.
| | 05:28 | Word takes the tab to mean that
I'd like to have a lower level.
| | 05:34 | I can Pause, Get some gas.
| | 05:37 | Now, I want to go back one level.
| | 05:38 | I tabbed to get in a level.
| | 05:41 | I hold Shift and hit Tab to move out a level.
| | 05:44 | Just as I would outline in
PowerPoint, I can outline here in Word with
| | 05:48 | a multi-level list.
| | 05:50 | So whether I'm creating a list from
scratch, or I'm formatting a list that
| | 05:55 | already exists, I can use the Commands
in the Paragraph group in Microsoft Word
| | 06:01 | to make my lists stand out and to give
a clear indication whether they are a
| | 06:05 | sequential list or simply a list of
items that I need to check off as I can.
| | Collapse this transcript |
| Keeping text together through page breaks| 00:00 | As soon as your document has more than
a page worth of text, you'll need to be
| | 00:04 | attentive for how your
document breaks across pages.
| | 00:08 | For example, here we have a document
where the heading and the text are
| | 00:12 | separated by a page break.
| | 00:14 | We'll deal with the issues around
formatting for pages in the Paragraph dialog
| | 00:19 | box here in Word 2010.
| | 00:20 | We have, at the bottom of page 1,
PROBATIONARY PERIOD FOR NEW EMPLOYEES, the
| | 00:26 | heading, and we want to read more, but we need
to go to a new page to read it. That's a problem.
| | 00:32 | I'm going to close up the space
between the pages by simply pointing to the
| | 00:36 | white space and double-clicking.
| | 00:38 | You can undo that by clicking again, but
that will make it easier to look at and
| | 00:42 | work with this selection of text.
| | 00:45 | So I wonder why the page
broke right where it did.
| | 00:49 | I'm going to click the Dialog Box
Launcher in the Paragraph group.
| | 00:52 | And you'll notice on the Line and Page
Breaks tab that there is a setting that
| | 00:57 | is turned on. The Widow/Orphan control
check box is enabled as it is in every
| | 01:02 | single version of Microsoft Word.
| | 01:03 | Now, I didn't choose these words,
but I'll describe them to you.
| | 01:08 | Let's turn Widow/Orphan control off and say OK.
| | 01:11 | When I close the dialog box, you'll notice
that we have one line on the top of page 2.
| | 01:17 | This line would be called an orphan,
a single line at the top of a page.
| | 01:21 | That's part of a larger paragraph.
| | 01:23 | If there was only one line on the
bottom of a page, that's part of a larger
| | 01:27 | paragraph, we'd have what was called a widow.
| | 01:29 | And an overriding setting for
documents in Word 2010 is that we won't leave
| | 01:36 | single lines that are part of a
larger paragraph Widows at the bottom of a
| | 01:39 | page or Orphans at the top of the next page.
| | 01:43 | So that's how we have this document
where we have a break between the heading
| | 01:48 | and between the paragraph
that that heading describes.
| | 01:52 | There are some other controls that we
can use that are specific not to the whole
| | 01:56 | document, but to one section of text
that will allow us to make some changes on
| | 02:01 | how this document breaks across the page.
| | 02:03 | Let's select both the heading and the
text that follows, and let's click the
| | 02:08 | Dialog Box Launcher and
open the Paragraph dialog box.
| | 02:12 | First, we're going to turn Widow/
Orphan control back on because it's on by
| | 02:16 | default for our entire document.
| | 02:18 | But it's the next three check
boxes that I'd like to look at.
| | 02:21 | First, let's look at Keep lines together.
| | 02:23 | Keep lines together
addresses lines within a paragraph.
| | 02:27 | So if I have a paragraph selected, or
more than one paragraphs selected, choosing
| | 02:33 | Keep lines together says you can break
between the paragraphs, but you can't
| | 02:37 | break the paragraphs apart.
| | 02:39 | So in our case, this text that was
originally on page 2 will go back to page 2.
| | 02:45 | But the PROBATIONARY PERIOD FOR NEW
EMPLOYEES heading will remain on page 1.
| | 02:50 | If I want to be able to keep this block
of text together, you might think that
| | 02:55 | we would choose Keep lines together,
but no, we choose Keep with next.
| | 03:00 | Keep with next controls paragraphs.
| | 03:03 | So by saying Keep with next, we are saying,
all this text selected, treat it as one block.
| | 03:09 | Keep PROBATIONARY PERIOD FOR NEW EMPLOYEES
with the next paragraph that we have selected.
| | 03:15 | If I want to be safe and sure, and I
can't remember the difference, it never
| | 03:18 | hurts for me to turn both
of these check boxes on.
| | 03:21 | Finally, if I'm in a place in a
document where I am thinking I'd like these
| | 03:25 | things together, and they really should
start a new page, then I can also turn
| | 03:30 | on Page Break before, and force a
page break wherever I am on the page.
| | 03:35 | So now with Keep with next, which
controls paragraphs, and Keep lines together,
| | 03:40 | which controls lines within paragraphs
both selected, I'm going to click OK, and
| | 03:45 | notice that my page break now
occurs prior to this heading.
| | 03:50 | Anytime you need to control the page
breaks within your document in Microsoft
| | 03:53 | Word, don't forget, it's not a control
here in the Paragraph group, but it's
| | 03:58 | only one click away in the Paragraph dialog box.
| | Collapse this transcript |
| Applying shading and borders to paragraphs| 00:00 | The last two types of formatting we're
going to look at our borders and shading.
| | 00:05 | Borders are lines around one or more
paragraphs and shading is a back fill that
| | 00:11 | appears behind the paragraphs.
| | 00:13 | In our Definitions of Employee Status
document, we have some notes, and we want
| | 00:18 | to make sure that employees read the notes.
| | 00:19 | We'd like them to stand out
from the rest of the text.
| | 00:23 | And so we're going to take this
paragraph of text, this note, and we're going to
| | 00:27 | apply a border and apply some shading.
| | 00:30 | Notice that we have a lot of green
shading already in the document that's
| | 00:35 | used for heading styles.
| | 00:37 | So we'll want to apply something different.
| | 00:38 | We'll begin by selecting the paragraph
that we want to apply formatting to, and
| | 00:43 | then we'll find the two tools that we're
going to use in the Paragraph group on
| | 00:48 | the Home tab of the Ribbon.
| | 00:50 | So we'll begin by applying some shading.
| | 00:53 | You'll click the dropdown on the
Shading button and choose either a Theme
| | 00:58 | color or Standard color.
| | 01:00 | The Theme colors are our basic theme
colors, with lighter variations, so 60%
| | 01:05 | lighter, 80% lighter, 40% lighter and so on.
| | 01:09 | And again, these colors will change if
you change the theme in your document.
| | 01:14 | If we choose a Standard color, those
colors don't change when the theme changes.
| | 01:18 | We'd like this text to look a little
different, and we'd like it to stand out a
| | 01:22 | fair amount, so this pink
shading works real well for us.
| | 01:25 | Now we're going to apply a border.
| | 01:28 | We often think of borders, for
example, a border underneath as an
| | 01:31 | underline, something you'd apply to a
line, but actually borders are always
| | 01:35 | applied to paragraphs of text.
| | 01:38 | So with the text selected, we'll
choose Outside Borders, which will place a
| | 01:42 | single lined box all the way around,
providing a nice contrast with the other
| | 01:47 | paragraphs in the document that
don't have borders around them.
| | 01:50 | You'll notice as you scroll that
that notes stands out out from the text
| | 01:54 | very, very clearly.
| | 01:56 | Now, we can make some other
modifications to the borders and shading.
| | 02:00 | If we return to the Borders button,
you'll notice the last choice on the menu is
| | 02:04 | Borders and Shading, which opens
the Borders and Shading dialog box.
| | 02:08 | This dialog box has three tabs in it:
one for shading, one for borders and then
| | 02:13 | another for borders or
lines around the entire page.
| | 02:17 | You'll notice that we have a lot
of different controls for borders.
| | 02:21 | The default line is a solid line,
but we could choose, for example, this
| | 02:25 | dotted line and apply it.
| | 02:26 | This is the kind of line and you
might apply around a coupon, for example,
| | 02:30 | something that we'd like people to cut out.
| | 02:32 | Let's return to the Borders and
Shading dialog box, and you'll notice that we
| | 02:36 | have several other line styles:
thicker lines, double lines, a mix of a thin
| | 02:41 | single and a double line.
| | 02:42 | Additionally, we can change the color
of the line, so we can choose a Theme
| | 02:47 | color if we wish or a Standard
color, and apply it to the line.
| | 02:50 | So we've chosen a double line and a green,
the same green, actually, that's used
| | 02:55 | in one of the heading styles in our document.
| | 02:57 | You'll notice then that this
stands out in a different way.
| | 03:00 | On the Shading tab, not only can we
choose colors, but we can choose patterns.
| | 03:05 | The patterns are always done in black and white.
| | 03:08 | Clear pattern is no pattern at all.
| | 03:11 | The Percent patterns then are more of
a dotted grid that appears behind your
| | 03:16 | text, and then a solid hundred percent would
be absolutely black rather than pink fill.
| | 03:22 | Here with this 15% fill, we have a
dotted Swiss look, black on top of our pink -
| | 03:27 | not something that we'd be likely to do
in a document that we printed in color.
| | 03:30 | However, these are very useful.
| | 03:33 | These patterns are legacy
patterns from when we printed largely on
| | 03:36 | black-and-white printers.
| | 03:37 | We're going to go ahead and return to clear.
| | 03:40 | If we want this to be lighter, we'll
simply choose a lighter shade, rather than
| | 03:43 | add a dotting to it, for example.
| | 03:46 | And now let's return back to the
Borders tab of the dialog box, set our colors
| | 03:50 | back to automatic and click okay.
| | 03:52 | So will have now a double
line, a slightly lighter fill.
| | 03:55 | Again, this paragraph stands out very
clearly from the rest of our document,
| | 04:00 | which was the point of the note.
| | 04:01 | By using borders and shading in our
documents, we can have paragraphs or
| | 04:06 | sections of paragraphs, stand out from
the rest of the text in a way that draws
| | 04:10 | the reader's attention to these paragraphs.
| | Collapse this transcript |
|
|
6. Using Styles for More Effective FormattingPower formatting with styles| 00:00 | Up to this point we've been formatting
text and paragraphs using the commands in
| | 00:05 | the Font and Paragraph groups
on the Home tab of the Ribbon.
| | 00:09 | There is a much better way to format text,
| | 00:11 | formatting that will make our documents
more versatile, more reusable, and that
| | 00:16 | takes advantage of other
built-in features in Word 2010.
| | 00:20 | This powerful formatting in Word 2010
uses Styles, this group of commands.
| | 00:26 | A Style is a set of format settings:
Fonts, Font Size, Styles, Bold, or Italics,
| | 00:32 | Underline, Text Effects, Numbering,
Alignment, a whole mix of things from the
| | 00:36 | Font and Paragraph groups that you
apply with a single click at one time.
| | 00:41 | For example, let's take a look in this
document, and let's increase the size of
| | 00:46 | this to make it a title.
| | 00:47 | Maybe even center it if we
wish to and make it Bold.
| | 00:51 | We could change the color if we wanted to.
| | 00:54 | A whole series of things, but this is
still normal text, if we take a look.
| | 01:00 | Let's also create something
that looks like a heading.
| | 01:03 | Let's go ahead and kick this up to 14,
and let's change the font color to a
| | 01:08 | deep purple and Bold.
| | 01:11 | And because we are sharp, we will
use the Format Painter and copy that
| | 01:14 | format several times.
| | 01:16 | So we have a document that we've done
some formatting to here, but all of our
| | 01:20 | formatting has been right
here, manual formatting.
| | 01:23 | I'm going to switch to another copy of
this document, and we are going to format
| | 01:26 | the same document using Styles.
| | 01:28 | So now rather than using the Font
and Paragraph commands, we are going to
| | 01:32 | say this is a Title.
| | 01:33 | Let's make it a title. This is a Heading.
| | 01:36 | Let's make it a heading.
| | 01:38 | Perhaps this is a lower
level heading, a Heading 2.
| | 01:41 | We also have Heading 3 and other styles.
| | 01:45 | So we've now formatted part of this document.
| | 01:48 | Notice that when I click, I'm
applying several different things at once.
| | 01:51 | I am applying a color, and I'm
applying a font, and I am applying a size.
| | 01:55 | I am actually also apply an
alignment, all at one time.
| | 01:59 | In this document that I formatted manually,
this is a lot like painting a wall, for example.
| | 02:05 | I'm simply painting on a
different font, or a different color, or a
| | 02:09 | different alignment.
| | 02:10 | When I use Styles, I'm actually
describing a structure for my document.
| | 02:15 | I'm building walls and then painting the walls.
| | 02:18 | Styles are far more powerful than Font or
Paragraph formatting alone. Styles aren't new.
| | 02:24 | They've been around for a while.
| | 02:25 | What's new is how Styles are organized in Word.
| | 02:29 | In Word 2010, we have Style sets,
groups of Styles saved together.
| | 02:34 | Because of that, we can switch from one
Style Set to another and automatically
| | 02:38 | reformat our document on-the-fly.
| | 02:41 | Let's take a look at how that looks
in this document where we used Styles.
| | 02:45 | For example, if I change to the
Distinctive Style Set, notice my font changed,
| | 02:50 | my title is centered, underline on top in red.
| | 02:53 | Let's choose Elegant.
| | 02:55 | A huge change in how this document is formatted.
| | 02:57 | Fancy, which isn't all that fancy.
| | 03:01 | Newsprint, Simple, Traditional.
| | 03:05 | The entire document is being radically
reformatted, alignment, fonts, colors,
| | 03:10 | everything simply by changing
from one Style Set to the other.
| | 03:16 | Let's return to our document
that we formatted manually.
| | 03:19 | When I change Style Sets here,
I will get some of the effect.
| | 03:24 | Notice, for example, that my
paragraph alignment changes.
| | 03:27 | That's because I didn't
manually format my paragraphs.
| | 03:31 | But I did manually format my fonts.
| | 03:34 | Therefore, that purple that I applied, it stays.
| | 03:37 | The font size I chose, it stays.
| | 03:40 | The fact, for example,
that my title is centered.
| | 03:43 | Any formatting I apply using the Font
or Paragraph commands will overwrite
| | 03:49 | anything that I can apply in Styles.
| | 03:51 | So all the formatting that I do here,
| | 03:54 | it's not that it's permanent, but if I
don't want to use it, it needs to be undone.
| | 03:59 | Contrasts this formatting where a
few things change, but I can't really
| | 04:03 | radically restructure my document,
with this document where I can change the
| | 04:08 | entire look and feel,
this easily all at one time.
| | 04:12 | There are other reasons to use Styles.
| | 04:14 | Advance Word features like Table of
Contents, and the Enhanced Navigation pane
| | 04:19 | rely on Heading Styles.
| | 04:21 | Let's go take a look at what it would look like
to create a Table of Contents in this document.
| | 04:25 | I am going to press Ctrl+Enter and make
space for a Table of Contents below my heading.
| | 04:30 | Let's go to References > Table of
Contents, and I automatically get a Table of
| | 04:36 | Contents that's created based
on the headings that I used.
| | 04:39 | Again, Word recognizes the structures
I put in place, the Heading 1s and the
| | 04:44 | Heading 2s and creates a Table of Contents.
| | 04:47 | If I change this document, this Table of
Contents will update automatically and very easily.
| | 04:53 | So, for example, if I add some more
text here, and this goes to a new page, now
| | 04:59 | Regular Part-Time is on page 3.
| | 05:03 | I can simply go to my Table of Contents,
tell it to update the entire table and
| | 05:08 | my page numbers change.
| | 05:09 | That's because I use Styles.
| | 05:11 | Let's return to our document that
we've formatted manually, and I'm going to
| | 05:16 | create a Table of Contents here.
| | 05:20 | Let's go to References > Table
of Contents. No entries found.
| | 05:27 | The manually formatted text doesn't
let Word know that these are Headings.
| | 05:32 | Therefore, if I want a Table of
Contents in this document, I'll end up typing
| | 05:36 | Employees Defined, Exempt, Non-Exempt and so on.
| | 05:40 | If I end up changing my order or
changing my pages, I'll be manually updating
| | 05:45 | my Table of Contents.
| | 05:46 | Because I used manual formatting, I
need to create a manual Table of Contents.
| | 05:50 | There is something more.
| | 05:52 | There is a document map that
also relies on these same headings.
| | 05:56 | If I go to View > Navigation Pane, it
says this document does not contain headings.
| | 06:02 | Well, that's true.
| | 06:04 | Let's go back to our document
that we formatted using Styles.
| | 06:08 | I'm going to go to View > Navigation
Pane and on the left, a Navigation Pane
| | 06:12 | opens up based on the Styles in my document.
| | 06:15 | You'll notice that these same headings
that I see here are the headings that are
| | 06:19 | reflected in my Table of Contents.
| | 06:20 | So if I want to quickly go to the
Regular Part-Time section of my document,
| | 06:25 | there I am, Temporary
(Full-Time), just like that.
| | 06:28 | Exempt, just like this.
| | 06:30 | And if I want to reverse any of these, if
I want to radically rearrange my document,
| | 06:35 | if I want to not have to retype or not
even have to use Cut and Paste, I can
| | 06:40 | change, for example, Regular Part-Time to
be above Regular Full-Time, just like that.
| | 06:46 | Rearranging my entire document by
simply dragging and dropping here in
| | 06:51 | my Navigation Pane.
| | 06:52 | If I want to rearrange my document that I
manually formatted, I need to use Cut and Paste.
| | 06:57 | Not bad tools, but not as easy as
using my Navigation Pane to rearrange
| | 07:02 | my document sections.
| | 07:03 | When you don't use Styles, it's far more
difficult to update or to reuse documents.
| | 07:09 | Word 2010 provides you with all the
tools you need to create well-formatted
| | 07:14 | documents that are easy to
read format and to reuse.
| | 07:18 | When you use Styles to format your
document, here, you can quickly and
| | 07:23 | easily apply formatting choices
consistently throughout one document or a
| | 07:27 | group of documents.
| | 07:29 | If you haven't used Styles
previously, this is a great time to start.
| | Collapse this transcript |
| Changing a document's theme| 00:00 | Before we can discuss Styles,
we need to talk about Themes.
| | 00:04 | Themes are combinations of fonts, color
palettes, and effects that control how
| | 00:08 | your document will look and
determine what Styles are available to you.
| | 00:13 | Every Word document has a Theme.
| | 00:15 | The default Theme in
Office 2010 is called Office.
| | 00:20 | To see the current Theme of your
document, click the Page Layout tab, point to
| | 00:24 | the Themes button and Word will report the
Current Theme, which in this case is Office.
| | 00:29 | A Theme is an entire set of colors,
fonts, and effects that all go together.
| | 00:34 | There are a number of built-in Themes,
and you can save your own Themes.
| | 00:38 | Office, the default Theme,
is always listed first.
| | 00:41 | The other Themes are
listed in alphabetical order.
| | 00:43 | And you'll see these names over and over
again in the color sets, the font sets,
| | 00:48 | and the effects sets.
| | 00:49 | Each has a thumbnail that shows you the fonts
and shows you the colors that are being used.
| | 00:55 | Simply point to a new Theme, and you'll
notice that your document quickly reformats.
| | 01:00 | If I choose a new Theme, like Flow for
example, and I return to my Home tab,
| | 01:05 | what I'll find is that the choices
that are available here are different than
| | 01:09 | the choices that were here before.
| | 01:11 | When I change Styles now, all of my
Style Sets are going to use those colors,
| | 01:16 | because Styles are based on Themes.
| | 01:19 | The fonts and colors that are used
here are the same fonts and colors that I
| | 01:24 | select here in my Theme.
| | 01:29 | So if I choose Opulent, for example,
all purples, and we return, notice that my
| | 01:34 | Styles are changed to
variations on purple, all of them.
| | 01:42 | If I'm going to change my Style, and I
think I might change my Theme, there's a
| | 01:46 | definite order here.
| | 01:47 | I'll always want to change my Theme first.
| | 01:49 | I am going to return to this Theme called Flow.
| | 01:53 | Let's take a look at
Themes a little more deeply.
| | 01:56 | Each Theme starts with a two-font palette.
| | 01:59 | One font is going to be used for the
headings, another for the body font.
| | 02:04 | The default Office Themes uses Cambria as
my heading font and Calibri as my body font.
| | 02:10 | But there is an Office 2
Theme that flips around,
| | 02:13 | yhat has Calibri for my heading
font and Cambria for my body font.
| | 02:17 | Some, like Office Classic, use the same
font twice for both headings and body.
| | 02:23 | You can create a new set of Theme fonts.
| | 02:25 | Notice that Flow is selected,
because Flow is the Theme that we chose.
| | 02:29 | But we can choose Rockwell, or
Hardcover, or any other set we wish,
| | 02:34 | or create our own new set of fonts.
| | 02:37 | For example, I'd like to create a
set that uses Constantia as both my
| | 02:45 | heading and my body font, and I'm
simply going to call this set Constantia 2
| | 02:51 | or Constantia both.
| | 02:54 | Now I have created a new font set that I can
use with this Theme or with any other Theme.
| | 02:59 | I can also change my Color palette,
and if I point to Themes now, it will
| | 03:02 | tell me that it's Flow.
| | 03:03 | But if I point to Fonts, it will
tell me that I'm using Constantia.
| | 03:08 | If I point to Colors, it's still Flow.
| | 03:11 | So let's go take a look at
how I can modify my color set.
| | 03:15 | I can simply choose a different color set.
| | 03:17 | Each color set consists of Text and
Background, a Dark and Light color, and then Accents.
| | 03:24 | And you'll notice that we see
these fonts used in the document.
| | 03:28 | This Text, or Dark Background, is
being used here in this heading.
| | 03:32 | This text color is being used in the body,
and then Accent 1, 2, and 3 are being
| | 03:38 | used here in my pie chart.
| | 03:40 | So as you create this palette and
assign colors, you can either go choose
| | 03:45 | different colors out of the list,
or you can choose More Colors.
| | 03:50 | If your marketing department can give
you the RGB or HSL values for the colors
| | 03:56 | used in branding in your organization,
you can come in and create a palette of
| | 04:01 | colors from scratch and save it so
that you can apply your organization's
| | 04:06 | branding very, very
easily in Microsoft Word 2010.
| | 04:12 | If I create a new custom color set,
I'll simply give it a name and save it, and
| | 04:16 | it will show up at the top of my list of colors.
| | 04:18 | I am going to actually change Themes.
| | 04:22 | The Theme I'm going to use is called Waveform.
| | 04:25 | I like these fonts.
| | 04:27 | Notice that if I go back Home, I'm
going to see them reflected here in all of
| | 04:32 | the Styles, which are based on that Theme.
| | 04:34 | Candara, over and over again,
only one font used twice.
| | 04:39 | But I don't want to use these colors.
| | 04:41 | They are lovely, and they are bouncy,
but I'd like to have a slightly more
| | 04:45 | sedate look for my
Definitions of Employees Status.
| | 04:48 | So I'm going to return to the Page Layout
tab and choose a different color palette.
| | 04:52 | And a color palette that we've used
a lot here is one called Hardcover.
| | 04:57 | It's, again, the same font, the fonts
didn't change, but the colors did.
| | 05:01 | Notice the difference if I undo that
change, you wouldn't think it would make
| | 05:05 | that much of a difference, but it does.
| | 05:07 | Now I have no longer one Theme being
used consistently, because I've applied
| | 05:12 | Waveform, but the color set
that I have applied his Hardcover.
| | 05:16 | I'm going to save this new Theme, this
combination of Hardcover and Waveform so
| | 05:21 | that I can easily use it again and again.
| | 05:23 | I am going to click the Themes button,
choose Save Current Theme, and I'm going
| | 05:27 | to give this a name.
| | 05:28 | The name that I'm going to give this, I could
use a combination of Waveform and Hardcover.
| | 05:32 | But what I really want to know is
this is my Two Trees Theme that I'm going
| | 05:37 | to use for reports.
| | 05:38 | So I am going to simply call this Two Trees
Report, and I'm saving this as an Office Theme.
| | 05:43 | Now note this is going in my Templates folder.
| | 05:46 | I could actually take this
file and send it to somebody else.
| | 05:49 | They could place it in their Templates folder
and have access to this Theme in the future.
| | 05:53 | This is highly transportable.
| | 05:56 | I can share this quite easily.
| | 05:58 | Not only do I have a Theme here in
Microsoft Word, I have a Theme that I can use
| | 06:03 | also in Excel and in PowerPoint.
| | 06:05 | And here it is, at the top of my Themes list.
| | 06:08 | So if I change, for example, to Angles,
and then I want to go back and pick up
| | 06:12 | my Theme, here it is again.
| | 06:14 | You can, of course, create your own Themes
from scratch with color palettes and fonts.
| | 06:19 | After setting all of those things, any
time you want to save a Theme, simply
| | 06:22 | choose Save Current Theme.
| | 06:25 | In every Word document, the colors and
fonts of the Theme are going to be the
| | 06:30 | biggest determinants of
your document's appearance.
| | 06:32 | While you can manually override a
Theme by selecting text, by using these Font
| | 06:38 | and Paragraph tools that we had been
using, notice how fast and easy it is to
| | 06:43 | take advantage of Themes by selecting a
Theme with the font and colors you want,
| | 06:47 | or swapping in a different
font set, or a different color set.
| | 06:51 | If you're going to change Themes, you
want to remember always to change your
| | 06:55 | Theme before you change your Styles.
| | Collapse this transcript |
| Changing style sets, color sets, fonts, and paragraph spacing| 00:00 | Let's start with a review.
| | 00:02 | A Theme is a combination of a color
palette, a set of two fonts and effects that
| | 00:09 | are stored together.
| | 00:11 | A Style is a Font and a
Color Set based on the Theme.
| | 00:17 | A Style Set is a group of styles, a
group of fonts and formatting put together
| | 00:23 | and saved under a common name.
| | 00:25 | We can switch Style Sets, and when we
do we radically reformat our entire
| | 00:30 | document by moving from
one Style Set to another.
| | 00:35 | Notice though, that our colors aren't changing.
| | 00:38 | That's because our
colors are based on our Theme.
| | 00:41 | Now let's change the Theme to Flow.
| | 00:48 | Notice that everything changes.
| | 00:50 | And if we check out our styles now
that are available, we are going to notice
| | 00:54 | different colors and different
fonts than we saw just a moment ago.
| | 00:57 | Therefore, it's important to remember
that if you're going to change themes, you
| | 01:00 | should always do it
before you change your Styles.
| | 01:03 | Now there are over a dozen built-in Style sets.
| | 01:06 | And you can create your own Style Set.
| | 01:08 | To see how your document would look if
you applied a different Style Set, you
| | 01:12 | simply hover over the
Style Set on the dropdown list.
| | 01:15 | And you'll see a preview in your document.
| | 01:17 | When you find a Style Set that you like,
simply choose it to apply it to your document.
| | 01:23 | If you didn't see any changes in the
Preview, your document was probably
| | 01:27 | formatted manually using
commands in Font and Paragraph groups.
| | 01:32 | You'll need to clear the existing
formatting and apply Styles before you can
| | 01:37 | use the Style sets.
| | 01:38 | Check out the clearing formatting and
applying Quick Styles movie to see how to do this.
| | 01:43 | But as I choose a different Style Set, my
entire document is reformatted, all at once.
| | 01:49 | Each Style Set then has a default
set of Fonts and Colors that are
| | 01:54 | inherited from the Style.
| | 01:56 | You can change the Color Set or the
Font Set by choosing a different color or
| | 02:01 | Font, or you can change the Theme.
| | 02:03 | A new Style feature in Word
2010 is Paragraph Spacing.
| | 02:07 | Each Style Set has a different
default setting for Paragraph Spacing.
| | 02:11 | Let's take a look at how this works.
| | 02:14 | We have a Style Set here, Newsprint,
that has a custom style, but let's look at,
| | 02:19 | for example, No Space, Compact
space, Tight space, Relaxed space.
| | 02:29 | Noticed how our space is opening up,
Double space, and then finally let's return
| | 02:38 | to the Paragraph Spacing built-into the Style.
| | 02:40 | So you can very easily choose some
of the attributes, but not all of the
| | 02:44 | attributes that you inherited from the Theme.
| | 02:47 | Choose a different Style Set, choose a
different Color Set, choose a different
| | 02:55 | Font Set, or choose different Paragraph Spacing.
| | 03:02 | After you've made a series of changes,
you may want to save this as a unique
| | 03:06 | Style Set of its own. Using Themes,
Style sets, Colors and Font sets, as well as
| | 03:16 | Paragraph Spacing, you can control your
document's formatting at a global level,
| | 03:21 | allowing you to quickly and easily
reformat your entire document far more
| | 03:26 | quickly than you could if you
were trying to do this manually.
| | Collapse this transcript |
| Applying Quick Styles and clearing formatting| 00:00 | When you create a document from
scratch, you'll use Styles to format your
| | 00:04 | headings, your titles, and your body text.
| | 00:07 | If you're working on a document that
was manually formatted using the commands
| | 00:11 | in the Font and Paragraph groups, it
might be easier to clear all the formatting
| | 00:16 | and apply Quick Styles.
| | 00:18 | Let's take a look at how
you can format a document.
| | 00:20 | We've already entered our text.
| | 00:22 | We've already checked our spelling.
| | 00:23 | We're fairly happy with this draft,
and now it's time to apply some Styles.
| | 00:27 | We could have done this
as we created the document.
| | 00:30 | This is our document Title.
| | 00:32 | You'll simply choose the
text and choose the Title style.
| | 00:37 | This is a higher level heading, a Heading 1.
| | 00:39 | So we'll apply a Heading 1 style.
| | 00:42 | This is our normal text, looks just fine.
| | 00:45 | It's our body font.
| | 00:47 | This is a Heading 2, and I
don't have to do these individually.
| | 00:50 | I can hold Ctrl and select multiple
Heading 2s and format them all at the same time.
| | 00:59 | And then here we have another Heading
1 at the bottom about a Probationary
| | 01:02 | Period for New Employees.
| | 01:04 | So I've formatted this document using
Heading 1s and Heading 2s, and I can
| | 01:09 | change my Style Set if I wish, as we saw
earlier, to a Style Set that I might prefer.
| | 01:14 | Now let's look at a document where somebody has
already gone in and applied some formatting.
| | 01:19 | This document looks like it has
Styles applied, but in this version of the
| | 01:23 | document, formatting was applied
using the Font and the Paragraph groups.
| | 01:28 | You can tell by simply clicking
on some texts that is formatted
| | 01:31 | and notice that it's all
normal, no matter where I click.
| | 01:35 | In other words from Word's point of
view, this is all one set of body text
| | 01:40 | that's been dressed up.
| | 01:41 | That's been painted.
| | 01:43 | I can take a look and notice that a
color was used here and bold, but I'm
| | 01:46 | looking to my Font and my Paragraph groups in
order to see that, in other words, no Styles.
| | 01:52 | So there're really two choices here,
two approaches that we can take to decide
| | 01:57 | how we want to update this document.
| | 01:59 | If the person who formatted this
document formatted consistently, for
| | 02:03 | example, if we did it a few years ago
or if whoever is doing it understands
| | 02:07 | the use of Titles and Headings, then
we can convert the formatting that's
| | 02:11 | already here to Styles.
| | 02:13 | Let's take that approach first.
| | 02:15 | First, this is a title, so let's make it
a title, and then let's choose this text.
| | 02:21 | And I'm going to right-click and go to
Styles and say choose all the text that's
| | 02:27 | similarly formatted.
| | 02:29 | When I do, you'll notice that Word selects
all of the red uppercase text in the document.
| | 02:35 | Now some of these are Heading 2s and
Heading 1s, but I'm simply going to format
| | 02:39 | them all as Heading 2s to begin with.
| | 02:42 | And then go back and choose the two
Heading 1s, and format those separately.
| | 02:50 | That was relatively painless.
| | 02:52 | That was pretty quick.
| | 02:53 | There are some other text in
this document that is bolded.
| | 02:57 | For example, here employee, Exempt, and
I can look at this for a moment and try
| | 03:03 | to determine what it was
that the author had in mind.
| | 03:06 | It's a little bit of mind-reading,
but it looks like these terms might be
| | 03:10 | bolded for a reason.
| | 03:12 | So I'm going to select some of this
text and say show me all the text that's
| | 03:17 | similarly formatted.
| | 03:18 | And you'll notice, once again, that Word
identifies all the bold text in the document.
| | 03:24 | Now the Bold was applied here.
| | 03:26 | That means that that Bold style will be
used no matter how I change Style sets.
| | 03:30 | But there is a corresponding
style to Bold that's called Strong.
| | 03:35 | It doesn't look like a big change,
but it is, because now I can format this
| | 03:39 | document using a Style rather than simply
having clicked on Bold in the Font group.
| | 03:44 | There's a corresponding Strong
style in every single Style Set.
| | 03:49 | So if I switch Style Sets now, notice
here that it's bold and red text, my strong
| | 03:56 | text here simply bold and here simply bold.
| | 03:59 | So now I've reformatted this document
that had all manual formatting to begin with.
| | 04:05 | If it's not as clear why the author
chose a particular formatting, it might be
| | 04:10 | easier simply to remove all of
the formatting in the document.
| | 04:14 | Let's take a look at this
document from the beginning yet again.
| | 04:18 | So here's this document.
| | 04:20 | Perhaps when we opened the document,
it was not necessarily clear how the
| | 04:25 | formatting had been used.
| | 04:26 | It might be, for example, but some of
these were red and some of these were
| | 04:30 | green, that you couldn't necessarily
tell what was been indicated by the
| | 04:35 | formatting in the document.
| | 04:36 | To quickly remove all of the formatting
in your document so that you can start
| | 04:40 | again, select the document, click
Styles and choose Clear Formatting.
| | 04:46 | This will remove all the formatting
in the document, returning it to its
| | 04:50 | original draft state.
| | 04:51 | And then we can proceed to format as
we did originally by simply determining
| | 04:56 | what were heading ones, what were heading
twos, and applying our formats as we go through.
| | 05:01 | Once you know the advantage of styles
over Font and Paragraph formatting, it
| | 05:06 | makes sense to format, or even reformat,
all of the documents you create or edit
| | 05:10 | using Styles, making formatting and
future use easier for you and for your
| | 05:16 | colleagues who work on the document.
| | Collapse this transcript |
| Creating a Quick Style set| 00:00 | Each Quick Style Set contains an entire
palette of Font settings and Paragraph
| | 00:05 | settings, all the styles that we
need to build a standard document.
| | 00:09 | However, we might want to add a new
style to this set, or change a few of the
| | 00:13 | styles in the set for a
particular document or set of documents.
| | 00:17 | After we modify or change individual
styles, we can save new set of styles
| | 00:23 | as a custom quickset so that we can
reuse it in future Word documents.
| | 00:27 | Here's a document that we've
worked with a number of times.
| | 00:30 | I've chosen the Elegant Style
Set for a couple of reasons.
| | 00:35 | I like the indented paragraph styles.
| | 00:38 | And I mostly like the fonts
that are used in this document.
| | 00:42 | However, I want to change the Title
style to make it a little bit smaller.
| | 00:46 | There are two ways that I can
think about changing the Style.
| | 00:50 | First, on the Home tab, I could
actually right-click on the Style, and say
| | 00:54 | I want to modify it.
| | 00:57 | This is a familiar Modify
dialog box for Word users.
| | 01:01 | We've seen it before.
| | 01:02 | And you can change Formatting, for
example, the Font here in the Font
| | 01:06 | dialog box, or I could simply say
I'd really like to have a smaller font.
| | 01:10 | That would work as well.
| | 01:12 | So I can change any settings
I want here by Modify Style.
| | 01:15 | When I'm all done, I click OK,
or I can show Word what I want.
| | 01:20 | I can select the text.
| | 01:22 | Actually, 28 is fine.
| | 01:23 | I probably would have chosen a 24 in
the dialog box, but this is the look
| | 01:27 | that I'm aiming for.
| | 01:28 | Now I can right-click on that style,
and I can update the style named Title
| | 01:34 | to match my selection.
| | 01:36 | In other words, I've done some format
changes here, and I'm immediately going
| | 01:41 | to apply them to my style so that I don't
need to format this manually in the future.
| | 01:46 | Now I want to add a new style.
I have a Note box here, and throughout my
| | 01:51 | document, I'd like to have
Note standout in a particular way.
| | 01:55 | I don't have a Note style already in this set.
| | 01:58 | I can take a look and see if any of
the styles that are there are what I'm
| | 02:01 | looking for, not bad. That's okay.
| | 02:06 | I'm thinking of something just a
little bit different than any of the
| | 02:10 | styles that I see here.
| | 02:12 | So I'm going to create a
brand-new style from scratch.
| | 02:15 | First, we're going to show Word
what we want our style to look like.
| | 02:19 | I'd like this style to be italicized.
| | 02:22 | I want it to pick up one of the
other colors in the Theme Color, and I'm
| | 02:25 | actually going to choose this Red.
| | 02:28 | I like that color, and I'm
going to bold this Note as well.
| | 02:32 | So that's what I would like a note to look like.
| | 02:35 | Now I want to save this as a New
Quick Style and add it to the Style Set.
| | 02:39 | I need to select the Note in order to do that.
| | 02:43 | But before I do that, I want to point
out that there is more than one kind
| | 02:46 | of formatting here.
| | 02:47 | This is Font Formatting that I applied.
| | 02:50 | But I want this paragraph to stand
alone so it also has Paragraph Formatting.
| | 02:56 | If I were to choose, for example,
just a few words and save this as a Quick
| | 03:00 | Style, I'd actually have a style that
works for Character Formatting but won't
| | 03:04 | affect my Paragraph Formatting.
| | 03:06 | In other words, the choices I would make
here, but none of the choices that are
| | 03:10 | made or that I'm using based on their
current settings in the Paragraph section.
| | 03:16 | So I'm going to turn on my Show/Hide
marks so that I can see at the end of this
| | 03:21 | paragraph, and I'm going to select
the entire paragraph including the mark.
| | 03:27 | By doing so, I'm saving these settings as
well as these settings in my New Quick Style.
| | 03:33 | I'm going to choose Style and say
save this selection as a New Quick Style.
| | 03:39 | And I'm going to call
this EmployeeNote and say OK.
| | 03:44 | Now my Style Gallery includes a new
style that I created, just so we know that
| | 03:49 | that works let's just choose a
paragraph and notice, works just fine, great
| | 03:53 | new style that I can use.
| | 03:55 | If I want to use this group of
settings any place else in any other document,
| | 04:00 | then I want to save this Quick Style Set
so that it's useful beyond this current
| | 04:04 | document I'm working in.
| | 04:05 | I'll turn off the Show/Hide paragraph
mark on the way, and now let's save this
| | 04:11 | entire Style Set as a New Quick Style Set.
| | 04:14 | Here in the Styles dropdown list,
I'm saving individual styles.
| | 04:18 | This is where I modified my title style.
| | 04:21 | This is where I added my new employee style.
| | 04:24 | If I want to change my entire Style
Set, I'm going to do that on the Change
| | 04:29 | Styles button, Style Set, not just one
style, and then save as a Quick Style Set.
| | 04:36 | Although I'm clicking the Change
Styles button to the right, what I'm saving
| | 04:41 | are all of the styles contained
in the Style dropdown right now.
| | 04:45 | I'm going to choose Save as Quick
Style Set, and I'm actually going to give
| | 04:49 | this a functional name.
| | 04:50 | You could give it a name like rowboat or
any of the other names that are already
| | 04:54 | used elegant, fancy, but I'm
actually creating this for a context.
| | 05:00 | And I'm going to call this
TwoTreesManual, because we're going to use this Style
| | 05:05 | Set not just for employee
manuals but for other policy manuals.
| | 05:09 | This is a Style Set that I'd like to
reuse, and I want to be clear about why
| | 05:13 | am going to reuse it.
| | 05:15 | If I want to, I can put spaces in the name,
and this is being saved as part of my profile.
| | 05:21 | So let's click Save.
| | 05:23 | Now when I go to my Style Sets, there's
my new Style Set that I can apply to any
| | 05:28 | document, so if I were to change my
Style Set in this document, for example, to
| | 05:32 | modern, and then I'm going to
change my Style Set back to Two Trees.
| | 05:39 | So let's quickly open another
document that we already have.
| | 05:43 | Let's open our Employee Handbook, which
is formatted very clearly not in our new
| | 05:50 | style, and let's apply our
new Two Trees Manual Style Set.
| | 05:55 | Notice, very quickly, the
entire document is reformatted.
| | 06:00 | And we can use this Style Set
over and over and over again
| | 06:05 | now that we've saved it
here on our list of Style Sets.
| | 06:08 | Our new Quick Style Set, and the new
and modified styles it contains will
| | 06:13 | be available every single time we
create or edit a Word document, making it
| | 06:18 | incredibly easy to format or
reformat our document text to our precise
| | 06:23 | specifications.
| | Collapse this transcript |
| Using the Navigation pane with styles| 00:00 | You may already be using the
Navigation pane to browse pages or find text
| | 00:04 | strings in your document, but you ain't
seen nothing yet, because when you work
| | 00:09 | with document structured using Styles,
you can turn loose the real power of the
| | 00:13 | Word 2010 Navigation Pane.
| | 00:16 | In chapter 1, we took a look at two of
the tabs, the Find tab and the Browse
| | 00:22 | Pages tab here in the Navigation pane.
| | 00:25 | But in a well-formatted document, that
is a document that uses Styles, we add
| | 00:30 | two new capabilities to the Navigation pane.
| | 00:33 | First, the Browse by
headings tab will have some content.
| | 00:37 | So if you're searching, you
can see three different things.
| | 00:40 | You can see the text in
context, pages, and sections.
| | 00:44 | So let's look, for example,
for the word "probation."
| | 00:47 | We'll find here when we browse the text by
context, that we find 13 different matches.
| | 00:55 | We can go to any of them.
| | 00:57 | We find that this text is listed on a
handful of pages: 4, 5, 7, 9 and so on.
| | 01:06 | But unless you've memorized the contents
of every page in your document, viewing
| | 01:11 | search results by headings is going to
be a lot easier, because when I take a
| | 01:15 | look at Browse by headings, I can
actually see that it's not just on page 4.
| | 01:21 | It's actually part of Employment Relations
or Regular Full-Time, Regular Part-Time.
| | 01:26 | Each of the headings that is
highlighted is a heading where the search
| | 01:30 | results have been found.
| | 01:32 | You can navigate to any of these
pages, or any page that's not highlighted,
| | 01:37 | by simply clicking.
| | 01:40 | I'm going to remove the search results.
| | 01:43 | This is the document structure,
| | 01:45 | its skeleton - if you will - on the left,
and the document itself on the right.
| | 01:49 | So you can use this Headings tab to
quickly go to a particular section of your
| | 01:54 | document if you wish.
| | 01:56 | But we can also use it
to rearrange the document.
| | 01:59 | For example, if we decided that we
wanted to move Section 7 above Section 6, or
| | 02:06 | move Section 4 below Section 5, I can
simply grab the Section, drag it, and
| | 02:12 | move an entire Section.
| | 02:14 | Now, I'll have a little renumbering to do
here, but I've restructured my entire document.
| | 02:19 | I grabbed a heading and the
subheadings went along with it.
| | 02:23 | For very, very long documents, you can
also collapse your subheadings and see
| | 02:30 | only the heading levels if you wish
which makes it easier to work with
| | 02:34 | rearranging your document,
and navigating in your document.
| | 02:38 | It's really easy to overlook this
Navigation pane, or to forget how powerful it is.
| | 02:44 | If you work with long or complex
documents, I'd recommend that the Navigation
| | 02:48 | pane might be a command that you want
to add to your Quick Access toolbar, so
| | 02:51 | that you can easily turn it on and off,
because even the largest documents are
| | 02:57 | incredibly easy to handle
using Word's Navigation pane.
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| Easily creating a table of contents| 00:00 | Now that you've moved to Styles to
format your document, creating a Table of
| | 00:04 | Contents in Word 2010 is insanely easy.
| | 00:08 | Let's create a simple Table of Contents, and
then we will take a look at some of the options.
| | 00:12 | First, here's our TWO TREES OLIVE OIL
EMPLOYEE MANUAL, and there's a blank page
| | 00:17 | here, waiting for us to
insert a Table of Contents.
| | 00:20 | I have the Navigation pane displayed
here on the left, because the contents of
| | 00:25 | the Navigation pane are actually
going to be the same as the Table of
| | 00:28 | Contents in a moment.
| | 00:29 | I am going to go to
References > Table of Contents.
| | 00:33 | There are really two
built-in tables of contents.
| | 00:36 | The difference between them is one says
CONTENTS, and one says, TABLE OF CONTENTS.
| | 00:39 | I will simply choose the first one,
and we have our Table of Contents that
| | 00:46 | quickly, that easily.
| | 00:48 | This Table of Contents was created
dynamically, and the page numbers here
| | 00:52 | actually link to the headings.
| | 00:54 | If I hold the Ctrl key down and point to
a page number and click, I can actually
| | 00:58 | go to that spot in my document.
| | 01:00 | A user needs to know to do this.
| | 01:04 | There's no easy way for them to know otherwise.
| | 01:07 | There's no hyperlink that shows it.
| | 01:09 | But you can educate users, and you can
know yourself that if you hold Ctrl and
| | 01:13 | Click, you'll actually go to
that position in your document.
| | 01:16 | Go back to the beginning of my document.
| | 01:20 | Unlike a Table of Contents, I create
manually this Table of Contents, has a
| | 01:24 | way to automatically update, as you can tell
when the table is selected, you see Update Table.
| | 01:29 | For example, I'm going to
go change one of my headings.
| | 01:33 | We're going to change the heading for The
Story Behind Two Trees Extra Virgin Olive Oil.
| | 01:39 | We are going to call this THE REAL STORY
BEHIND TWO TREES EXTRA VIRGIN OLIVE OIL.
| | 01:44 | This is the kind of change we'd routinely
make in a document that we're working with.
| | 01:48 | Then I'm going to put a blank page
after this, and I am going to simply do that
| | 01:52 | by inserting a blank page in the document.
| | 01:56 | So now my introduction
doesn't start until page 7.
| | 01:59 | These are two significant changes, if
you've typed this Table of Contents.
| | 02:04 | But by using the Table of Contents
feature, this is really easy to fix.
| | 02:09 | When I click Update Table,
there are two choices.
| | 02:12 | One is to simply update the page numbers.
| | 02:15 | Word hangs on to the headings it has
already and goes and says, what page will I
| | 02:18 | find these headings on now?
| | 02:20 | The other possibility ,and one I more
frequently use, says rescan the document
| | 02:24 | again like you did the first time,
replace this Table of Contents with one
| | 02:28 | you generate dynamically again, so that
if the name of a section has changed,
| | 02:33 | or I have inserted a heading that I didn't
remember, you'll catch it on this go around.
| | 02:37 | So I am going to say OK, and you'll
notice here, the real story, and you'll also
| | 02:42 | notice that section 1 starts on page 7.
| | 02:46 | It couldn't be easier.
| | 02:47 | This Table of Contents is a bit long, though.
| | 02:49 | It covers everything, all the
Heading Level 1s, and Heading Level 2s.
| | 02:55 | It's possible that I might want a
shorter Table of Contents, perhaps there's
| | 02:59 | an index that I've placed at the back of this
document, and all I need here is a short Table of
| | 03:04 | Contents that I reflects only my
Heading 1s, rather than other headings.
| | 03:09 | So I'm going to remove this Table of
Contents, and let's take a look at some options.
| | 03:13 | Let's go back to References.
| | 03:15 | If we are anywhere in the Table of Contents,
we can choose to remove the Table of Contents.
| | 03:20 | That's References > Table of Contents >
| | 03:22 | Remove Table of Contents, it's gone.
| | 03:25 | And now we are going to choose the
Insert Table of Contents command, which will
| | 03:29 | open up the Table of Contents dialog
box, and allow us to make some choices.
| | 03:34 | First, Show levels;
| | 03:36 | I really only want level 1 headings.
| | 03:39 | Other choices, I could say I
don't want to show page numbers.
| | 03:42 | You might wonder why wouldn't
I want to show page numbers?
| | 03:46 | Perhaps what you want is a list of the
sections of the document, and you don't
| | 03:50 | necessarily want to create
it as a Table of Contents.
| | 03:54 | Page numbers are automatically right-
aligned, but I have the choice to put them
| | 03:58 | over closer to the text, and there's
automatically a Tab leader, but I can
| | 04:03 | remove that Tab leader or put a dashed line if
I prefer, an underscore line, or no line at all.
| | 04:09 | I am going to keep the default setting here.
| | 04:13 | This is what the document will look
like when printed, and actually how it
| | 04:17 | appears on the screen.
| | 04:18 | I also have the choice, if I
publish this to the Web, to use hyperlinks
| | 04:23 | rather than page numbers.
| | 04:24 | This would be a good use of a document,
a Word document that I typically would
| | 04:28 | simply open from my Internet and go
search the document or browse in the
| | 04:33 | document. By publishing this document
as a Web page, what I get is a Table of
| | 04:39 | Contents that's filled with hyperlinks,
rather than filled with page numbers.
| | 04:43 | So, Heading 1's only, Show page numbers.
| | 04:46 | Let's say OK, and there is my
simple Table of Contents, made to order.
| | 04:53 | If I want to update this Table of Contents,
I can right-click and choose Update field.
| | 05:00 | With the entire Table of Contents
selected, I can also choose that Update
| | 05:04 | Table button if I wish.
| | 05:06 | Let's remove this Table of Contents,
and once again quickly generate the
| | 05:11 | full Table of Contents from scratch Headings 1,
2 and 3, just to remember how easy that was.
| | 05:17 | Word's Table of Contents generator is
a great feature that's powerful and yet
| | 05:23 | extremely easy to use.
| | 05:25 | This is yet another reason to create
and structure, through formatting, your
| | 05:30 | documents using styles.
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| Restricting formatting to a selection of styles| 00:00 | When you're the person in charge of
assembling and finalizing documents that are
| | 00:04 | created from parts and pieces, either
submitted or reviewed by others, you can
| | 00:10 | spend a lot of time replacing
manual formatting with styles to create a
| | 00:14 | consistent professional-looking document.
| | 00:16 | If your authors or reviewers use bold,
italics or other manual formatting, it's
| | 00:22 | not always clear what they intended.
| | 00:23 | So there's a bit of mind reading as well
as the time you spend reformatting, and
| | 00:27 | it's not just your time that's wasted.
In addition to the minutes or hours you
| | 00:32 | spend reformatting documents,
there's all the time that your authors and
| | 00:35 | reviewers wasted applying
formatting that you will never use.
| | 00:39 | You have an option though.
| | 00:41 | You can restrict the formatting that
other users can apply to a document.
| | 00:46 | So let's take a look at how this works.
| | 00:48 | We have a document here, and we are going
to send this out for other people to edit.
| | 00:51 | We might also want them to do some formatting.
| | 00:54 | We might want our reviewers or other
authors to be able to indicate what's a
| | 00:59 | Heading 1, what's a Heading 2.
| | 01:01 | What we don't want them to do is spend
a lot of time using font or paragraph
| | 01:06 | formatting on this document to make it
pretty, because actually that's our job.
| | 01:11 | So what we are going to do is we're going
to restrict the formatting in this document.
| | 01:15 | I going to click on the Review tab
and choose Restrict Editing to open the
| | 01:20 | restrict formatting and editing task
pane on the right side of my window, and
| | 01:24 | I'm going to choose Limit
formatting to a selection of styles.
| | 01:28 | Right now, the selection of
styles is all the styles in the world.
| | 01:32 | Let's go back to our home tab and take
a look. All of these styles and all the
| | 01:37 | Font styles and all the
paragraphs styles are still available.
| | 01:41 | But I actually want to limit the
selection to things like normal, Heading 1,
| | 01:46 | Heading 2, Subtitle,
Subtle emphasis and emphasis.
| | 01:51 | I'll give them most of these, but I
don't want them to apply manual formatting.
| | 01:56 | So I am going to click the
Settings hyperlink and notice that Limit
| | 01:59 | formatting is already turned on, and
I'm going to go with what's called the
| | 02:04 | recommended minimum.
| | 02:06 | Now, the recommended minimum allows
them to indent, allows them to apply
| | 02:10 | Captions, Footnotes and Endnotes,
and Headings, as well as some HTML.
| | 02:17 | I could remove the HTML if I know that
this isn't going to be published on the
| | 02:21 | Web in anytime soon.
| | 02:23 | Some indexes, but notice that many of
the table styles are gone, some of the
| | 02:29 | list styles are there, and let's say OK.
| | 02:31 | It says this document may already
contain formatting that isn't allowed.
| | 02:37 | If that's true, do you want to remove it?
| | 02:39 | And I would say yes.
| | 02:40 | Now, when I start enforcing my protection
here, I can apply a password. I don't need to.
| | 02:47 | I can simply enter no password at all.
| | 02:50 | If I enter a password, I need to enter
the same password twice, and I need to
| | 02:54 | make sure that I'm not going to forget it.
| | 02:56 | This is securing the document from
formatting, not securing the document
| | 03:00 | contents from corporate
spies or other malicious users.
| | 03:04 | So this is a good time to have a group
password that is used anytime you want to
| | 03:09 | restrict formatting.
| | 03:10 | In other words, not for protection of
documents, but for this kind of light
| | 03:14 | protection. I'll often simply leave this blank.
| | 03:18 | Now, you'll notice that the document is
protected, the Font formatting tools are
| | 03:22 | no longer enabled. The Paragraph
formatting tools are no longer enabled.
| | 03:27 | In other words, no one is going to
manually format this document anymore.
| | 03:32 | They can still, however, apply all of
the styles that are available, so what
| | 03:37 | I'll often do is I'll add some text to
the beginning of the document, or put it
| | 03:41 | in the body of the e-mail that
I send to authors or reviewers
| | 03:44 | that says, "Please use the styles on the
home tab for any formatting in this document."
| | 03:57 | So if someone wants to bold this
text, B doesn't work, but title does.
| | 04:03 | If they want to change, they can't change
the font, and they can't change its size.
| | 04:08 | When I get this document back and get
everyone's contributions to this document,
| | 04:12 | I'm going to spend very little time
reformatting the document, and at the same
| | 04:16 | time, I'm actually building the
library of well-formatted documents in my
| | 04:20 | organization that are available for easy reuse.
| | 04:24 | If I want to stop protection, to be able,
for example, to add another style that
| | 04:30 | would be available, I can
simply choose stop protection.
| | 04:33 | Notice that the font and paragraph
tools come back, and I can turn off limit
| | 04:39 | formatting at anytime I wish.
| | 04:41 | If I'd apply a password, I would have been
asked for the password in order to do this.
| | 04:46 | If you're willing to be a little bit
proactive, you can prevent your authors and
| | 04:50 | reviewers from wasting time by
restricting them to appropriate styles for the
| | 04:55 | documents that you are creating together.
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| Creating a multilevel list using styles| 00:00 | In the last chapter, we looked at bullet
lists, numbered lists, and multi-level Lists.
| | 00:07 | And when we looked at multi-level Lists,
I noted that some of the multi-level
| | 00:12 | list styles actually included Heading styles.
| | 00:16 | Now that we have learned about styles
and lists, we can put the two together and
| | 00:20 | take a look at styled multi-level lists.
| | 00:23 | I am going to begin by selecting
the text for my multi-level List.
| | 00:29 | If I simply choose one of these styles,
like 1.1 or 1A, what I am left with is
| | 00:35 | simply a list, and I can indent some of
these items in order to make them lower level.
| | 00:41 | For example, I can click here
and turn this into an A. This is a
| | 00:45 | regular multi-level List.
| | 00:49 | However, if I choose any of the styles
that have the word Heading in them, I
| | 00:53 | get not only a multi-level List, but I
actually get a change in my Heading styles in Word.
| | 00:59 | Now I have a Heading style
that includes the word Article.
| | 01:04 | If I indent my Subpoint, it includes
the word Section, and this is part of
| | 01:10 | the Heading styles.
| | 01:11 | I have actually chosen not just a Multi-
level List, but I have chosen a new set
| | 01:17 | of Heading styles to support it.
| | 01:19 | So let's undo these changes.
| | 01:21 | We can select these items, change
their List level to an Article level, and
| | 01:27 | they are back again.
| | 01:30 | So I can include text, like
the words Article and Section.
| | 01:34 | I can also include, for
example, the word Chapter.
| | 01:37 | This is the only word that appears in this list.
| | 01:40 | This custom multi-level List
includes only Heading 1s
| | 01:43 | that include words.
| | 01:44 | If I indent, for example, a Subpoint
or choose a lower list level for it,
| | 01:49 | these do the same thing.
| | 01:50 | You will notice that the word Chapter goes away.
| | 01:55 | All of the other styles have
no additional text with them.
| | 02:03 | And if I select, for example, a very
standard outline, this looks a lot like the
| | 02:09 | outline 1A that we would see in a book,
for example, a reference book, I get a
| | 02:14 | really nice set of Heading
styles that only include Numbering.
| | 02:18 | So here is my next level, A, but notice
then Heading 3 has an even lower level,
| | 02:25 | and there's actually even a Heading 4
and a Heading 5 that are created and
| | 02:29 | added as I use them.
| | 02:33 | So another really nice feature that I
can quickly go in, and Layout and Outline,
| | 02:39 | whether I am creating a handbook or
any other kind of a document, and this
| | 02:44 | multi-level List actually understands
that it's an Outline for a document.
| | 02:49 | When I go to the end of the line and
press Enter, I am back into Normal text.
| | 02:54 | So if I want to add text after my first
point, I press Enter, and it returns to
| | 02:59 | Normal text, so I can just type
whatever words I would like to have here.
| | 03:03 | The same after the Subpoints.
| | 03:05 | This is a really great style to use when
you are creating a structured document.
| | 03:10 | Now I would like to show you another
use of multi-level lists, so rather than
| | 03:14 | choose a List style that changes my
Headings, I actually want to choose my
| | 03:19 | Headings and change them manually.
| | 03:21 | Let's return to our TwoTrees Employee Handbook.
| | 03:24 | As you will notice, we have numbered
sections, but those numbers were typed in.
| | 03:30 | Notice there's no number
associated with my Heading 1s or Heading 2s.
| | 03:35 | Someone actually type 3.10 INCLEMENT
WEATHER/EMERGENCY CLOSINGS, 3.11, and so on.
| | 03:42 | The problem will become
obvious as soon as we think about it.
| | 03:46 | When we have the need to insert
something in this Handbook, we are going to need
| | 03:50 | to manually renumber.
| | 03:51 | For example, the Handbook is under
review right now, and we need to add a
| | 03:56 | section 3.11 on DISASTERS/STATE OF EMERGENCY.
| | 04:00 | So I am going to Copy this and change back
to my Handbook, and I am going to Insert it.
| | 04:08 | And when I do, there is no
automatic numbering that happens.
| | 04:11 | I will need to number this myself.
| | 04:15 | But then I will also need to
renumber 11, 12, 13, 14, and so on.
| | 04:20 | I would really love to have this
document number itself for me automatically.
| | 04:25 | And that's really easy to do in Word 2010.
| | 04:29 | Let's take a look at a section of
this document and see how we would create
| | 04:34 | styles that would allow us to
have the document number itself.
| | 04:38 | So here's the section of the Employees
Handbook, and you will notice that I have
| | 04:42 | a introduction at Level 1, and then I
have my Heading 2s, and I simply want to
| | 04:48 | modify my Heading 1.
| | 04:49 | Now, I can either choose numbering here,
for example, I can choose the recently
| | 04:54 | used format Number 1, or I
could type a number 1 at the start.
| | 04:58 | But the trick is to update my
Heading 1 to match my selection.
| | 05:03 | And when I do, here's my Heading 1
automatically numbered here as well.
| | 05:07 | Now I am going to change my Heading 2 style.
| | 05:11 | I would like this one actually to have
letters rather than numbers, and I am
| | 05:16 | going to right-click and update
my Heading 2 to match my selection.
| | 05:21 | So now when I insert some text, for
example, if I were inserting the text here
| | 05:26 | about our DISASTERS/STATE OF EMERGENCY,
let's Copy that text and go back to our
| | 05:31 | section of the document that we
are working in, and let's Insert it.
| | 05:35 | And you will notice that it's a
Heading 2, so it knows to give it a letter.
| | 05:39 | I am going to click on the A, the field, and
I am going to say, continue this numbering.
| | 05:45 | So it's A, B, C, and so on.
| | 05:48 | Now, I will obviously want to go back
and change my Heading styles so that this
| | 05:51 | is over to the left a little bit.
| | 05:53 | I don't want it to indent.
| | 05:54 | I can turn on my Ruler and make some
other changes here and update my style one
| | 05:59 | more time to take care of the
formatting issues that the numbering created.
| | 06:06 | And this, again, takes care of all of
the Heading 1s, and I can do the same
| | 06:10 | thing with Heading 2s.
| | 06:11 | The point is that I can create any
kind of a multi-level list that I need to
| | 06:16 | create using any of the
Style Sets that already exist.
| | 06:20 | If I ever want to use this Style Set
again that I have created, it would be very
| | 06:24 | good to make sure that it has all the
Quick Styles that I want, and then to open
| | 06:30 | Style Set and Save this as a new Quick Style,
| | 06:33 | for example, modern Numbered, so that I
will have it for use again in future documents.
| | 06:42 | Between Styles and our multi-level
Number List, I can create powerful Outlines
| | 06:48 | and outline existing documents in Word 2010.
| | Collapse this transcript |
|
|
7. Working with TablesCreating a table to organize text| 00:00 | A Table looks a lot like an Excel
Spreadsheet in your Word Document.
| | 00:04 | A table has rows and columns and
cells, just like a Spreadsheet.
| | 00:08 | Each cell can contain text, and text
automatically wraps within a cell.
| | 00:14 | The cell height increases to make
room for all of the text that you add.
| | 00:19 | Tables allow you to position blocks of text
in relationship to each other and to the page.
| | 00:25 | Tables can also be used for layout.
| | 00:27 | There are five ways to insert a Table.
| | 00:30 | All of them begin on the
Insert tab of the Ribbon.
| | 00:33 | You can choose Insert Table and draw
your Table essentially, drag to cover the
| | 00:39 | number of rows and columns that
you want to include in your table.
| | 00:43 | Make sure that you get the number of
columns right, because as you'll notice,
| | 00:47 | Word is taking the entire width of
the page and dividing by the number of
| | 00:51 | columns that you've selected.
| | 00:53 | Therefore, it's a little
harder to insert a column later.
| | 00:57 | You'll have to adjust the
columns that are already in place.
| | 01:00 | You don't care as much how many rows
there are, because you can easily add new
| | 01:04 | rows to the table, as you'll see in a moment.
| | 01:07 | So I'm going to begin with a 5x2 Table.
| | 01:09 | I know that I need five columns.
| | 01:12 | I typed text in my Table as I would in
my document, pressing Tab to move from
| | 01:17 | one cell to the next.
| | 01:22 | When I get to the last cell in a row
and I press Tab one more time, I return to
| | 01:29 | the first cell of the row immediately below.
| | 01:38 | If I miss a cell and want to a back up,
I can hold Shift and hit Tab to go back.
| | 01:42 | So Tab to move to the right,
Shift+Tab to move to the left.
| | 01:49 | Now I've run out of Table, but if I press
Tab one more time, a new row will appear.
| | 01:54 | As I said, we don't have to
worry a lot about having enough rows.
| | 01:57 | We just need to make sure
that we have enough columns.
| | 02:00 | I can adjust my Table column widths
by simply pointing to the break between
| | 02:06 | columns and dragging.
| | 02:08 | When I do that, I want to make
sure that nothing is selected.
| | 02:11 | I can select rows or columns in my
Table, and if I have a row selected, for
| | 02:17 | example, and adjust the column width,
I'm only adjusting it for that row.
| | 02:23 | This is usually not a good idea.
| | 02:25 | So with nothing selected but being
anywhere in the Table, I can adjust column widths.
| | 02:31 | I can adjust row heights.
| | 02:33 | There's a minimum row height
that's set in the Table Properties.
| | 02:37 | So I'd like to leave more room for
City, but I don't need much room for
| | 02:41 | State, and can have a lot of room
for Full Names and for the Number of
| | 02:47 | Employees and the Year.
| | 02:48 | I can also easily insert a new row.
| | 02:52 | I can select the row and right-click
and choose Insert, and my choices will
| | 02:56 | be columns or rows.
| | 02:58 | I have a row selected, so I can
insert a new row above very easily.
| | 03:03 | I'm going to undo that.
| | 03:04 | I can insert a new blank row below.
| | 03:09 | Now I can also insert a column.
| | 03:10 | I can select an entire column, right-
click and choose Insert Columns to the Right.
| | 03:18 | Some adjustment is made, looks good,
and I again may want to go back and make
| | 03:22 | some adjustment to other items.
| | 03:25 | To delete a column,
simply select it and delete it.
| | 03:28 | When I inserted my Table, I
got two new tabs on my Ribbon:
| | 03:32 | Table tools, the Design tools, which
we'll look at later, and our Layout tools
| | 03:37 | where the commands we've just discussed,
inserting and deleting appear in the
| | 03:43 | Rows and Columns group.
| | 03:45 | That's the first way to insert a Table.
| | 03:47 | I have a couple of other ways
that I can insert Tables as well.
| | 03:51 | Go back to Insert, choose Table, and
choose Insert Table to open the Insert
| | 03:56 | Table Dialog box, and I can say I'd
like to have a table that has three columns
| | 04:02 | and at least two rows.
| | 04:04 | And Word will create that Table for me.
| | 04:07 | I'm going to undo that.
| | 04:08 | The third way to insert a
table is to draw the table,
| | 04:12 | not by dragging here, but by actually
choosing Draw Table, grabbing this Pencil
| | 04:18 | tool and creating a Table,
drawing our columns, drawing our rows.
| | 04:29 | When you're done drawing the Table, be
sure to turn Draw Table off in order to
| | 04:34 | be able to get your insertion point back.
| | 04:36 | Let's undo that Table piece by piece.
| | 04:42 | I can insert a new table
by choosing a Quick Table.
| | 04:46 | These tables aren't what you and I
would traditionally think of as Tables.
| | 04:49 | They're actually graphic
elements that include contents.
| | 04:51 | For example, calendars. Here's our
weekly calendar that appears as a Table.
| | 04:57 | And you can reformat this to change
the dates, or put a different month here.
| | 05:03 | But again, a very complex table, not at all
like what we've been looking at up until now.
| | 05:08 | And then finally, I said that
Tables are a lot like Excel.
| | 05:11 | They look like Excel here in your Word
Document, but the final kind of Table you
| | 05:16 | can insert is actually to say I would
like an Excel Spreadsheet right here.
| | 05:20 | If I'm going to do calculation in my
Table, it's actually nice to have access to
| | 05:26 | all of Excel's Calculation tools.
| | 05:29 | So here's my Excel Spreadsheet, and I
can tell that I'm in Excel because the
| | 05:34 | familiar Word Ribbon is
actually not here anymore.
| | 05:37 | What I'm seeing is the Microsoft Excel
Ribbon, with my tabs for Formulas, and for
| | 05:43 | Power Pivot, and other choices like that.
| | 05:45 | So I can have access to all of the
functions in Microsoft Excel to be able to do
| | 05:50 | calculations here in my Word Document.
| | 05:54 | Tables are useful for presenting
information and for making sure that the text
| | 05:58 | in your document is correctly positioned.
| | 06:01 | But with five different ways to insert
three different types of tables, this is
| | 06:05 | a feature that you'll be able to use
for many purposes as you create your
| | 06:09 | documents in Microsoft Word.
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| Converting text to tables| 00:00 | If you have a document like this one,
information that was entered using tabs,
| | 00:05 | you can quickly convert
this tabular text to a table.
| | 00:09 | Tabular data is relatively hard to work
with and to be clear, when this data was
| | 00:14 | entered this was probably entered by
somebody who was doing a really good job.
| | 00:17 | They set tabs, for example, for State
and for Manager, for Employees and for
| | 00:24 | the Year Established column, and yet if
I want to, for example, trade the City
| | 00:30 | and State columns and I try to select State, I
can't. There is no real sense of a column here.
| | 00:36 | What there is is data that
was entered by pressing Tab.
| | 00:39 | The same thing is true if I want to
select this text. I can select this as
| | 00:44 | block, but I can't easily work
with this data in its current format.
| | 00:49 | By converting it to a table, I can
easily work with this data, trade columns,
| | 00:55 | trade rows, and so forth.
| | 00:57 | So let's convert this text to a table.
| | 00:59 | I'm going to begin by
selecting all of the tabular data.
| | 01:03 | I'm not going to include Retail Store
Locations, just my tabular data, and then
| | 01:08 | even though I'm not inserting anything,
my Table commands are on the Insert tab.
| | 01:13 | So we're going to click Insert
> Table > Convert Text to Table.
| | 01:17 | A Dialog box opens that asks me
to verify what my data looks like.
| | 01:22 | I'm not concerned with the number of
rows, but I want to make sure that the
| | 01:27 | number of columns is correct.
| | 01:29 | I have five columns of data.
| | 01:32 | If this number is different, for example,
6, it might mean that there's an extra
| | 01:36 | tab here on the ruler.
| | 01:39 | If it's dramatically different, like 10
columns of data, that sometimes happens
| | 01:43 | when the person who created this document
to begin with didn't know how to set tabs.
| | 01:49 | So after they typed City, they pressed
Tab, Tab, Tab to get here and Tab, Tab to
| | 01:54 | get from State to Manager, and then
you'll have an outrageous number of columns
| | 01:58 | because there were many
times that tabs were used here.
| | 02:01 | If that's the case, you can still try
Converting Text to Table, but you might be
| | 02:05 | better off fixing the tabs first before
you attempt to do this, or simply type
| | 02:10 | in the text over again.
| | 02:11 | In terms of the table that we'll be
creating, the widths of the columns will be
| | 02:16 | set automatically based on the
current contents of the data in that column.
| | 02:21 | Then finally, it says Separate Text by Tabs,
which is exactly how this data was entered:
| | 02:26 | City tab, State tab, Manager tab and so on.
| | 02:30 | Don't blink, because this happens
really quickly now, and in one click I've
| | 02:35 | converted my tabular data to a
table in Microsoft Word 2010.
| | 02:40 | In my table then I can adjust my
column widths and more importantly, I can
| | 02:44 | select data by the column.
| | 02:46 | Notice as I hover above the top of a
column, I have a downward-pointing arrow
| | 02:51 | that I can click to
select a whole column of data.
| | 02:54 | In the same way, I'll have an arrow
to the left of a row that allows me to
| | 02:59 | select the whole row, or a small arrow
that allows me to select just a cell.
| | 03:04 | But I want to select an entire column
of data and my goal was to swap the State
| | 03:09 | and the City, so I'm simply going to
select the State column, drag it over here,
| | 03:14 | and that quickly trade
those two columns of data.
| | 03:18 | Again, if I'd like to have this
data about the Year that the store was
| | 03:21 | established at the start of my list,
I can simply select it, drag and drop.
| | 03:27 | If you have hard-to-format tabular
data, convert it to a table, and make it
| | 03:32 | much, much easier to edit and to format.
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| Formatting tables for readability| 00:00 | When you create a brand-new table or
convert text to a table, Word creates a
| | 00:05 | plain table with no formatting.
| | 00:07 | You should format your tables to make
them more eye-catching, or you can format
| | 00:14 | your table so it doesn't look like a
table at all, but it looks simply like
| | 00:17 | parallel columns of text.
| | 00:18 | So we're going to see how
to do both of those things.
| | 00:21 | First, when I've selected any text in
my table or simply move the insertion
| | 00:25 | point into my table, I have two new
tabs on the Ribbon, Table tools used for
| | 00:30 | Layout and used for Design.
| | 00:33 | The Design tab has an
entire gallery of Table Styles.
| | 00:38 | If I simply point to a Table
Style, these are more subtle.
| | 00:43 | But as I open my gallery, I'll find
that there are some where the header is
| | 00:47 | highlighted and some, for example, where the
left column, the first column is highlighted.
| | 00:53 | If I were going to use this table to
refer to City locations for Stores, it
| | 00:58 | would be great to have those
City locations highlighted.
| | 01:01 | All of these settings are also affected
by the Table Style Options that I've set.
| | 01:05 | So if I turn off First Column, now
I don't have choices that include a
| | 01:10 | highlighted First Column, or I might
decide that the Last Column and the First
| | 01:15 | Column should both be
highlighted in a different way.
| | 01:17 | Notice this makes them stand out, but
then we loose some of the readability
| | 01:22 | that's provided by our banded rows
that make it easy for the eye to follow
| | 01:26 | horizontally across the table.
| | 01:29 | When I click out of my table, my tools go away.
| | 01:32 | I click back in my table
and here they are again.
| | 01:35 | And towards the bottom of the gallery,
there are some pretty impressive formats
| | 01:39 | created with the darker accent colors.
| | 01:43 | These do not do well printed
on a black-and-white printer.
| | 01:46 | I'm not even clear that they do
exceptionally well printed on a color printer
| | 01:49 | with a very wide format like this.
| | 01:51 | However, this is a great design for
pasting into a PowerPoint presentation.
| | 01:57 | It's sparkly and attractive.
| | 01:59 | And it catches the reader's eye.
| | 02:00 | But if I need a reader to really read
this table, I should provide them with a
| | 02:05 | format that makes the table easier to read.
| | 02:07 | For example, this style is very
similar to the green bar paper that was used
| | 02:13 | in a lot of different computer settings for
years and years, because it's easy to read.
| | 02:18 | What if I don't want this text to
look like a table at all, though?
| | 02:22 | What if I want to maintain the
structure of the table but have the reader
| | 02:27 | experience of it be
simply a block of tabular text?
| | 02:31 | Well, what I can do is I
can remove the formatting.
| | 02:33 | To select the entire table at anytime,
I'm going to move out to this Table
| | 02:37 | Selection tool and click.
| | 02:39 | And I'm going to turn off
all the Shading in my table.
| | 02:43 | And I'm going to turn off
all the Borders on my table.
| | 02:47 | And now I have a table that
basically looks like tabular text.
| | 02:51 | I'm going to turn on the Gridlines, so I
can still see how I can manipulate the table.
| | 02:56 | So I'll do that by clicking the Layout
tab and clicking the View Gridlines button.
| | 03:01 | Even though this doesn't really look
like a table anymore on the page, I can
| | 03:05 | still select a column, and
center the text in the column.
| | 03:13 | I can still move a column from
one location to another, if I wish.
| | 03:19 | It's interesting my formatting came back.
| | 03:21 | That's not exactly what I would've wanted.
| | 03:23 | So let's just tell Word, no, we
really don't want any formatting here.
| | 03:29 | No Color, no Borders.
| | 03:32 | And after I make adjustments like this,
I'll often have to change my column settings.
| | 03:36 | That's not a problem.
| | 03:38 | There's nothing wrong with a plain
table, but there's nothing inherently
| | 03:42 | right about it either.
| | 03:43 | If you have other graphic elements in
your document, for example, charts or even
| | 03:48 | text that's colored based on the theme,
formatting your table is one more touch
| | 03:54 | that makes your document look well-designed.
| | 03:56 | And if you don't want your readers to
experience your table as a table, you
| | 04:01 | can simply remove all borders and
shading, and what they'll see is well-
| | 04:05 | formatted tabular text.
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| Adding and removing columns| 00:00 | Adding either rows or columns to our
table is easy in Word 2010, and it's
| | 00:05 | equally easy to remove columns and rows.
| | 00:08 | For example, to insert a new row at the
bottom of our table, I simply click in
| | 00:12 | the last cell in the last row, and press Tab.
| | 00:16 | I automatically get a new row.
| | 00:19 | If I want to remove rows, I can
simply select, right-click and delete them.
| | 00:25 | Inserting a column is a little bit
trickier because our table already takes up
| | 00:30 | the entire width of the page.
| | 00:32 | So, when I add a column, Word is going
to make its best guess at how to change
| | 00:37 | the widths of these existing
columns in order to make it all fit.
| | 00:41 | I want to add a column to show
whether the store is a store that's opened
| | 00:46 | Monday-Friday, or whether it's opened seven days.
| | 00:49 | So, I'm going to insert a column.
| | 00:52 | I can either insert it to the left of
Employees or to the right of Established.
| | 00:57 | In either event, if I want to
insert to the left of Employees, I select
| | 01:01 | Employees, right-click, and choose
Insert > Columns to the Left, or on the Layout
| | 01:08 | tab I choose Insert Left.
| | 01:11 | Notice that Word automatically
adjusted the column widths of all of the other
| | 01:15 | columns to accommodate this.
| | 01:17 | So, this is going to be Days, and our
Ventura store is a Monday-Friday store.
| | 01:25 | Our Los Angeles store is a 7-day store.
| | 01:29 | Carpinteria is a 7-day store.
| | 01:31 | San Jose, Monday-Friday, Oakland, 7 Days,
Orlando, 7 Days, and our store in Boca
| | 01:43 | is a Monday-Friday store.
| | 01:45 | The way Word handled this insertion is
a huge improvement over prior versions
| | 01:49 | of Word, where it kept all of the
columns that were already there at the same
| | 01:53 | width and simply allowed their new columns to
push the table off the right-hand edge of the page.
| | 01:58 | I can easily change how this table is
formatted, in terms of its column widths,
| | 02:03 | using the AutoFit and Distribute commands.
| | 02:06 | So, for example, let's say that I
decided to make some adjustments to my table.
| | 02:11 | I'm going to adjust this column.
| | 02:14 | Notice that my rows get higher, because I
don't have enough width now for some of the data.
| | 02:20 | I'm going to move this
edge of my table in, as well.
| | 02:24 | As I adjust the right edge of the right
column, I'm actually changing the width
| | 02:29 | of the table altogether.
| | 02:31 | So, if I now want to make a column wider
-- by the way, it will be easier for me
| | 02:35 | to grab the edges of these columns if I
go to the Layout tab and view gridlines.
| | 02:40 | If I decide that I want to make this
column wider again, notice that it doesn't
| | 02:45 | affect the width of the table itself.
| | 02:48 | I can't make this any wider.
| | 02:50 | If I want to manually change that, I can,
but once I manually adjust the width
| | 02:55 | of the table, I'm kind of stuck with that,
| | 02:58 | although I can tell Word, actually, why
don't you autofit this into the whole window?
| | 03:04 | It will, once again, make this fit the
window. Or if I want to wrap text around
| | 03:09 | my table, and I want it to be as compact as it
can be, I can tell it to autofit to the content.
| | 03:15 | Word will quickly scan each column of data
and size the column width to fit the data.
| | 03:21 | So, now I have space to be
able to wrap around this.
| | 03:26 | If, however, I manually adjust this
column width then, I have some rows that are
| | 03:31 | of different height than the other ones,
particularly, Pamela Sardeshpande's
| | 03:35 | name is too long to fit
in this newly sized column.
| | 03:40 | Let me make all of the rows of the
same height by choosing Distribute Rows.
| | 03:44 | What Distribute Rows does is it makes
every row the height of the tallest row.
| | 03:49 | If I distribute columns, then what will
happen is each of my columns will be of
| | 03:54 | exactly the same width.
| | 03:55 | Now, that means in some cases that I
have breaks in bad places that I don't
| | 04:00 | appreciate, like Established, I can
either deal with this manually, or I can
| | 04:04 | tell Word again, why don't you just autofit
this to the contents or autofit it to the window?
| | 04:11 | I can easily insert a row at anyplace
I wish by right-clicking and choosing
| | 04:17 | Insert Rows Above or Insert
Rows Below or a column again.
| | 04:22 | The same commands are repeated here
on the Layout tab. One final thought:
| | 04:27 | My text is in the upper left-hand corner
of every cell in these three columns, is
| | 04:34 | in the center but at the
top of these three columns.
| | 04:38 | I'd actually like to have my text
appear in the center point of these cells.
| | 04:43 | I like the spaciousness to the table,
but I don't like the text crowding in the
| | 04:47 | upper left-hand corner,
for example, Ventura here.
| | 04:51 | I'd rather have it be centered,
vertically within the cell.
| | 04:54 | So, I'm going to select my table.
| | 04:56 | I'm going to use the Alignment
buttons to align this text center-left.
| | 05:02 | I could also align it at the bottom of my
cell, the top-center, the middle-center.
| | 05:09 | So, I want the middle-center for
these three columns right here.
| | 05:13 | Then let's select these three
columns and go with Left Center.
| | 05:17 | Now I have a nicely-
formatted, easy-to-look-at table.
| | 05:20 | With Word 2010, it's this easy to work
with the tools on the Layout tab or to
| | 05:27 | right-click and use the Content menu
to quickly add rows and columns, and to
| | 05:32 | reformat your table columns, rows, and cells.
| | Collapse this transcript |
| Sorting table data| 00:00 | We have a table that we've been working with,
but the rows of data aren't in any useful order.
| | 00:05 | If a reader looks at this table, and
they have to decide how it's organized,
| | 00:08 | there isn't a pattern.
| | 00:10 | They'll waste time trying to
figure out the randomness of this data.
| | 00:14 | Whenever we present a table, we should
order it in a way that it makes sense to
| | 00:18 | the people looking at it.
| | 00:19 | We can use Word 2010's Sort feature to
quickly rearrange the rows of our table in order.
| | 00:25 | There are three kinds of
data that Word recognizes.
| | 00:29 | First, it recognizes plain text,
like Ventura, CA, and Raul Morales.
| | 00:35 | It also recognizes numbers, like 5 and 1982.
| | 00:41 | Finally, it recognizes dates.
| | 00:43 | When we sort items, we always want to
make sure we sort them in the correct type.
| | 00:47 | If we sort, for example, a column of
numbers as text, we'll get a result that we
| | 00:53 | really didn't expect to see.
| | 00:54 | So we'll try that so we can take a look at it.
| | 00:57 | But sorting is very easy.
| | 00:59 | The Sort tools are on the
Layout tab under Table tools.
| | 01:03 | We'll start by simply clicking anywhere
in the table and then clicking Sort to
| | 01:07 | open the Sort dialog box.
| | 01:09 | I'd like to sort this by city.
| | 01:11 | So I'm going to choose Sort by > City.
| | 01:15 | Word correctly identifies the Type
of my data is Text and Ascending is
| | 01:20 | alphabetical, A to Z. There's almost
never a reason to sort text in descending
| | 01:26 | order. What it looks like
is a list sorted backwards.
| | 01:29 | Pay attention here to the fact that Word
correctly identifies that I have a header row.
| | 01:35 | The reason it knows I have a header row
is that all of the entries here are text.
| | 01:40 | If I had, for example, 2010-2011
budget year as one of my header choices, it
| | 01:48 | might incorrectly assume I have no header row.
| | 01:51 | What this determines is whether this
row will be sorted as part of the data or
| | 01:56 | kept above the sort.
| | 01:58 | Having set my sort, correctly
acknowledge that my header row exists,
| | 02:03 | I'm going to click OK.
| | 02:04 | We're going to sort this list by city,
easily recognizable to a reader who would
| | 02:09 | look and say, ah, sorted by city!
| | 02:13 | Let's sort this list by state and then
by city, also easy enough to do, sort by
| | 02:18 | state, and then in cases where the state
is the same, sort by city. Let's say OK.
| | 02:26 | We have a list where all of the
California stores are listed first, but within
| | 02:30 | the state of California, they are
alphabetized, followed by the Florida stores
| | 02:35 | where the city is also alphabetized.
| | 02:37 | Let's take a look at sorting some
numerical data. Let's click Sort.
| | 02:43 | Let's click the number of Employees.
| | 02:45 | I'm going to set this to none.
| | 02:49 | Word correctly identifies
this list as a list of numbers.
| | 02:53 | It can do that because
every entry here is a number.
| | 02:56 | No one typed in a value, like NA or
some other text that would mislead Word.
| | 03:02 | We're going to sort these in
descending order with our largest stores on top.
| | 03:07 | This would be 100 down to 0
sort, versus a 1 to 100 sort.
| | 03:12 | I'm going to click OK.
| | 03:14 | We have a list where our stores with
the largest staffs are listed on top, and
| | 03:18 | the lowest at the bottom.
| | 03:20 | Let's sort this again and
sort it in ascending order.
| | 03:25 | So, we will get 4, 5, 7, 8, 12.
| | 03:28 | Now, what if Word misidentifies
the type of data that this is?
| | 03:33 | That most likely, again, happens
because there are text entries in a column of
| | 03:37 | data that otherwise should have numbers in it.
| | 03:40 | I'm going to choose Sort.
| | 03:41 | I'm going to tell Word that
these are actually text entries.
| | 03:44 | They're not numbers.
| | 03:46 | When I do that, you'll notice I get
a really weird sort: 12, 4, 5, 7, 8.
| | 03:53 | I want to open that dialog box again
so you can see it, because this is a
| | 03:56 | frequently asked question in Microsoft Word.
| | 04:01 | If I sort as text, all Word does is
the same thing that it does when it sorts
| | 04:05 | by city or by state.
| | 04:07 | It says does this start with a 1 or a 2 or a 3?
| | 04:10 | So, it's looking at just the 1.
| | 04:12 | So the 1s will be followed
by 2s, 3s, 4s, 5s, 7s and 8s.
| | 04:16 | If I sort this by number, however, Word
knows to look at the entire number as a
| | 04:22 | value, not as simply a string of characters,
and gives me back the sort that I'd like to have.
| | 04:29 | Just one note, there is a limitation here.
| | 04:32 | In a Word table, I can
only sort by three fields.
| | 04:35 | So, if you imagine a phonebook where
you have states, then cities, then last
| | 04:40 | names, then first names, that's a
kind of sort that Word can't handle.
| | 04:44 | I can only sort by state, city, and last name,
and then the first names would be randomized.
| | 04:49 | There is, however, a way I can do this in Word:
| | 04:51 | Instead of using a Word table, I'm
going to insert a table from Excel, because
| | 04:56 | Excel can sort by as many columns as you wish.
| | 05:00 | Whenever you create a table of data in
Microsoft Word, you should be careful to
| | 05:05 | provide some kind of an order to the
table that's recognizable to readers, or is
| | 05:10 | explained in text that surrounds the table.
| | 05:13 | Fortunately, sorting is very
easy to do in Microsoft Word 2010.
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| Merging, splitting, and formatting cells to create a form| 00:00 | Up until now the tables we've been
working with have been regular tables with
| | 00:04 | the same number of cells in each column ,
or the same number of cells in each row.
| | 00:08 | But it doesn't have to be this way.
| | 00:10 | There are a number of reasons that you
might want to create irregular tables.
| | 00:14 | One of the biggest reasons is to be able to
create something that you can use as a form.
| | 00:19 | There is a very compelling reason
to use tables, and I'll show you real
| | 00:23 | quickly that often I'll get a form
where somebody has actually created a line
| | 00:27 | by typing an underline.
| | 00:30 | When I use this form in Word and begin
to type my information, you'll notice
| | 00:35 | that the line moves over and that
anything to the right of this, for example,
| | 00:40 | a Date would also move over, and the more I type,
the more it makes my form look kind of icky.
| | 00:48 | So, by using Tables, I can use Borders
rather than Underlines, and I can create
| | 00:54 | more professional-looking forms
whether I am going to print them or use them
| | 00:59 | onscreen, I'll always have a better
looking form if I start with the table.
| | 01:04 | I have a theory about this, that every
form begins with either seven columns or
| | 01:08 | nine columns, depending on how
much I want to cram in into a page.
| | 01:12 | It doesn't always work that way,
but it's a pretty good way to start.
| | 01:16 | In my Table, on the very first row,
I want to put a Name and a Date.
| | 01:19 | Second row, an Email address and a Phone, and
an Address, and then an area for office use.
| | 01:24 | So, I'm going to create a table
that is seven columns wide and about
| | 01:28 | eight columns long.
| | 01:29 | I could insert this table any way I wish.
| | 01:33 | In order to make it look right from
the start, far more like a Form than like
| | 01:37 | a Table, I'm going to go to the
Layout tab, and I am going to turn
| | 01:42 | Gridlines on, here.
| | 01:44 | Then I'm going to go back to the Design tab,
and I'm going to remove all of the Borders.
| | 01:51 | So, all I see are my gridlines.
| | 01:53 | I want my users to put their Name, and I'm
going to have them enter a Date over here.
| | 02:00 | So, they'll put a first name and space
and a last name and space and a Date.
| | 02:05 | On the second row, I am going to have
then enter their Email address and a Phone.
| | 02:10 | Now, just so you can see
what I'm thinking about here,
| | 02:13 | I am thinking that the Email address
will take up a about that much space.
| | 02:17 | Actually, I don't need a ton of space
between the first and the last name.
| | 02:22 | So, here's a first name, and here's a last name.
| | 02:25 | We'll give more space to the last name.
| | 02:26 | Then here is a place for a
Date and for a Phone number.
| | 02:34 | Now, I'm going to create
some space for an Address.
| | 02:38 | So, when a user enters an e-mail address here,
| | 02:41 | I don't want it to take up more
space and then simply scoot things out of
| | 02:45 | the way or run over.
| | 02:47 | I actually would like to give them lots
of room to enter a long e-mail address.
| | 02:51 | So, we're going to merge these cells together.
| | 02:54 | We'll find the Merge command and the
Split Cells command here on the Layout tab.
| | 02:59 | So, I'm going to select the cells I
want to merge together and choose Merge.
| | 03:03 | Conversely, I can split cells.
| | 03:05 | So, I'm going to have a place here for
user to put a street address somewhere.
| | 03:10 | Then I'll have them enter a city name,
and I want to put state and Zip code here.
| | 03:15 | I don't need it wandering all over to the right.
| | 03:18 | So, I am going to split this
scell here into three cells.
| | 03:21 | I select the cell I want to split, click
Split Cells on the Layout tab, and then
| | 03:26 | tell it the Number of columns or
rows I want to split this into.
| | 03:29 | So, now I have place for my state,
abbreviation, and for my Zip code.
| | 03:35 | Finally, I want an area at the bottom of my
form that is for office use only, right here.
| | 03:42 | So, here's the end of my form, and I
want to create a space for office use only.
| | 03:46 | I'm going to Merge all of these cells
together and type "OFFICE USE ONLY" and
| | 03:53 | we can center this.
| | 03:54 | Now I have an extra row below this,
and that's a really good thing to have.
| | 03:58 | For example, if I didn't have this last row.
| | 04:02 | Now that I've merge these cells
I were to Insert a new row Below,
| | 04:07 | it will be a row just like the last row
above it, which is one big row, not very useful.
| | 04:14 | By keeping one leading edge here, one
extra row that has all of the columns in
| | 04:20 | it that I want, I have a place to be able
to copy a row and use it over and over again.
| | 04:27 | So, always make sure that your last row
is a formatted row, even if you are not
| | 04:31 | sure that you'll need it yet.
| | 04:32 | We are going to enter a Date here, and we
are going to enter who received these items.
| | 04:40 | Then we'll have a box for comments over here.
| | 04:44 | So, I'd like people to be
able to enter a lots of comments.
| | 04:48 | I am going to create a
really large Comments box.
| | 04:50 | That's this whole area.
| | 04:52 | Select all the cells and Merge
them together. A couple of thoughts.
| | 04:57 | This is a lot of space to put a Date
into, not entirely problematic, but I
| | 05:02 | could give it less space, for example,
and a lot of space for a Phone and a lot
| | 05:06 | of space for Rec'd by.
| | 05:08 | But let's add some lines now
and see how we are looking.
| | 05:11 | First, I need more room for Street address.
| | 05:14 | So, let's Merge these before we leave.
| | 05:18 | Now, let's begin to adding lines.
| | 05:20 | We are going to add lines from the Design tab.
| | 05:23 | We can either Draw lines using a Pen, or
we can set Borders, and either one works.
| | 05:29 | So, we'll use both. For
example, if I want to draw a line,
| | 05:33 | I click and choose the line I want to draw.
| | 05:35 | My pointer turns into a
pen, and I can simply draw.
| | 05:39 | I don't have to be good at this, by the way.
| | 05:42 | I drew more of a line that I wanted to.
| | 05:44 | I would like to be
better than that. I did undo.
| | 05:46 | So, I can just click on the line to draw lines.
| | 05:52 | So, I'd like to have a line for Address.
| | 05:58 | I can do it in several sections like
this, because the line that's being drawn is
| | 06:02 | on the top of the row below.
| | 06:04 | This is a reason actually to use
the dropdown list rather than the Pen,
| | 06:08 | because it's not clear whether you
are drawing at the bottom of one cell or
| | 06:12 | the top of another.
| | 06:13 | I'd actually like to insert a line
at the bottom for city, state and Zip.
| | 06:18 | So, I'm simply going to choose a
Bottom Border here. There is my city.
| | 06:23 | Don't let that scare you.
| | 06:23 | I just pointed to this and
got a preview real quick.
| | 06:27 | Now, I don't have to use the dropdown
because the Bottom Border is on this button.
| | 06:31 | It's the last item I
selected. There is my state.
| | 06:34 | There is my Zip code.
| | 06:35 | Here's my Street address. Here is my
Email Address, first name and last name.
| | 06:44 | Let's switch back to the Layout
tab and turn off the Gridlines.
| | 06:47 | You'll notice that we have a
really nice-looking form here.
| | 06:50 | Now, I might want to move the
Address down and get rid of this row.
| | 06:53 | I'm noticing it's a little
more spacious than I'd like.
| | 06:57 | I'd like some shading
and little more space here.
| | 06:59 | So, let's go back and
make some of those choices.
| | 07:02 | Let's turn our Gridlines back on.
| | 07:04 | It's always easier to work in the table if I do.
| | 07:07 | I simply going to move Address to the
next line and shade in this OFFICE USE
| | 07:12 | ONLY, which I can easily do on the
Design tab by choosing a Shading color.
| | 07:18 | I might want to put a box all the
way around this Comments section.
| | 07:21 | Again, you can always turn your Gridlines off
and see what the form is going to look like.
| | 07:25 | No one would necessarily know
that they can put comments here.
| | 07:29 | So, let go back, and let's put
a box all way around this cell
| | 07:34 | that was several merged cells on the Outside.
| | 07:37 | Let's turn our Gridlines off again.
| | 07:42 | You'll notice that we have a nice-looking form.
| | 07:44 | Now, when I type in this form, notice that no
lines move around, because they're not lines.
| | 07:51 | They're actually borders, which
makes it far easier to work with.
| | 07:54 | You don't have to be creating a form to
use the Merge Cells and Split Cells tools.
| | 08:00 | There are other reasons you might
want to merge some cells in a document
| | 08:03 | or split some cells.
| | 08:04 | Again, don't use Split to
turn one column into two.
| | 08:08 | You can insert columns very easily.
| | 08:10 | After you have merged cells, it becomes
a little more difficult to select entire
| | 08:15 | columns if the first cell is merged.
| | 08:18 | For example, notice now that when I
select this column, I pick up these other
| | 08:22 | areas because they are also part of
the cells that began in my second column.
| | 08:28 | So realizing that after you've
merged cells, it's not as easy for Word to
| | 08:32 | determine what rows or columns are,
| | 08:34 | you might want to take care of
anything that you need to do for entire row or
| | 08:37 | column before you begin merging or splitting.
| | 08:40 | Whether you're creating a form or
simply merging a group of cells for any other
| | 08:44 | type of a document that uses a table,
it's very easy to merge, split, and format
| | 08:50 | cells in Microsoft Word 2010.
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| Converting a table to text| 00:00 | You already know how to convert text to a table.
| | 00:03 | This table actually
started as a set of tabular data.
| | 00:06 | But you can also convert a table to text.
| | 00:09 | This table is very easy to work with.
| | 00:12 | But there are reasons that we might
prefer to have this type of data displayed
| | 00:16 | as text rather than in a table.
| | 00:19 | My number one reason for converting
a table to text is for accessibility.
| | 00:24 | Whether I'm distributing this document
as a Word document or publishing it as
| | 00:28 | part of a Web page that needs to be
accessible, many of the screen readers used
| | 00:33 | by folks with visual challenges
have a difficult time with tables.
| | 00:38 | When the screen reader hits the edge
of the table, it might skip the table
| | 00:42 | entirely, or simply have a difficult
time reading this in a way that's easily
| | 00:47 | understood by the user.
| | 00:49 | If I want all of my users to be able
to access this data, I may need to take
| | 00:54 | it out of the table. It's easy to do.
| | 00:57 | Simply click in your table and on the
Table Tools Layout tab, choose Convert to Text.
| | 01:03 | We are going to do this in two different ways.
| | 01:06 | First, if my goal is to send this
data to another application, for example,
| | 01:11 | to put it in Notepad or to send it
to Microsoft Excel, one way I could do
| | 01:16 | this is with the Comma separated values, by
separating the text in this table with commas.
| | 01:24 | When I click OK, you'll notice that I
get list where each of the elements is
| | 01:28 | listed, then a comma, then the next element:
| | 01:31 | Carpinteria, CA, Brian Jeffries and so on.
| | 01:37 | This would be easy to read.
| | 01:38 | But it isn't really easy to look at.
| | 01:41 | So, I'm going to undo that change, and
we're going to convert this table to text again.
| | 01:47 | Let's choose Layout > Convert to Text.
| | 01:50 | We're going to choose the
default, which is Tabs, and click OK.
| | 01:54 | You'll notice that this table
has been converted to tabular data.
| | 01:59 | When I say tabular data, it's because
there is a Tab at the left edge of each
| | 02:05 | column of data here.
| | 02:07 | You may recall that if I wanted, for
example, to centrer align the Employees
| | 02:11 | column, I could double-click this Tab
that's at a little over 5 1/2, select it,
| | 02:17 | and center the data.
| | 02:19 | So, I can, once again, manipulate
this data using the tools that I have for
| | 02:24 | tabular data in Microsoft Word.
| | 02:28 | I prefer to work with my tabular text in
tables, but I don't always have that choice.
| | 02:33 | If you also need to convert your
tables to text, it's very easy to do in
| | 02:38 | Microsoft Word 2010.
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| Inserting an Excel table for calculations and charts| 00:00 | With Word 2010, you are not limited to
tables that you can create using the
| | 00:04 | Table tools in Word.
| | 00:06 | You can also insert part of an Excel
Spreadsheet directly in your document.
| | 00:11 | Now if that spreadsheet already exists,
you'll do that using Copy and Paste.
| | 00:15 | But I actually am referring to times
that you want to use the power of Excel
| | 00:19 | here in Word, when you don't
already have an existing spreadsheet.
| | 00:24 | And I want to show you an example
of why you might want to do that.
| | 00:27 | We've added some additional data to
our list of Retail Store Locations.
| | 00:31 | We have their 2009 Sales over
here in a column on the right.
| | 00:34 | We also have the number of employees,
and this kind of data often begs us
| | 00:38 | to total of the data.
| | 00:40 | It's a question that
anybody might logically ask.
| | 00:43 | How many total employees do you have at
your retail locations, or what were the
| | 00:47 | retail store sales in 2009?
| | 00:50 | So I'm just going to press Tab so that
we can add some totals, and I'm going to
| | 00:56 | go to the Employees column.
| | 00:57 | And on the Layout tab, there is a Formula button.
| | 01:00 | I can perform a simple calculation here.
| | 01:02 | I can average, I can count the
number of numbers, or I can sum them.
| | 01:07 | I can set a particular
number format for this cell.
| | 01:11 | And here is my list of
functions, very, very short.
| | 01:16 | I'm going to do a Sum and tell it OK.
| | 01:19 | And we will do that again to
be able to sum our 2009 Sales.
| | 01:23 | And let's right-align this
entire column. So far so good.
| | 01:28 | It looks great, but there's one problem.
| | 01:31 | This formula result was created when
I inserted the formula here and here.
| | 01:37 | If these numbers change, for example,
if there is suddenly an explosion in the
| | 01:41 | San Jose store, we have more sales than we
know what to do with and we add more staff,
| | 01:47 | watch this number because
it's not going to change.
| | 01:50 | So it's problematic if
anybody could change this data.
| | 01:54 | Most users would assume that the
totals would change, but they won't.
| | 01:58 | The only way I'll get that total to change
is by going in and entering the formula again.
| | 02:06 | This can easily lead to documents
that have inaccurate data in them.
| | 02:11 | So if I'm going to create
calculations in an Excel worksheet, I am actually
| | 02:16 | going to do that using Microsoft Excel.
| | 02:19 | Let's see how easy that is to do.
| | 02:21 | I can Insert > Table and rather than
choosing Insert or Draw, as we've done
| | 02:27 | before, I'm going to insert
a small Excel Spreadsheet.
| | 02:30 | You don't need to necessarily worry
about how big this is yet, but I'm going to
| | 02:35 | drag it over so that it's roughly
the size of the width of my page.
| | 02:39 | Now I'm going to go back into my Word
document, because I'm really in Excel here.
| | 02:44 | If you look at the Ribbon, these
are all Excel tools that I'm seeing.
| | 02:48 | I am going to click back into my Word document.
| | 02:50 | This is the kind of thing, by the way,
that you don't want to do when you have
| | 02:54 | 50,000 other things running.
| | 02:57 | And I'm going to select my
entire table and copy it.
| | 03:00 | I can copy it to the Windows Clipboard,
and it'll go there, but I actually
| | 03:04 | like to open Office Clipboard for
something like this, and I am actually going
| | 03:08 | to select this, and I'm going to copy it to
make sure that it goes here to the Clipboard.
| | 03:14 | Now I'm going to click back.
Actuall,y I've selected the object.
| | 03:18 | You'll notice that it has handles
around it, but I'm still here in Word.
| | 03:22 | I'm going to double-click in his Excel
spreadsheet table, and it will open up
| | 03:28 | the spreadsheet, and I'll know I am
back in Excel, because I'll have my Excel
| | 03:31 | tools, or at least tools that I'm
not familiar with from Word back again.
| | 03:35 | And I'm going to paste this data.
| | 03:37 | Now I have some choices.
| | 03:38 | I can Match the Destination Formatting,
which would be the Word Theme, or I can
| | 03:42 | keep my Source Formatting.
| | 03:44 | I'd like it to look a lot like it looks here.
| | 03:46 | So I'm going to paste, keeping my
Source Formatting, and there are my
| | 03:50 | seven columns of data.
| | 03:53 | Now I'd like to make this box a little
bit bigger, so I'm going to scroll down.
| | 03:58 | That sort of stutter step that you
see Excel taking isn't that unusual.
| | 04:03 | Word's actually dealing with two
programs at one time, and it struggles just a
| | 04:08 | little bit to accurately refresh
the screen as quickly as it should.
| | 04:12 | I'm going to use now the tools that
I know from Excel to double-click and
| | 04:17 | space these columns.
| | 04:19 | Despite the fact that I asked to have
my Source Formatting, this is about the
| | 04:23 | best that it's going to be.
| | 04:25 | My object, my Excel spreadsheet runs
off the side of the page now, so I am just
| | 04:28 | going to pull this back a little bit
to get it back in bounds. There we go.
| | 04:34 | And now I am going to add some formulas.
| | 04:36 | So I have all the choices
that I would have in Excel.
| | 04:39 | If you're comfortable using the Excel
Table tools, you can do Format as Table
| | 04:43 | here and use a table row.
| | 04:45 | I'm going to assume that you
perhaps simply want to enter a formula.
| | 04:49 | So we're going to enter the word
Total here, and I'm going to insert an
| | 04:56 | AutoSum and press Enter.
| | 04:58 | I'm going to do that
again and press Enter again.
| | 05:02 | Now when this number changes, when
the San Jose store has 12 people, you'll
| | 05:07 | notice that my Total changes automatically.
| | 05:11 | I can do some basic formatting in here.
| | 05:13 | Again, I'm using the tools
that are here in Microsoft Excel.
| | 05:17 | So I'll need to know that I can choose
my borders here and remove all my borders.
| | 05:23 | Or I can select all of this data
and apply a border, or apply shading.
| | 05:29 | I'm actually going to apply some shading here.
| | 05:32 | This is a fill bucket in the Font group.
| | 05:35 | I'll apply some light
shading here and across the top.
| | 05:41 | If I wish then, I could apply a
grid border right here to this section.
| | 05:46 | I want to make sure this
table looks good in Excel.
| | 05:48 | We know that it works,
because we checked it out already.
| | 05:51 | Here is some centering that I
want to do on these columns.
| | 05:55 | All the rest of this looks good.
| | 05:57 | Then I am going to click
back into my Word document.
| | 06:00 | Now, I have a lot more Excel
showing than I need to show here.
| | 06:05 | I can adjust this, but if I do all
I'm doing is making my text smaller.
| | 06:10 | If I want to change the shape of this,
I actually need to do it while the
| | 06:15 | Excel window is engaged.
| | 06:17 | So if I want to remove column H, for example,
| | 06:21 | I want to do that right here.
| | 06:22 | And if I want to remove the
extra rows, I am going to do it here.
| | 06:26 | Notice as I hold my mouse button down
there is a dark border that shows me
| | 06:30 | approximately where it will cut off.
| | 06:33 | Click and now I have my Excel
table full size here in Microsoft Word.
| | 06:39 | Now that I have the data I want, I
no longer need this table, and I can
| | 06:44 | right-click and Delete the table, and keep
this table that works with Microsoft Excel.
| | 06:51 | Anytime I want to update this table,
for example, if I get a new report on what
| | 06:54 | the actual sales were here, I can edit
using my familiar Excel tools, and my
| | 07:00 | Totals will automatically update.
| | 07:02 | Anytime I want to do a calculation in a
Microsoft Word document, I immediately
| | 07:08 | reach for a spreadsheet in Microsoft
Excel, because I know that every time that
| | 07:13 | this document is updated, that
my Totals will update as well.
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| Using Quick Tables| 00:00 | In addition to inserting regular
tables, changing, and modifying tables by
| | 00:05 | merging and splitting cells, and
inserting Excel spreadsheets, there is one
| | 00:09 | other type of table that you can
insert, and that's a Quick Table.
| | 00:13 | Quick Tables, which you will find by
choosing the dropdown on the Table command
| | 00:18 | on the Insert tab of the Ribbon
and then choosing Quick Tables,
| | 00:22 | there is a gallery of built-in
Quick Tables including just a mixture of
| | 00:26 | things that are tables.
| | 00:29 | Some of these are useful.
| | 00:30 | Some of these are less
useful than they could be.
| | 00:33 | I'm going to start with one that I
actually think isn't very useful at all,
| | 00:37 | so that you can take a look at what you're
getting here and what you're not getting.
| | 00:40 | You are getting a nice set of formats,
| | 00:43 | a well-structured table that
was created based on Themes.
| | 00:47 | So if I changed the Theme in my document
or if I change my Style Set, this table
| | 00:53 | will automatically be reformatted
based on my choices. That's the plus.
| | 00:58 | The minus is that there's nothing here to
ask me what month it is that I'm looking at.
| | 01:03 | Is it May of 2010 or 2012?
| | 01:06 | Therefore, these dates bear no real
relationship to the actual dates in May this
| | 01:12 | year, or in any other year.
| | 01:14 | So May 1 fell on a Saturday, and I
would need to enter these dates again.
| | 01:19 | I can delete the text, and just tab
from one to the next, and then start typing
| | 01:25 | 2, 3, 4, and so on.
| | 01:29 | Now when I'm done, I have a
really nice calendar for one year.
| | 01:32 | I can't imagine needing
to do this for 12 months.
| | 01:34 | It would be pretty mind-numbing, to be honest.
| | 01:36 | But if I need to quickly create one
calendar for a particular purpose, for
| | 01:41 | example, to highlight a series of
dates, this isn't a bad way to do it.
| | 01:45 | Let's go take a look at
some of the other Quick Tables.
| | 01:49 | You'll find other
calendar styles that are in here.
| | 01:52 | They work the same way.
| | 01:54 | They're not tied to any real calendar.
| | 01:55 | I actually like the look of this calendar.
| | 01:58 | It provides a nice calendar that you can
actually type additional text into if you need to.
| | 02:03 | Not a bad thing.
| | 02:06 | Other than calendars though, there are
some good choices among the Quick Tables.
| | 02:10 | For example, there is a Double Table here,
which is formatted to have the same text twice.
| | 02:18 | It's just a nice-looking table.
| | 02:20 | It's quite attractive, and so if you
were thinking how might I design the table
| | 02:25 | so that it takes up less
length on the page and more width,
| | 02:28 | and is there a nice format for doing that,
| | 02:31 | you could take a look at starting with
this kind of a table and say, oh okay,
| | 02:34 | here are some ideas for how I might design this.
| | 02:37 | Again, Insert > Table > Quick
Tables, and here's a Tabular List.
| | 02:45 | It's a table that's formatted really tightly.
| | 02:48 | You can wrap other text around it, and
you can simply delete the contents and
| | 02:53 | type in your own contents,
tabbing from cell to cell.
| | 03:01 | One more table I'd like to take a look at.
| | 03:03 | There are two different tables that
have a style of headings and subheadings.
| | 03:07 | Again, this is a kind of table that if
you needed to create it once, or if you
| | 03:11 | needed to create it multiple times, you
might want to begin with this particular
| | 03:18 | table that has headings and subheadings
for the data, and enter whatever data it
| | 03:23 | is that you need to enter.
| | 03:24 | I'll tell you why I think Quick
Tables are in some ways worth your time.
| | 03:29 | Let's say that this was my data, or
it was a table that I wanted to modify.
| | 03:34 | When I'm all done modifying this
particular Quick Table, for example, putting in
| | 03:40 | actual numbers or putting in
different names, and I have my table all set,
| | 03:49 | I have the ability to save my
table to this Quick Tables gallery.
| | 03:54 | So when I'm all done, I could save my
table that I want to use over and over and
| | 03:58 | over again as a Quick Table.
| | 04:00 | Well, I find that the Quick Tables
that are already here in Microsoft Word
| | 04:05 | aren't all that impressive as
anything other than a guide to good design.
| | 04:09 | The fact that this feature exists, and
that I can save my own tables to the Quick
| | 04:14 | Tables gallery, makes me far more
interested in using Quick Tables.
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|
|
8. Illustrating a DocumentIllustrating documents with pictures, shapes, and clip art| 00:00 | Here is our Word document, and not
surprisingly, it's filled with text, text
| | 00:04 | and even more text.
| | 00:05 | The perfect image though is often
more meaningful to your readers than
| | 00:09 | paragraphs of text.
| | 00:11 | We can use an image to illustrate an
idea, or to serve as a symbol that helps
| | 00:16 | readers remember the text,
make a connection to the text.
| | 00:19 | With Word 2010, you can illustrate your
document with different types of graphics.
| | 00:25 | So we will begin with a
couple of pages of just text here.
| | 00:29 | And when we want to insert an image we
start by placing our insertion point.
| | 00:34 | That doesn't mean it'll go
in the middle of the page.
| | 00:36 | It means it'll go near this paragraph.
| | 00:39 | Click Insert and choose Picture and
then browse to find the picture that
| | 00:44 | you want to insert.
| | 00:45 | And I want to insert this
small image of olives on a vine.
| | 00:54 | That's what a small image looks
like, very easy to place it there.
| | 00:58 | Now, we are going to place some Clip Art.
| | 01:01 | So I'll scroll down in the document,
and we're going to go to the Insert tab
| | 01:05 | and choose Clip Art.
| | 01:07 | Now Clip Art when you use it, there is
always a piece of search involved in this.
| | 01:12 | So I want to look for an icon of some olives.
| | 01:16 | And I'm going to open All media file
types and say I'm not really interested
| | 01:20 | in videos or audio.
| | 01:22 | I actually want an illustration.
| | 01:24 | I'm willing to look at a photograph,
but I'm really looking for illustrations,
| | 01:28 | what we used to call Line Art.
| | 01:30 | I also want to go look on
office.com for this content.
| | 01:33 | So I am going to click Go.
| | 01:36 | And Word will go out to
the free gallery of Clip Art.
| | 01:39 | This is Clip Art that you
can use with no royalty.
| | 01:43 | Office.com is where you'll find all of
these images, as well as audio and video
| | 01:48 | that you might want to use
in a PowerPoint presentation.
| | 01:51 | And you'll notice that anything that has
some semblance to an olive, a dove with
| | 01:56 | an olive branch, a Martini.
| | 01:58 | We have choices but not
exactly what I'm looking for.
| | 02:01 | Here is the kind of thing
that I might be interested in.
| | 02:04 | Dining, foods, nature are my keywords.
| | 02:06 | And when I look at a particular image and
decide I might like this one, I have a few choices.
| | 02:12 | First, I can make it available offline.
| | 02:15 | What this will do is this will copy
it to my computer, so that I can use it
| | 02:18 | again in the future.
| | 02:20 | So I'm going to make that available off-line.
| | 02:22 | And I have some places that I can put it.
| | 02:25 | I'll usually put it in Unclassified
Clips, and then I can move it later if I wish.
| | 02:32 | I also like this olive oil bottle, and
simply by clicking on it, it will drop down
| | 02:37 | and be placed into my document.
| | 02:40 | But I want to make sure that I
have this available offline later.
| | 02:47 | And then finally, I really am
looking for some stylized olives,
| | 02:50 | hopefully without a fish.
| | 02:52 | I'm enjoying the walking olive.
| | 02:54 | And I might have a use for that
later, so I'm going to keep that too ,just
| | 02:57 | because it amuses me.
| | 02:59 | But I think I'd like to have this
image as well, so I'm going to make it
| | 03:03 | available offline in my Unclassified Clips.
| | 03:06 | And I'm actually going to click to
insert it in my document as well and simply
| | 03:11 | drag it to a new location.
| | 03:13 | So I have a couple of pieces of
Clip Art here, and that makes me happy.
| | 03:16 | And they go okay together, although
they are stylistically a little different.
| | 03:21 | I probably I wouldn't use them on the
same page, or even in the same document.
| | 03:25 | As I scroll down, I can find other
images, and it will load them, if I wait.
| | 03:30 | This one actually has sort of a similar
feel to this image, so let's go grab one more.
| | 03:36 | I have a nice set of images now that if I
search for the word "olives," they will show up.
| | 03:42 | So now if I say I want olives, but I
don't want to go out to the Microsoft site,
| | 03:47 | I will return thumbnails from the
images that I just made available offline by
| | 03:52 | downloading them to my computer.
| | 03:53 | Now I want to insert a Shape.
| | 03:55 | And a Shape is a little different.
| | 03:57 | There are several things
that I can do with Shapes.
| | 04:00 | Shapes are used for creating
flowcharts and drawings and that sort of thing.
| | 04:04 | So I can just insert a box, for
example, a label the box or some arrows.
| | 04:10 | I probably don't want to use these for
diagramming because I have some better
| | 04:13 | tools for building, for
example, a process diagram.
| | 04:17 | I might want to put a star and banner to
use as something that looks like a callout.
| | 04:24 | And I can just drag in my
document and position this.
| | 04:27 | And I'm going to choose a
nice green, sort of interesting.
| | 04:32 | If I wish to, I can right-click,
and I can add text to my Shape.
| | 04:36 | So I'm going to simply put "Two
Trees Opens New Store in Oxnard."
| | 04:45 | We will hang on to that.
| | 04:49 | Now, one more thought about Shapes.
I can do drawings with them if I wish.
| | 04:54 | I can tell Word that what I want
to do is insert a drawing canvas.
| | 04:58 | And it will create a space
that I can drop shapes into.
| | 05:01 | So I can then insert shapes.
| | 05:03 | There is a list of basic shapes applied here.
| | 05:06 | And I'm now on the
Drawing tools tab of the Ribbon.
| | 05:09 | So if I needed to create a flow chart
where I had some shapes that I needed to
| | 05:13 | connect, I can do that fairly
easily here on the drawing canvas.
| | 05:24 | I can use lines to connect them.
| | 05:26 | They actually have drop points just like
you'd see in Visio, where I can connect
| | 05:31 | and snap the objects together.
| | 05:33 | And I have the ability to format my
lines, and to format my shapes with an
| | 05:43 | entire palette of different colors and
textures that I might wish to use, Ctrl+Y
| | 05:49 | to repeat that command.
| | 05:51 | I could also select several of them.
| | 05:53 | And I can add text to any of these by
simply right-clicking and choosing Add Text.
| | 05:58 | And if we were creating a flow chart
here, then we have the difference between
| | 06:11 | things that are processes and things that are
documents, items that are shown on the screen.
| | 06:15 | So I do have some basic flow-charting
tools that I could use here, as well as
| | 06:19 | some stars and banners, and
other basic shapes that I can use.
| | 06:23 | When I'm done and I click, these objects
will be kept together on the same canvas.
| | 06:27 | That's the benefit of creating a canvas,
that I can move them as a group if I
| | 06:32 | wish, position them some place else.
| | 06:35 | Finally, there is a way to combine the
idea of a shape with the idea of a photograph.
| | 06:41 | And that is to be able to
place a photograph in a shape.
| | 06:45 | The way I do that is I start
by putting the photo in place.
| | 06:49 | So we are going to click a little higher up
in our document, and insert a picture again.
| | 06:55 | We have some photos that need correction.
| | 06:57 | So here is a photo that needs some help.
| | 07:03 | And so we will take this photo that we
inserted earlier, go to the Picture tools
| | 07:08 | and choose Crop > Crop to Shape.
| | 07:10 | Here is this same list of Shapes again,
and I'm going to choose a particular
| | 07:14 | Shape to pour this image into.
| | 07:18 | And we will end up with a fairly
interesting effect here when we are all done.
| | 07:21 | So there is my Shape.
| | 07:25 | If I wish, I can choose Crop > Crop to
Shape and choose a different Shape.
| | 07:33 | So, again a combination of pictures
and shapes. This is something you use to
| | 07:37 | have to take multiple steps to do.
| | 07:41 | Here is I am thinking about olives.
| | 07:44 | You are used to need to create the Shape
first and then actually fill the image into it.
| | 07:49 | And that's a way you could still do that.
| | 07:50 | You could choose an existing shape, and you
could say I want to add an image to this shape.
| | 07:55 | So if we go down to our Two Trees
Shape, for example, here, we could
| | 08:00 | right-click, and we could format the Shape.
| | 08:04 | And we could fill it with a picture,
or a pattern, or anything else we wish.
| | 08:09 | But it's easy simply to do Crop to
Shape to include an image within a Shape.
| | 08:16 | So we've inserted two
pictures: one in a Shape, one not.
| | 08:21 | We've inserted a couple of pieces of Clip Art.
| | 08:23 | We've inserted a drawing canvas with a
flow chart and a Shape in our document.
| | 08:29 | It's wicked easy to insert Photos,
Clip Art and Shapes in Word 2010.
| | 08:34 | In the next four movies, we will see
how to format position and enhance these
| | 08:39 | images that we inserted
in this document in Word.
| | Collapse this transcript |
| Positioning, sizing, and cropping graphics| 00:00 | Word has a number of tools that you can
use to manipulate graphics in your document.
| | 00:06 | You can re-size, crop and position
photographs, and re-size and position all
| | 00:13 | other kinds of graphics relative to
the margins, or relative to the page.
| | 00:18 | We're going to begin with this document
that we created earlier in this chapter.
| | 00:22 | It has two photos and a shape and two
pieces of clipart, and we will be using
| | 00:27 | those to see how we can use the tools that
appear when we select any graphic in Microsoft Word.
| | 00:34 | So with this photo selected, the
Picture Tools Format tab is available, and we
| | 00:38 | will be looking at the Commands,
in Arrange and Size categories.
| | 00:44 | So first, I'd like to turn this
picture so it's not laying on its side.
| | 00:48 | This is a tree, here's the ground,
here's the tree and if it's a little hard to
| | 00:52 | see, it's not your eyes; it's the document.
| | 00:55 | This is a photo that we need to retouch.
| | 00:57 | We have to use this photo, but we will
be retouching it later in this chapter.
| | 01:02 | But we already know that it's
too large in laying on its side.
| | 01:05 | So first, let's take care
of the size of the photo.
| | 01:08 | We'd like it to be a little bit smaller.
| | 01:10 | We have a couple of choices of how to do that.
| | 01:12 | First, when a photo is selected, or
any graphic object, it has handles that
| | 01:17 | appear on the corners and the sides.
| | 01:19 | The handles on the corners are round,
and when I use this handle to drag, I'm
| | 01:24 | shrinking both the horizontal and
the vertical dimension of this photo.
| | 01:28 | Its aspect ratio, the ratio between height
and width, is being held constant by Word.
| | 01:34 | So I'm going to release the mouse button,
and I can notice here in the Size box
| | 01:38 | that I size that down to
about 5 inches, by about 3 inches.
| | 01:43 | If I had used one of the square handles,
I'm actually distorting the image and
| | 01:47 | that's probably not what I want to do.
| | 01:49 | So I am going to choose Undo to undo that.
| | 01:53 | I can also size the image very precisely.
For example, I know I want this image,
| | 01:59 | when it is done, to be 3
inches wide in my placement.
| | 02:02 | So here's my width, and I'm
simply going to choose 3 inches.
| | 02:08 | When I click, you'll notice that
Microsoft Word has automatically resized that
| | 02:13 | image to 3 inches wide.
| | 02:15 | Now I want to turn this
tree so it's straight up.
| | 02:19 | With photographs, I am likely to use
this Rotate tool that says Rotate 90
| | 02:24 | degrees to the Left or to the Right, or
Flip this Horizontally or Vertically.
| | 02:29 | This is a really good way to rotate an
image that's a photograph, because the
| | 02:34 | odds are that the reason that this is
off by 90 degrees is that the person who
| | 02:39 | took the picture turned the camera
90 degrees to capture a portrait or
| | 02:43 | landscape view of a image.
| | 02:45 | So that worked really well, but I
can also freely rotate this image.
| | 02:50 | I can grab this green handle, the
rotate handle, and I can turn this to any
| | 02:54 | dimension that I want, so that I can
have a photo that's not really in line with
| | 02:59 | the text in my document.
| | 03:01 | If while I'm turning this handle, I hold
the Shift button down, Word will rotate
| | 03:05 | based on preset stops
that occur every 15 degrees.
| | 03:09 | So there's a stop at 180 degrees.
| | 03:12 | There's a stop at 0 degrees, and Word
will find those, and will click to them
| | 03:17 | if I hold the Shift key while I free rotate.
| | 03:21 | Now, this image is actually a little, not larger,
but it has more content than I would like it to have.
| | 03:26 | I like to get rid of a little of this
extra space over here on the side, and even
| | 03:31 | trim a little bit closer here.
| | 03:33 | So I'm going to crop this image;
simply click the Crop button and each of the
| | 03:39 | eight handles around the image change
to a Crop Handle. And I can slide this
| | 03:43 | in to crop, and I can pick up a
little space here, and notice that the
| | 03:50 | remaining area of the image is turned
semi-translucent so that you can see
| | 03:55 | this is the image I will have left.
| | 03:57 | At this point I like that, and I am
going to click out of the image to crop it.
| | 04:02 | When I select the image again, I can
get this back if I choose Crop again.
| | 04:07 | The remainder of the image is still here right now.
| | 04:10 | So I can recover it if I decide that I want
to change my mind, or if I want to click Undo.
| | 04:16 | So our images are the right side,
rotated to the correct orientation, cropped, if
| | 04:21 | we wanted to do that, to the size that we want.
| | 04:23 | The last thing we need to take care of
here is how they're positioned in our
| | 04:28 | document relative to the page.
| | 04:31 | So I'm going to select this picture and
choose Format > Position, and I have
| | 04:36 | 10 choices that are built-in.
| | 04:39 | The first is to position it in
relationship to the text in my document, so that
| | 04:44 | this is an image that will
be inline with the text.
| | 04:47 | My other choices though are to
position it relative to the pagem and when I
| | 04:52 | choose any of these options, for
example, here on the right, I'm also making
| | 04:57 | some choices about Text Wrapping,
which we'll talk about in the next movie.
| | 05:01 | I can also choose More Layout Options,
and be very specificm in terms of how I
| | 05:07 | want my object placed in terms of an
Absolute position or an absolute horizontal
| | 05:12 | and vertical or to move
the object with the text.
| | 05:14 | Right now, though I'm going to simply
position this on the right side of my page.
| | 05:19 | I'm going to choose my next image.
Now doing that and resizing the image made
| | 05:24 | some more room, but I actually want this other
image of the olives to appear on the next page.
| | 05:29 | So I'm going to drop it here
some place on the page, and choose
| | 05:33 | upper-right corner of the page.
| | 05:35 | We will be dealing with these two
graphics later because they're related to
| | 05:39 | the surrounding text.
| | 05:41 | And finally, I can take this image and
say I'd like it to appear on the next
| | 05:45 | page, and we'll drop it down here,
and we will choose to position that in
| | 05:51 | the upper-left corner.
| | 05:53 | With Word's Cropping and Rotating, Sizing,
and Positioning tools, you can choose
| | 05:59 | how much of an image you want.
| | 06:01 | You can choose to rotate an image in
a particular direction, and you can
| | 06:05 | position images precisely
relative to the pages in your document.
| | Collapse this transcript |
| Wrapping text around graphics| 00:00 | When you insert a graphic in Microsoft
Word, Word automatically moves the nearby
| | 00:05 | text for almost all graphic
objects, including photographs.
| | 00:09 | You need to control the relationship
between your image and text using text wrapping.
| | 00:15 | Here's a document that we created
earlier, and when we chose Positioning, we were
| | 00:21 | also choosing Text Wrapping at the same time.
| | 00:24 | Originally, this image was In Line with
the Text, which is the default setting
| | 00:29 | for when we drop images into Microsoft Word.
| | 00:33 | So as well as choosing a Position
that's associated with Text Wrapping, you
| | 00:37 | can Wrap Text directly.
| | 00:40 | Again, the default is In Line with Text,
where any place there's a photo in that
| | 00:45 | same horizontal plane, there will not be text.
| | 00:48 | But then you can choose Square and
Tight, and notice the difference is Square
| | 00:54 | leaves a larger gutter around the
image than does Tight, which creates a
| | 01:00 | smaller gutter around the image.
| | 01:02 | You can choose Top and Bottom which
leaves even a little more space than we saw
| | 01:08 | with In Line with Text, or you can
choose Through, which doesn't always work for
| | 01:14 | photographs but works for many clip-art objects.
| | 01:16 | So we'll leave this on Tight and go
find a clip-art object, and have its text
| | 01:23 | wrap through, and you'll notice that
it wraps all the way around the object.
| | 01:28 | You can place text Behind your graphic,
or In Front of your graphic, as well as
| | 01:35 | having it wrap around.
| | 01:37 | You can also be much more precise
about the boundaries that you would like
| | 01:41 | Word to be attentive to.
| | 01:43 | For example, this abstract picture of
olives in the middle of the screen was
| | 01:48 | originally wrapped in a
relatively square fashion.
| | 01:51 | When I choose Edit Wrap Points, then
click back out of the object, Word will
| | 01:55 | actually move the text as close as it can go.
| | 02:00 | If we take a look, for example, at
this object, our text box and shape,
| | 02:05 | you'll notice that it's wrapped square.
| | 02:07 | Well we can choose to wrap it
Tight, which will move it closer.
| | 02:12 | But I actually don't want
text up here or down here.
| | 02:15 | I'm happy with this, but to start
reading this text across is really hard.
| | 02:20 | Even if for real text, it would be hard.
| | 02:22 | The fact that it's fake Latin makes it
really hard to get any meaning out of it.
| | 02:27 | So we could go Edit the Wrap Points,
or we can go to More Layout Options.
| | 02:32 | Let's try editing the wrap points first.
| | 02:34 | I can drag this wrap point to actually
show Word that there are areas where I am
| | 02:39 | not interested in having it place text.
| | 02:42 | And I don't have to pull it
out evenly, as you notice.
| | 02:45 | I can just pull it out so
there's not room for some text.
| | 02:48 | So that's one choice, as I can
manually shape the edit points that are
| | 02:52 | around this object.
| | 02:53 | On a square object, they are exactly
where the handles are, but on an object of
| | 02:57 | any other shape, initially it will start
with a square or tight wrapping and when
| | 03:02 | I choose Edit Wrap Points, it gives
Word the opportunity to move this to Tight
| | 03:07 | with tight wrap points.
| | 03:08 | Another choice though, another easy way
to not display the text over here is to
| | 03:12 | choose More Layout Options and to
simply say my wrap points are correct, but I
| | 03:17 | only want to put text on the
right-hand side of this object.
| | 03:21 | And that has exactly the same effect.
| | 03:23 | So notice as I click out of the object
and then move this object, still on the
| | 03:28 | right-hand side and if I move it to
the right, effectively there is no text on
| | 03:33 | the left, which would lead me to choose
a different option, to say I want to wrap
| | 03:37 | text on whatever the Largest side is.
| | 03:41 | Now, Word will wrap the left side here.
| | 03:43 | As you position text and objects, you
will get used to changes in the objects
| | 03:49 | particularly in how text wraps
around or position will make your entire
| | 03:53 | document jump around for a while.
| | 03:55 | This is the way it works in Word. Don't worry.
| | 03:58 | As you finish positioning all of the
elements in your document, you can rest
| | 04:01 | assured that they will stay
where you want them to stay.
| | 04:04 | However, because the combination of
Position and Text Wrapping makes the
| | 04:08 | document move around a lot as I move
objects, it's a really good idea to work
| | 04:14 | your way from the top to the bottom
of your document as you are placing
| | 04:18 | graphics in Microsoft Word.
| | 04:20 | So let's go take a look at why we have
this space here, for example. You will
| | 04:25 | notice that if we look at our Text
Wrapping here it is In Line with Text, and so
| | 04:30 | this text is being shoved down by this object.
| | 04:34 | So if I choose Square, you'll notice
that now I have text that flows between
| | 04:39 | these two graphic elements on my page.
| | 04:42 | When you are using Microsoft Word 2010,
you use text wrapping to make your
| | 04:46 | graphics stand out, or to blend in,
depending on how you want to use graphics to
| | 04:52 | impact your document.
| | Collapse this transcript |
| Laying out text and graphics with a table| 00:00 | As we've seen in previous movies in
this chapter, we use Positioning and Text
| | 00:05 | Wrapping to alter the relative layout
of text and graphics within our document.
| | 00:11 | Sometimes it's really important that
a graphic and the text that describes
| | 00:16 | it be next to each other, the
kind of layout that used to be called
| | 00:20 | Parallel Columns, where we have information in
column A and B and C, and it all goes together.
| | 00:26 | An example here would be these
illustrations that are simply illustrations of
| | 00:31 | who you would get Manufacturing
Benefits, what kind of employees would get
| | 00:34 | Horticultural Benefits.
| | 00:36 | I really would like to have these
two things stay next to each other.
| | 00:40 | This is only the
beginning of a list of benefits.
| | 00:43 | We will also include
images for our retail employees.
| | 00:47 | We'll include images for the folks who
work in administration, and I'd like to
| | 00:51 | get this right from the beginning,
rather than struggle with the placement of
| | 00:54 | images as I resize items and move them.
| | 00:57 | So the trick that I'm going to use
here is something that we learned from
| | 01:01 | creating Web pages, which is to use
Layout Tables in order to keep text and
| | 01:07 | graphics in a particular
relationship to each other.
| | 01:10 | I'm going to a hold Ctrl and hit Home
and go to the beginning of my document,
| | 01:14 | press Enter once and then,
simply insert a table.
| | 01:18 | And I have one image, some text for
each image, that would give me two columns,
| | 01:24 | but I'm going to add a third column to
be able to adjust the space between the
| | 01:28 | graphics and the text.
| | 01:31 | So I'm going to insert a 3X2 table.
| | 01:35 | I'm going to move this image into the
table, take this text and place it here,
| | 01:41 | simply using drag and drop to make this happen.
| | 01:44 | Then I'm going to adjust the Gutter here,
and I'm going to the end of this line
| | 01:48 | and pressing Delete to delete the extra
paragraph that's there, move my picture
| | 01:54 | of a tree in and go cut and paste my
Horticultural Benefits with drag and drop.
| | 02:01 | So I have a nice-looking
table very easily created.
| | 02:06 | I have a couple of choices.
| | 02:07 | One is that I can keep the images the size
they are and move the text over a little bit.
| | 02:12 | That seems to work.
| | 02:14 | I can also adjust these images, either
alone or in relationship to each other.
| | 02:18 | So I'm going to simply center these images
within the horizontal dimension of the cell.
| | 02:25 | But this is a table, and so I could
actually select this entire column,
| | 02:30 | right-click, choose Table Properties and
set my Vertical Alignment for the cell,
| | 02:38 | which move this image down, or while I
have this column in the table selected, I
| | 02:42 | can right-click and choose Cell
Alignment and choose one of these six
| | 02:46 | alignments, until I find the one that I like,
| | 02:49 | the Align Center Right, which
gives me a crisp right edge here.
| | 02:53 | Now this looks like a table, and it is
a table, so when I press Tab, I can add
| | 02:57 | my administrative employees or anyone
else, but what I'd like to do is I'd like
| | 03:02 | to get rid of the borders
that make it look like a table.
| | 03:06 | So I'm going to select the table and choose
No Border, and now I'll have only Gridlines.
| | 03:12 | Let's take a look at this Backstage
in the Print Preview, and you'll notice
| | 03:18 | this looks pretty good.
| | 03:19 | I'd really like this image to sit higher,
or my Manufacturing Benefits to sit lower.
| | 03:24 | And I'd like more of a break here,
between my first image and text for
| | 03:29 | Manufacturing Benefits in my second.
| | 03:31 | More of a break would make these look
like they went together a little better.
| | 03:35 | A few ways that I can make it happen,
first I could make this image a little smaller.
| | 03:41 | And if I did, then I could move this
line for the column break and this one more.
| | 03:48 | And that actually makes the text wider
and therefore could be slightly shorter.
| | 03:53 | But I really want to include a blank row here.
| | 03:56 | So I'm going to Insert a Row Above
and use that to provide the real break
| | 04:03 | between these two pieces of text.
| | 04:06 | Then I have to decide if I really need
this side alignment, because it would be
| | 04:10 | better in his cell if this graphic
were at the top to more closely align with
| | 04:15 | the heading in the cell to the right.
| | 04:17 | So I'm going to going to choose Upper
Right, and I'll just do that for both of
| | 04:21 | these, because it makes good sense to do that.
| | 04:23 | Again, I'm formatting the cell, not
the picture, and I'm choosing Cell
| | 04:28 | Alignment > Upper Right.
| | 04:31 | Now let's go back and take a look at this and
preview again and that's what it will look like.
| | 04:37 | So we have, clearly, images
going with specific blocks of text.
| | 04:41 | Now before I leave this, I want to say
that there's one more way we could have
| | 04:45 | thought about doing this, and that is
rather than having a very regular table,
| | 04:49 | picture-text, picture-text, we could
have a layout that would have text and a
| | 04:53 | picture, and then picture and then
a text, which is very attractive.
| | 04:57 | In order to do that, what I'd like to do
is I'd like to draw a table that's five
| | 05:01 | columns wide, and we will do this relatively
quickly. If you want to know more about
| | 05:05 | the Table tools, you see the chapter on
Creating Tables, and you might want to
| | 05:09 | know about Merging and Splitting cells.
| | 05:11 | But I'm going to click in a document, and
we're going to layout a really simple 5 x 2 table.
| | 05:18 | In the first cell, I'm going to hold
Control to copy, we would like this image,
| | 05:24 | and I'd still probably like another row here,
so in the last cell, I would like this image.
| | 05:30 | Now I'm going to select some text and
Merge these cells and select some text
| | 05:38 | here and Merge these cells, to have
two places to be able to put my text.
| | 05:44 | Here's my Horticultural Benefits, and
I'll copy that down below, and here are my
| | 05:49 | Manufacturing Benefits, and
I will copy those down here.
| | 05:55 | My table is little bit long for the
page, but as I make more room for my text
| | 06:02 | here, more of it will fit, and the
same is true here. I can adjust these two
| | 06:07 | columns and have lots of space.
| | 06:11 | Then just so I can see it together on
one page, I'm going to delete these rows.
| | 06:16 | We could make this just
a little more narrow yet.
| | 06:18 | Let's remove our Borders and go
take a look at this and Preview.
| | 06:24 | You'll notice that these images
stick with their text as well, but it's a
| | 06:28 | different layout that can be more interesting.
| | 06:31 | Use Text Wrapping and Positioning for
many of the graphics that you want to place.
| | 06:35 | But if you want precise graphics, the
kind of graphics you get in lists that
| | 06:40 | include Illustrations,
| | 06:41 | don't be afraid to leave the Graphics
tab for a moment and Insert a Table to
| | 06:47 | manage the layout for your document.
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| Adjusting brightness, contrast, and sharpness of photos| 00:00 | If the photo you need to
illustrate your document requires some
| | 00:03 | correction, don't worry.
| | 00:05 | Word 2010 has a great new Editing
tools to fine tune photographs.
| | 00:11 | This is a section of a document that we
created earlier and here two photos and
| | 00:16 | some of the surrounding text.
| | 00:18 | When I click on one of the photos, the
Picture Tools Format tab appears, and
| | 00:23 | there are some tools here that will
help you adjust even a relatively bad
| | 00:29 | photograph like this one.
| | 00:31 | In this photo, if I didn't
necessarily know it was a tree, especially when
| | 00:36 | it was on its side, I wouldn't easily
be able to tell that, and yet this is
| | 00:41 | the photo of the tree that we need
to use that sits near the gate at our
| | 00:45 | company headquarters.
| | 00:47 | So we'd like to take this photo that
somebody gave us at the last minute and correct it.
| | 00:53 | There are two types of corrections.
One is called Sharpen and Soften, and the
| | 00:57 | other is a combination of
Brightness and Contrast.
| | 01:00 | Now, you can actually set Brightness
and Contrast separately, but this is a
| | 01:04 | better way to do it with this tool.
| | 01:07 | If I wanted to set it separately, I
could right-click, and I could choose to
| | 01:11 | Format picture, and I'll find, for
example, that I have a choice to work on
| | 01:15 | my Picture Color and do picture corrections
in Brightness and Contrast, here are separate.
| | 01:21 | But I'm going to use them together in
this single control that works very well.
| | 01:26 | First, let's take a look.
| | 01:28 | This is the current photo as it is
now, and as we move to the right, we
| | 01:33 | actually get brighter.
| | 01:35 | So simply notice just moving and
increasing the brightness 20% and then 40%,
| | 01:41 | now I can tell there's a
tree, and it's quite crisp.
| | 01:44 | My Contrast is in the vertical dimension,
so I can decrease my Contrast, and you'll
| | 01:51 | notice that the photo gets lighter, but
somehow less crisp, or I can increase my Contrast.
| | 01:57 | So it appears that increase in
Brightness and perhaps even a decrease in
| | 02:01 | Contrast works very well to
turn this picture into that picture.
| | 02:07 | Having made that choice, I can now
still go back and choose to Sharpen
| | 02:11 | this picture if I wish.
| | 02:13 | Here's a softer look, a blurrier look.
| | 02:15 | 50% softer, 25% softer. Here's my original.
| | 02:21 | And here it is, 25% sharper and 50%
sharper, and you'll notice that even at 50%
| | 02:26 | sharper, in this size, on this page,
that actually makes this photo look better.
| | 02:33 | Watch again: a little blurry,
sharper, even sharper yet.
| | 02:39 | So I could choose either
of these very comfortably.
| | 02:42 | I think I'll choose 25% sharper.
| | 02:45 | So with one tool, I can adjust
Sharpness and Brightness and Contrast.
| | 02:51 | Again, we can right-click though and
choose format picture and access these
| | 02:56 | tools independently all on one page.
| | 03:00 | There are my Presets here.
| | 03:02 | My Preset Gallery is here, so if I wished,
I could find a sharpness that was not
| | 03:08 | quite 50%, but more like 35%.
| | 03:12 | And notice that that is sharper, not
sort of the surrealistic sharpness that 50%
| | 03:18 | was, and not the almost sharp enough of 25%.
| | 03:23 | So a reason to sharpen and soften in
the dialog box is to enter values that
| | 03:28 | aren't there in the Presets.
| | 03:30 | The same thing is true here with Contrast.
| | 03:32 | I actually thought that perhaps a
slightly lower contrast would be even better.
| | 03:37 | And I can move towards that.
| | 03:39 | I can say well how about splitting
the difference or close to that at 30%?
| | 03:43 | A little more than 25, but
not anywhere close to 50.
| | 03:46 | And I have to wonder if
slightly more bright would also be good.
| | 03:50 | And I can make those adjustments here.
| | 03:53 | If you know when you are using the
Presets, that you're having a hard time
| | 03:57 | choosing, for example, between
decreasing Contrast by 40% or by 20%, that's a
| | 04:03 | good clue that perhaps 30&
is the correct answer.
| | 04:07 | So you can open the Format Picture
dialog box and make those more precise
| | 04:12 | adjustments to your image.
| | 04:14 | In Word 2010's Picture Editing features,
Sharpen and Soften, Brightness and
| | 04:19 | Contrast help you create great
illustrations for your documents, even when the
| | 04:25 | photos and images that you're
working with are far from perfect.
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| Applying special effects to graphics| 00:00 | With Word 2010, you may not need
to use other photo-editing software.
| | 00:05 | You can add picture effects, like
controlling the temperature and setting the
| | 00:08 | color saturation right in Word.
| | 00:11 | Word also includes a palette of
artistic effects that you can apply directly to
| | 00:15 | your photographs and other graphics.
| | 00:18 | We're going to start with this small
document that includes two photographs, that
| | 00:22 | we've used earlier in this chapter.
| | 00:24 | I'm going to select the photograph that
includes olives hanging from a branch.
| | 00:30 | On the Picture tools > Format tab,
we're going to take a look at the different
| | 00:35 | commands that are available in the Adjust group.
| | 00:38 | First, we have a command that
will allow us to change the color of
| | 00:43 | this particular image.
| | 00:44 | Now, the color saturation that we
see here is the current saturation.
| | 00:48 | If we wanted to tone this image down,
we can choose a lower saturation.
| | 00:52 | Note that as I make these choices, in
the gallery, they're being reflected in the
| | 00:57 | preview of the image.
| | 00:58 | So, here's my image as it stands
now, and here's way oversaturated.
| | 01:03 | Color tone, the same. I can drop the
color tone, or I can increase the color tone.
| | 01:10 | This is also known as coolness and warmth.
| | 01:14 | I can recolor my image.
| | 01:16 | For example, I could take this image
and make it orange, or blue, or red.
| | 01:23 | All of these colors are provided by the theme.
| | 01:26 | So, if I were going to do this, I might
take every single image in a particular
| | 01:31 | document and color them all in one
particular color to go with the theme, for
| | 01:35 | example, here's our Olive Green.
| | 01:37 | If I did that and then chose this image,
even though it was on another page, and
| | 01:42 | did the same green, you notice that I'm
creating a look for this document that
| | 01:46 | says here's a document that will
have spot color on the photographs only.
| | 01:51 | I'm going to undo those two
changes to the two photographs.
| | 01:57 | We're going to take a look at the
artistic effects that are available.
| | 02:01 | This is an entire palette of options
that retouch the photograph by applying
| | 02:07 | some pretty radical effects.
| | 02:10 | None of these are really simple.
| | 02:11 | For example, if we point here,
we'll have one called Photocopy.
| | 02:15 | This is what would happen if we took
the photograph and we ran into a really
| | 02:18 | bad photocopy process.
| | 02:20 | But there are others. For example, this
is what our photo would look like, had
| | 02:25 | it been rendered as a pencil sketch.
| | 02:27 | So again, thinking of not one single
graphic in a document, but applying an
| | 02:32 | effect to all of the graphics in a
document, you can see that if we applied
| | 02:36 | pencil effect to both of these, that we
start to get our old-time feel in this document.
| | 02:42 | Let's undo those two changes.
| | 02:44 | Let's choose another artistic effect.
| | 02:47 | This artistic effect is called Plastic Wrap.
| | 02:51 | Again, a really strange, but interesting,
nonetheless, image, as if Plastic Wrap
| | 02:59 | has been applied to our photo.
| | 03:01 | I'm going to undo those two changes, so
that we have our original photos back again.
| | 03:08 | Whatever I do to make changes to my
photo, whether I'm using color or artistic effects,
| | 03:13 | or I've simply corrected my photo, I
might want, at some point, to go back to the
| | 03:17 | original photo that I had.
| | 03:19 | That's the choice here, which is
to say I want to reset the picture.
| | 03:22 | Any formatting changes I've
made, I'd like to wipe out.
| | 03:26 | I can even reset the
picture to its original size.
| | 03:29 | You'll recall that we
cropped this photo earlier.
| | 03:32 | Yet, I can restore that
original photo prior to the cropping.
| | 03:36 | I'm going to undo that last change, so
we have the photo as cropped and as sized.
| | 03:42 | Finally, if I have a document that I'm
going to e-mail to lots of people, and it
| | 03:48 | has a number of images in it,
| | 03:50 | it's wise for me to
compress all of the pictures.
| | 03:53 | I do that by selecting one
image and choose Compress Pictures.
| | 03:56 | The dialog box asks me what I want to do.
| | 03:59 | First, I can say only compress this
picture, but often I want to compress every
| | 04:04 | single image in a document.
| | 04:06 | So, I'm going to do compression to my
entire document at one time, every single photo.
| | 04:11 | If I choose Delete cropped area of the
picture, I will no longer be able to get
| | 04:16 | those cropped areas back, but it
does this because there's no point in
| | 04:19 | e-mailing those pixels
around if I don't need them.
| | 04:23 | So I'm going to delete the
cropped areas of the picture.
| | 04:26 | I'm going to rely on the resolution
of the document itself, how it will be
| | 04:30 | printed, to determine what kind
of compression that I want to use.
| | 04:34 | I'm going to say OK.
| | 04:37 | All of my images will be compressed, so
they'll be much smaller and my document
| | 04:41 | will be much smaller.
| | 04:43 | With Word 2010's picture enhancement
tools, you can take a simple document with
| | 04:49 | photographs or graphics that
came from a wide range of sources,
| | 04:53 | you can use them to tightly theme your
document and make it visually engaging,
| | 04:59 | so that you create a document
that your readers will enjoy reading.
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| Applying styles to graphics| 00:00 | Picture styles are used to format the
container that a picture is in, what used
| | 00:04 | to be called the picture object.
| | 00:06 | These include the border, effects, and layout.
| | 00:10 | I'm going to begin by inserting
and sizing a couple of images that we
| | 00:14 | haven't used so far.
| | 00:15 | I'm going to go to Insert > Picture.
| | 00:19 | In the Pictures library, under the Sample
Pictures, I'm going to choose some penguins.
| | 00:24 | I'm going to resize this 3.67. 3.25 looks good.
| | 00:30 | Now, I'm going to insert another image.
| | 00:32 | We've done something for the zoologists.
| | 00:37 | Let's do something for the botanists.
| | 00:39 | Let's insert some hydrangeas.
| | 00:42 | We will resize those as well.
| | 00:48 | I'm going to just kick this up to 3.25,
so they will be of the same size.
| | 00:53 | So, two pictures, let's
also wrap the text around them.
| | 00:57 | I'm actually going to change their
position to the upper-left corner with Text Wrap.
| | 01:02 | We'll choose a position here as well.
| | 01:05 | We can also do that on the Text Wrapping
tab, and say we'd like that to be square.
| | 01:09 | So, now I have two images
with text flowing around them.
| | 01:14 | The Picture Styles are found here.
| | 01:17 | We have a gallery of styles first that
has so much to choose from that you may
| | 01:22 | never need to use
anything other than this gallery.
| | 01:25 | I begin by selecting a photo,
and then choosing an effect.
| | 01:29 | These are combinations of choices that
include a border and effect, like Shadow,
| | 01:36 | Reflection, Glow - you'll recognize some
of these as text effects here - as well
| | 01:40 | as Soft Edges, Bevel, and 3-D Rotation effects.
| | 01:46 | So let's choose a combination
effect here that includes Soft Edges on a
| | 01:52 | rectangle, and notice how
interesting that border is, and how this picture
| | 01:57 | looks distinctly different than it
did just a moment ago. Let's go back.
| | 02:01 | That's what it looked like, a regular photo.
| | 02:04 | Now, it looks like a design element.
| | 02:08 | Now, if I wanted to have all of the
elements in my document look the same, I'd
| | 02:11 | want to know which effect I had
chosen, and apply it over and over again.
| | 02:15 | Notice that I have a real consistent
look in my document, simply by giving the
| | 02:19 | same set of picture
styles to all of my pictures.
| | 02:23 | But I don't want to be
limited to just one style.
| | 02:26 | Let's take a look at the effect
of choosing some of the others.
| | 02:29 | I'm going to scroll up slightly, so that
we can take a look at this set of flowers.
| | 02:34 | Now, I'm just going to
point to different styles.
| | 02:36 | Here's Soft Edge as an Oval, that same
Oval with a frame and a Bevel around it,
| | 02:42 | so it looks like a metal frame.
| | 02:45 | Here, we have just a Bevel, like a giant
Push Me button, a simple black frame, a
| | 02:52 | simple white frame, a frame turned
sideways so that it looks like a photograph,
| | 02:57 | because of the shadow applied, like
somebody took this photo and simply threw it
| | 03:00 | onto your page, a really nice effect.
| | 03:04 | Here, we have some that have reflections.
| | 03:06 | So, I'm going to choose this Reflected
Bevel and scroll down so that you can see
| | 03:10 | that part of this image is reflected.
| | 03:12 | So, if we wanted to add some other
information, like Flowers This Spring, we can
| | 03:20 | format this text using my text
effects in the same way that we actually
| | 03:26 | formatted this image.
| | 03:27 | So, we can go to our Text effects
here, and we can choose a reflection.
| | 03:34 | That's a Half Reflection, much like this.
| | 03:36 | Kick our text size up a couple of notches.
| | 03:39 | Notice now that we have a look that's
shared between our image and our text,
| | 03:45 | very powerful design elements in both places.
| | 03:48 | Let's return here to our penguins
and go back to our Picture tools.
| | 03:53 | I'm actually going to change
my Picture Effects to no effect.
| | 03:59 | I'm going to change my Border to No Outline.
| | 04:03 | Now, let's choose a set of preset effects.
| | 04:06 | For example, here's a button.
| | 04:09 | Another set of preset effects, this
button leaned sideways, a three-dimensional
| | 04:14 | button, or I can choose my own effects.
| | 04:18 | I can choose, for example, a Shadow.
| | 04:20 | Let's put Inner Shadow
and Outer Shadow, No Shadow.
| | 04:27 | We can apply a Reflection.
| | 04:31 | Notice that the Reflection is in
the same plane as our image is.
| | 04:36 | We can apply a Glow, just as we could to text.
| | 04:41 | Notice a large glow on the shadow, a
lighter glow on our reflection and so on.
| | 04:46 | You can soften the edges or sharpen the
edges, No Soft Edges, or set the depth
| | 04:53 | and type of the bevel.
| | 04:56 | Watch as we move from one bevel to the next.
| | 04:59 | You can also affect the
rotation of the entire object.
| | 05:03 | That's sort of the last effect, which is
to decide how you would like to turn it
| | 05:07 | on the page, or to set the rotation
very precisely, so that you can turn the
| | 05:13 | image, a lot like a flight controller.
| | 05:19 | So, you have a lot of control over how you
want to style every image here in your document.
| | 05:26 | By choosing similar effects for all of
your photos, you provide consistency.
| | 05:31 | Combining your graphic effects with
text effects can create an incredibly
| | 05:36 | well-designed look for your entire document.
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| Illustrating with charts: Inserting a chart from Excel| 00:00 | When you want to illustrate a concept,
you can use a symbol or photo, clip
| | 00:05 | art, or even a shape.
| | 00:06 | But when you want to illustrate a
group of numbers, then you should
| | 00:10 | naturally reach for a Chart.
| | 00:12 | There are two ways to insert
Charts in Microsoft Word documents.
| | 00:16 | In either case, we're going to be
using Microsoft Excel as the tool to create
| | 00:20 | Charts, because it's what it does best.
| | 00:23 | First, I might already have a Chart
that someone sends me, or that I've created
| | 00:27 | in Excel, that I can use to
illustrate the concept in this document.
| | 00:32 | I'm going to switch to my Excel
workbook, and here I have a wonderful Chart on
| | 00:37 | the Headquarters Headcount that
I'd like to use to illustrate this.
| | 00:41 | I'm going to include the Table in the document,
but I'd also like to include this Chart.
| | 00:45 | The Chart is formatted, of course, with
colors based on the theme in Microsoft Excel.
| | 00:50 | If I want to know what that is, I can
quickly go to Page Layout and notice that
| | 00:54 | it's our custom Two Trees
report theme that we created.
| | 00:58 | I'm going to select and copy this
Chart, then return to Microsoft Word,
| | 01:04 | position my insertion point
and then paste my Chart in.
| | 01:08 | I can either click the down arrow on
the Paste button, to get my Paste options,
| | 01:14 | or I can right-click and choose
Paste Options and review them here in the
| | 01:19 | document, which is kind of nice.
| | 01:20 | There are three ways that I can paste
this. The first thing I can do is I can
| | 01:25 | make a copy of this Chart and its
supporting data, and unfortunately, perhaps, all
| | 01:32 | of the data in this workbook.
| | 01:33 | If there are 25 worksheets in this
book, I'm going to have them all
| | 01:38 | if I make either of the
choices that embed this.
| | 01:41 | Not only that, but it's a copy.
| | 01:43 | This isn't connected to that workbook anymore.
| | 01:46 | It just scoops the whole workbook up
and stuffs it into Microsoft Word, so
| | 01:51 | that it can show me this Chart, and
so that I can edit this Chart using
| | 01:55 | Excel's Chart tools.
| | 01:56 | So one choice is to embed this as it
would appear using the theme in this document.
| | 02:03 | My second choice is to embed it in
exactly the same way, but to retain the
| | 02:07 | original theme for Microsoft Excel.
| | 02:10 | Both of these choices put a whole
workbook in here, even if we rarely see it.
| | 02:15 | The next two choices allow me to use
Excel's tools for editing, but rather than
| | 02:19 | embedding the entire workbook, they
create a link to this Chart and this Chart's
| | 02:24 | data in the original Excel workbook.
| | 02:28 | So I can use the theme in this
document, but grab the data and the Chart
| | 02:33 | from Microsoft Excel.
| | 02:36 | Or I can grab the Data Chart
and the formatting from Excel.
| | 02:40 | Any of these first four choices
allow me to edit this Chart.
| | 02:45 | If I embed it, I'll be editing
that here in word, the local copy.
| | 02:50 | If I link it, I'll be
editing the Chart back in Excel.
| | 02:54 | The plus here is that if my
Excel data changes, so will my Chart.
| | 02:59 | Here, if I want to change the data,
| | 03:01 | I'll need to do it here in
this copy, in this Word document.
| | 03:05 | I have one more choice I can make,
and that is to say that I actually don't
| | 03:10 | care about future changes in the data, and
I don't need to be able to edit this Chart.
| | 03:16 | This Chart is fine the way it
is, and I want a picture of it.
| | 03:20 | If I do this, I only get one button.
| | 03:22 | There's not a choice to use the
destination formatting, because this is almost
| | 03:26 | the same as if I had used the Screen
Clipping feature, which we will see later
| | 03:31 | in this chapter, to take
a picture of this Chart.
| | 03:34 | This is how the Chart looks in Excel.
| | 03:36 | This is how the Chart is going to look here.
| | 03:39 | So I'm going to choose Embedding the
Chart with the original formatting.
| | 03:45 | After I paste, no matter how I paste, I
will have a Paste Options dropdown that
| | 03:51 | I can use to open the Paste
Options list, and I can change my mind.
| | 03:55 | So even if we Undo, and I simply Paste,
no other choice, Ctrl+V or Paste, I
| | 04:02 | can still make any and all of those choices
here on the Paste Options dropdown button.
| | 04:08 | Because I've chosen using the
destination theme and link to the data, that is
| | 04:12 | the default choice, by the way,
if I make no other choice.
| | 04:16 | Now I have just the like copy, here in
this document, I don't have the whole
| | 04:20 | workbook, and if in the future, the
numbers are changed or the Chart is changed,
| | 04:25 | in Microsoft Excel, that will be reflected here.
| | 04:29 | This is good, and this is bad.
| | 04:31 | Here is the upside.
| | 04:32 | If the data changes, I get a
Chart that's absolutely up-to-date.
| | 04:36 | Here's the downside.
| | 04:37 | If somebody renames the workbook, hides
the workbook or puts it in a location,
| | 04:41 | that I can no longer access, this
Chart will still be frozen in time, as if I
| | 04:47 | had simply embedded it in the first place.
| | 04:49 | And it won't be linked anymore,
and I might not notice that it's not.
| | 04:53 | The benefit of choosing picture, by the
way, there is one huge benefit, is that
| | 04:57 | when I choose picture, I get an image that I
can size, and that will look good at any size.
| | 05:03 | So if I care the most about how crisp my
images look, here in this document, and
| | 05:09 | I'm satisfied with the quality of the
information from the Excel workbook,
| | 05:13 | choosing picture is a very good choice for me.
| | 05:16 | Now what if I have data and I don't
have a Chart? It's very easy to insert a
| | 05:21 | Chart, here in Word.
| | 05:23 | So I'm going to make a space for my Chart.
| | 05:26 | I'm going to go to Insert and choose Chart.
| | 05:28 | I'm going to choose a Chart type. This
is a familiar Microsoft Excel dialog box,
| | 05:33 | and I'm going to choose a type that we
haven't used so far, so that this Chart
| | 05:37 | will look different.
| | 05:38 | And I'm going to say OK.
| | 05:40 | And Word resizes itself, opens a
small workbook on the right-hand side,
| | 05:46 | and shows me my Chart.
| | 05:48 | This is a sample Chart in the
style I chose. Here is the data.
| | 05:52 | It's just sample data.
| | 05:54 | I want to substitute my data here for this data.
| | 05:58 | I could either begin typing, which
would work just fine, if I added different
| | 06:02 | numbers and different words, so if I don't
already have a Table, I could go in and create one.
| | 06:07 | I could create a Table of States,
like California, and Nevada, and Oregon.
| | 06:13 | And I could put in different terms,
like I could put in Rosemary Oil.
| | 06:19 | And notice that it changes the Chart.
| | 06:21 | So typing works here, but I don't need to type.
| | 06:23 | I actually have my data.
| | 06:25 | So I'm going to select my
data here in word and copy it.
| | 06:29 | I'm going to paste that data here in Excel.
| | 06:33 | I can format this in Excel if I wish,
but I really don't need to, because I have
| | 06:38 | the Chart that I want.
| | 06:39 | Now the last thing that I can do is I
can choose to save this workbook, which is
| | 06:44 | really simply my data, as
a separate Excel workbook.
| | 06:48 | If I choose File > Save As, I can save it.
| | 06:52 | If I simply close Excel, then a copy of
that workbook is actually placed in my
| | 07:00 | Word document, so that I can edit
this as easily as I could edit any other
| | 07:05 | Chart that I created.
| | 07:06 | So here is my Table. Here's my Chart.
| | 07:09 | If I want to edit this Chart and I click,
notice that I have Chart tools, three
| | 07:12 | tabs of them: Design, Layout and
Format the same tools for design and layout
| | 07:18 | that I would actually see in Microsoft
Excel. These are Excel's tools with Edit
| | 07:23 | Data, Change Chart Type, for example.
| | 07:25 | So if we wanted to have some pointy little
trees next to each other, we could do that.
| | 07:30 | I can change my formatting for my Chart,
so that it's all in different shades of
| | 07:33 | green, for example, nice olive colors.
| | 07:37 | I can save this is a template.
| | 07:40 | I can change my Chart Layouts, and I
can format any of the text or elements
| | 07:46 | that are in my Chart.
| | 07:47 | I also have the ability, of course,
because this is an object, to wrap text around
| | 07:51 | it and to position it, as I would a picture.
| | 07:55 | My picture, on the other hand, only
gives me Picture tools, and there is
| | 07:59 | the difference in the choice that I made
to paste this particular Chart as a picture.
| | 08:04 | If you already have a Chart in Excel,
it's simple to copy and paste that Chart
| | 08:08 | into Word as a picture, an
embedded object, or a linked object.
| | 08:12 | But if you need to create a Chart, and
you just know even a little bit about how
| | 08:17 | to create a Chart in Excel, it's
wicked easy to create that Excel Chart and
| | 08:21 | insert it directly here without ever
leaving your Microsoft Word document.
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| Illustrating with diagrams: Using SmartArt| 00:00 | SmartArt is diagram art that
replaces the old diagram Gallery in
| | 00:05 | earlier versions of Word.
| | 00:07 | And you may have used SmartArt in
something like Microsoft PowerPoint.
| | 00:11 | Word 2010 has all the same SmartArt, and
includes some SmartArt that's optimized
| | 00:17 | for use in printed documents,
or documents viewed onscreen.
| | 00:21 | To insert SmartArt in a document,
we're going to position our insertion point
| | 00:25 | and then simply choose Insert, and
choose SmartArt to open the Choose a
| | 00:29 | SmartArt Graphic dialog box.
| | 00:32 | There are a list of categories.
| | 00:34 | Some of the SmartArt
appears in more than one category.
| | 00:37 | So, for example, these are
different ways to present a list.
| | 00:42 | You can read the description that
tells you that this is for a large amount of
| | 00:45 | text, that's great to know, or this
description that says several groups of
| | 00:50 | information with large amounts of
Level 2 text, in other words, the text that
| | 00:55 | would be a subheading, a good choice
for bulleted lists, or, for example, a
| | 01:01 | vertical chevron list.
| | 01:03 | So we start with lists. The All
category then let's us see processes:
| | 01:07 | Step one, step two, step three,
Cycle, things that repeat, Hierarchy,
| | 01:15 | Organization Charts, for example, our
Hierarchical Charts, Relationship Charts,
| | 01:20 | which can include Hierarchical Charts,
but also have some basic relationships:
| | 01:24 | things coming together, things going
apart, Matrix Diagrams, Pyramids, an entire
| | 01:32 | gallery of Picture
SmartArt, which we'll be using.
| | 01:36 | We also have some categories that let you
simply see a part of that list, if you prefer.
| | 01:43 | So I'm going to insert a
Continuous Block Process and click OK.
| | 01:47 | Notice that the colors aren't the
colors that were in the dialog box, because
| | 01:51 | these colors, of course, come from our theme.
| | 01:54 | And I can size this by sizing
the entire frame, very easy.
| | 02:00 | I can click and type in the boxes, but
I can also open up the Text block, and I
| | 02:06 | can actually insert my text here.
| | 02:07 | So I might say that the first
step is that we have people go through
| | 02:12 | orientation by starting in the Nursery,
then and we move them to the Orchard,
| | 02:18 | then we ideally have them spend some
time in the Warehouse, in Retail, and then
| | 02:25 | finally they meet with their
Supervisor for their current job assignment.
| | 02:29 | So here's how we're going to orient
people to their work at TwoTreesOliveOil.
| | 02:33 | You can click the X and close it,
and I have this nice piece of SmartArt.
| | 02:37 | It looks a little flat.
| | 02:38 | I want to make it take up a
little more space. Notice that my fonts
| | 02:42 | automatically expand.
| | 02:44 | Now I can start to do
something more interesting with this.
| | 02:46 | I can change its colors and change its styles.
| | 02:50 | So let's choose a different gallery of colors.
| | 02:53 | If you're going to talk about this
document when you hand it out,
| | 02:56 | it's helpful to have five different colors
here: Red, Green, Purple, Teal, and Orange.
| | 03:02 | If I'm going to talk about it and I
hand out something that's all Blue, then I
| | 03:06 | can say well the first Blue box, the second.
| | 03:08 | So you might want to think about doing
something a little more colorful for a
| | 03:11 | discussion document, and then the
Styles are combinations of effects.
| | 03:16 | The same kind of styles we've been using
for text and for pictures, we're using here.
| | 03:22 | This tells me the best matches for my
document based on other effects that
| | 03:26 | are being used in the document, kind of like
that, that shiny button has my attention.
| | 03:32 | There are other effects that are
probably interesting, but I'm going to take
| | 03:37 | Word's choice of the Intense
best match for my document.
| | 03:40 | So here's a nice looking piece of art
that I can use to describe a process of
| | 03:47 | orientation of on-boarding for an
employee in a way that would be far better
| | 03:51 | than five paragraphs.
| | 03:52 | Or this isn't to say
| | 03:54 | I don't also include the text, but
this as a graphic that allows my reader to
| | 03:59 | really get some meaning out of the
headings and the descriptions of these steps
| | 04:03 | that we're going to take an employee through.
| | 04:05 | If I want to change this
SmartArt, it's very easy.
| | 04:08 | I can select the entire
SmartArt and choose a different layout.
| | 04:12 | So, for example, I'm going to present
this as a Segmented Process, also valid.
| | 04:19 | I'm going to choose to present this
as a Stepped Process. That also works.
| | 04:26 | So I will get similar choices here when I
swap out one SmartArt layout for another.
| | 04:33 | Now I could conceivably choose a
layout that doesn't actually fit my text.
| | 04:37 | For example, if we imagine that
we're going to grind somebody through our
| | 04:42 | process, and it's a set of gears, I
have five steps, but this gear diagram can
| | 04:47 | hold no more than three items.
| | 04:49 | So the ones that are left over are here
with red Xs, and they will not be part
| | 04:54 | of this particular diagram.
| | 04:56 | So let me go back and choose something
that does support what it is I want to do.
| | 05:01 | And here we have a Flow Chart,
a Circle Chart and so on.
| | 05:07 | So all of this SmartArt is good-
looking art that allows you to create
| | 05:13 | document illustrations based on your
own information that are really, really
| | 05:18 | clear and interesting.
| | 05:20 | I can also include pictures.
| | 05:22 | I can choose to go back to more
layouts and choose a Picture layout.
| | 05:26 | That's one way to do it.
| | 05:28 | So I might choose, for example, this
Vertical Picture List, that will look like
| | 05:33 | this, or I could choose Tiled
Pictures or Picture Accent Blocks.
| | 05:38 | I'm going to choose this
Vertical Picture List and say OK.
| | 05:42 | And when I do, notice that I have here my
five blocks, and each of these has a picture.
| | 05:49 | I can click here or here. Simply double-
click, and I'll be asked to insert a picture.
| | 05:55 | Now this is the Nursery, and the
Nursery is where we grow our trees.
| | 05:58 | So I'm going to choose this tree,
and I get some part of the tree here.
| | 06:02 | It will look like a tree, which is
good because I'm going to use a similar
| | 06:07 | picture for my Orchard.
| | 06:09 | Double-click, and it takes a moment to
load this picture, and I have a picture
| | 06:16 | that I would use for Retail,
for example, and so on.
| | 06:20 | This is a really good combination to
use this text with a picture when you have
| | 06:25 | different specific locations, or when
you're introducing our five new employees,
| | 06:30 | or our five new initiatives that I
actually have really good pictures to
| | 06:33 | illustrate each one of them.
| | 06:35 | Now if already have pictures in my document,
I can convert those pictures to SmartArt.
| | 06:40 | I want to give you one caveat.
| | 06:43 | When I drop images in a document,
I simply go Insert > Picture.
| | 06:48 | By default, those pictures are
inserted inline with the text.
| | 06:54 | If my picture is inline with the text, in
other words there is no text wrapped around it,
| | 06:58 | I cannot select more than one picture at a time.
| | 07:02 | So I want to make sure that I've done
all of my positioning, and my text wrapping
| | 07:06 | both, before I select multiple pictures.
| | 07:08 | But I'm going to select my first image,
hold Ctrl, and select my second image
| | 07:13 | and with both images selected, even
though I'm on Picture tools, I can go to
| | 07:18 | picture layout and it's SmartArt again.
| | 07:21 | So I can take those pictures, and I
can say I want to choose some particular
| | 07:25 | piece of SmartArt, and notice as I move
from one SmartArt choice to the next,
| | 07:32 | that I can see in my document that some of
these are good choices, and some of them are not.
| | 07:36 | Here's a Hex that allows me
to enter text. That's not bad.
| | 07:40 | I actually like this one a great deal.
| | 07:43 | So here are my two images,
and I can enter my text.
| | 07:46 | I have a pretty good-sized
text box over this image.
| | 07:49 | Notice that the text wraps to the right,
but the images have pulled to the left.
| | 07:55 | I can move this somewhere else if I need to.
| | 07:59 | So I can simply enter my text
here if I wish, just like that.
| | 08:06 | Now again, I can change my colors to
different color schemes and different effects.
| | 08:14 | Really easy to convert existing
images to SmartArt, whether it's processed
| | 08:19 | SmartArt or some other kind.
| | 08:21 | I had a subset of my original
SmartArt when I chose to convert this.
| | 08:26 | But I can go back and pick up any of
the SmartArt layouts that I want, once I've
| | 08:32 | converted those images into SmartArt.
| | 08:34 | So I have access to choices that were
not available to me a moment ago, including
| | 08:40 | some of the process choices, for example.
| | 08:44 | One more thought before we leave SmartArt.
| | 08:48 | We converted two pieces of art to SmartArt here.
| | 08:52 | We inserted our own SmartArt, but if we
have a picture, for example, I'm going to
| | 08:58 | simply insert a picture
that we have of our tree,
| | 09:03 | and it'll be pretty big, and I'll
change its size so that's a little smaller,
| | 09:09 | I don't have to have multiple pieces of
art in order to convert them to SmartArt.
| | 09:14 | So as well as all of the styles that I
have available for me for my art here,
| | 09:19 | another style that would actually also
apply text, like the caption, would be to
| | 09:24 | choose a SmartArt style for this one
single image, so that I could then apply
| | 09:31 | whatever title I wanted here with my image.
| | 09:34 | So don't be afraid to turn one
single piece of art to SmartArt.
| | 09:40 | All of the Office 2010 SmartArt is pretty
interesting, all of these different layouts.
| | 09:46 | I'm very intrigued by the use of these
Picture tools to be able to illustrate my
| | 09:51 | document, either to reformat existing
art, or to add new images to be able to
| | 09:56 | explain concepts and illustrate with
single images, important items in my
| | 10:02 | document, almost like headings.
| | 10:04 | Remember that many of these were created
exactly for the purpose that we've used
| | 10:08 | them for here to illustrate a Word document.
| | 10:11 | And so don't be afraid to use SmartArt
when you want to illustrate processes,
| | 10:15 | lists, or relationships between elements.
| | 10:18 | They're a great tool, and they
catch your reader's attention.
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| Illustrating with screenshots: Capturing screenshots from your computer| 00:00 | Many Office users who need to
capture part of a screen to use as an
| | 00:04 | illustration in Word buy a separate
application, like SnagIt or FullShot, to
| | 00:09 | capture images from the computer screen.
| | 00:12 | Screen Capture, also known as Screen
Clipping, is available here in Microsoft
| | 00:16 | Word without purchasing a separate application.
| | 00:19 | There are four main reasons
that we might use screen clipping:
| | 00:22 | to create user documentation, to
capture something that's going on,= on our
| | 00:27 | computer so we can send it to our
helpdesk, to share files, or to collect data.
| | 00:33 | You can insert a screenshot of a whole
window or a screen clipping of part of a window.
| | 00:38 | We're going to create a screen clipping
to support this document we're creating
| | 00:43 | that's about saving in our SharePoint libraries.
| | 00:46 | So what we're going to do is actually
go out to our SharePoint site and take a
| | 00:50 | picture of the libraries, so we can
show people how they'll get there.
| | 00:55 | To create a screen clipping, the first
thing you want to do is know that you
| | 00:58 | have the software that you want to
switch to running in the background.
| | 01:02 | So I'm going to switch to my Two Trees
SharePoint site, and the section that I
| | 01:08 | want to show them is this section right
here, actually down through the Recycle Bin.
| | 01:13 | So I want to take a picture of this.
| | 01:15 | Now, the first choice I'll have is to
take a picture of the entire screen.
| | 01:18 | So from here, I'm going to
switch directly to Word.
| | 01:21 | I'm not going to open anything else up,
and then we're going to position our
| | 01:26 | insertion point and go to Insert > Screenshot.
| | 01:29 | Now there are two full windows available.
| | 01:32 | I have an Excel window that was opened,
and I have this window we just saw.
| | 01:35 | So I can click that window, and the
entire window is captured and placed in the
| | 01:40 | document, the width of the
screen, which is really nice.
| | 01:43 | So if I wanted to talk about here's
everything that's in this window, that would be great.
| | 01:47 | But I really want to be
able to show just this area.
| | 01:51 | So I'm going to undo this whole
screenshot, and we'll go back again to Insert >
| | 01:57 | Screenshot and use the Screen Clipping feature.
| | 02:01 | It says I'm going to inset part of it.
| | 02:03 | Word gets tucked away and hidden, and
there's this opaqueness that washes over
| | 02:08 | the window that I'll be taking a
picture of, but I can still see it.
| | 02:11 | And so I'm going to move the crosshairs, hold
my mouse button down and select the entire area.
| | 02:18 | Now I can, of course, crop this later,
but it behooves me to get it right
| | 02:21 | the first time because until I let the mouse
button up, I can still improve my selection.
| | 02:27 | I'm going to release the mouse button,
and I'll be returned to Microsoft
| | 02:30 | Word with my image.
| | 02:33 | This is a graphic like other graphics.
| | 02:35 | So I can recolor this if I want to.
| | 02:37 | I can put it on a button ,or put a
bevel, or paint a border around it using the
| | 02:41 | Style tools in the Adjustment tools.
| | 02:42 | I can position it using the
Arrangement tools here in Microsoft Word 2010.
| | 02:48 | Whether you want to capture a part of
the screen out of, for example, a Web page,
| | 02:52 | like we just did, actually capture a
picture of a chart in Excel rather than
| | 02:57 | using copy and paste for a picture, or
just need to grab a dialog box that your
| | 03:03 | IT helpdesk keeps asking you what's
in it, but it's too much to write down,
| | 03:07 | you can use Screen Clipping to save lots
of time, capturing information from any
| | 03:13 | application that you can
see on your computer screen.
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| Illustrating with WordArt| 00:00 | WordArt is a graphic created from text.
| | 00:04 | You can create WordArt for use as a
logotype, a symbol, or other graphic that
| | 00:10 | you want to use in your document.
| | 00:11 | We have two different sections of text
here that look very similar, one Text
| | 00:16 | with Effects, was created by using the
Text Effects gallery here in the Font
| | 00:22 | group on the Home tab.
| | 00:25 | This, on the other hand, is
something different. It's WordArt.
| | 00:28 | When I select this text, I have my
Drawing tools Format tab open because this
| | 00:34 | text was created for use as a graphic.
| | 00:37 | They look similar, but there are
things that I can do with this WordArt text
| | 00:41 | that I can't do with my regular text.
| | 00:43 | For example, because this is a picture,
I can position it anyplace in the page
| | 00:49 | I wish without having to worry about
the text above or below it. Because it's a
| | 00:54 | graphic, I can position it precisely, or
choose how I'd like text to wrap around it.
| | 01:02 | I can also apply a style to the shape
of the text, and change that shape if I
| | 01:10 | wish, and style it here.
| | 01:13 | I can apply a fill behind the shape, if I wish.
| | 01:18 | I can place this graphic in front
of, or behind the text in my document.
| | 01:23 | I can change its text direction to
rotate my text sideways or back, and I
| | 01:30 | actually have a Rotation Handle, so I
can spin this and place it any place I
| | 01:36 | want, not just in the body of my
document, but in my margins, if I wish.
| | 01:42 | Welcome to WordArt which creates
text that behaves like a graphic.
| | 01:47 | Let's see how easy it is to create
our own WordArt here in Word 2010.
| | 01:52 | To insert new WordArt, simply click
anywhere in your document and choose
| | 01:55 | Insert > WordArt, way over here in the Text group
on the Insert tab and begin by choosing a style.
| | 02:01 | So I'm going to choose this reflective blue.
| | 02:04 | It's kind of a metal bevel.
| | 02:06 | A text box opens with formatted text
in it that says YOUR TEXT HERE, and I'm
| | 02:12 | going to say "TWO TREES
HOLIDAY HOURS." Looks good.
| | 02:17 | Notice I automatically have the
reflection and all the formatting for this text.
| | 02:21 | I can then move that text however I
wish, and I can say I'd like the text
| | 02:26 | wrapped around this squarely, that easy.
| | 02:29 | If I want to edit my text, I just
click and do whatever editing I want to do.
| | 02:34 | Again, very easy. I added it as I
normally would, but I have the bonus of having
| | 02:40 | a graphic that I can use in
ways that I can't use this text.
| | 02:44 | This text is pretty limited.
| | 02:46 | I can move it in places that I have text,
but my WordArt, I can take anywhere.
| | 02:52 | I can position however I wish.
| | 02:55 | I can change its style with a simple
click, and I have access to not just the
| | 03:05 | tools like Shadow, Reflection, and Glow
that are available as Text Effects, but
| | 03:09 | I also have access to the picture
only tools, like Bevel and 3-D Rotation.
| | 03:16 | So with Word's text effects, like
Reflection and Glow, you might be tempted to
| | 03:20 | ignore WordArt, but if you want to
create text based art that you can position
| | 03:26 | and format in all the same ways that you
would position shapes or photos, you'll
| | 03:31 | be drawn back to WordArt again and again.
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|
|
9. Document Building BlocksUnderstanding building blocks| 00:00 | Word 2010 helps you save time and
easily reuse content in your documents by
| | 00:06 | using either built-in or custom Building Blocks.
| | 00:10 | With Building Blocks, you can quickly
and efficiently add design elements to
| | 00:14 | your document. Almost all of the Building
Blocks are found on the Insert tab of the ribbon.
| | 00:20 | This sample document includes four
different kinds of Building Blocks.
| | 00:25 | It includes a cover page, it includes
a header, it includes a footer, and it
| | 00:32 | also includes a quote box, a kind of text box.
| | 00:36 | Like the other graphic elements in
your document, all of the colors that are
| | 00:41 | being used by the Building Blocks
are determined by your document's theme.
| | 00:46 | If we switch our theme, Page Layout >
Themes, you'll notice that the Building
| | 00:53 | Blocks change as well.
| | 00:57 | Each of these elements was added to the
document from the Insert tab, and you'll
| | 01:02 | notice that the elements go together.
| | 01:04 | If you look, you'll see the boxes
here reflected in boxes here and here.
| | 01:11 | The elements go together because
they're all part of one family.
| | 01:15 | For example, if we choose Cover Page,
you'll see a number of built-in cover pages.
| | 01:21 | They have names: Alphabet, Annual, Austere.
| | 01:25 | This is the family name, and this
particular cover page was chosen from a
| | 01:30 | family named Tiles.
| | 01:32 | I want to remember that, because if I
choose elements from the Tiles family as
| | 01:38 | my headers and footers, all of these
documents elements will go together.
| | 01:42 | So when I insert a header, I can
scroll down in alphabetical order to find
| | 01:48 | Tiles, and you'll notice that that's
incredibly similar to the cover page that
| | 01:52 | I'm looking at, and my footer, in the same way.
| | 01:56 | Several families: Alphabet, Annual,
Austere, Conservative, Mod, Motion, but
| | 02:03 | at the bottom, Tiles.
| | 02:05 | Now, not only do they go together in
terms of design, but they form a complete set.
| | 02:09 | If I choose a header from Tiles and I
choose a footer from Tiles, I won't have
| | 02:14 | duplicate information between the two of them.
| | 02:17 | Notice that the header has the document
title and the date, and the footer has
| | 02:22 | the company address and a page number.
| | 02:25 | These elements won't always appear in
the same places, but within a set of
| | 02:29 | headers and footers, you won't have a
page number in two places, or a document
| | 02:34 | title in two places.
| | 02:36 | In addition to the header and
footer and the cover page, there is an
| | 02:41 | element called a text box.
| | 02:43 | This isn't an old-fashioned text box;
this is a new up-to-date text box with
| | 02:48 | interesting design elements. And text
boxes come in two kinds, and they also have
| | 02:54 | the same list of family names.
| | 02:56 | So you'll find two entries for Tiles:
one for a quote, one for a sidebar.
| | 03:02 | Two entries, for example, for
Austere: one for a quote, one for a sidebar.
| | 03:08 | In addition to headers, footers, cover
pages, and text boxes, there are other
| | 03:12 | types of Building Blocks as well:
| | 03:14 | Page numbers, watermarks, and
equations and quick parts, a general category
| | 03:20 | that's empty to begin with, because
it's waiting for the custom Building
| | 03:23 | Blocks that you create.
| | 03:25 | Quick parts are described later in
this chapter, and I'll show you watermarks
| | 03:29 | along with the other Page
Layout tools in Chapter 10.
| | 03:31 | Microsoft Word's Building Blocks are
easy to use, easy to create, and give your
| | 03:37 | document an attractive,
professional, designed look.
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| Numbering pages and applying headers and footers| 00:00 | Headers and Footers are text, or text
and graphics, printed in the margins of
| | 00:05 | every page of your document.
| | 00:07 | Headers appear in the top margin, and
footers are printed in the bottom margins.
| | 00:11 | Headers and footers can be as simple
as a page number, or as complex as a
| | 00:17 | photograph, or a logo.
| | 00:18 | You can specify options for Page
Numbers, Headers and Footers, including
| | 00:23 | whether you want them to appear on the first
page of a document or on odd and even pages.
| | 00:28 | We'll start by inserting a simple page number.
| | 00:32 | Go to the Insert tab, and we're going to
be working with this Header & Footer group.
| | 00:37 | And the Page Number allows us to
position page numbers at the top or bottom of
| | 00:41 | the page in the page margins or at
the current position, which would assume
| | 00:45 | that we're already in a header or footer.
| | 00:48 | So if I simply want to put a page
number that says Page 1 at the top of every
| | 00:54 | page in the upper-right
corner, I can simply choose that.
| | 00:57 | You'll notice that Word automatically
opened up a header area in the margin, and
| | 01:02 | it's showing me the Header and Footer tools.
| | 01:05 | A Different First Page is automatically
checked, and we'll talk about that in a
| | 01:09 | bit, but we are on Page 5, and we're
seeing a Page 5 header that's been applied
| | 01:14 | with the page number.
| | 01:16 | I'm going to undo this, and we're going to
insert a different kind of a page number.
| | 01:21 | We're going to insert at the top of the
page, what's called an X of Y page number.
| | 01:26 | It's a Page 1 of 5, Page 5 of 25.
| | 01:30 | We're simply going to insert that in the middle.
| | 01:31 | These numbers are
automatically calculated by Microsoft Word.
| | 01:36 | If I add eight more pages to the
document, this will say Page 5 of 32.
| | 01:40 | Notice that even though I'm inserting
page numbers, it's putting them in headers.
| | 01:45 | Word doesn't really have any where else to put
page numbers except in headers and footers.
| | 01:49 | Let's return then to Insert, and let's
insert a header, which is a little bit
| | 01:54 | more than a page number.
| | 01:55 | I'm going to go back to Page
Number, and say Remove Page Numbers.
| | 01:59 | Notice that they're all gone.
| | 02:01 | And I'm going to choose Header, and
I'm going to choose a particular header.
| | 02:05 | If I look at the list of headers, I'll
find the same kinds of names that I would
| | 02:09 | find in cover pages or in text boxes,
| | 02:12 | these families of building blocks
or design elements for my document.
| | 02:16 | I want to choose a header from a family
called Motion, and Motion actually comes
| | 02:21 | with two headers and two footers: one
for even pages and one for odd pages.
| | 02:25 | If I only use one, it doesn't actually
matter which I use because it's going to
| | 02:30 | appear on every page.
| | 02:32 | So I'm going to start by choosing
this Odd Page header that will appear on
| | 02:36 | the right-hand side.
| | 02:37 | Notice that it's actually taken
this information from Section 1, the
| | 02:41 | Introduction, and it includes it as
part of my header, as well as the Number 5.
| | 02:47 | If I scroll down in my document to
another section, I'll find, for example, that
| | 02:53 | here it has Section 4:
| | 02:54 | STANDARDS OF CONDUCT.
| | 02:56 | The information that's being put in the
header, for example, The Story Behind
| | 03:01 | Two Trees Extra Virgin Olive Oil is coming from
my headings, yet another reason to use Styles.
| | 03:08 | I'm going to now switch and enter a footer.
| | 03:11 | So here I have my heading 1 and a page number.
| | 03:15 | Let's go to the Footer, and choose a
corresponding footer out of the Motion set.
| | 03:21 | I'm going to choose the
Odd Page footer for Motion.
| | 03:24 | There's a date picker that asks me to
pick the date, and we're going to be
| | 03:28 | publishing this handbook effective July 1st.
| | 03:30 | So I'm going to choose July 1, 2010.
| | 03:34 | I'm going to close my Header & Footer,
and you'll notice that at the bottom
| | 03:37 | of the page I have a date, and at the top, I
have a page number and section information.
| | 03:43 | Now when I print this, I want to
print this back to back on paper.
| | 03:47 | So let's go quickly look at a
preview of how that will look.
| | 03:53 | Notice that I'll have these design
elements on the right-hand side of every
| | 03:56 | page, but when I print this back to back,
what I'd really like is I would like
| | 04:00 | to have every other page of
the design elements on the left.
| | 04:04 | In other words, here's my binding edge.
| | 04:06 | So my pager number sticks out, and the
backside of that sheet, the even page
| | 04:12 | would be my binding edge, and I
would like this information over here.
| | 04:16 | This is why we would use odd
and even headers and footers.
| | 04:20 | Let's return back to Insert, and
let's return to the Header & Footer.
| | 04:25 | I can either choose Header > Edit
Header, or to get there more quickly, I can
| | 04:32 | just double-click in any header or
footer, and I'm going to tell Word that I
| | 04:36 | want to have different odd and even
pages because of how this document is going
| | 04:40 | to be printed and bound. I am on an odd page.
| | 04:43 | Word changes this to Odd Page Header.
| | 04:46 | If I scroll down to the bottom, Odd Page
Footer, and on the next page, I have an
| | 04:51 | Even Page Header, and you'll
notice there's nothing in it yet.
| | 04:55 | Let's go to Header, and choose the
corresponding header, the Even Page Header for Motion.
| | 05:02 | It asks me to type the document title,
and I'm going to click and type Two Trees
| | 05:10 | Olive Oil Employee Handbook.
| | 05:15 | Now let's go to the Footer.
| | 05:17 | Here's my Even Page Footer, and let's go
pick up that Motion footer for Even Pages.
| | 05:23 | I'm not been asked for anything.
| | 05:25 | It's using the date, just
like the Odd Page Footer does.
| | 05:29 | So it's just copied that date from the
Odd Page Footer from that placeholder
| | 05:32 | where I chose the date.
| | 05:34 | So I'm going to go back to my preview
now, and you'll notice now that the pages
| | 05:40 | when printed, here's my binding edge,
and here is my backside of the sheet and
| | 05:45 | my front side of the sheet, and when the
bound copy is opened, I have my headers
| | 05:51 | and footers exactly where I would
like them to be. One more thought.
| | 05:57 | I can also determine whether I want to have
a Different First Page here. Typically, I do.
| | 06:03 | The first page of many documents is a cover
page, and so this is turned on automatically.
| | 06:08 | But if I have, for example, a three-
page document without a cover page, I can
| | 06:13 | simply turn off Different First Page, and
when I do, it will inherit the Odd Page
| | 06:18 | Headers, or if I have only one set of
headers, it will inherit the headers that
| | 06:22 | I've specified elsewhere in my document.
| | 06:25 | If I turn it off, I have the
opportunity to put in Different First Page
| | 06:30 | Headers and Footers.
| | 06:31 | When you've finished editing or
adding headers and footers, it's always
| | 06:34 | good idea to close the Header &
Footer pane so that the Header & Footer
| | 06:38 | tools are taken away.
| | 06:39 | When you have more than one or two pages in
your document, you'll want to add page numbers.
| | 06:44 | But to add even more information and
some professional design elements to the
| | 06:49 | margins of your document,
don't use simple page numbers.
| | 06:53 | Use Word's Header & Footers feature.
| | Collapse this transcript |
| Adding cover pages and blank pages| 00:00 | Word 2010 includes a gallery of Cover
Pages with placeholders for document
| | 00:05 | information, like the author
name, or title, or document date.
| | 00:09 | Cover pages are another type
of Word 2010 building block.
| | 00:13 | This document that we've been
working with already includes a cover page.
| | 00:17 | It's not bad, but there is
nothing exciting about it either.
| | 00:21 | Let's start by make all one line
without a carriage return, and I'm going to
| | 00:26 | Copy this information.
| | 00:29 | And then I'm going to select and
delete the text on the cover page.
| | 00:33 | I want to make sure I don't
get down into the document.
| | 00:35 | So I am just going to select and
delete the cover page text, making this
| | 00:40 | temporarily page 1, and notice that my
headers and footers are working just
| | 00:44 | fine, because the header that was on
page 2 just went away because we have a
| | 00:48 | different first page header. Everything works.
| | 00:51 | Now let's insert a cover page.
| | 00:53 | The corresponding cover page for this
family of headers and footers, which is
| | 00:58 | called Motion, is right here.
| | 01:00 | And I'm going to select it.
| | 01:02 | I don't need to tell Microsoft Word
to put it at the start of the document.
| | 01:06 | It knows where cover pages go.
| | 01:08 | The date that it picked up here, it actually
picked up from my choice of July 1 for the footers.
| | 01:15 | Let's see if there's any other
information it would like me to provide.
| | 01:18 | Here is some information about the
Author of this document, and I can edit, or
| | 01:22 | provide some slightly
different information here.
| | 01:25 | We are going to change this.
| | 01:28 | And this document is being released on July 1,
again, a date I chose elsewhere in this document.
| | 01:36 | So here's a really striking-looking cover page.
| | 01:39 | We will just going to zoom out a bit to see
how that looks and leads into our document.
| | 01:44 | However, we don't need a
picture of a train on our cover page.
| | 01:47 | So let's right-click, and choose Change Picture.
| | 01:51 | And let's actually select a
picture that will work for us,
| | 01:55 | a picture of olives.
| | 01:57 | Notice that the image gets inserted
in the same place the prior image was.
| | 02:02 | Everything else works.
| | 02:04 | Now that we've customized this cover,
we might want to reuse it in other
| | 02:08 | documents with our images here.
| | 02:11 | We can easily save this cover, just like
we would save any building block, which
| | 02:15 | is in the gallery where we
chose this building block.
| | 02:18 | First, I am going to select all the
information on this cover page, and I want
| | 02:23 | to make sure that I get it all and nothing else.
| | 02:25 | Notice I have all of these elements
selected, including the two trees and the
| | 02:29 | date and everything.
| | 02:30 | And now I can choose Cover Page >
Save Selection to Cover Page Gallery.
| | 02:36 | So I'll click, and it would like me to
give this a name, and I can say that this
| | 02:39 | is the Two Trees Cover Page.
| | 02:42 | It asks me what Gallery I want to place it in.
| | 02:44 | Well, it's a cover page. And what Category?
| | 02:46 | There really are two categories,
and you can create your own.
| | 02:50 | So you could create a category called
Two Trees, and then you could simply call
| | 02:53 | this Cover Page, or you can save
it with the General Building Blocks.
| | 02:57 | And because it's a cover page, it
will be inserted in its own page.
| | 03:01 | A few steps we needed to
go through to save this,
| | 03:04 | but it's the same whenever
we save a building block.
| | 03:06 | Select what you want to save, and
then open the gallery that you chose the
| | 03:10 | building block from, and say
you want to Save Selection.
| | 03:14 | And lets just see how that would work if
we have a new document, or a document we
| | 03:19 | have been working on for a while.
| | 03:20 | We can insert a cover page and below
all the built-in cover pages, you will
| | 03:25 | find the General cover pages, and there
is the cover page that we just created,
| | 03:29 | again, available for us to use, in any document
we wish. We can then enter our text and so on.
| | 03:36 | With Word 2010's Building Blocks, it's
just wicked easy to create a cover page
| | 03:41 | that coordinates with headers and
footers and all of the other design elements
| | 03:45 | in your document, so your documents
have a crisp and professional look.
| | Collapse this transcript |
| Using text boxes for document design| 00:00 | In older versions of Word, text
boxes are simple, even boring, boxes with
| | 00:05 | text stuffed into them.
| | 00:07 | In Word 2010, text boxes are new.
They're graphic elements in the same
| | 00:12 | families as the other
building blocks that you've seen.
| | 00:15 | Like cover pages, headers and
footers, text boxes are used to provide
| | 00:20 | information and to add both graphic interest
and a professional design look to your documents.
| | 00:26 | For most of the building block families,
you'll find two text boxes in the Text Box gallery.
| | 00:33 | One will be a Quote, and the
other will be a Sidebar, Annual Quote,
| | 00:38 | Annual Sidebar and so on.
| | 00:40 | Before you add a Text Box, you want to
make sure that the insertion point is
| | 00:44 | at least on the page where you want to add
the Text Box, and hopefully even in the vicinity.
| | 00:51 | We're going to add a Pull Quote
to this page. It's got space.
| | 00:55 | There's extra white space at the bottom
of The Story of the Vitalia family and
| | 00:59 | Two Trees Extra Virgin Olive Oil.
| | 01:01 | So we have the ability to add
some interesting design elements.
| | 01:05 | In the third paragraph,
there's a sentence worth holding up.
| | 01:08 | It says, "we constantly strive to be the
kind of company my grandparents would
| | 01:14 | expect us to be by giving back to our
families, our people, and the world."
| | 01:18 | So we're going to copy this text here so
that we can use it elsewhere, and we're
| | 01:24 | going to use that in the Pull Quote.
| | 01:26 | So I'll choose Text Box.
| | 01:29 | Remember that we're
using the Motion family here.
| | 01:32 | So our design elements go together.
| | 01:33 | And we have what's called a Motion
Quote here, and I'm going to click, and it
| | 01:39 | drops it somewhere in the page.
| | 01:41 | Now it says, "Type a quote from the
document or the summary of an interesting point."
| | 01:45 | So I'm going to paste my text in,
and it asks how I'd like to treat it.
| | 01:50 | I can either keep the source formatting,
I can merge the formatting, which is
| | 01:54 | giving me a more interesting
look, or I can keep the Text Only.
| | 01:58 | So I'm going to merge the formatting,
and I have a little editing to do here.
| | 02:01 | W, and at the end perhaps a ...
because the sentence wasn't finished.
| | 02:09 | But I like that text, and this is a Text Box.
| | 02:12 | It's a drawing element.
| | 02:13 | So I can do lots of things with this Text Box.
| | 02:16 | First, I can position it very easily
on the center-right side of the page, at
| | 02:21 | the upper right-hand corner, the left
side in the middle, any place I would
| | 02:25 | like it to be, or I can leave it right
where it is, which isn't an altogether bad place.
| | 02:30 | I can wrap the text around it more
or less tightly. There's Square.
| | 02:35 | There's Through, which we don't like,
Top and Bottom, which leaves this wideband.
| | 02:40 | We could put this behind of, or in front of,
the text, or we could edit the Wrap Points.
| | 02:44 | So we have lots of different
choices about how we might work with this.
| | 02:47 | I'm going to just leave this square as it is.
| | 02:51 | I want to make this just a little bit smaller.
| | 02:52 | It's a large box, and just a
little bit taller. So there we go.
| | 03:01 | I'm going to click off the text box, and
you'll notice that it has a blue line,
| | 03:05 | and it has a shadow.
| | 03:07 | I can choose some different styles for
this shape, if I wish, and I think I'm
| | 03:12 | going to choose this nice green right here.
| | 03:15 | Additionally, I can change my WordArt.
| | 03:18 | I have a couple of little effects going on here.
| | 03:20 | There's actually a shadow that's
been applied to this text behind it.
| | 03:24 | I could change to a
specific WordArt style, if I wish.
| | 03:27 | Just watch as I make some choices and
decide if we like any of these choices.
| | 03:32 | That's a little over at the top,
sort of like this text better.
| | 03:36 | I can always increase the size of the text.
| | 03:39 | I like that a great deal.
| | 03:41 | So this is a Pull Quote.
| | 03:43 | With the Pull Quote, you actually pull a
section of text out of the document and
| | 03:47 | place it in a decorative element like this.
| | 03:50 | Our readers should expect that if
this is sitting here in this shape as a
| | 03:54 | Pull Quote, that this exact text will be found
at some place else on this page of the document.
| | 04:00 | Sidebars work exactly like Pull Quotes.
| | 04:03 | You insert them the same way, and you can
do the same kind of design changes with them.
| | 04:08 | The same types of
formatting are available to you.
| | 04:11 | But sidebars are generally used for
text that's not included in the document.
| | 04:15 | So we're going to go to Page 6,
where we have some information about
| | 04:22 | definitions of employee status.
| | 04:25 | There's a statement about PROBATIONARY
PERIOD FOR NEW EMPLOYEES that actually
| | 04:29 | has nothing to do with any
of these other categories.
| | 04:32 | It overrides every single one of
these categories, as a matter of fact.
| | 04:37 | And so I'm going to take this
information about this probationary period, and
| | 04:41 | I'm going to cut it and put it in the sidebar.
| | 04:43 | So we're going to choose this text and
do Ctrl+X, and I just press Ctrl+Enter to
| | 04:49 | send this line to the next page.
| | 04:52 | Then I want to position myself anywhere on the
page and choose Insert > Text Box, and in Motion,
| | 04:59 | ee'll put in this Motion
Sidebar with an accent shadow.
| | 05:02 | Now I'm not required to use
exactly all of the same graphic elements.
| | 05:07 | If I had a reason that I preferred another
sidebar ,like the pinstripe sidebar, I could.
| | 05:12 | Let's take a look at how that would look.
| | 05:14 | That fits right here and actually makes
it possible for all of my text to fit.
| | 05:18 | It's kind of a nice fit, but the fonts aren't
the same, and it's just not quite what I want.
| | 05:23 | So let's go take a look and insert
this matching sidebar and see if I do like
| | 05:27 | that one, which is called Motion.
| | 05:30 | So here's the Motion Sidebar.
| | 05:32 | It takes up a fair amount of space.
| | 05:35 | I don't have to allow it to
be this far in of the page.
| | 05:38 | I can actually move the entire sidebar
closer to the right if I wish, probably
| | 05:44 | more than I would have liked.
| | 05:46 | And I can position the sidebar in
the page, and in order to do that, I
| | 05:50 | might actually want to make this page smaller,
because this is a very large design element.
| | 05:54 | But if I click this design element, I can move
it up the page, for example, or down the page.
| | 06:02 | This controls where the text box is in
the page, this yellow diamond, whether
| | 06:06 | it's got a wider margin or a
narrower margin, and I'm going to click.
| | 06:10 | And I'm going to paste in my information
about the probationary period for new employees.
| | 06:15 | And I'm going to say just Keep the Text Only.
| | 06:18 | So the text will actually be converted to the
style in this Text Box, which was white text.
| | 06:24 | Now, I can format this text.
| | 06:26 | I could, for example, bold this text,
or I could choose Strong for this text.
| | 06:32 | I might choose that for the entire sidebar
| | 06:34 | I'd like all the text to be a little
bit larger, because this is important.
| | 06:39 | Additionally, I could change this to
white, and I can format this as I can any
| | 06:47 | other drawing object.
| | 06:48 | So I have many choices for my Shape Style.
| | 06:51 | This is the only blue element in
this entire document, and I might want
| | 06:56 | to change it to an orange element to go
along with the other elements in my document.
| | 07:02 | Here, this looks like a button.
| | 07:03 | Notice that we have a 3D effect and a bevel.
| | 07:07 | Here's with a white raised edge, or I
might want to make it green, so it stood out.
| | 07:13 | If I were going to have important
summaries, or important information scattered
| | 07:18 | throughout this document, I might
choose exactly the same kind of sidebar or
| | 07:23 | Pull Quote to use over and over again in
order to highlight that document for my employees.
| | 07:28 | These other elements in my document are flat.
| | 07:30 | So I'm going to choose this flat green
for my sidebar, and now this PROBATIONARY
| | 07:36 | PERIOD FOR NEW EMPLOYEES is no longer
buried at the bottom of this document
| | 07:40 | where I may have trouble finding it.
| | 07:42 | It's not quite front and center, but
it's front and right side on this page, so
| | 07:46 | that no one will miss taking a look
at this, whether they are Exempt or
| | 07:50 | Non-Exempt, Regular Full-
Time or Regular Part-Time.
| | 07:53 | Sidebars, as we saw here and our
Quote Box that we entered earlier, have
| | 07:59 | slightly different uses.
| | 08:02 | However, they both are used to highlight
important, or in this case intriguing, text.
| | 08:08 | Again, by adding an additional
graphic element to your document, they add
| | 08:12 | interest and make the
document look well-designed.
| | Collapse this transcript |
| Creating and saving custom headers and footers| 00:00 | Word 2010 comes with a great
gallery of built-in Headers and Footers.
| | 00:05 | But you need to customize
them each time you use them.
| | 00:08 | It's incredibly easy to create and save
your own headers and footers, either by
| | 00:13 | customizing the built-in headers and
footers, or by starting from scratch.
| | 00:18 | Let's start by inserting
a footer in this document.
| | 00:21 | For example, I'm going to
choose this blank 3-columns footer.
| | 00:27 | And it has three
placeholders for text, totally generic.
| | 00:32 | In the first placeholder, I'm going to
put the symbol for All Rights Reserved.
| | 00:38 | In the middle, I'm going
to insert a page number.
| | 00:42 | So I'm going to choose Page Numbers >
Current Position, and I want to choose one
| | 00:47 | of those X of Y Bold page numbers.
| | 00:49 | So we'll put that right here.
| | 00:51 | Finally, my last piece of text, I'm
going to type "Two Trees Olive Oil."
| | 00:57 | Now, I can format this anyway I wish,
so I'm going to bold the Two Trees Olive
| | 01:03 | Oil, and I'm going to choose
a theme color for it as well.
| | 01:08 | So we'll make this Bold, and then by
choosing a Theme Color, even if we change
| | 01:13 | the theme in this document,
there'll be a color that will be useful.
| | 01:17 | As you're choosing theme colors, by
the way, the ones that tend to be primary
| | 01:21 | are farther to the left.
| | 01:22 | So these blues and this red will be
used far more frequently in this color
| | 01:27 | scheme than this orange normally would.
| | 01:29 | I'm going to go ahead and choose a
dark blue here, and I'm going to apply the
| | 01:34 | same Font Color over here, and it's, of
course, still on my dropdown, because it's
| | 01:40 | the last color that I applied. A nice footer.
| | 01:43 | Now, it took me a little more than
a minute to put his Footer together.
| | 01:46 | I want to use this Two Trees Olive Oil
simple page number Footer over and over
| | 01:51 | again in my documents.
| | 01:53 | So I'm going to select the entire
Footer, and I'm going to go to Insert.
| | 01:57 | I'm going to go to the Footer Gallery,
and I'm going to say I want to save this
| | 02:02 | selection right here in my Footer Gallery.
| | 02:05 | Word will pick up the text at the beginning.
| | 02:07 | I want to give this a better name.
| | 02:08 | I actually don't mind having All Rights
Reserved here and Page X of Y. I'm going
| | 02:14 | to put in Footers, and I'm going to
do something a little different here.
| | 02:17 | I'm going to create a whole new
category that's called Two Trees.
| | 02:21 | I'm also going to put an
underscore in front of the two trees.
| | 02:25 | I can save this wherever I want.
| | 02:27 | I can save this in my Building Blocks,
and my choice is to insert content only.
| | 02:33 | So if I were in the middle of a
paragraph and inserted this, what would I
| | 02:36 | expect to have happen?
| | 02:38 | I want this content to be in its own paragraph,
but I don't want it to be on its own page.
| | 02:43 | However, because it's a footer, it will
automatically go to the bottom of the page for me.
| | 02:47 | So I'm going to Insert content
in its own paragraph and say Ok.
| | 02:51 | And I'll go back to my Design
tab and close my header and footer.
| | 02:55 | So there is my new Footer.
| | 02:57 | Let's create a new document, Ctrl+N,
and let's insert our Custom Footer.
| | 03:02 | So we'll find this on the Footer Gallery.
| | 03:05 | The very first group of
items listed is Built-In.
| | 03:08 | This is an alphabetical list of groups.
| | 03:10 | Built-In begins with the letter B.
By putting an underscore first, in
| | 03:15 | alphabetical order an underscore comes
before any letter, and I've just put my
| | 03:20 | new gallery at the very top of this list.
| | 03:23 | I'm going to do that on every single
one of these dropdown lists of building
| | 03:28 | blocks, so that I can easily get to
my things more easily even than getting
| | 03:32 | to the Built-In item.
| | 03:33 | So let's go ahead and add this,
and you'll notice there is my footer.
| | 03:37 | I never have to create this footer again.
| | 03:39 | It's at the very top of my list of footers.
| | 03:42 | We can also create a corresponding
header if we wish, to go along with this.
| | 03:46 | If I decide that I want to change this
footer in any way, it's a simple matter
| | 03:52 | of making whatever adjustments I want to make.
| | 03:54 | For example, I might decide that this
text is a little too small, and I'd like
| | 03:58 | to make it larger, or it's too
large, and I want to make it smaller.
| | 04:02 | Whatever change I make, if I then go
back to my Footer Gallery and I say I want
| | 04:08 | to save this selection, and I enter
exactly the same name, it will overwrite
| | 04:15 | this footer that I've already created.
| | 04:17 | So I can't have two footers with the same name.
| | 04:20 | I can, however, easily overwrite a
footer that I've created already in order to
| | 04:25 | edit it or to update it, or I could
say that this is a smaller version.
| | 04:29 | This could be a ARR, for All Rights Reserved,
Page X of Y, Two Trees, and then I could say small.
| | 04:38 | And I'm going to insert this in its own
paragraph, and I'm going to put this in
| | 04:43 | my Category, _Two Trees.
| | 04:47 | Now, when I go take a look, I have two
different footers that I can choose from.
| | 04:53 | But headers and footers
don't need to contain only text.
| | 04:56 | They can also contain some Graphic elements.
| | 04:59 | We have a footer that we use
routinely in our documents.
| | 05:02 | And so I'm going to go open that
footer, and it's called Two Trees graphic
| | 05:08 | footer, and it's just a small table
with some design elements and a photo and
| | 05:12 | a page number in it. And I'm going to
select this entire table, and then we're
| | 05:18 | going to save this.
| | 05:19 | We're going to go to Insert > Footer >
Save Selection to Footer Gallery, and
| | 05:25 | we're going to call this Olive Footer,
and I'm going to save this in the two
| | 05:31 | trees category in my Footers Gallery and
always insert the content in its own paragraph.
| | 05:37 | So now, I've added this
particular footer to my gallery, and I can
| | 05:42 | choose Insert > Footer.
| | 05:44 | There is my Olive Footer, and it will
be placed automatically at the bottom of
| | 05:48 | the page, where footers belong.
| | 05:51 | In my company, we use to purchase
several different kinds of custom printed
| | 05:55 | stationary for letters or estimates or
proposals, each of which simply had a
| | 05:59 | different header or footer.
| | 06:01 | Now we use custom headers and footers
in Microsoft Word, saving the expense of
| | 06:05 | printing all these different custom
stationary products for single uses.
| | 06:09 | Whether you start from Scratch or begin
with an existing header and footer, as we
| | 06:14 | just did, creating and saving headers
and footers for your organization saves
| | 06:19 | time and can save you money.
| | Collapse this transcript |
| Creating and saving Quick Parts| 00:00 | We've been working with several
different types of Microsoft Word building
| | 00:03 | blocks: Cover Pages, Page numbers,
Headers, Footers and Text Boxes.
| | 00:08 | Word has one other building block
Gallery for building blocks that don't
| | 00:12 | necessarily fit into any of these categories.
| | 00:14 | You can take any kind of text, or a
combination of text and graphics, that you
| | 00:18 | need to reuse and save it in the
Quick Parts Gallery, right here.
| | 00:24 | We're going to start with some text
that I copied out of some letters that we
| | 00:28 | were creating, and we're going to save
this internal address block that I use
| | 00:33 | frequently and a signature block, as
well as this statement that's part of the
| | 00:39 | company mission that we try to
include in all of our literature.
| | 00:42 | So I'm going to begin by
selecting the internal address block.
| | 00:47 | I can also select as many empty lines,
or blank lines, as I would like to have
| | 00:51 | separating the internal address
block from the salutation in a document.
| | 00:56 | I'm going to either choose Quick Parts
and Save sSelection to Quick Parts gallery,
| | 01:01 | or hold Alt and press F3 to open the
Create New Building Block dialog box.
| | 01:09 | The text of the first line that I
selected, up to any punctuation, is
| | 01:13 | automatically grabbed as the name,
but I'm going to call this an Internal
| | 01:17 | Address Block, and I'm going to save it
in my Quick Parts gallery, but I'm going
| | 01:22 | to create a new category for this address block.
| | 01:26 | I support not just my own
correspondents and Maria Ann's, but I also support Hector.
| | 01:32 | So I'm going to create a
category for Maria Ann's Quick Parts.
| | 01:37 | I'm going to store this in Building
Blocks, and I always want it to appear in
| | 01:41 | its own paragraph, but not on its
own page, and I'm going to say OK.
| | 01:46 | And now my Quick Parts gallery
includes a group called Maria Ann and has an
| | 01:50 | internal address block in it.
| | 01:52 | Now, I'm going to save the Signature
block, select the text, either choose Quick
| | 01:57 | Parts Save Selection, or Alt
+F3 to open that dialog box.
| | 02:01 | And this is a Signature Block.
The gallery that I'm going to save in in is
| | 02:07 | Quick Parts. The Category that I'll
save it in is Maria Ann's Quick Parts, and
| | 02:13 | I'm going to insert this
content in its own paragraph.
| | 02:16 | Now, I have saved that as well.
| | 02:19 | And finally, this is just some
inline text that would appear anywhere.
| | 02:23 | I could be typing along in a
paragraph and want to insert this sentence.
| | 02:27 | It's boilerplate text.
| | 02:29 | So I'm going to hold Alt and press F3.
| | 02:32 | This is the Two Trees Olive goal statement,
but I don't necessarily need Two Trees Olive.
| | 02:39 | I just need goal statement.
| | 02:42 | And I'm going to put this into my Quick Parts.
| | 02:47 | I'm going to assign it to a New Category,
and that New Category is going to be
| | 02:52 | called Two Trees, and that will be
for my items that are companywide.
| | 02:59 | And here I'm going to insert content only.
| | 03:01 | I don't want it in its own paragraph.
| | 03:03 | So as I'm typing along and want to insert
this Quick Part, I can just do that on the fly.
| | 03:08 | Let's say OK.
| | 03:10 | Now, I've got all three of those
Quick Parts saved in my gallery.
| | 03:15 | Although, I've entered mostly plain text,
| | 03:17 | I could've formatted this text anyway I
chose to, and that formatting would also
| | 03:22 | be saved, just as it was
with my headers and footers.
| | 03:25 | Let's create a new document, Ctrl+N,
and let's insert some Quick Parts, so
| | 03:30 | we see how these work.
| | 03:31 | So if I wanted to insert an internal
address block, it's that simple, and I then
| | 03:36 | I can type my letter and some more text.
| | 03:44 | Now, I'm ready for my Signature Block.
| | 03:46 | So I'm going to go to Quick Parts >
Signature Block, and there is my Signature Block.
| | 03:51 | Again, nice and quick, nice and easy.
| | 03:53 | And if I wanted to add, for example, my
motto right here, our goal statement, I
| | 04:00 | can go to Two Trees Goal Statement,
and it will be inserted right here.
| | 04:04 | It looks like I selected an
extra Enter when I saved that.
| | 04:08 | But notice here's my statement: Two Trees
Olive Oil has continued to raise the bar.
| | 04:13 | If I want to fix this so that it doesn't
include that paragraph mark at the end,
| | 04:18 | I can actually select this again.
| | 04:21 | I go take a look and notice that this
is called Goal Statement. That's its name.
| | 04:25 | So I can hold Alt+F3 and save this again.
| | 04:31 | And as long as I save it in exactly the
same gallery, with exactly the same name,
| | 04:37 | it should overwrite the statement
that's there already, so that the next time I
| | 04:41 | insert this it won't have
an extra line at the end.
| | 04:45 | When you find yourself either copying
and pasting a block from one document to
| | 04:49 | another, or retyping or recreating the
same text, like a Signature Block, in more
| | 04:54 | than one document, you can save time,
and also increase the consistency between
| | 05:00 | your documents, by saving that text,
or text and graphic, as a Quick Part.
| | Collapse this transcript |
|
|
10. Modifying Page LayoutSetting page margins, page orientation, and paper size| 00:00 | Three Page Layout settings:
| | 00:02 | Margins, Page Orientation, and Paper
Size, are all used to determine how your
| | 00:07 | document will look when it is printed.
| | 00:10 | Margins are the blank space
around the edges of a page.
| | 00:14 | While most of your text and objects
will appear between the margins, some items
| | 00:19 | appear in the margins, for example,
headers, footers, and page numbers.
| | 00:24 | To set your margins, let's go to the
Page Layout tab, and we're going to choose
| | 00:28 | the dropdown for Margins.
| | 00:30 | Normal is the default setting, 1 inch
all the way around the document, but we
| | 00:35 | could choose, for example, Narrow
settings, a half an inch all the way around.
| | 00:40 | Word repaginates our document, and
when we look, we have a document that has
| | 00:44 | very narrow margins.
| | 00:46 | Another choice is moderate, which leaves
large margins at the top and the bottom
| | 00:52 | where we're likely to have headers
and footers, but splits the difference
| | 00:55 | three-quarters of an inch on
the left and the right-hand side.
| | 00:59 | This is a pretty big document though,
this employee handbook, and the odds are
| | 01:03 | good that at some point we will want to
put this in a binder, or have it bound.
| | 01:08 | So, let's take a look at the kinds of
margins we can use for bound documents.
| | 01:12 | One choice is Wide, which
provides ridiculously-wide margins.
| | 01:17 | You might wonder why someone would use
this kind of a setting, and part of the
| | 01:21 | reason is that it gives you
lots of space to write notes.
| | 01:24 | This is the kind of Margin setting
that people often choose for a document
| | 01:28 | they're going to manually review, and
write notes on with a pen or make marks
| | 01:32 | with a highlighter.
| | 01:34 | But it's pretty big, two inches left and right.
| | 01:36 | What we really want are we want to
have a wide margin on the side where
| | 01:41 | we'll have binding.
| | 01:42 | This Narrow margin doesn't give us the
ability to three-hole punch this document
| | 01:47 | without punching right into our text.
| | 01:50 | But we don't really care as much
as about the margin at the outside.
| | 01:54 | There are two different ways that we can
lay out margins for binding. One is what
| | 01:58 | are called Mirrored margins.
| | 02:00 | With Mirrored margins, we give an inch-
and-a-quarter on the left of odd numbered
| | 02:04 | pages, the side where a
three-hole punch would be,
| | 02:07 | then a slightly narrower margin, not
enough so that you really notice, but a
| | 02:11 | margin that when this document is bound,
there will be approximately the same
| | 02:16 | distance on either side
left to be able to look at it.
| | 02:19 | Then on our next page, what we have is
we have that wider margin here on the
| | 02:24 | right-hand side, because this is where
we would expect it to be on an even page,
| | 02:28 | which will be on the back
side of this sheet of paper.
| | 02:32 | Let's go to the Custom Margins command,
which will open this Page Setup dialog
| | 02:35 | box, and take a look at all of our options.
| | 02:39 | So here we have Mirror margins, and if
we change, notice that we don't have
| | 02:43 | Left and Right margins;
| | 02:44 | we have Inside and Outside margins.
| | 02:46 | So, if I need a little more room for my
three-hole punch, I can increase this,
| | 02:50 | and this small preview will change.
| | 02:52 | So now I have an inch-and-a-half on
the Inside, the left side of an odd page,
| | 02:57 | the right side of an even page,
and only one inch on the Outside.
| | 03:01 | Another possibility is simply to choose
the Normal margins that we already had
| | 03:06 | and to say I'd like to provide a Gutter.
| | 03:09 | If we choose a Gutter, we'll have
Left and Right margins, but a Gutter is
| | 03:14 | defined as the space that's
the binding edge of a document.
| | 03:18 | So this isn't like bowling, where
there is a Gutter on either side.
| | 03:21 | Here, the Gutter is absolutely on the
inside, left side of odd number pages.
| | 03:27 | And you'll notice that it even makes
it look like there is some comb binding
| | 03:30 | here for the Gutter.
| | 03:31 | So, these are all different
ways that I can set margins.
| | 03:35 | If I have a set of margins that I
want to use for every single document I
| | 03:38 | create, I can override the current
default of Normal, 1 inch all the way around
| | 03:43 | by choosing Set As Default.
| | 03:45 | Margins are the most complex of
this group of Page Layout settings.
| | 03:49 | Orientation is especially easy.
| | 03:52 | There are two different Orientations:
Portrait and Landscape, so named for
| | 03:57 | pictures in an art gallery. Since most
people had their portraits painted while
| | 04:01 | they were standing or
sitting, rather than lying down,
| | 04:04 | this Portrait alignment is a vertical
alignment where the long side of the page
| | 04:07 | is in the vertical dimension.
| | 04:09 | And Landscape, if you imagine
wonderful landscape paintings, they are more
| | 04:13 | horizontal, so here's our paper turned sideways.
| | 04:16 | If we choose Landscape, for example,
Word will repaginate our document.
| | 04:21 | Now, it actually has more pages in it than it
did before, because Word can make quite
| | 04:26 | as good use of the space that we've
given it for this particular document.
| | 04:30 | This isn't a bad look, but you'll
notice that in areas like this, we do throw
| | 04:34 | away a lot of paper that we're not using,
which is part of why this is a longer document.
| | 04:39 | If you're going to print this document
for most people to read, you would want
| | 04:42 | to leave it in the Portrait orientation.
| | 04:44 | We tend to save Landscape for large
tables, or other data that really needs to be
| | 04:49 | seen in more of a horizontal look.
| | 04:52 | Finally, we can change the size of
our Page Layout, and this should be very
| | 04:56 | easy, because it's the size of
whatever paper you intend to print this on.
| | 05:01 | Normally, you'd use 8.5 x 11 for most of
your printing, although Legal, the same
| | 05:06 | width but longer paper is also used.
| | 05:09 | Another North American size is tabloid
Paper which is 11 x 17, 2 8.5 x 11s so you can
| | 05:16 | print two-up on a page and fold your
paper in half to have sort of a not a
| | 05:20 | bound, but a single document.
| | 05:22 | There are some other paper sizes here
that start with the letter A that seem
| | 05:26 | just a little unusual in terms of their
dimensions, and that's because these are
| | 05:30 | not papers that were constructed in inches.
| | 05:32 | These are European paper sizes: A3, A4, A5.
| | 05:36 | Again, simply choose whatever paper
size you actually have in your printer.
| | 05:41 | If you want to adjust the number of
copies on a page, don't do it here. Do it in
| | 05:47 | your printed settings.
| | 05:48 | While we've been changing Margins,
Orientations, and Size here on the Page
| | 05:52 | Layout tab, these are Print settings.
| | 05:54 | So, if I go Backstage in Microsoft
Word 2010 and choose Print, I'll have
| | 06:00 | these same options here.
| | 06:02 | Here are my Margins, here is my
Paper Size, and here is my Orientation.
| | 06:07 | So if I make changes here, notice that
they will be reflected here in my preview
| | 06:13 | after Word repaginates my document.
| | 06:15 | So, before you print your document,
when you're Backstage in Word, just take a
| | 06:20 | moment and checkout your settings for
Margins, Paper, and Orientation to make
| | 06:25 | sure that your printed document will
look exactly the way that you'd like it
| | 06:28 | to look.
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| Inserting sections to organize a document| 00:00 | Section breaks are used so that you can
change the layout for a page or group of
| | 00:04 | pages in your document.
| | 00:06 | For example, if you separate the
chapters in a book document, you can begin
| | 00:11 | page numbering each chapter with the
number one, or you might want to layout
| | 00:16 | part of your document as columns, more
than one column, two columns, or three
| | 00:20 | columns, or you might want to
create different headers and footers for
| | 00:24 | different sections of your document.
| | 00:26 | If we take a look at the Page Layout
tab, under Breaks, we'll find different
| | 00:30 | kinds of section breaks: a Next page
break, a Continuous page break, and Even
| | 00:36 | break, and an Odd break.
| | 00:38 | The Next page break inserts a section break
and then starts the next section on a new page.
| | 00:45 | So, this type of Section Break is especially
useful for starting new chapters in a document.
| | 00:50 | We actually want to do that right here
because we have Part 3 of our handbook
| | 00:54 | ending and want to have a break before Part 4.
| | 00:58 | So, we're going to insert a Next page
break, and now Part 4 begins on a new page.
| | 01:05 | The second kind of break, a Continuous
section break, inserts a section break and
| | 01:10 | then starts a section right on the same page.
| | 01:13 | So, we don't break and go to a
new page, new section, but same page.
| | 01:18 | And this is the kind of break that
we'll use for a formatting change like
| | 01:21 | switching from one column to two or from
two columns back to one, all within one page.
| | 01:27 | We'll take a look at
columns later on in this chapter.
| | 01:30 | The Even Page and Odd Page work in
exactly the same way that Next Page did, with
| | 01:35 | one small variation.
| | 01:37 | If I choose Even Page, then insert a
section break, the next page will be the
| | 01:44 | next even numbered page.
| | 01:46 | So, for example, if I insert a section
break when I'm on page 13, and I insert
| | 01:53 | Even, it will go to page 14.
| | 01:56 | If I insert an Odd section break, it
will go to the next odd numbered page.
| | 02:01 | So, if I am on page 13 and insert an Odd Page
section break, my next page will be page 15.
| | 02:11 | Here I am on page 13.
This page would be page 15.
| | 02:16 | And I'm going to undo those last two section
breaks that I put in, those two insertions.
| | 02:23 | And yet, I'd still like to have a
section break, or perhaps even simply a page
| | 02:27 | break for the start of my
next section, another option.
| | 02:33 | When I insert a page break, like I just
did, this section of the document will
| | 02:37 | have exactly the same formatting
as all the parts that surround it.
| | 02:41 | But when I insert a section break,
I have the opportunity to put in
| | 02:45 | different formatting.
| | 02:46 | So we're going to go down to where
Part 5 starts, again, in the middle of
| | 02:50 | the page, and we're going to say
let's insert here a section break that's a
| | 02:54 | Next Page section break.
| | 02:56 | Now I have two different sections:
one section here, one section here.
| | 03:00 | The formatting that can be different
in a section of a document includes
| | 03:03 | margins, paper size or orientation,
headers and footers, the number of columns
| | 03:09 | that are in that part of the document,
page numbering, line numbering, and
| | 03:14 | footnotes and endnotes can
start over again in a new section.
| | 03:17 | So, let's take a look, for example,
at changing the orientation for this
| | 03:22 | section of the document.
| | 03:23 | I'm going to open the Page Setup
dialog box and say I'd like to change this
| | 03:28 | section to Landscape mode.
| | 03:30 | Now, this choice isn't
here unless I have sections.
| | 03:33 | So let's change this section to
Landscape, and you'll notice this part of
| | 03:38 | the document is in portrait. This part of
the document, the paper is turned sideways.
| | 03:42 | So, if I have a couple of pages in a
document with large tables that I want
| | 03:46 | to place, putting in a section break allows
me then to change to a different orientation.
| | 03:53 | Another choice that I have is to have
different headers and footers in different
| | 03:56 | parts of my document. if I wish.
| | 03:58 | So, I could have headers and footers
in one section that were different than
| | 04:01 | those that I found in another section.
| | 04:04 | We can go to Insert, for example, a
Header, and insert a header here, and it
| | 04:10 | will be the header for Section 2.
| | 04:12 | It won't be the header for the entire document.
| | 04:15 | If I don't include sections, the document
has only one set of headers and footers.
| | 04:20 | Currently, they are the Same as Previous.
| | 04:22 | In other words, the fact that I
inserted a section didn't mean that I had to
| | 04:27 | create new headers and footers.
| | 04:28 | The headers and footers that are here
would be used throughout the document.
| | 04:32 | However, I can say I'd actually like to
have them not be the same as previous.
| | 04:36 | Right here is the button that allows
me to unlink them, and now I have a
| | 04:40 | header that has only been used by this
section, and isn't used anywhere else in my document.
| | 04:45 | If I want to pick up the headers and
footers used at other sections of my
| | 04:49 | document, I simply say Link to
Previous and when I do, the header or footer
| | 04:54 | that I am in will be deleted and the header or
footer from the previous section will be applied.
| | 04:59 | When you need different Page Layout
options for just one section of text, you
| | 05:03 | don't need to put it in a different document.
| | 05:06 | You simply need to insert section breaks
and make it a different section, so that
| | 05:10 | you can then change your Page Layout
options for that section of your document
| | 05:15 | that you'd like to keep together.
| | Collapse this transcript |
| Using columns| 00:00 | There are three reasons you might
choose to use columns in a document.
| | 00:04 | First, you might use them as a design
element to add interest to a section of
| | 00:07 | text, or to the entire document.
| | 00:09 | Second, you might use them simply to
save space, because you have some text that
| | 00:14 | doesn't take up the width of the page,
but it takes up a lot of page length.
| | 00:17 | Then finally, you might choose to use
columns because you want to have some
| | 00:21 | material presented as a block, rather
than as a long list, for comprehension and
| | 00:26 | also to ensure it all fits on one page together.
| | 00:29 | So let's see how we might use
columns in our employee handbook.
| | 00:33 | So, first to think about using columns
as a design element, let's just take a
| | 00:38 | look at this section of text on
this page to get a feel for this.
| | 00:42 | So, if, for example, we choose Columns,
we'll find that our text is already in columns.
| | 00:47 | It's just in only one of them.
| | 00:49 | If I choose then Two columns, you'll
note that my text is evenly split between
| | 00:54 | the two columns, so that it has more of
a look like newspaper text, for example.
| | 00:59 | You might wonder why it doesn't
look quite like newspaper text.
| | 01:03 | Well, largely because it hasn't been justified.
| | 01:06 | So, if I were to go back to the Home
tab and in the Paragraph group choose
| | 01:10 | Justified, now I've what looks more
like newspaper text, particularly if I fill
| | 01:15 | entire pages with it.
| | 01:17 | I'm going to return to one column by
choosing Undo and go back to Page Layout.
| | 01:22 | I can have more columns.
| | 01:24 | I can have three columns, or there
are a couple of Custom layouts that are
| | 01:28 | actually quite interesting.
| | 01:29 | One is what's called the Left column,
with a small column on the left and more
| | 01:33 | text on the right, or a Right
column, which is the reverse of that.
| | 01:37 | There might be reasons that these
would be very attractive. On other pages,
| | 01:41 | for example, we might have a graphic image here.
| | 01:44 | Note though that this looks amazingly
like a sidebar, so you'll want to make
| | 01:47 | sure all the text has the same
background, or people will treat these as two
| | 01:50 | very different items.
| | 01:52 | And I can also go in, and
I can custom set my columns.
| | 01:55 | So, I can say that I have one column
and go back is the easy way to start.
| | 01:59 | Then say that I'd like to have specific
columns and where they start and stop.
| | 02:05 | By applying these to selected text, Word
will actually put my section breaks in for me.
| | 02:11 | So, let's have two equal width columns
that are 3 inches wide, and let's reduce
| | 02:16 | the spacing slightly between them,
and here are our two columns.
| | 02:20 | Now if I to go the Home tab and we Show/
Hide the paragraph and the non-printing
| | 02:26 | characters in our document,
we'll actually see one section break -
| | 02:30 | note this double-dotted line - and then
a second section break setting off this
| | 02:35 | section, which is formatted in a
different fashion than the sections that
| | 02:39 | proceed and follow it.
| | 02:41 | The second reason that I might want
to use columns is that I have data that
| | 02:46 | would take up a lot of space, if
I weren't to put it in columns.
| | 02:49 | Let's take a look at part 3.15
SAFETY that immediately follows this.
| | 02:54 | And I just have this list of five items,
but I could present this list in two
| | 02:59 | columns and pick up a little space and
also, it even looks better in many ways.
| | 03:03 | So, let's select our text, go back to Page
Layout, and say show me this in two columns.
| | 03:08 | And you'll notice that
this list looks fine this way.
| | 03:12 | There's nothing wrong with it,
and I've picked up some space.
| | 03:15 | If this is the difference between this
list fitting on a page or not, or this
| | 03:19 | document printing on one or two sides
of a sheet, or a third sheet, these begin
| | 03:25 | to look like good choices, these spacing choices.
| | 03:27 | Now, I'm going to go and take a look
at the section of the document that has
| | 03:32 | standards of conduct, which began at Section 4,
| | 03:36 | because I have another table right away that I
have some concerns about. This is a long table.
| | 03:42 | This is a table of reasons that we can fire you.
| | 03:45 | So, it's an important list.
| | 03:47 | What happens if more text gets added
and this list begins to slide off the page
| | 03:52 | so that now it doesn't
fit any longer altogether?
| | 03:56 | And it's reasonable for somebody to
say I didn't know about those last three
| | 04:00 | points, because they weren't on the
same page as my first points were.
| | 04:05 | So, by putting all of the information
into columns, I am better able to keep this
| | 04:10 | text together, because it will stand out
from the text above and below it that's
| | 04:15 | formatted in single column.
| | 04:17 | So, I'm going to select my text.
| | 04:19 | I'm going to choose Columns > Two columns.
| | 04:22 | Notice that even though the text takes
up a little more space, because there is
| | 04:26 | this white space here,
| | 04:28 | it's true that it clearly stands out as
a list that's different from the left to
| | 04:34 | right flow of single column
that proceeds and follows it.
| | 04:38 | So, you might say that bulleted list
in the middle of the page and people say
| | 04:41 | oh, yup, I looked and I saw that list,
because it stands out in contrast.
| | 04:46 | Even after I've made this choice,
remember that I can go back into More Columns,
| | 04:50 | and I can say I don't need that much
white space, or make some other adjustments
| | 04:55 | about how these columns
actually appear in my final document.
| | 04:59 | If you've worked with the older
versions of Word, or with other word
| | 05:03 | processing programs, you might have
been avoiding columns, because they were
| | 05:07 | so hard to work with.
| | 05:09 | However, in Word 2010, it is wicked
easy to create columns in your documents,
| | 05:15 | whether you want One column, Two column,
Three column or to remove columns, very
| | 05:19 | easy feature to use.
| | 05:21 | Don't overlook it.
| | Collapse this transcript |
| Using watermarks, page borders, and colors| 00:00 | There are three types of Page
Backgrounds in Microsoft Word 2010: Watermarks,
| | 00:06 | Page Borders and Page Colors.
| | 00:09 | Let's see how and when to apply
backgrounds to the pages of your document.
| | 00:14 | Watermarks are actually a type of
building block, but they appear here, rather
| | 00:19 | than on the Insert menu.
| | 00:21 | You'll know they're a building block
because when I open the gallery, at the
| | 00:24 | bottom, there's a choice: Save
Selection to Watermark Gallery.
| | 00:28 | There are four built-in Watermarks.
| | 00:30 | And then you can create your
own Custom Watermark, if you wish.
| | 00:34 | So if you simply wanted your
document to say Confidential, I can
| | 00:38 | choose Confidential.
| | 00:39 | And you'll notice here that I have a Watermark.
| | 00:41 | Because I'm in a section, it actually
appears in the background of this section.
| | 00:47 | If I return to Watermark, open the
Gallery and choose Custom Watermark, I have
| | 00:51 | some choices about what's happening
with the Watermark here in my document.
| | 00:56 | First, to remove the Watermark, I can
choose No watermark and Apply to remove it.
| | 01:02 | I have the choice to use
a Picture as a watermark.
| | 01:05 | So I can select an image, for example,
the two trees logo and Insert it.
| | 01:18 | And then I can Washout the
image, and I can Scale the image.
| | 01:21 | So let's take a look at how it
looks just having put that logo in here.
| | 01:26 | It's in the center of the page.
| | 01:28 | It's actually very large in
the page. Here's the olive.
| | 01:32 | It's well-sized.
| | 01:33 | There it is on the whole page.
| | 01:34 | That's actually a very attractive logo.
| | 01:37 | Now we could go back and
return to our Custom Watermark.
| | 01:42 | And we could scale this so that it
was a little smaller, for example, we
| | 01:46 | might scale that at 50%.
| | 01:48 | And if we do that, then it will appear
much smaller, or we can scale it at 150%.
| | 01:55 | So it'd be more in the center on the
page, rather that about the 300% that Word
| | 02:00 | automatically sized it to, to try to
get it to fill the background of the page.
| | 02:05 | If I turn off Washout and apply it,
you'll notice that I have a dark image.
| | 02:10 | It's behind the text.
| | 02:11 | But it's still quite dark.
| | 02:13 | If I want it to be less washed out
than this, I would actually have to get an
| | 02:17 | image and make it less opaque and more
transparent to be able to use it here.
| | 02:22 | But I'm going to choose about
200%, nice size and washed out.
| | 02:28 | And I'm going to now close this.
| | 02:30 | Again, a nice watermark.
| | 02:31 | Now if I return here, we can
go back to our custom Watermark.
| | 02:36 | And we could choose, for
example, a Text watermark.
| | 02:38 | In our Text watermarks, we have choice
about language, if you have more than
| | 02:42 | one language installed.
| | 02:43 | And you can type in whatever
text you want or choose Text.
| | 02:46 | Text in watermarks tends to be all
in caps because it's easier to read.
| | 02:49 | So if I want to say that this is a Draft,
for example, or a document that is Top
| | 02:55 | Secret or Urgent, but I'm going to say
that this is a Draft, and actually this is
| | 02:59 | a specific kind of Draft in our organization.
| | 03:02 | This is called a Review Draft.
| | 03:03 | So I'm going to say Review Draft,
and I have a grayscale color that is
| | 03:07 | semi-transparent laid out
diagonally this way across the page.
| | 03:11 | And I'm going to say Apply and OK.
| | 03:14 | And here is my watermark that
appears on every page of my document.
| | 03:18 | Now part of the purpose of a
watermark is if people make copies of this
| | 03:21 | document, and they're walking around
with them, it's really clear that this
| | 03:25 | document is not a document
that should be treated as final.
| | 03:29 | And typically, then you will
print in color over Do Not Copy.
| | 03:33 | So if somebody makes a black-and-
white copy, it's pretty apparent.
| | 03:36 | So watermarks are for draft documents.
| | 03:38 | You rarely see watermarks on final
documents that are in circulation.
| | 03:42 | I'm going to remove my
watermark from this document.
| | 03:46 | And we're going to take a look now at
our other two options. One is Page Color
| | 03:50 | and one is Page Borders.
| | 03:52 | Page color actually drops a color
on the background of the document.
| | 03:56 | Even at our lightest tones,
these are relatively dark colors.
| | 03:59 | And these colors will try to print on a printer.
| | 04:02 | On a black-and-white printer,
they'll render as a gray.
| | 04:04 | You can choose More Colors and
actually select some very light Custom colors,
| | 04:10 | for example, way up in his very light range.
| | 04:15 | Even then, it's relatively dark in the document.
| | 04:18 | So if you're going to print your document,
you might consider whether or not you
| | 04:21 | really want to use Page Color.
| | 04:23 | It's fabulous to use for documents that
are going to be viewed largely onscreen.
| | 04:28 | You may not have noticed right away,
but if I remove this Page Color and then
| | 04:34 | add it again, the black type is
actually easier to read on the yellow even
| | 04:39 | than it is on white.
| | 04:41 | But again, when this document is printed,
this will print either as a very pale
| | 04:44 | yellow on a color printer,
or it will print as a gray.
| | 04:48 | It's just one more element that
makes the printed document harder to see.
| | 04:53 | My third choice is a Page Border.
| | 04:55 | And a border is exactly what it
says it is, a line around the page.
| | 04:58 | So let's throw a box around this
page and just see what it looks like.
| | 05:03 | And you'll notice that it provides
a nice, crisp look around my page.
| | 05:07 | I can go back into Page Borders and
change the Color, if I prefer to something
| | 05:12 | perhaps a little less striking in my document.
| | 05:15 | That now looks like more of a design element.
| | 05:18 | A little problematic here because of the
choice of header that I've made but not
| | 05:23 | altogether difficult.
| | 05:25 | There're also choices to apply, for
example, a Shadow, which makes this document
| | 05:30 | look like it's a little three-dimensional here.
| | 05:33 | You have a number of design
elements to choose from, page Borders being
| | 05:36 | simply one of them.
| | 05:38 | If your document has sections, you can
apply Page Borders to sections of the
| | 05:44 | document, rather than the whole document.
| | 05:46 | And here's where it gets intriguing to me.
| | 05:48 | I can say, in each section, I want to
put a border around the first page only.
| | 05:53 | So if you think about the first page of
every chapter of a book or manual has a
| | 05:58 | border, that becomes an interesting and
useful design element for your readers.
| | 06:04 | If your document is going to be read
online largely or offline, you need to
| | 06:08 | take that into consideration as you
think about the kinds of backgrounds that
| | 06:12 | you might want to apply.
| | 06:14 | Particularly for online documents, I
encourage you to spend some time thinking
| | 06:18 | about how you could add background
design elements that would make your document
| | 06:24 | as interesting onscreen as documents
you've created for print are when printed.
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|
|
11. Proofing DocumentsChecking spelling and grammar| 00:00 | Before you share your document with
others in print or by e-mail, you should
| | 00:04 | take a moment and check
your spelling and grammar.
| | 00:07 | Word has been noting possible
misspellings as you've been entering document text.
| | 00:12 | You can see it here on the status bar.
| | 00:14 | Now it's time to review Word's findings.
| | 00:16 | We'll find all of the Proofing tools on
the Review tab in Microsoft Word 2010.
| | 00:23 | At the left, you'll see Spelling and
Grammar, Research, Thesaurus and Word Count.
| | 00:29 | So I'm going to ask Word to check my spelling.
| | 00:31 | I can either click here, I can press
the Function Seven key, or I can go down
| | 00:37 | to the Proofing errors icon, the
dictionary with the red X on it, and click to
| | 00:43 | do this one-by-one.
| | 00:45 | And I'd like to take a bulk approach
to checking all of the spelling and
| | 00:49 | grammar in my document.
| | 00:50 | So I'll click Spelling and Grammar.
| | 00:53 | A dialog box opens to point
out that the word Formatting is
| | 00:57 | potentially misspelled.
| | 00:59 | I say potentially because sometimes
Word will identify a term ,particularly if
| | 01:04 | it's a jargon within your industry or any
proper name, as misspelled when it is not.
| | 01:11 | But you can usually take Word's word for
things like formatting, selected, text,
| | 01:17 | words like this that are
common dictionary words.
| | 01:20 | So I need to do something about this word.
| | 01:22 | I have six choices.
| | 01:25 | If this word were actually spelled
correctly, for example, if there's a new
| | 01:29 | industrial process in our company
called formating, I could say ignore this
| | 01:34 | either once, or ignore it
every time in this document.
| | 01:39 | If this is a word that I want to never
have Word check as incorrect again, I can
| | 01:44 | add it to my dictionary.
| | 01:46 | If you do this, you want to make
sure that this word is spelled correctly
| | 01:49 | because you're adding it to the
list of words to ignore for all time in
| | 01:53 | all documents in Word, Excel,
PowerPoint and Outlook. Or I could say I
| | 01:59 | want to change this word.
| | 02:00 | I can change it to the
word that is highlighted here.
| | 02:03 | If there are multiple occurrences
potentially in this document, maybe this is
| | 02:07 | a mistake I make a lot, I could choose
Change All. Or if this is a typo that I
| | 02:14 | create many times in a word I use
relatively frequently, I could choose AutoCorrect.
| | 02:20 | Then the next time I type formating, Word
will automatically correct it to formatting.
| | 02:29 | One last note about the AutoCorrect,
AutoCorrect is a while you type feature, so
| | 02:33 | if I'm proofing someone else's
documents, I don't need to take their typing
| | 02:38 | mistakes into account, only my own.
| | 02:41 | So I'm going to change this word.
| | 02:43 | And we're going to let Word continue checking.
| | 02:46 | Now I have choose new Theme elemints;
| | 02:48 | "elemints" is clearly misspelled.
| | 02:51 | So I don't want to do any
of the things at the top.
| | 02:53 | These first three choices
are for words that are correct.
| | 02:56 | As soon as I know it's
incorrect, I can focus down here.
| | 02:59 | And I'm going to say if I typed elements that
way more than once, change them all right now.
| | 03:03 | It says on the Insert tab coordinate
with the overall look of your document.
| | 03:08 | This is another frequent mistyping.
| | 03:11 | I know how to spell the word, but as
I'm typing one of my hands moves faster
| | 03:15 | than the other, and I'm going to say
simply AutoCorrect that from now on.
| | 03:18 | So we've checked those words so far.
| | 03:21 | Now I'm getting a grammar
error rather than a spelling error.
| | 03:26 | In my document, spelling errors were
underlined in red. Grammar errors are
| | 03:31 | underlined in green.
| | 03:32 | Word says that I have a
subject-verb mismatch here,
| | 03:36 | the sentences on the Insert tab, "the
galleries includes." Well, that would be true.
| | 03:41 | It's either gallery
includes or galleries include.
| | 03:45 | And it's speaking about galleries and items.
| | 03:47 | So, on the Insert tab, the galleries include.
| | 03:51 | I have two choices.
| | 03:53 | Either one of them, the subject and verb
will be an agreement, but Word doesn't
| | 03:56 | know whether I'm talking
about one or more galleries.
| | 03:59 | Only I can choose that.
| | 04:01 | If this is a rule I don't understand,
| | 04:03 | I can click the explained button
to get more information about it.
| | 04:07 | I'm going to click Change.
| | 04:09 | Here what I have is a simple typo.
| | 04:11 | There are two spaces between these two words.
| | 04:14 | If I leave two spaces between words,
Microsoft Word will catch it for me.
| | 04:19 | If I put two spaces between
sentences, it will leave it alone.
| | 04:24 | So I'm going to say Change this.
| | 04:26 | And now the Spelling and
Grammar check is complete.
| | 04:29 | The little pen down here on the
Spell Check book is still writing.
| | 04:33 | It will until I click OK.
| | 04:34 | It's recording the changes I've made.
| | 04:37 | And now you'll notice that
there are no Proofing errors.
| | 04:40 | My Dictionary has a check mark on it.
| | 04:42 | And we are all good to go.
| | 04:44 | It's so easy to check Spelling and
Grammar that if you're document includes
| | 04:49 | spelling and grammar errors, your
readers wonder, and they're smart to wonder,
| | 04:54 | what other types of errors your document
might contain that would be harder to find.
| | 04:58 | To make sure that the contents of
your documents always get a fair reading,
| | 05:02 | remember to check your spelling and grammar.
| | Collapse this transcript |
| Setting proofing and AutoCorrect options| 00:00 | Like many of the other features in
Microsoft Word, Spelling and Grammar have
| | 00:04 | options that control how they function.
| | 00:07 | You can change the options for
Spelling and Grammar very easily.
| | 00:11 | Let's choose File to go
Backstage and choose Options.
| | 00:15 | You'll find the Spelling options under Proofing.
| | 00:18 | There are three broad sets of options for how
Spelling and Grammar work in Microsoft Word.
| | 00:23 | Let's talk first about the Spelling
options that are specific to Microsoft Word.
| | 00:28 | You'll find these here.
| | 00:30 | So when you are correcting Spelling
and Grammar in Word, Word checks the
| | 00:35 | spelling as you type and flags spelling
problems by changing the icon here on the status bar.
| | 00:42 | You can Use contextual spelling, which
lets Word work a little harder to try to
| | 00:46 | determine if a word is right or wrong.
| | 00:48 | Grammar errors are flagged with
a green underline as you type.
| | 00:52 | And finally, anytime you check
spelling, grammar is checked also.
| | 00:56 | These are settings that control how Word
functions when you do a spelling check.
| | 01:01 | There are a few other choices that you can make.
| | 01:04 | In addition to choosing Grammar, you
can choose Grammar and Style both.
| | 01:08 | And if you click OK here, then this will
be your new setting for checking Grammar
| | 01:13 | and Style in all of your documents.
| | 01:16 | Style would check for things like
jargon and contractions and other things that
| | 01:20 | are used in less formal documents.
| | 01:23 | In the past, Word had its own custom
dictionary, so did Excel, so did PowerPoint.
| | 01:29 | In Office 2010 Word, Excel,
PowerPoint and Outlook share a dictionary.
| | 01:36 | And they also share some specific
settings about how the dictionary is used.
| | 01:40 | So if I change a setting here,
I'm changing it for all of my
| | 01:44 | office applications.
| | 01:45 | And if I change this kind of a setting,
a Proofing setting in Microsoft Excel,
| | 01:50 | I'm also changing it for
Word, whether I intend to or not.
| | 01:54 | So you want to know that these
settings are good for all of your Office
| | 01:57 | applications, to ignore uppercase
words, which are usually abbreviations, or
| | 02:02 | to ignore any word that contains a number, or
to ignore URLs and not try to spellcheck them.
| | 02:09 | As long as these settings work for you,
both for Microsoft Office programs and
| | 02:13 | for Microsoft Word, there is really
little reason to change any of them.
| | 02:17 | There are five different
types of AutoCorrect options.
| | 02:21 | AutoCorrect are things that
Word does automatically for you.
| | 02:25 | Sometimes you'll have the choice to
undo the change that Word made, but these
| | 02:30 | changes are made without asking you first.
| | 02:33 | First, we have AutoFormat options that
say that anytime I type quotes, curve
| | 02:38 | them in around the words.
| | 02:40 | Anytime I type 2 hyphens,
replace them with a dash.
| | 02:44 | So as I'm opening a document created
in another application or an earlier
| | 02:48 | version of Word, Word is applying
these AutoFormat options for me.
| | 02:54 | It applies those same options and
some additional options when I type.
| | 02:58 | So earlier when we were typing bulleted
list by beginning them with an Asterisk,
| | 03:03 | that's an option here.
| | 03:04 | Numbered lists, I type one period space,
and Word is creating a numbered list for me.
| | 03:10 | If any of those features are
problematic for you, in terms of the way you work,
| | 03:15 | this is where you would come to
turn them off, AutoFormat As You Type.
| | 03:19 | Math AutoCorrect is a series of
shortcut keys that can be used in the Equation
| | 03:26 | Editor in Microsoft Word.
| | 03:28 | And if you do a lot of mathematical or
scientific equations, you can enable this
| | 03:33 | check box to turn them on everywhere.
| | 03:35 | You'll find here shortcuts you can
type for all of the Greek letters and for
| | 03:39 | many, many symbols that are used.
| | 03:40 | It's an incredibly long list to support
scientific work and mathematical work.
| | 03:45 | Actiond is simply a list of types of text that
Word is looking for that it will flag for you.
| | 03:52 | So, for example, if you type a
Financial Symbol, a stock market ticker and then
| | 03:57 | you right-click on that, there might be
a link that would allow you to go look
| | 04:01 | for that stock online.
| | 04:03 | These were called Smart
Tags in prior versions of Word.
| | 04:07 | Finally, AutoCorrect, which is the
heart of the matter. This is correction that
| | 04:11 | happens on-the-fly, as you type.
| | 04:14 | If you're typing a sentence and you
type the first two letters of a word in
| | 04:18 | capital letters and then the
remainder in lowercase, Word assumes ah!
| | 04:22 | They held onto the Shift key just a
bit too long, and that word is fixed to
| | 04:26 | having only the first letter be uppercased.
| | 04:30 | If you work for an organization that has
two capital letters at the start of its
| | 04:34 | name, and then the remainders are in
lowercase like a logotype, you can click
| | 04:38 | Exceptions and fix that here.
| | 04:40 | Word automatically capitalizes the
first letter of sentences, which is not
| | 04:43 | necessarily helpful when
I'm transcribing some poetry.
| | 04:46 | So I'll turn this off from
time to time, and then back on.
| | 04:50 | The first letter of any word in a
table cell, if I type the name of a day,
| | 04:54 | Monday, Wednesday, Word will
automatically uppercase it.
| | 04:58 | And if it looks like I've been typing with
Caps Lock on, Word takes care of that too.
| | 05:02 | Then we have a list of AutoCorrect terms
that we've set up here in Microsoft Word.
| | 05:08 | So earlier when I spell checked my
document and I told Word to take my
| | 05:13 | misspelling of document, that was
d-o-u-c-m-e-n-t and automatically replace it, anytime
| | 05:20 | I typed that incorrectly.
| | 05:22 | It was added right here
to this AutoCorrect list.
| | 05:26 | So this is all of Word's best
learning from my use of spell check.
| | 05:32 | I can wait until I make a mistake and
add it here, but I can also create my own
| | 05:36 | shortcut keys that I want
to use in Microsoft Word.
| | 05:38 | For example, if I type a left parens,
lower case c, right parens and press the
| | 05:43 | Spacebar, Word coverts it to the copyright mark.
| | 05:46 | Open parens tm is a trademark symbol.
| | 05:49 | I can have Word automatically replace
text that I type with other text, if I wish.
| | 05:55 | So, for example, I could say if I
type -- I'd like you to type "North by
| | 06:02 | Northwest," which is one of our departments here,
| | 06:06 | if I add this to the list then
anytime I type /NNW, Word will automatically
| | 06:10 | without asking me, replace
that text with North by Northwest.
| | 06:14 | So you can do this for a company name, for
your own name, for any long chunk of text.
| | 06:18 | And you can even replace some
text with formatted text as well.
| | 06:22 | The reason the slash is there is so that
if you type NNW for any other reason, it
| | 06:27 | won't automatically convert it.
| | 06:28 | You're unlikely to type a slash
followed by three letters in the normal course
| | 06:34 | of typing, unless you are typing part of a URL.
| | 06:38 | So I can maintain this AutoCorrect list.
| | 06:40 | I can remove terms from the AutoCorrect
list, if they conflict with other terms.
| | 06:45 | And notice even if there are places
where it's two words that often are typed
| | 06:50 | together accidentally,
replace those with one space.
| | 06:52 | So you can replace a string of
words with another string of words.
| | 06:56 | As you work with Microsoft Word,
don't be afraid to make adjustments to the
| | 07:00 | Custom dictionary, so that it reflects
the jargon used in your industry, rather
| | 07:04 | than having you replace
those words on a regular basis.
| | 07:07 | If you have a day that you like to
create AutoCorrect entries, it's a great
| | 07:11 | thing to plan out some of the shortcuts
that you'd like to create and to enter
| | 07:15 | them all here and add them to your
dictionary in Microsoft Word 2010.
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| Using the Thesaurus and Research and Translation tools| 00:00 | Spelling and Grammar are only the
beginning of the tools that we need to check
| | 00:05 | documents in a global
marketplace, and in our global economies.
| | 00:10 | Let's go to the Review tab and take a
look at the other proofing and language
| | 00:13 | tools that are available in Microsoft Word 2010.
| | 00:17 | I'd like to begin with our Research tools.
| | 00:19 | The Research tools allow us to look up
a word when we're not sure what it is.
| | 00:24 | So I'm going to choose, for example,
the word "" and do some research.
| | 00:31 | I have a choice of many
different Reference Books.
| | 00:34 | For example, I can go take
a look on Research Sites.
| | 00:38 | I can look in Encarta, or
in a particular dictionary.
| | 00:41 | So let's take a look and
see what Encarta tells us.
| | 00:44 | And it tells us the galleries range
from a place for art exhibitions to long
| | 00:49 | narrow rooms, to parts of theaters and
underground passages, to the audience
| | 00:55 | sitting in the cheapest seats.
| | 00:57 | So lots of choices in the dictionary.
| | 00:59 | Let's enter some other
terms and see how they hold up.
| | 01:02 | For example, if we enter "MSFT" and to
translate this, let's just click Research again.
| | 01:10 | Notice that that term is automatically
moved here, and I'm going to say let's
| | 01:14 | take a look at Microsoft Money Stock Quotes.
| | 01:16 | This is the ticker for Microsoft.
| | 01:18 | If we wanted to insert the price for
Microsoft stock, or you could insert
| | 01:23 | conceivably other information,
| | 01:25 | we will just do that, and there it is.
| | 01:28 | I can also get a detail quote and get
charts on lots of other information.
| | 01:32 | So we have access to stock information.
| | 01:35 | If, for example, we enter an address, we
can select the address and do research on it.
| | 01:45 | And the kind of research we might do
on an address, rather than being a stock
| | 01:49 | quote would be, for example, a Bing site.
| | 01:52 | That would give us information
about what's at that location,
| | 01:55 | even allow us to click on
different Web sites to get there.
| | 01:58 | So again very powerful
Research tools that are available.
| | 02:01 | Don't simply assume that all
you have here is a dictionary.
| | 02:04 | There is far more than a dictionary
contained on the Research tab, and the list
| | 02:08 | of services is growing that's
available to you in Word 2010.
| | 02:13 | Next, let's take a look at the Thesaurus,
which is included in Research, but also
| | 02:17 | included is a separate tool.
| | 02:18 | So I have the word "items" in this document a lot.
| | 02:22 | And I'm actually feeling tired of the
word items, because I am over using it.
| | 02:26 | I know there are other words that I could use.
| | 02:29 | So I can right-click, and I can choose,
for example, Synonyms, and these come
| | 02:34 | from the thesaurus, things like
substances, matters stuffs, objects.
| | 02:40 | Or I can click on Thesaurus
and get an even more robust list.
| | 02:45 | So items could mean articles or things.
| | 02:48 | So I could say entries or elements or points.
| | 02:52 | It says, "Is this what you were looking for?"
| | 02:54 | Well, you could look in other reference
books or other reference sites, if you wish.
| | 02:58 | So the Thesaurus helps us find synonyms, and
then optionally it will list some antonyms.
| | 03:04 | Let's choose the word designed
and run it through the Thesaurus.
| | 03:09 | Intended, planned, so adjectives and verbs both.
| | 03:13 | If there is one of these words that you
think is close to considered, now I'm
| | 03:17 | going to click considered, then measured,
then careful, and I can follow until I
| | 03:22 | find a very exact word
| | 03:24 | that is precisely the word that I want.
| | 03:27 | The next tool in the Proofing tools is
Word Count, and Word Count allows me to
| | 03:30 | see how many words there are
in my document, or selection.
| | 03:34 | Note, I have one word selected
right now, and it tells me that.
| | 03:37 | Let's select either no words or the
entire document and run the Word Count again.
| | 03:42 | We find we have two pages, about 768
words in this document, including words
| | 03:48 | that might be on text boxes,
footnotes, or endnotes.
| | 03:51 | I am going to close the Research pane,
and we're going to take a look at
| | 03:55 | the Language tools now.
| | 03:57 | Now there is part of this document
that's actually a paragraph in Spanish, and
| | 04:02 | you might wonder a few things about it.
| | 04:04 | You might wonder what it means.
| | 04:05 | You might wonder why, since it's
clearly not spelled the way English words are
| | 04:10 | spelled, why it's not being
tripped over by spell check,
| | 04:14 | why this isn't in one
continuous red and green underline.
| | 04:17 | So, we will solve all of those mysteries
and more by looking at the Language Settings.
| | 04:21 | First, I'm going to take a
look at the Proofing Language.
| | 04:26 | The Proofing Language for this entire
document includes not just English, but
| | 04:30 | Spanish, because the
Spanish dictionary is loaded.
| | 04:34 | By choosing Language > Language
Preferences, and making sure that that Spanish
| | 04:39 | dictionary is added to my list of
available Editing Languages, Word will
| | 04:44 | automatically determine that a
paragraph is Spanish or English and use the
| | 04:49 | appropriate dictionary, English, or
International Spanish to check the text in
| | 04:55 | that paragraph, or those pages.
| | 04:57 | So that's pretty cool.
| | 04:59 | Under Translate, we have some nice tools,
| | 05:02 | some of which are new and some of which are not.
| | 05:05 | Before I can use Translate
easily, I should choose a preferred
| | 05:08 | Translation Language.
| | 05:10 | The Translation Language I find
myself using a lot right now is translating
| | 05:14 | from Spanish to English.
| | 05:16 | So I'm going to say when I see text
and I ask for a translation, I'm hoping
| | 05:21 | to see some English, and that traditionally
I'll be translating from Spanish into English.
| | 05:26 | Spanish (International Sort) is the
only Spanish dictionary that's loaded right
| | 05:30 | now available from Microsoft.
| | 05:33 | But over time, we will probably
see additional Spanish-Mexican and
| | 05:37 | Spanish-Spain, Spanish-Central America.
| | 05:40 | So don't be afraid to go back and check
for additional dictionaries as time goes on.
| | 05:45 | Nothing will prompt you to say there is a
more precise Spanish dictionary, for example.
| | 05:50 | Once I've chosen my Translation Language,
I can either translate some text directly,
| | 05:55 | I can translate a whole document,
some selected text, or I can use this new
| | 06:00 | feature called the Mini
Translator, which is on right now.
| | 06:03 | So if I select some text, having told the
Mini Translator I'd like to see it in English,
| | 06:08 | then I pause and move into my text,
| | 06:11 | In addition to the Mini toolbar, you'll
notice of very big shade that appears here.
| | 06:15 | I am going to move into the text and move here.
| | 06:19 | And there is the Spanish to
English translation of this text:
| | 06:23 | "On the Insert tab, the
galleries include elements."
| | 06:26 | If I want to know what a particular
word means, I can double-click, pause for a
| | 06:30 | moment, and it says this word means coordinate.
| | 06:35 | This word, it can't find.
| | 06:39 | This word means to pick or to choose, to select.
| | 06:43 | If I'd like to translate this entire
paragraph, then I can select it and either
| | 06:50 | move into the Translator and say I'd
like to expand and do some research on
| | 06:54 | this, or I can choose
Translate > Translate Selected Text.
| | 06:58 | The Research panel opens again, and
it's translating this from Spanish to
| | 07:02 | English, and this is per my request
in my Translation Language settings,
| | 07:08 | Translate from Spanish to English.
| | 07:11 | And it says, on the Insert tab,
the galleries include elements.
| | 07:15 | If I want to insert that translation in
my document, I can simply press Enter to
| | 07:20 | create a new line and insert
that translation very quickly.
| | 07:23 | Microsoft Word 2010 includes a
wonderful set of Proofing and Language tools to
| | 07:29 | help you make sure your spelling and
grammar are correct, to help you choose
| | 07:34 | exactly the right word when you wish,
to help you research the words in
| | 07:39 | documents that you receive, to let you
count your words, and to allow you to
| | 07:44 | proof and translate in different languages.
| | Collapse this transcript |
|
|
12. Reviewing Documents with OthersTracking changes and showing markup| 00:00 | When you're ready to review a document,
either by yourself or with others, you'll
| | 00:05 | use the tools on the Review
tab in Microsoft Word 2010.
| | 00:09 | You can track each insertion, deletion,
move, formatting change or comment
| | 00:14 | that you or others make, capturing those
changes so that they can all be reviewed later.
| | 00:20 | To collaborate with others on a Word
document, you start by turning on the
| | 00:24 | Tracking feature, then sharing
the document with other users.
| | 00:28 | You can review all the changes or
each user's change, and accept or reject
| | 00:33 | proposed changes in a document.
| | 00:35 | We begin by opening the
document that we wish to review.
| | 00:38 | Then on the Review tab, we are going to
use the tools here in the Tracking group.
| | 00:44 | So I would like to Track Changes.
| | 00:46 | There are some Change Tracking
Options that I might want to look at first.
| | 00:50 | This is an entire list
of options that I can set.
| | 00:54 | Notice that we have
Colors and Comments by author.
| | 00:57 | And these are applied automatically.
| | 01:00 | So the first author who works on a
document, their changes might be in blue, the
| | 01:04 | next might be in red and so on.
| | 01:07 | While you can assign a specific
color to an author, I don't recommend it,
| | 01:11 | because it's actually easier to
allow Word to do that for you.
| | 01:16 | In each document then I might be a
different color based on what order in which
| | 01:21 | I'm allowed to edit this document.
| | 01:24 | Notice that Insertions will be
marked with an Underline, Deletions with a
| | 01:27 | Strikethrough, and that there will be a
line at the border that shows that this
| | 01:32 | section of the document have changes made.
| | 01:36 | To turn on Track Changes,
I simply click the button.
| | 01:39 | And now we're looking at a
document that I'm ready to review.
| | 01:43 | So I want to make some changes.
| | 01:45 | I want to change "Employees Defined,"
for example, to "Definition of Employee."
| | 01:54 | I'd like to bold the word "Employee" and
get rid of the quotes around the word.
| | 02:02 | I'd like to also do the same here
for this occasion of the word "Employee."
| | 02:07 | And notice that all of my changes are
shown in balloons here in the margin.
| | 02:12 | This is the default setting for changes.
| | 02:15 | There is my line that shows that this
is a section of the document that has
| | 02:18 | had some changes made.
| | 02:20 | I have another change to make down
here, which says that generally "regular
| | 02:25 | full-time employees are eligible
for the company's benefit package," no
| | 02:30 | comma, "subject to the terms conditions and
limitations of each employee benefit program."
| | 02:36 | Now, I can see these same
changes I made inline, if I prefer.
| | 02:43 | Here is my formatting and my
deletions been marked out here in the margin.
| | 02:48 | But I can choose how I
would like to see my markup.
| | 02:51 | For example, I can go to balloons, and I
can say I want to see all my revisions inline.
| | 02:57 | When I see all my revisions inline,
deleted text is marked with Strikeout.
| | 03:02 | Proposed new text is marked with Underline.
| | 03:05 | I won't see my formatting changes easily.
| | 03:08 | So I might want to use a mix of the two.
| | 03:11 | I might want to go to Balloons and say
show all my revisions inline, but show
| | 03:16 | formatting, which it can't
show me inline, in balloons.
| | 03:20 | So now I've captured the best of both worlds.
| | 03:22 | I can see my formatting out here in the margin.
| | 03:25 | I can see the text that I changed inline.
| | 03:28 | While you can use inline to be able to
easily review a document, another use of
| | 03:34 | inline is that this is the easiest
way to create a markup document that you
| | 03:39 | might use either in a legal setting
or in any government setting to show
| | 03:43 | insertions and deletions in
bylaws, or contracts, or proposals.
| | 03:48 | By removing the balloons for
formatting, what I have is a fully marked up
| | 03:54 | version of the document that people
could then discuss and adopt, or vote on.
| | 03:59 | I also have some choices about what version
of the document that I want to see at any time.
| | 04:03 | So when I have lots of changes, I might
like to say what will this document look
| | 04:07 | like if all of these changes are approved?
| | 04:10 | In that case, I will choose Final.
| | 04:12 | And this shows me the document as it
would look if all the changes were accepted.
| | 04:17 | I can return to the original
document by choosing Original.
| | 04:22 | This is how the document
looked before we began editing it.
| | 04:26 | It's a good practice always to
leave this in Final showing Markup.
| | 04:29 | So I don't assume that a document
has been finalized when it hasn't been.
| | 04:34 | So I can easily use this to review
a document by myself or with others.
| | 04:39 | And when I'm all done, if I were only
doing this temporarily, I can actually
| | 04:44 | turn off tracking by simply
clicking Track Changes again.
| | 04:47 | Notice in our status bar,
the Track Changes is off.
| | 04:51 | Or I can turn Track Changes
back on and continue reviewing.
| | 04:55 | Don't forget, I can turn Track Changes
on if I am reviewing a document that
| | 05:00 | someone else sent me to review.
| | 05:02 | So I don't need to wait for the
author to say please use Track Changes.
| | 05:06 | This is a toolkit that I can pull out
any time that I'm working collaboratively
| | 05:10 | with others on a document.
| | 05:12 | So whether you're reviewing a document
for someone else, sending a document to
| | 05:16 | others for review, or creating a
markup document with inline changes for a
| | 05:22 | public discussion, Track Changes
makes it easy to see what changes were
| | 05:26 | proposed by each user.
| | Collapse this transcript |
| Accepting and rejecting changes| 00:00 | As you review Track Changes in a
document, you have the choice to Accept
| | 00:05 | or Reject each change.
| | 00:07 | Until you accept or reject all track
changes and comments in a document,
| | 00:12 | anyone who opens the document will be able to
see the original text and the proposed changes.
| | 00:18 | We have a document here in which we've turned
on Track Changes, and we've made some changes.
| | 00:22 | There are some clues that Track Changes is on.
| | 00:25 | For example, you can look at the Status
bar and notice that Track Changes is on.
| | 00:30 | Even if we were on the Home tab and
don't pay attention to the Status Bar, the
| | 00:34 | fact that we have some items in
strikeout and some items in underline is a
| | 00:37 | pretty good clue that this document
needs some review now that some proposed
| | 00:43 | edits have been made.
| | 00:44 | So we're going to use the commands on
the Review tab to review the changes and
| | 00:48 | comments in the document.
| | 00:49 | I begin by making sure my insertion
point is at the beginning of the document,
| | 00:54 | and now, I'm going to use the
buttons in the Changes group to be able to
| | 00:58 | review the document, to move from one change
to the next and to Accept or Reject the change.
| | 01:04 | So I am going to click the Next button,
and the first change that's proposed
| | 01:08 | is the deletion of employees in quotes,
defined in this Heading, and I'm going
| | 01:14 | to Accept this change.
| | 01:16 | Now, I've the next change highlighted,
which is the addition of the term,
| | 01:20 | "Definition Of Employee" as a
heading 1, and I will Accept this change.
| | 01:25 | I don't even have to click Next.
| | 01:26 | Notice that each time I Accept, it
moves me to the next possible change.
| | 01:31 | And then it has the words employee in
quotes, and the quotes have been removed.
| | 01:35 | So I'm going to Accept this change.
| | 01:38 | Now, I'm not necessarily clear why
I'm seeing this particular change.
| | 01:44 | It's not struck out.
| | 01:45 | It's not underlined.
| | 01:46 | The answer, therefore, is that it's formatting.
| | 01:49 | This would be a great time for me
to go turn on Balloons to show me any
| | 01:54 | formatting, because otherwise I won't see it.
| | 01:57 | And I'll notice that the formatting
change is that this is now been Formatted in
| | 02:01 | Bold, and I can say yes I like it in bold.
| | 02:05 | Notice then that the change
noted here in the balloon is gone.
| | 02:09 | Next I have another quote that's been deleted.
| | 02:11 | I can Accept this change.
| | 02:14 | I can Accept the change of this quote.
| | 02:17 | This is a formatting change now.
| | 02:19 | Now, at any point, if I have reviewed all of the
document and think I like all of these changes,
| | 02:25 | I don't have to continue
clicking Accept one at a time.
| | 02:29 | I can actually say that I'd like to
Accept all of the changes in the document,
| | 02:33 | but I need to make sure
that I really want them all.
| | 02:36 | Once I've accepted them, if I forget
and move on, it will be hard to reconstruct
| | 02:41 | what the document look like previously.
| | 02:43 | So I'm going to continue, and I'm
going to accept this formatting change, and
| | 02:48 | I'm going to Accept this
change of deleting the quote.
| | 02:52 | Further down in the document, there's
another change that replaces the term "they,"
| | 02:56 | with "regular full-time employees."
| | 02:59 | I'm going to Reject this change, and
this one, and return to the language "they."
| | 03:04 | I'll Accept the deletion of a comma and
Accept the insertion of employee benefit program.
| | 03:10 | And when I get to the end of all of the
changes, and I've processed them all, Word
| | 03:15 | will tell me this document no longer
contains any comments or tracked changes,
| | 03:20 | and I can say OK and know that I'm good.
| | 03:23 | Now, if I were interrupted in the
middle or thought that I had reviewed all of
| | 03:27 | the changes in this document, there's
a way to check to make sure that I've
| | 03:30 | actually caught them all.
| | 03:32 | I can return to Backstage by clicking
File and in Info, I can Check for Issues,
| | 03:40 | and I can Inspect the Document.
| | 03:42 | So I want to Save this document because I
can't inspect it without saving it. Let's say Yes.
| | 03:48 | And I don't actually care about checking for
anything other than Comments and Revisions.
| | 03:55 | So I'm going to Inspect this document,
and it tells me there are no comments,
| | 03:59 | and there are no revisions in this document.
| | 04:01 | So now I know that I've caught them all.
| | 04:04 | Let's return to the Review tab.
| | 04:06 | One more thought. If I work on this
document again and do more editing, Track
| | 04:10 | Changes is still on.
| | 04:12 | So I can either go to the Review tab
and click here to turn it off, or I can
| | 04:17 | click here on the Status Bar and turn
my Track Changes off, because I've chosen
| | 04:22 | to show Track Changes in my Status bar.
| | 04:25 | As you can see, it's very easy to
quickly review and accept or reject changes
| | 04:31 | when you use change
tracking in Microsoft Word 2010.
| | Collapse this transcript |
| Comparing and combining documents| 00:00 | Microsoft Word includes two powerful features
that let you compare versions of a document.
| | 00:07 | The first, the Legal Black Line Compare
feature, compares two documents and then
| | 00:12 | opens a third new document to
show you the changes between the two.
| | 00:16 | The two original documents are not changed.
| | 00:19 | The second feature, Combine,
compares changes from a number of reviewers.
| | 00:25 | You use the Combine feature to incorporate
revisions from different authors into one document.
| | 00:32 | So first, let's take a
look at the Compare feature.
| | 00:34 | On the Review tab, in the
Compare group, let's choose Compare.
| | 00:39 | We are going to choose a policy that we
sent out for review and the policy that
| | 00:45 | was returned to us from our lawyers.
| | 00:48 | So, we are going to select our original
document, which is the Current Policy in
| | 00:54 | our Exercise Files in Chapter 12.
| | 00:59 | Now, we'll Browse and go choose the Legal
Review that was sent back by our attorney.
| | 01:03 | We're just going to put Legal
here for how we'll label the changes.
| | 01:08 | So, the Current Policy is the Original,
the Legal Review is the Revised document.
| | 01:13 | We are going to say OK.
| | 01:15 | Word is going to compare these two documents.
| | 01:18 | Here, we see the Revised
Document that was sent back by Legal.
| | 01:22 | Here, we can see the
document that it's been compared to.
| | 01:25 | There were total of 10 revisions made,
4 insertions and 6 deletions and we
| | 01:29 | can easily see those.
| | 01:32 | Now, we want to be able to
take this document and save it,
| | 01:35 | so that our internal people could review it.
| | 01:38 | When we do that, what will be saving is
we will be saving this Compared Document
| | 01:43 | along with all of the changes.
| | 01:45 | So, we'll choose File, and we'll save this.
| | 01:48 | It asks where we want to save it, and it's
picking up, of course, SECTION 1 right here.
| | 01:54 | We're going to say "Original
Policy with comments from legal,"
| | 02:01 | just like that, and Save this document.
| | 02:05 | So, rather than having someone look
at each document and decide what's
| | 02:09 | different, Word can do this for you.
| | 02:12 | Now if we wanted to, we could also
simply go through this Compared Document and
| | 02:16 | accept all the changes or reject them.
| | 02:17 | We can proceed at that point.
| | 02:19 | But let's send it out and have our
internal folks review that first.
| | 02:22 | I am going to close this document.
| | 02:25 | We are now going to take a look
at the second comparison feature.
| | 02:29 | That's called Combine.
| | 02:31 | Combine has a slightly different use
because the assumption here is that we have
| | 02:35 | different people who reviewed a
document without having track changes on.
| | 02:41 | It might be that we asked them to review
it, and they each took a copy and made
| | 02:45 | their own versions or their own changes,
or it might be that at the same time
| | 02:50 | one or more authors
spontaneously reviewed some content.
| | 02:54 | But what they are sending you back is
their finished version, not a version
| | 02:58 | that includes markup.
| | 03:00 | So, it's hard for us to
know what it is they changed.
| | 03:03 | The Combine feature will
allow us to make the comparison.
| | 03:07 | It will allow us to create one single
document that shows everybody's proposed edits.
| | 03:12 | So, let's start by choosing Combine, and
then were going to choose our Original document.
| | 03:18 | In this case, what we want is we want
the original Story of Two Trees that's
| | 03:23 | currently in our draft employee
handbook, and that was created by our
| | 03:28 | marketing department.
| | 03:30 | This is simply the original Draft.
| | 03:32 | Now, two people have looked at
this document and reviewed it.
| | 03:36 | The first person who did a
review of this document was Hector.
| | 03:40 | So he has some edits that
we'd like to incorporate.
| | 03:43 | We are simply going to mark his as
being changes that came from our Director
| | 03:48 | of Operations, Hector.
| | 03:51 | I'm going to say OK.
| | 03:52 | Automatically, we create this Combined
Document here, where Hector has made some
| | 03:58 | specific changes, adding the word
"extra fine" before olive oil, for example,
| | 04:03 | updating the number of employees, because as
Operations director, he has a handle on that,
| | 04:08 | then adding some simple text,
replacing an ampersand and so on.
| | 04:13 | So, we can save this document if we wish.
| | 04:18 | So, we'll save this as our "Draft Story
with Hector Edits," or we could save this
| | 04:26 | as any other name we wish.
| | 04:28 | Now, we are going to combine again.
| | 04:31 | So, the first document we want to use
in combination is the document that's
| | 04:34 | currently on the screen:
| | 04:36 | "Draft Story with Hector Edits."
| | 04:38 | So, I'm going to Browse and select that again.
| | 04:41 | We will mark this as Draft.
| | 04:45 | Then I'm going to Browse and select Maria
Ann's edits and mark her's with her initials.
| | 04:55 | So, now what we have is one document
that shows the insertions and deletions by
| | 05:01 | both Hector and Maria Ann.
| | 05:03 | For example, Maria Ann suggested the
addition of "a small village in central Italy."
| | 05:09 | Hector suggested the insertion of
"extra" in front of "fine olive oil."
| | 05:15 | Items that were deleted from the Draft,
for example the 3000 to 3200 change
| | 05:19 | here, show as Deleted from the Draft.
| | 05:22 | But mostly, this is a conversation between
Hector and Maria Ann about this document.
| | 05:28 | Between the two of them, they've
created a very interesting document
| | 05:31 | that's a fine story that we can forward.
| | 05:35 | But it's worthwhile now, since they've
done their work separately, to actually
| | 05:39 | take this document and save this combined
result of both authors working on the document.
| | 05:44 | We can then circulate that back to both
authors and get their final sign-off on
| | 05:49 | this before we print copies
of the new employee handbook.
| | 05:52 | So, I'm going to Save this document.
| | 05:55 | We'll save this as "Story with all comments."
| | 06:03 | After, it's been circulated and people
send me back their comments one more time,
| | 06:07 | we can go through and Accept or Reject
all of the comments to create our final
| | 06:12 | version of this document.
| | 06:14 | The Compare and Combine features are
two of Word's most powerful but least used
| | 06:20 | collaboration features.
| | 06:22 | Anytime you forget to turn on Track
Changes, or someone spontaneously offers you
| | 06:28 | a new version of a document, don't despair.
| | 06:31 | You can always use either Compare or
Combine to view or integrate changes from
| | 06:37 | one or more authors or
reviewers to create one final document.
| | Collapse this transcript |
| Coauthoring documents with SharePoint| 00:00 | If you work on Word documents with
others and your organization uses SharePoint,
| | 00:05 | Co-Authoring will forever change
the way you collaborate in Word.
| | 00:11 | We use e-mail to
collaborate on documents everyday.
| | 00:15 | I create a document, send it to
you using e-mail as an attachment.
| | 00:19 | You make some changes and return it by e-mail.
| | 00:22 | If there is just the two of us and
we have plenty of time, e-mail is an
| | 00:25 | acceptable collaboration platform.
| | 00:28 | But when you and I are working on a
document with several other people, and we
| | 00:31 | are on a tight deadline, e-mail
is more of a hindrance than a help.
| | 00:35 | Every e-mail creates a new copy of the document.
| | 00:38 | It's not always clear who has the most
current version, or whether it's my turn to edit.
| | 00:43 | With SharePoint, we can
both edit at the same time.
| | 00:46 | It would be great if we could
all edit the document together.
| | 00:49 | We've already seen how to save a
document on the SharePoint site.
| | 00:52 | We could open this Co-authoring document,
either from the site by choosing Edit
| | 00:57 | in Microsoft Word, or we could return
to Word, go Backstage and either open a
| | 01:03 | recent copy of a document saved to SharePoint,
| | 01:05 | or open the SharePoint directly and open
the document from our Recent Places list.
| | 01:13 | With Word's simultaneous editing, also
called Co-authoring, two or more people
| | 01:18 | can edit a document at the same time.
| | 01:21 | Nick and I are both
reviewing the employee handbook.
| | 01:24 | We are working in different locations.
| | 01:26 | But sometimes we'll end up
editing at the same time.
| | 01:29 | With the Word 2010, I'm notified when
someone else begins editing in a document
| | 01:34 | that I already have opened for editing.
| | 01:36 | A bubble appears that tells me that
someone else is editing the document.
| | 01:40 | I can click in the Status bar on
the icon that shows multiple editors.
| | 01:45 | It shows me that there are two
authors working on this document right now.
| | 01:49 | I can turn on the Navigation Pane and
actually see where Nick is working on the document.
| | 01:55 | Because I've used Styles in this
document, the Navigation Pane shows me each of
| | 01:58 | the document sections, that's
a heading one or heading two.
| | 02:01 | This is yet another great reason to use Styles.
| | 02:04 | I can see there is a small icon that
shows me that Nick is editing right here.
| | 02:11 | If I click that section,
it's even more specific.
| | 02:14 | Word uses paragraph locking to
prevent Nick and I from changing each
| | 02:18 | others' work accidentally.
| | 02:20 | The paragraph that Nick is editing right
now is locked so that only Nick can edit it.
| | 02:25 | A paragraph that I am editing is
locked so that only I can edit it.
| | 02:30 | Whenever Nick makes a change, a bubble
pops up to show me that there's another
| | 02:34 | section that he's changed.
| | 02:37 | Updates available may also
appear in the Status bar,
| | 02:39 | so I would know that changes have been made.
| | 02:42 | When I save my document, I am going
to see the changes that Nick made.
| | 02:47 | Note that the Save icon has changed to
a Save and Refresh icon that shows me
| | 02:51 | that there are multiple authors.
| | 02:54 | So, after I save, my document will be
updated with any changes Nick has saved.
| | 02:58 | A dialog box appears to tell me
that my document has been refreshed.
| | 03:02 | But more importantly, Nick's two most
recent changes are highlighted onscreen so
| | 03:06 | that I can see them.
| | 03:08 | I know exactly what changes he's working on.
| | 03:12 | I just work on this document as I
normally would, avoiding the areas where
| | 03:15 | Nick's working, making the
changes that I need to make.
| | 03:24 | On his screen, I'm confident that he is
seeing that I'm updating things as we go along.
| | 03:30 | With Co-authoring, whenever I open a
document, I can see how many other people
| | 03:34 | are working on it, where they are
working in the document, and I am going to
| | 03:38 | work on the document in the same way I
normally would, perhaps saving changes
| | 03:41 | more frequently than I would if I
were working alone so that my co-authors
| | 03:46 | receive regular updates.
| | 03:47 | They'll only see this kind of
highlighting if I've already saved my changes.
| | 03:52 | You actually don't need to work
with others to use this feature.
| | 03:55 | You can collaborate with yourself.
| | 03:57 | If you open the same document on more
than one computer at the same time, Word
| | 04:01 | will treat you and you as
co-authors, weird but true.
| | 04:06 | Co-Authoring is a powerful new
feature that is wicked easy to use.
| | 04:10 | Simply save the document you want to
collaborate on in SharePoint and work
| | 04:13 | as you normally do.
| | 04:14 | Word 2010 does the rest.
| | Collapse this transcript |
|
|
13. Sharing DocumentsTrouble-free document sharing| 00:00 | Documents can go through many iterations
on their way to becoming a final document.
| | 00:05 | Draft documents may include elements
for internal use that you don't want
| | 00:09 | to share with others.
| | 00:10 | Word's Document Inspector quickly
checks documents for potential problems.
| | 00:15 | For example, here's a document we've
been working on that we are ready to send
| | 00:20 | out for a client to look at.
| | 00:22 | The document looks pretty good, but
it has some elements that we might want
| | 00:25 | to be concerned about.
| | 00:27 | So, I'm going to choose File to go Backstage.
| | 00:31 | We're going to, on the Info tab,
Check this document for Issues.
| | 00:35 | I am going to choose Inspect Document to
open the Document Inspector dialog box.
| | 00:41 | These are the six types of
elements that Word will check for in the
| | 00:45 | Document Inspector.
| | 00:46 | First, it will check to see if there
are Comments, Revisions, Versions and
| | 00:50 | Annotations that are still in this document.
| | 00:53 | The document looked good, but maybe
there are some hidden comments or revisions.
| | 00:57 | Second, it inspects the Document
Properties to see if there is Personal
| | 01:02 | Information that's being saved with the document.
| | 01:05 | Third, it will check for Custom XML Data.
| | 01:07 | You might think, I don't
remember entering any XML.
| | 01:11 | But if you use placeholders in
cover pages, headers or footers,
| | 01:15 | they are stored as XML.
| | 01:17 | It will check to see are there
Headers, Footers or Watermarks?
| | 01:21 | Is there possibly some content that has
been formatted as Invisible, or as Hidden?
| | 01:27 | So, I'm going to Inspect our document.
| | 01:31 | We note that there are three items
that are being brought to our attention.
| | 01:34 | First, there are
Revision marks in this document.
| | 01:38 | That's pretty interesting.
| | 01:39 | It looked good a minute ago.
| | 01:41 | There are Document properties that
are filled in, including the Author, and
| | 01:45 | there are Headers and Footers that
may include shapes such as Watermarks.
| | 01:49 | Now, I could click Remove
All and remove these elements.
| | 01:53 | But I'd like first to inspect the
document myself to find out what the
| | 01:57 | document Inspector found.
| | 01:59 | There's a reason for that.
| | 01:59 | There is a note at the bottom that
says Some changes cannot be undone.
| | 02:04 | There are some times that I will click
Remove All, and I'll go, I wonder what
| | 02:08 | that was I just removed.
| | 02:09 | And because I can't undo, I
can't know what I just did.
| | 02:13 | So, let's go to look at Comments and
Revisions, the Document Properties, and
| | 02:18 | Headers, Footers and Watermarks.
| | 02:22 | When I look at my document, it doesn't
appear to have any revisions in it, but
| | 02:27 | the easiest way to find out
is to go to the Review tab.
| | 02:30 | You'll note that not only is Tracked
Changes is still turned on, but this
| | 02:35 | document showing as Final.
| | 02:37 | In other words, this is the way that
document looks if I had accepted all the changes.
| | 02:43 | But I still have Markup in this document.
| | 02:47 | I'm glad the Document Inspector caught that.
| | 02:49 | So, what I need to do to get rid of
this, it doesn't matter what view I use,
| | 02:54 | if I choose Final, those comments and
reviewing marks are still in this document.
| | 03:00 | The only way I'm going to get rid of
them is actually to go through the process
| | 03:03 | of reviewing the document itself and Accepting
or Rejecting all other changes in the document.
| | 03:09 | At that point, I won't have any Markup left.
| | 03:12 | Now I might want to leave Track Changes
on so that the recipient's changes are
| | 03:16 | tracked, but I don't want to send
comments or revisions unknowingly.
| | 03:21 | Next, let's go look at the footer.
| | 03:23 | This document has a footer.
| | 03:25 | All the Document Inspector told me is
there's a footer or header in the document.
| | 03:29 | It didn't tell me what the
content of that footer is.
| | 03:33 | But this footer gives me cause for concern.
| | 03:35 | First, I want to make sure that if I'm
sending a Draft, it really is a draft.
| | 03:39 | Perhaps the footer should have a
page number rather than the word Draft.
| | 03:43 | But second, this footer shares
information about the file structure in my company.
| | 03:49 | It lets the person who receives this
document know where this document is stored.
| | 03:55 | People who are concerned about
security for the servers in your organization
| | 04:00 | don't like this kind of internal
information about server structure and network
| | 04:06 | structure being sent
outside of your organization.
| | 04:09 | So we could simply remove this and be a lot
better off. With Track Changes on, of course,
| | 04:15 | I am now going to have to accept that change.
| | 04:17 | But this would remove this.
| | 04:20 | I'll just go to Review and Accept
all Changes in the Document and Close
| | 04:26 | my Header or Footer.
| | 04:27 | So, now all I have is Draft, which is fine.
| | 04:30 | This still is a draft.
| | 04:32 | The third concern that the
Document Inspector raised was about
| | 04:35 | personal information.
| | 04:37 | That's this information here that says
that a author created this document, and
| | 04:42 | that information will be send out.
| | 04:44 | If we don't want that kind of
personal information sent, the actual name of
| | 04:49 | the Author versus the name of my
organization, then we can get rid of that in
| | 04:53 | the Document Inspector.
| | 04:55 | So, let's go back and
inspect this document again.
| | 04:57 | Let's Check for Issues one more time.
| | 04:59 | It says you should save
this file. And I will sure.
| | 05:02 | That's fine with me.
| | 05:02 | I am going to have it check for everything again.
| | 05:05 | Now, it says that there are Headers,
Footers, and Watermarks, but we've looked
| | 05:08 | at those, and we are comfortable with them.
| | 05:11 | It also offers to get rid
of our Document Properties.
| | 05:13 | So, I'm going to say Remove All.
| | 05:15 | Notice that the personal information about the
Author or Authors is removed from the document.
| | 05:21 | Now, I can Close the Document Inspector.
| | 05:24 | Before you share documents outside of
your workplace, or your document team,
| | 05:29 | remember to run the Document
Inspector so that the document your recipients
| | 05:34 | receive is the document that
you thought you've sent them.
| | Collapse this transcript |
| Emailing a document| 00:00 | If you use Microsoft Outlook or a
similar e-mail program, e-mailing your work as
| | 00:05 | a Word document, PDF or XPS
is wicked easy in Office 2010.
| | 00:11 | We'll begin by going backstage.
| | 00:13 | I'll click the File tab.
| | 00:15 | We always end up in the Info
category when we go Backstage.
| | 00:19 | So this is a good reminder that if we
were sending this document outside of our
| | 00:23 | team or organization, it's a really
good idea to Inspect Documents directly
| | 00:27 | before you e-mail them.
| | 00:29 | But we are going to pay
attention to Save & Send.
| | 00:32 | Under Send Using E-mail, we have five choices.
| | 00:36 | Send as Attachment, Send a Link which
we'll be talking about later in this
| | 00:40 | chapter, Send as PDF, send as XPS, and
then finally if you have an Internet fax
| | 00:47 | service, Send as Internet Fax.
| | 00:49 | We'll deal with this one quickly.
| | 00:52 | If you don't have an Internet Fax
service, you are sent to Microsoft's business
| | 00:56 | site, so that you can sign up
with a fax service provider.
| | 00:59 | Once you have done that,
you can use Internet Fax.
| | 01:03 | But we're going to e-mail our document.
| | 01:05 | First, if we choose Send as Attachment,
Microsoft Word bundles up the document,
| | 01:10 | puts it in an e-mail message as an
attachment, and all I need to do now is
| | 01:14 | address this document, perhaps enter
a little text about what I would like
| | 01:18 | someone to do with this and click Send
to e-mail this document to someone else.
| | 01:24 | Now, when I sent someone my entire
document, they can edit it based on whatever
| | 01:28 | permissions I have given them.
| | 01:29 | If I haven't changed the permissions,
in this document then they'll be able to
| | 01:33 | edit in any way they like.
| | 01:35 | There are times that I want someone to
have a document, and I want to be clear
| | 01:39 | that it's Read-Only.
| | 01:41 | I'm going to go Backstage again to
Save & Send, and I'm going to choose to
| | 01:44 | Send as a PDF document.
| | 01:46 | Now, although I have Adobe Acrobat
Professional installed on this computer, I
| | 01:52 | don't need it to be able to use Send as PDF.
| | 01:55 | I can create a PDF without ever having
any product that creates PDFs because
| | 02:00 | Word creates PDFs automatically.
| | 02:03 | I'm going to click Send as PDF, and you
you'll notice Word has created a PDF, or
| | 02:08 | Portable Document Format file,
and attached it to an e-mail.
| | 02:12 | When my recipient receives this e-
mail, they'll double-click on the PDF.
| | 02:17 | If they don't have a relatively
recent version of Adobe Reader, they'll be
| | 02:21 | prompted to go online and download one for free.
| | 02:25 | But this is the document that they'll see,
| | 02:27 | a document that they can't
review, that they can search,
| | 02:30 | it has a Find button
but that they cannot edit.
| | 02:33 | They can't change the content, and
they can't change the formatting.
| | 02:37 | So this might be the way that you would
choose to send out a contract, a proposal,
| | 02:43 | any document that you want to make
sure someone doesn't go in and Edit
| | 02:46 | without your consent.
| | 02:49 | As you noted, the PDF format requires
your recipient to download Adobe Reader if
| | 02:55 | they don't already have one.
| | 02:56 | There is another format that they can use
in any browser, and that's the XPS format.
| | 03:02 | Let's go Backstage again to
Save & Send and choose Send as XPS.
| | 03:08 | When I choose Send as XPS, Microsoft
Word creates a document using this format,
| | 03:14 | which does not require a separate reader.
| | 03:16 | When your recipient gets this e-mail
and they double-click and open, the
| | 03:22 | document you sent will be opened in
either a browser, such as Internet Explorer,
| | 03:29 | or if they are running Windows 7, it
will open in the Window 7 XPS Viewer.
| | 03:37 | So, three easy ways to send
a document to another user.
| | 03:42 | If you need them to be able to edit
the document, send it as an attachment.
| | 03:46 | If, however, you simply want them to
be able to view and print the document,
| | 03:51 | send it either as a PDF or an XPS.
| | 03:54 | With Word backstage, you can easily e-
mail your Word documents in the format
| | 04:00 | that will be most useful for your recipients.
| | Collapse this transcript |
| Saving a document to a Windows Live drive| 00:00 | With Word, you can save a document on a
secure Web site so that you can share it
| | 00:04 | with others, or open it from any computer.
| | 00:07 | For example, if you create a document
on a public computer at a library, you
| | 00:12 | could then Save it on a Windows Live
Drive and open it later from your computer.
| | 00:18 | We have an employee manual that we're ready
to work on, perhaps not in the office even.
| | 00:23 | So I'm going to choose File > Save &
Send > Save to Web, and the first time
| | 00:29 | I do this I'm prompted to set up a
Windows Live drive, or if I have one and I
| | 00:35 | haven't logged in on this computer, to login so
I can connect to the drive that already exists.
| | 00:41 | So I'm going to Sign In with my Windows Live ID.
| | 00:45 | If you already use Hotmail or any
version of Windows instant messaging or
| | 00:51 | if you're an Xbox Live user, you
already have a Windows Live ID, and you can
| | 00:55 | use that to log in.
| | 00:57 | So I'm going to click Sign In to open
the dialog box, and it wants any of those
| | 01:02 | credentials that I have.
| | 01:11 | And I can ask Word to Sign me in
automatically, although I'll probably be asked
| | 01:16 | to do this again in the future.
| | 01:18 | I already have a Windows Live drive.
| | 01:21 | If I did not have one, then Word
would be setting one up for me right now.
| | 01:25 | And on my Windows Live drive, I
have different kinds of folders.
| | 01:29 | This is a free service to be able to
store my office documents on a Web server.
| | 01:35 | So I have documents that only I can see,
and then I have documents that anyone can see.
| | 01:41 | This is a publicly posted document,
anyone else who is signed in to Hotmail or
| | 01:47 | MSN messenger any those services
can find these, so very public.
| | 01:51 | And then, finally, I can create one or
more Workspaces and invite people to them.
| | 01:56 | So I can create a place to share
documents with a few people from my team and my
| | 02:00 | officer, or perhaps with some family members.
| | 02:03 | I choose the folder that I want to save
this document in, and then I'll be asked
| | 02:09 | to give it a name, and this is my Two
Trees Handbook, and I'm going to say Save,
| | 02:17 | and it is being uploaded to the server,
| | 02:19 | if you noticed down here in the Status
Bar. And this document is now stored on
| | 02:24 | my Windows Live drive.
| | 02:26 | Now I can access my Live drive from
any computer that has Internet access.
| | 02:31 | I don't need to be in Microsoft Word.
| | 02:33 | I can simply log in using my Windows
Live ID and access my folders and open
| | 02:38 | this document again.
| | 02:40 | So let's go do that.
| | 02:41 | Let's open Internet Explorer, or
whatever browser you're using, and there are
| | 02:48 | several ways that I can get to my Live drive.
| | 02:52 | I can go from msn.com. That'll work.
| | 02:54 | I can log in to Hotmail and messenger.
| | 02:56 | I can also go to SkyDrive.
| | 03:00 | I can go to Windows Live drive.
| | 03:02 | I can start in my Xbox drive.
| | 03:04 | However, you got there sooner or later,
you are going to see a screen that's a
| | 03:07 | lot like this, that asks you to sign in.
| | 03:10 | If it doesn't have your name here,
then you are going to enter your username
| | 03:14 | that you use to create
your free Windows Live ID.
| | 03:17 | It already has my name, so I simply need
to present my password, and if this is a
| | 03:24 | private computer, I can tell
it to Remember my password.
| | 03:27 | If it's a public computer,
not a good idea at all.
| | 03:30 | So I'm going to Sign In and here I am
on my Windows Live drive, my SkyDrive, and
| | 03:37 | double-click my documents
folder, and there's my handbook.
| | 03:41 | I can open it from here.
| | 03:43 | I can simply View it, as I might
view a PDF document, for example.
| | 03:50 | I can Download it if I wish and use it
locally in Microsoft Word on a computer,
| | 03:55 | or I can Edit or Delete it.
| | 03:57 | So by saving my document on my Windows
Live drive, my SkyDrive, I can access
| | 04:03 | this in other locations
without having to use Microsoft Word.
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| Saving to SharePoint and sharing a document link| 00:00 | Many organizations use Microsoft SharePoint
sites for document sharing and collaboration.
| | 00:06 | Let's see how we can save a document
directly to a SharePoint library from
| | 00:10 | Microsoft Word and then send a link to that
document to our colleagues who need to review it.
| | 00:16 | So we have our Two Trees Olive Oil
draft ready to share with others, and it's
| | 00:22 | ready to be reviewed by other
people over the next week or so.
| | 00:25 | If I mail this as an attachment, I'll
need to deal with the multiple review
| | 00:30 | copies of the document.
| | 00:32 | But more importantly, my reviewers
won't be able to see each other's changes.
| | 00:36 | I would rather post it to our team's
new SharePoint site so that my reviewers
| | 00:41 | can collaborate more effectively.
| | 00:44 | I'm going to choose File and go
Backstage, choose a Save & Send and choose
| | 00:49 | Save to SharePoint.
| | 00:51 | Now, this is a brand-new site, so I
don't have any history of saving to it.
| | 00:56 | It's not listed in my Save to SharePoint list,
and I'll be forced to Browse for a location.
| | 01:02 | When I double-click here, or when I click
Save As, either event is going
| | 01:07 | to open the Save As dialog box.
| | 01:10 | And I can type in a URL, but what I'd
rather do is actually go open the library
| | 01:15 | on my site that I want to save in.
| | 01:17 | So I'm on my Two Trees Olive Oil site.
| | 01:20 | This is going to be saved in the new
Human Resources area, and I want to copy
| | 01:26 | this URL so that I can give it to
Microsoft Word in that Save As dialog box.
| | 01:32 | Now, I can copy the whole thing.
| | 01:34 | There is something though that you'll
get used to as you work with SharePoint,
| | 01:37 | which is at the end of the URL,
where it says, Forms/AllItems.aspx,
| | 01:42 | this is actually the view of the library.
| | 01:45 | We don't need that part of the name,
but we need all the rest of it.
| | 01:49 | So I can either copy here, only what I
need, or can copy the whole thing and then
| | 01:55 | Cut in that dialog box.
| | 01:56 | It's a lot easier to copy here so I'm
just going to Copy this text, return to
| | 02:00 | Microsoft Word and where has File name,
| | 02:04 | I'm going to drop in that URL and press Enter.
| | 02:08 | This is going to connect to SharePoint.
| | 02:11 | I'll be prompted for some credentials,
at least the first time, and say OK and
| | 02:19 | now I am in my Human Resources library.
| | 02:22 | While there was a document in there, it
doesn't show up here because it was a
| | 02:26 | PowerPoint document, and I'm in
Microsoft Word, and it says no documents of this
| | 02:30 | type are in the library.
| | 02:32 | So here's my document name.
| | 02:34 | It's going to my SharePoint site, the
Human Resources Library, and I'm going to
| | 02:39 | click Save to save this
document to my SharePoint site.
| | 02:42 | It will be uploaded to
the server, and it's there.
| | 02:45 | I'm going to go back to my
SharePoint site now briefly, and I'm going to
| | 02:50 | Refresh this library, and you'll notice
here's my Two Trees Handbook posted and
| | 02:55 | when it was last modified.
| | 02:56 | So I can click the Open menu to see
what I can do with this document, and one of
| | 03:00 | my choices is to E-mail a Link to this document.
| | 03:04 | So I'm going to do that.
| | 03:05 | I have some other people who I would
like to have review the document, so I
| | 03:09 | can simply address this to all of the
people that I need to have review this document.
| | 03:19 | I can add any other notes that I wish,
and I can send this to my reviewers.
| | 03:23 | That way they don't have another copy of
the document sitting in their Inbox, but
| | 03:27 | as Maria and Hector and Raul go and
work on the document on SharePoint,
| | 03:32 | all of their changes will be kept in one place.
| | 03:34 | So I can just click Send in order
to send this off, and I'm all set.
| | 03:39 | So by saving my document on
SharePoint, instead of having four copies of the
| | 03:43 | document roaming around and having to
sort them all later when they come back, I
| | 03:48 | have one consistent review being
conducted by three people, because I saved my
| | 03:54 | document by going backstage in Word
2010 and putting it on our SharePoint site.
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| Using Word on the web| 00:00 | With the release of Office 2010,
Microsoft also released Office for the Web, Web
| | 00:06 | versions of Excel, PowerPoint, OneNote and Word.
| | 00:10 | If you have documents stored in
SharePoint or on a Windows SkyDrive, you can
| | 00:15 | open, view, edit and save those
documents and create new documents on any
| | 00:20 | computer connected to the Internet,
even if it doesn't have the latest
| | 00:24 | version of Microsoft Word.
| | 00:26 | I'm in my company's SharePoint site.
| | 00:28 | Let's say I am looking at this from a
public computer in a library, or in the
| | 00:33 | lobby of the hotel that I'm
staying at, while I do some work.
| | 00:36 | I have a document in my Human
Resources folder that I need to review, called
| | 00:42 | Definitions for Review.
| | 00:43 | And when I click the Open
menu, I have some choices.
| | 00:47 | One choice is to edit this
document in Microsoft Word.
| | 00:51 | But perhaps this particular computer
I'm using doesn't have Microsoft Word.
| | 00:56 | I have another choice, which is to edit this
document in a browser, or to view it in a browser.
| | 01:02 | And when I choose Edit in browser, I
will actually be using the new Microsoft
| | 01:08 | Word Web App, as you can see here.
| | 01:11 | It's a shorter Ribbon than we
are used to, with fewer choices.
| | 01:15 | However, I can enter text.
| | 01:21 | I can insert a limited set of objects.
| | 01:24 | And I can view this in
Editing View or Reading View.
| | 01:28 | Now, without Track Changes turned on,
I'm going to have to go out of my way
| | 01:32 | to format my comments in such a way that
people understand their comments and not new text.
| | 01:38 | So if this is just a comment, I might do
something like that so people can easily see it.
| | 01:44 | But I can also simply edit this document.
| | 01:48 | If I wish, I can change my Styles.
| | 01:54 | And I can enter and edit text and format it.
| | 01:57 | The Office 2010 Web Applications are
also available on the Windows Live SkyDrive
| | 02:05 | to add new documents.
| | 02:07 | And you'll find them in some other locations.
| | 02:09 | For example, there is a site called docs.com.
| | 02:13 | That's a social networking site that
Microsoft has set up for Office users,
| | 02:17 | where you can use the Microsoft Office
Web Apps because they're being hosted here.
| | 02:21 | So from SkyDrive, to docs.com, to
SharePoint, I have access to this later
| | 02:28 | version of Microsoft Word
called the Microsoft Word Web App.
| | 02:31 | When I'm on vacation for a few days or
a week, I don't necessarily want to take
| | 02:36 | my laptop along just to do a little bit
of editing or a couple of hours of work.
| | 02:41 | And now, with Microsoft
Word Web Apps, I don't have to.
| | 02:44 | I can use any computer to work on
my Word documents that I've stored on
| | 02:49 | SharePoint, SkyDrive, or at another Web
location that hosts the Word Web Apps.
| | 02:56 | Now that I can use Office online, my
laptop gets to spend more weekends and
| | 03:00 | holidays at home instead of in the overhead bin.
| | Collapse this transcript |
| Blogging with a document| 00:00 | Blogs, or Weblogs, are online
journals intended for public viewing.
| | 00:05 | A blog can be personal, like a public
diary, or a company, or product-related blog.
| | 00:12 | With Word 2010, you can create Blog entries
in Word and publish them directly to your blog.
| | 00:19 | Bloggers have a number of
choices for Blog hosting.
| | 00:23 | Popular sites include
WordPress, TypePad and Blogger.
| | 00:27 | And you may also have access
to a blog that's part of your
| | 00:30 | organization's SharePoint site.
| | 00:32 | One of the factors to consider when
blogging is the quality and use of the
| | 00:37 | editor that the site uses, since that's how
most users enter the text for their articles.
| | 00:43 | But with Word 2010, the Blog
Editor is no longer a factor.
| | 00:47 | You can create your Blog posts in
Word, like this one, then publish them
| | 00:51 | directly to your blog.
| | 00:54 | To blog, I'm going to
choose File to go backstage.
| | 00:57 | Choose Save & Send, and then I am
going to choose Publish as a Blog Post.
| | 01:03 | The first time I do this, I need to
set up my blog as a legitimate safe site
| | 01:08 | for Microsoft Word.
| | 01:10 | You'll notice that some of the
supported blogging sites include WordPress and
| | 01:14 | Blogger, SharePoint Blog, Windows Live
Spaces, Community Server and TypePad.
| | 01:20 | So I'm going to click Publish as Blog Post,
and I'll be prompted to register my Blog now.
| | 01:28 | So I'm going to choose Register
Blog and choose my Blog Provider.
| | 01:31 | Now, just because your Blog Provider
isn't listed does not mean that you'll be
| | 01:36 | unable to publish from Word, simply choose Other.
| | 01:39 | But I'm going to choose
WordPress, and click Next.
| | 01:44 | Now, I need to include my URL,
and it goes in the center here.
| | 01:49 | So my URL is justgini.wordpress.com.
| | 01:55 | I need to type my User Name here.
| | 02:00 | And then I need to type my Password.
| | 02:02 | And if I want to remember
it, I can. And click OK.
| | 02:08 | It says when Word sends information,
it might be possible for others.
| | 02:13 | I'm simply going to say Yes.
| | 02:15 | And notice how quickly it's established a
handshake with my blog site that says, hi!
| | 02:20 | I am Word, are you
WordPress, and can Gini publish here?
| | 02:24 | So I am going to say Ok.
| | 02:25 | And now I am in a Blog Post.
| | 02:28 | Notice that I have a new document
that's a version of the document I was in.
| | 02:32 | And it asks me to enter my Post Title here.
| | 02:35 | I am going to just delete it
out of my document and enter it.
| | 02:38 | And I can choose a category that I've
already established on my blog to post this under.
| | 02:45 | So it wants me to go
retrieve my list of categories.
| | 02:49 | I'll be entering my information again.
Might be a good time to remember this
| | 02:55 | password, at least for a while.
| | 02:58 | And I have a list of categories
here that I created previously.
| | 03:02 | This is actually Uncategorized.
| | 03:05 | And I'm ready now to publish.
| | 03:07 | I have some choices.
| | 03:08 | I can publish it as a draft, which
means that it will be pushed out to my Blog
| | 03:12 | but kept in a back room, or
I can publish it to my site.
| | 03:17 | And I'm going to do that right now.
| | 03:18 | And my post has now been published on my blog.
| | 03:23 | Let's go take a look at it.
| | 03:25 | I can close this document.
| | 03:26 | But first, I might want to save this
because one of the things that I like
| | 03:31 | about publishing my blog in Word is
that I have the opportunity to save my
| | 03:36 | posts here locally.
| | 03:38 | So I can save this.
| | 03:40 | And I'm going to choose to
save this in my Document library.
| | 03:44 | And it says this post was
published at a particular time.
| | 03:47 | I can create a New folder
for it for my blog posts.
| | 03:52 | And I can enter its name again, and some
date information if I wish and then save it.
| | 03:58 | So I have this locally.
| | 03:59 | I can close this now.
| | 04:01 | I don't need it any longer.
| | 04:03 | So I'm going to go to
Internet Explorer and go to my blog.
| | 04:11 | And there is my post that I just
created here in Microsoft Word.
| | 04:15 | So with Word, I can use Word as my
editor, and publish my blog articles
| | 04:21 | directly from Word,
| | 04:23 | another wicked easy Word 2010 feature.
| | Collapse this transcript |
| Finalizing and password-protecting a document| 00:00 | We've been working on the revision of our
employee manual for a while, and now it's all done.
| | 00:04 | We are done editing.
| | 00:05 | We are done reviewing.
| | 00:07 | And we want to make sure that all of
the reviewers stop, and no one continues
| | 00:11 | on in their process.
| | 00:13 | So we are going to finalize this document.
| | 00:16 | A couple ways to do that.
| | 00:17 | I'm going to click File to go Backstage.
| | 00:20 | And with Info selected, I have choices
of different ways to protect my document.
| | 00:24 | We are going to take a
look at Mark as Final first.
| | 00:28 | You could think of this
as protection, ultra-light.
| | 00:32 | If I mark my document as final, I'm
told that it will be marked and then saved.
| | 00:36 | I'll click OK, a dialog box that gives you
some more information about Mark as Final.
| | 00:40 | Now, I'll click OK again.
| | 00:42 | And notice when I am Backstage it says
this document has been marked as final
| | 00:46 | to discourage editing.
| | 00:48 | If someone else opens this document,
which is currently marked Read-Only, or if
| | 00:53 | I open it again, the Ribbon is hidden,
and it says an author has marked this
| | 00:57 | document as final to discourage editing.
| | 01:00 | I can still review the document.
| | 01:02 | I can still find things in it, but I can't
edit it, unless I am willing to click one button.
| | 01:08 | Now, I can edit the document again.
| | 01:10 | This doesn't feel like a lot of protection.
| | 01:12 | In fact, it's not a security feature at all.
| | 01:15 | I use Mark as Final myself for
documents that I want to make sure I
| | 01:19 | don't accidentally edit.
| | 01:21 | But if I intentionally want to edit,
Mark as Final isn't going to stop me.
| | 01:25 | Almost the polar opposite of Mark as
Final in the realm of protection is
| | 01:29 | Encrypt with Password.
| | 01:31 | This says not only do I
not let you edit my document,
| | 01:34 | you can't even open it
unless you can provide a password.
| | 01:38 | So let's choose to Encrypt with Password,
and then I'm going to enter a password.
| | 01:45 | And I'll click OK and be
prompted to enter it again.
| | 01:48 | Note that you are told if you lose or
forget this password, you're in deep trouble.
| | 01:52 | And that's true.
| | 01:53 | So this is a document
that isn't just my document.
| | 01:56 | This isn't my diary or my resume.
| | 01:59 | This is a document that a
number of us have worked on.
| | 02:01 | So it makes sense in a work setting
that there are other people who have the
| | 02:05 | same password that we all use to
control documents, that people in our area
| | 02:10 | can access and people outside of our
area shouldn't be editing, a shared
| | 02:14 | password that we all know.
| | 02:17 | If I enter the wrong password
accidentally, I'll be told that's not the same
| | 02:22 | password, enter the same password.
| | 02:25 | And I am going to say OK.
| | 02:27 | Notice now a password is
required to open this document.
| | 02:31 | So I'm going to close the document now.
| | 02:35 | It says do you want to
save the changes you made?
| | 02:37 | Part of the change that I made was
applying a password, so I should say Yes.
| | 02:42 | Now, I'm going to open this document again.
| | 02:45 | And notice I'm prompted to enter a password.
| | 02:48 | If I enter the wrong password, I
won't be editing this document.
| | 02:53 | I can sit here and enter the wrong
password for a long, long time and not be
| | 02:56 | allowed into the document.
| | 02:58 | And because it's encrypted, I can't get
much information out of it if I can't open it.
| | 03:04 | So if I have the proper password, I'll be
allowed then to open the document and to edit it.
| | 03:10 | If I want to remove a password from a
document, the way you do that is go back
| | 03:14 | to Encrypt with Password
and delete the password.
| | 03:18 | Now, the document is no longer protected.
| | 03:21 | We have some other choices about how
we will protect the document and how we
| | 03:25 | will restrict access to the
documents that we've created.
| | 03:29 | But if you want to protect the document,
the strongest protection that you can
| | 03:33 | provide is to encrypt it with a
password in Microsoft Word 2010.
| | Collapse this transcript |
| Restricting editing for all or part of a document| 00:00 | So I've created and saved my document,
and I'd like to make sure that users can
| | 00:05 | read it, but that no one can
edit it without my permission.
| | 00:09 | To do that, I'm going to go to File,
and Protect Document, and we're going
| | 00:14 | to restrict editing.
| | 00:16 | This is a Task pane that opens
| | 00:18 | that allows us to make some choices about
what's allowable and not allowable in this document.
| | 00:24 | In an earlier chapter, we looked at
using the Formatting Restrictions Section.
| | 00:28 | Because I'm asking to protect my
document, Word has automatically checked
| | 00:33 | this Editing restriction that says there are
no changes that can be made to this document.
| | 00:37 | It is read-only.
| | 00:39 | I can then choose to Start
Enforcing Protection on my document.
| | 00:43 | I'll be asked if I wish to supply a password.
| | 00:46 | If I don't, it's relatively easy for
someone to get back in here and turn off
| | 00:51 | protection, if they know how to open
this Restrict Formatting and Editing pane.
| | 00:56 | So I'm going to supply a password.
| | 00:58 | I'll need to enter that same
password again, and say OK.
| | 01:03 | So it says, this document is
protected from unintentional editing.
| | 01:08 | I can only view this region, and it
lets me see the regions, and it says Find
| | 01:12 | Regions I Can Edit, and it says,
there are no regions that you can edit.
| | 01:17 | But notice that a user could
just click Stop Protection.
| | 01:21 | If I had not supplied a password, they
would be able to edit very, very easily.
| | 01:26 | I'm going to unprotect this document.
| | 01:28 | When I unprotect it, it
unprotects it not just for this session.
| | 01:32 | I've turned Protection off.
| | 01:34 | So again, I can easily protect the
entire document by changing it to Read Only,
| | 01:40 | Enforcing Protection, and supplying a password.
| | 01:43 | There're actually four things I can do here.
| | 01:46 | One is I can actually force a review.
| | 01:49 | In other words, I can make it so that
another user reviewing this document
| | 01:53 | cannot turn off Track Changes.
| | 01:56 | So that's helpful when
I'm working collaboratively.
| | 01:59 | My second choice is you can't edit, but
you can leave comments in the document,
| | 02:04 | also a reviewing technique.
| | 02:07 | Then the third would be for forms
created in Microsoft Word, you could say
| | 02:11 | the only thing allowed here is to fill in
the form fields that are here in my document.
| | 02:15 | But I'm going to choose No changes (Read only).
| | 02:19 | So just a quick review of that
again, because it's a little bit complex.
| | 02:23 | I start out on the left side of my
screen saying I want to protect my document
| | 02:26 | by Restricting Editing.
| | 02:28 | I end up over here on the right side of
the screen, and Word has already set No
| | 02:32 | changes (Read only).
| | 02:34 | I start enforcing protection, enter a
password, confirm that password and say
| | 02:41 | OK, and my document is now restricted.
| | 02:44 | If I wish, I can close the Restrict
Formatting and Editing pane, and save and
| | 02:49 | close my document, and I have a well-
protected document that anyone can read and
| | 02:53 | no one can edit without a password.
| | 02:58 | I'm going to stop the protection and
show you an alternative use of the Restrict
| | 03:03 | Formatting and Editing pane.
| | 03:04 | I have a document that I want people
to be able to edit only one part of it.
| | 03:10 | If you take a look, I have some text,
and I don't want anyone to change the text.
| | 03:15 | I want them to enter comments about this text.
| | 03:18 | Then I have another section of text that
I'd like them to review and provide comments.
| | 03:22 | So I'm saying, no editing here, but
editing here, no editing here, and so on.
| | 03:28 | So saying No changes won't really work for me.
| | 03:32 | What I want to say is that there
is no changes with some exceptions.
| | 03:37 | So I'm going to select part of this document
and choose users who're allowed to edit them.
| | 03:43 | But there's a little more behind the
scenes that we have to be attentive to here.
| | 03:47 | I can't just select open blocks of text.
| | 03:49 | I actually need to select
sections to have this work.
| | 03:53 | So I'm going to turn on my Show/Hide
Mark, and there's actually a section break
| | 03:59 | that's been inserted here and here.
| | 04:02 | Let's remember quickly how to do
that which is Page Layout > Breaks, a
| | 04:06 | Continuous section break right there.
| | 04:09 | So with a section break above and
below this area, I can say this part here,
| | 04:16 | everyone can freely edit; the other
parts of the document, No changes.
| | 04:22 | Let's start enforcing protection.
| | 04:27 | Now that Task pane that says Find Next
Region I Can Edit will tell me you can
| | 04:34 | edit here, and you can even notice
that there is a set of brackets here.
| | 04:38 | I'll turn off Show/Hide
to make it a little easier.
| | 04:40 | It says you can edit here.
| | 04:42 | So I can enter some text Show All the
Regions I Can Edit right there, the Next
| | 04:47 | Region, there is no Next
Region, and I can't edit here.
| | 04:50 | When I click, notice my
toolbars are not enabled.
| | 04:55 | When I click down here, my
toolbars are not enabled.
| | 04:58 | However, if I'm in the zone where
I'm allowed to edit, I have full
| | 05:02 | editing capability.
| | 05:03 | I'm going to stop protection on this document.
| | 05:08 | Again, remember that I've stopped
protection going forward until I start
| | 05:13 | enforcing protection again.
| | 05:15 | One way to think about the use of this
is that I can create a document, set the
| | 05:20 | protection and then make as many
copies of it as I need to send out as a
| | 05:24 | feedback form, as an informational form.
| | 05:27 | Certainly not the kind of thing one
would typically use for document review, but
| | 05:32 | the kind of thing that you can use to
get back feedback or information, broader
| | 05:36 | text almost like a survey.
| | 05:38 | So we've seen now four ways
that we can protect documents.
| | 05:42 | You can mark them as Final.
| | 05:43 | You can encrypt them with a password
to keep users from opening them at all.
| | 05:49 | You can restrict editing, either to make
the entire document Read Only or to make
| | 05:54 | part of the document available for editing.
| | 05:57 | For all of those choices, except mark
as Final, you'll be expected to provide
| | 06:01 | a password.
| | Collapse this transcript |
| Digitally signing a document| 00:00 | Digital signatures mark a document as
final, and sign them to ensure that no
| | 00:06 | other user has altered the
document since it was signed.
| | 00:10 | We've just created an Employee
Verification form that we're going to use when we
| | 00:15 | roll out the new version
of the Employee Handbook.
| | 00:18 | We want every single current employee to
read it, and to verify in a way that we
| | 00:23 | can save in their file that they
actually are responsible for the contents of
| | 00:29 | the current version of the handbook.
| | 00:31 | It would be nice if we
could save these electronically.
| | 00:34 | So we're going to send them out for
digital signatures here in our organization.
| | 00:39 | Let's begin by clicking where we
want to place a block where an employee
| | 00:44 | can sign this document.
| | 00:46 | On the Insert tab, we'll choose Signature Line.
| | 00:49 | There's some information about how
one can obtain digital signatures.
| | 00:55 | You can click here to go to Microsoft
Office Marketplace and look for a vendor.
| | 00:59 | But we already have a digital signature to
apply as do the other folks in our organization.
| | 01:04 | So I'm going to simply click OK, and
the Suggested signer could be a name.
| | 01:10 | But I'm simply going to put Employee,
and I'm going to say Before signing this
| | 01:14 | document, verify that you have read
and understand the employee manual.
| | 01:21 | It's what the document says but doesn't hurt.
| | 01:27 | I'm going to add the date to the signature
line, in case someone wants to put a date there.
| | 01:32 | I don't really want any comments back.
| | 01:34 | I want someone to sign
or not sign this document.
| | 01:37 | So I'm going to say OK.
| | 01:39 | I've just added a
signature line to this document.
| | 01:42 | Now I can save my document and send
it to lots of people throughout the
| | 01:46 | organization so that they can read the
employee manual and send their signatures
| | 01:51 | back to me electronically.
| | 01:53 | Let me show you now what the user
experience is going to be when someone
| | 01:56 | opens this document.
| | 01:58 | They'll see that their signature is an
affirmation, and I would want to put some
| | 02:02 | text here that says, "Double-
click signature line to sign."
| | 02:08 | We're going to double-click, this dialog
box will open, the user clicks OK, and
| | 02:17 | they have the ability now to sign it.
| | 02:19 | Several different things they could do.
| | 02:21 | They could type their name in here, if they wish.
| | 02:25 | They could select an
image file of their signature.
| | 02:29 | I'm going to go get one so you
can see what that looks like.
| | 02:32 | There is an image file of my signature.
| | 02:35 | I can change the certificate that I'm
using, but the digital certificate on my
| | 02:39 | computer has my identity in it.
| | 02:42 | I'm going to click Sign to sign
this document, just like that.
| | 02:47 | Notice that it is dated.
| | 02:49 | It has my signature typed, this came
from my digital signature certificate, and
| | 02:55 | then it has my image of my
signature that I pasted in here.
| | 02:59 | Notice also in the Status Bar that
this document says it contains signatures.
| | 03:04 | It has been marked as Final.
| | 03:06 | Even though I can click Edit Anyway, I
can't preserve this signature if I do.
| | 03:10 | So the employees read the handbook.
| | 03:13 | They digitally sign this.
| | 03:14 | They attach a signature of
image of a signature or not.
| | 03:17 | There are some people who will put
their picture there or some other icon that
| | 03:22 | they know is them, will be their identity.
| | 03:25 | So it's all signed.
| | 03:27 | If I turn off Mark as
Final, I click Edit Anyway,
| | 03:30 | it says if you do, the
signatures will be gone. I'll say Yes.
| | 03:36 | Notice the whole signature is gone.
| | 03:38 | The signature indicator is gone.
| | 03:39 | So now, if I go in and alter the document,
if, for example, someone decided that
| | 03:45 | rather than having me sign again, they
would simply edit this and say handbooks
| | 03:49 | dated April 15th and November 15th.
| | 03:51 | They can't do that while my
signature is on this document.
| | 03:55 | Now, I don't have to have a
signature line to digitally sign a document.
| | 03:59 | Let's remove the signature
block. Simply delete it.
| | 04:03 | If I want to digitally sign this
document without the signature block that is a
| | 04:08 | place that allows me to mimic the paper-
based signatures that I would have used
| | 04:12 | in the past, I can simply say File >
Protect Document > Add a Digital Signature.
| | 04:17 | It's going to be exactly the same process.
| | 04:20 | My purpose for signing this document is
I can type in anything I want, assure my
| | 04:24 | identity, or I can leave it blank.
| | 04:26 | It says it's been saved in a document.
| | 04:29 | It's been signed, Marked as Final,
and here down below is the signature.
| | 04:35 | Now there's no place that you see
something that looks like a signature.
| | 04:39 | However, if I click Anyway, it will
remove this signature and if a user clicks
| | 04:44 | on the Status Bar, it shows this
signature here: Gini Courter signed this.
| | 04:50 | I like adding the signature block
in the design because it makes people
| | 04:54 | feel like they really signed
something, whether they put in their signature
| | 04:58 | as an image or not.
| | 04:59 | I'm going to close the Signature pane,
and I'm going to say Edit Anyway, which
| | 05:04 | will remove this signature.
| | 05:08 | Before I leave here, I want to note
that you don't want to attach a file that
| | 05:12 | includes your real signature, something
where you've actually signed in a way
| | 05:17 | like you would a check, and send that
around your organization or any place
| | 05:21 | else that somebody could print that or
could go get it offline. It compromises
| | 05:25 | your identity to do so.
| | 05:27 | So again, many times people will have
a printed version of their signature or
| | 05:31 | when they use the signature block,
| | 05:32 | they'll type their name in, or they'll
insert some kind of an icon that proves
| | 05:36 | that they were there.
| | 05:38 | When you're creating a document to be digitally
signed, don't forget to insert a signature line.
| | 05:46 | When you are signing a document, you
can insert a Signature Line too, if you
| | 05:50 | would rather do that, then
simply apply a digital certificate.
| | Collapse this transcript |
|
|
14. Customizing WordChanging Word options| 00:00 | Many of Word's behaviors, the things
that Word does when you type some text, or
| | 00:04 | select text, or click on a command are
default behaviors that you can change by
| | 00:09 | changing a few settings.
| | 00:11 | For example, when you select some text
and then point to the selection, a Mini
| | 00:17 | toolbar appears with Formatting tools,
or when I have text selected, and I
| | 00:22 | choose an item from a gallery, and I
see it in my document before I even click,
| | 00:28 | that Live Preview is another option.
| | 00:30 | The same thing is true with Word's
appearance. From the color behind the Ribbon
| | 00:35 | to the Tabs that show on the
Ribbon, all of these are customizable.
| | 00:40 | In this chapter, we'll see how to set
the options that control how Word looks
| | 00:45 | and how Word behaves.
| | 00:46 | To access the options, we'll choose File
to go backstage and then select Options.
| | 00:52 | At the top, we have the General options,
the options that are most frequently
| | 00:56 | changed in Microsoft Word.
| | 00:58 | For example, that Mini toolbar and Live
Preview are two options that people turn off.
| | 01:04 | Some people find those annoying
but, more to the point, they take a lot
| | 01:09 | of computing power.
| | 01:10 | So if you're running Word on a Netbook,
you might want to turn off some of the
| | 01:15 | options that take more computing
power, so that Word is spunkier.
| | 01:19 | The background of our Ribbon
and our entire window is Silver.
| | 01:23 | We have two other choices of
color schemes: Blue and Black.
| | 01:27 | We have a choice for how ScreenTips appear.
| | 01:30 | Right now, if I point to an item on the
screen, I get a feature description as
| | 01:35 | part of my ScreenTip.
| | 01:36 | For example, if I point to the
Underline button, I get not just the name of the
| | 01:41 | button, and the shortcut key, but the
description, "underline the selected text,"
| | 01:46 | or a longer description here that
tells me all about the Format Painter.
| | 01:52 | I might want a shorter description.
| | 01:54 | In order to get a shorter
description, I could say, don't show the
| | 01:58 | feature description, just show me
the shortcut key and the name, or don't
| | 02:01 | show me ScreenTips at all.
| | 02:03 | When Office is installed on your
computer and your organization, it may not have
| | 02:08 | your username in it.
| | 02:09 | It might have the company
name or company name and user.
| | 02:12 | You should put your own name here and
your own initials, because this is the text
| | 02:16 | that shows up when you are working
with other users reviewing a document.
| | 02:21 | Then finally, a Start up option that
is all about Microsoft Outlook rather
| | 02:25 | than Microsoft Word.
| | 02:27 | If you open a Word attachment in
Microsoft Outlook, by default, it can open in
| | 02:32 | that Full Screen Reading
view that looks like a book.
| | 02:35 | It's very readable, but you lose some
formatting, and some users prefer not to
| | 02:39 | use Full Screen Reading
view unless they choose it.
| | 02:43 | To prevent attachments in Outlook from
opening in Full Screen Reading view in
| | 02:48 | Word, you make sure that
this option is turned off.
| | 02:53 | The Display options control how the
document itself appears on the screen.
| | 02:58 | One option you may choose to turn on
here would be to always show Paragraph
| | 03:02 | marks, even when you have Show/Hide set to Hide.
| | 03:07 | This allows you to make sure that when
you're selecting an entire paragraph to
| | 03:11 | create a style or to cut a paragraph
to move somewhere else that you have
| | 03:16 | everything, including the final
Paragraph mark, so that you have all of the
| | 03:19 | paragraphs formatting.
| | 03:22 | The Proofing tools were discussed
earlier in the chapter on Proofing Documents.
| | 03:27 | Our Save choices are a simple set that
begins with what default format you want
| | 03:33 | to use when you save a document.
| | 03:36 | This is set for all of Microsoft Word.
| | 03:38 | So right now, when I save documents, I'm
saving them using the 2010 format, .docx.
| | 03:44 | However, if I work in a mixed
environment, and I'm the first user to 2010 and
| | 03:49 | other people are back in Word 2003,
I might, for awhile, want to choose a
| | 03:54 | different default format simply so I
don't forget and send 2010 documents to
| | 03:59 | people who can't open them right now.
| | 04:02 | However, in doing that, I give up
the ability to use some of the newer
| | 04:05 | features of Word 2010.
| | 04:07 | By default, there's an AutoRecover copy
of your document saved every 10 minutes.
| | 04:12 | You can make this more frequent or less
frequent, or you can turn it off altogether.
| | 04:17 | If you turn it off and you lose power in
the middle of an editing session, there
| | 04:21 | will be nothing to recover.
| | 04:24 | The Language options were discussed
earlier in the Proofing Documents chapter.
| | 04:28 | Then finally, we come to the Advanced options,
| | 04:32 | a hodgepodge really of all of the
options that weren't put anyplace else.
| | 04:37 | Everything else that you can
customize about Microsoft Word that can be set
| | 04:41 | anywhere is here on the Advanced tab.
| | 04:43 | It's worth simply knowing that there
are options for editing, for Cut, Copy and
| | 04:47 | Paste, for document content,
the Display and so forth.
| | 04:52 | But these Advanced options are options
that you might never change in the time
| | 04:56 | that you're working in Microsoft Word.
| | 04:59 | The remaining two groups of options
allow you to customize Word's Command and
| | 05:03 | Control interface and change settings
for how Word interacts with Add-Ins,
| | 05:08 | Macros, and other programs.
| | 05:10 | We'll customize the Ribbon in the next
movie, and we learned how to customize
| | 05:15 | the Quick Access toolbar
way back in the first chapter.
| | 05:18 | As you can see, it's easy to change
options to make Word work the way you want it to.
| | 05:24 | One last thought.
| | 05:25 | If you don't know what a setting does,
don't simply change it and try to figure it out.
| | 05:30 | Some quick online research or taking
a look in the Help Files for Word 2010
| | 05:36 | before you save an unknown option can
save you a lot of frustration later.
| | Collapse this transcript |
| Customizing the Ribbon| 00:00 | If Word 2010 is your first version of
Word, you'll be pleased to know that you
| | 00:04 | can customize the Ribbon to meet your needs.
| | 00:07 | If you're moving to Word 2010 from Word
2007, you will be ecstatically delighted
| | 00:12 | to know that customization is back.
| | 00:15 | You can add Tabs to this Ribbon and
commands to expand the Ribbon, or you can
| | 00:19 | add groups to the built-in
tabs where there's space,
| | 00:23 | for example, here, to put the commands that
you need at your fingertips when you need them.
| | 00:28 | We are going to begin by customizing
the Ribbon, either by choosing File and
| | 00:34 | Options backstage and click
Customize Ribbon, one possibility.
| | 00:40 | Or, right-click anywhere in the
Ribbon and choose Customize the Ribbon.
| | 00:44 | In either event, it opens the Word
Options dialog box with the Customize
| | 00:48 | Ribbon category selected.
| | 00:51 | On the right, we see the
Ribbon as it exists right now.
| | 00:54 | This is your Ribbon on the right-hand side.
| | 00:57 | You'll notice that there's a
Developer tab that's turned off, by default.
| | 01:02 | If I'd like to see that Developer tab, and
I'm going to want it later in this chapter,
| | 01:07 | I'm going to turn that on.
| | 01:09 | Now, within any tab you
can expand to see the groups.
| | 01:13 | So I'm going to slide to the right here a bit,
and we are going to go open up the View menu.
| | 01:19 | Here is our Document Views.
| | 01:21 | Here is our Show group,
the Zoom group, and so on.
| | 01:25 | Now if I open, for example, the
Document Views group, you'll notice that all of
| | 01:30 | these items are not enabled.
| | 01:32 | They are grayed out.
| | 01:33 | That's because I can't add things
to the groups that already exist.
| | 01:37 | I'm not allowed to.
| | 01:38 | The Ribbon, as it's created, the tabs and
groups that are there, I can turn on or
| | 01:44 | turn off, but I can't
add to the existing groups.
| | 01:47 | I can, however, add items
to the Ribbon if I wish.
| | 01:51 | So I can open the View Ribbon and
say I'd like to add a New Group.
| | 01:56 | The new group is added past the last group.
| | 01:59 | Here is Macros, so it will be added
in this space out here to the right.
| | 02:04 | I can Rename this new group.
| | 02:06 | I'm going to Rename this
group "Reformat" and say OK.
| | 02:12 | Notice that I have a group called
Reformat and that it is a Custom group.
| | 02:16 | I am going to say OK so we can
see how that looks right now.
| | 02:19 | So, here's my new group, out
to the right on the View tab.
| | 02:23 | Now, I also have the choice to create
an entirely new tab that I put here, and
| | 02:27 | part of that is really a
question of real estate.
| | 02:30 | If I think I am only going to add a few
commands, I have plenty of room to add some things.
| | 02:35 | But if I wanted to add 10 or 15 commands,
I might want to create an entirely new tab.
| | 02:41 | Let's go back to Customize the Ribbon,
and let's add some commands to this tab.
| | 02:47 | Now my imagining of what I'm
doing with this tab is quite clear.
| | 02:51 | I know what I'd like to have here.
| | 02:53 | I have documents that I receive
from other people that I do some pretty
| | 02:57 | consistent cleanup on.
| | 02:59 | I need to often clear the
formatting that they've applied.
| | 03:03 | I want to be able to remove a page
background because I have a whole division
| | 03:08 | that used backgrounds all the time
and another group that used watermarks.
| | 03:12 | I want to be able to take care of those
things pretty quickly without going to
| | 03:16 | all kinds of different places on the Ribbon.
| | 03:18 | So, I'm going to put those in this one group.
| | 03:21 | So, on my View tab, in my Reformat
group now, I'm going to go find the
| | 03:25 | commands that I want to add.
| | 03:27 | I have a list here of popular commands
that are frequently added, things like
| | 03:31 | Cut, Copy, E-mail and so on.
| | 03:34 | I also have commands that the Office team
did not fit anywhere on the current Ribbon.
| | 03:39 | So commands not on the
Ribbon is a really large list.
| | 03:42 | If you think it's all here,
there's a lots of stuff.
| | 03:45 | So, if you're saying there is a
command I used to use, and it's not on the
| | 03:48 | Ribbon, great place to find it.
| | 03:51 | I actually want to look in All Tabs.
| | 03:54 | I know that I'm looking for Clear
Formatting, which I am going to find on
| | 03:58 | the Home tab, in the Styles group, under
Change Styles, right there, Clear Formatting.
| | 04:06 | So, I'm going to choose Clear Formatting,
point to my Reformat group and Add it.
| | 04:10 | There is my first command.
| | 04:12 | My second command, which is I want to remove
the Page Background and Remove the Watermarks,
| | 04:17 | I'm going to go get on to the
Page Layout tab > Page Background.
| | 04:24 | So, there is Watermark, and I
want to remove the Watermark.
| | 04:28 | Under Page Borders, I want to simply
Add the entire Page Borders button.
| | 04:34 | There's not a Clear Page
Borders. It doesn't exist.
| | 04:37 | There is not a Clear Page Background.
| | 04:41 | But I can Add the gallery so
that those are pretty close for me.
| | 04:44 | They will be just simply one click
further away than I would like them to be.
| | 04:50 | Now, I want the Show/Hide paragraph
marks button, the Home tab, in Paragraph,
| | 04:56 | here we go Show All, and I am going to Add that.
| | 05:01 | So, those are the five commands that I want
to have on my Reformat group on the View tab.
| | 05:07 | I am all set, and I am going to say OK.
| | 05:11 | There are my five items now.
| | 05:13 | So as I get a new document and I want
to go through and Clear the Formatting,
| | 05:18 | and go to Page Borders, and remove the
border, set it to None, and Change my
| | 05:24 | Page Color to no color and
Show/Hide my paragraph marks.
| | 05:27 | Again, very easy because I've put them
all in one place, this whole set of tasks
| | 05:32 | that I need to complete.
| | 05:33 | I am going to right-click again
and go back to Customize the Ribbon.
| | 05:37 | Now, if I'm using this group of commands
at the same time that I wanted to work,
| | 05:42 | for example, on the Insert menu, an
option would be to put these items on the
| | 05:47 | Quick Access toolbar.
| | 05:48 | Another option would be to set up an
entirely new tab and to put my Reformat
| | 05:53 | items on the New Tab.
| | 05:55 | In order to do that, I simply tab
New Tab and I give my New Tab a name.
| | 06:00 | So I could call my new tab Reformat.
| | 06:05 | When you create a new tab, it gets
added to the right of the View menu.
| | 06:09 | If you are going to display the
Developer tab, you should actually put it to the
| | 06:12 | right of the Developer tab as well,
and I can use these buttons to move it.
| | 06:16 | Don't put it up in this area. If you use
a public computer or another computer,
| | 06:22 | you'll get confused about where the tabs are.
| | 06:24 | So, it's better to keep the original
tab layout all the way up through View
| | 06:29 | and Developer intact and add items to
the right, which is what, for example,
| | 06:33 | Adobe did with Acrobat.
| | 06:35 | I can then add a group if I wish, or
I can simply add commands and place my
| | 06:40 | group on this new Ribbon or
place my tabs on this new Ribbon.
| | 06:43 | Notice that I can drag and drop from my View
tab down to my Reformat tab, and let's say OK.
| | 06:51 | Now, my View tab is clean again.
| | 06:53 | But here's my Reformat tab with these
options that I can choose from quickly and easily.
| | 07:00 | The Office team spent a lot of time
designing Word and creating the Ribbon to
| | 07:05 | meet the needs of the majority of users.
| | 07:08 | But only you know exactly how you do the
work that's necessary in your organization.
| | 07:14 | Feel invited to customize the Microsoft
Word 2010 interface to best support the
| | 07:20 | way that you do your work.
| | Collapse this transcript |
| Creating and playing a macro| 00:00 | If you have a series of steps that
you complete in a number of different
| | 00:04 | documents, or that you complete a number
of times within a document or document
| | 00:09 | set, that group of steps is a
great candidate for a Macro.
| | 00:13 | Macros are bundles of Visual Basic code that
tell Word how to complete a particular task.
| | 00:18 | While you can create Macros
manually using the Visual Basic Editor,
| | 00:23 | it's much easier to use Microsoft
Word's built-in Macro Recorder to create
| | 00:28 | and save your Macros.
| | 00:30 | Macros are created to solve a problem.
| | 00:33 | The problem that I have here is that
I have a lot of documents that were
| | 00:37 | created a few years ago.
| | 00:39 | At that time, when people typed in text
and got to the end of a line, they would
| | 00:44 | press the Enter key twice.
| | 00:47 | When they got to the end of a sentence,
they would press the Spacebar twice.
| | 00:53 | They did those things because the
software wasn't smart enough to automatically
| | 00:58 | increase the space at the end of a
paragraph, or to replace an end space with an
| | 01:03 | em space at the end of a sentence.
| | 01:05 | Now, I have too much space in my
document so that if I change to one of the
| | 01:10 | newer styles, for example,
something like modern,
| | 01:14 | look at all of the space in this
document, because we have not just the space
| | 01:18 | that the original typist entered,
but the space that Microsoft Word
| | 01:23 | automatically puts into this document.
| | 01:25 | So, rather than tell Word to quit doing
what it does to style this document, I
| | 01:30 | need to just get rid of all of the
extra spaces and all of the extra carriage
| | 01:34 | returns at the ends of paragraphs.
| | 01:36 | Rather than use this document, I have
created a test document to allow us to
| | 01:41 | create and test our Macro.
| | 01:43 | So I am going to switch to that
document now, because there is no reason to turn
| | 01:47 | my mission-critical documents into guinea pigs.
| | 01:50 | So here's my Test Document.
| | 01:52 | It has the same kind of attributes as the
document that I want to be able to reformat.
| | 01:57 | So the first thing we are going to do
is make sure that the conditions when our
| | 02:00 | Macro runs are actually reflected in this
document and in the current state of the document.
| | 02:05 | Like my other document that I want to
use this Macro on, I have two spaces at
| | 02:11 | the end of sentences, two Carriage
Returns at the end of paragraphs.
| | 02:16 | I don't have anything selected here,
which is fine because selecting the entire
| | 02:20 | document is going to be the
first thing I do in my Macro.
| | 02:24 | Two ways that I can find the
command to record a Macro, if I have the
| | 02:28 | Developer tab available.
| | 02:30 | It's in the Code group, under Record Macro.
| | 02:33 | If you don't have the Developer tab
displayed, under View > Macros > Record
| | 02:38 | Macro, you can click and either of those
will open this same Record Macro dialog box.
| | 02:44 | The first thing I need to do is give
the Macro a decently descriptive name.
| | 02:49 | I'm going to call this
SingleSpaceSingleCRReformat.
| | 02:57 | Next, I want to provide a Description
that says "This Macro converts double
| | 03:03 | spaces and double carriage returns found in
legacy documents to single spaces and CRs."
| | 03:17 | I'm also going to make a note about who I am.
| | 03:19 | I am actually going to sign to this Macro in
a way to say Created by me and how to find me.
| | 03:33 | When I open a document that has
Macros that aren't signed, that I can't
| | 03:37 | necessarily tell what they do without
going and opening the Visual Basic Editor,
| | 03:42 | I get nervous, and I don't want to
necessarily use that document or those Macros.
| | 03:47 | So this is a way that at least people
in the organizations that I work with
| | 03:51 | who'll open this Macro would go yeah!
| | 03:53 | We know who this person is.
| | 03:55 | Finally, two different locations to store
my recorded Macro in, and I set those upfront.
| | 04:00 | First, if this is a Macro that I want a
used with one document only and I want
| | 04:05 | the Macro to travel with the document,
I'll save it in the document itself.
| | 04:08 | For example, I could create a Macro
that would sort a table in a document.
| | 04:12 | Well, it's specific to that table.
| | 04:14 | So I'll store in that document.
| | 04:16 | But I want to create a Macro that I
can use for a wide range of documents.
| | 04:21 | So, I'm going to store it globally
in Normal.dotm, which loads every time
| | 04:27 | Microsoft Word is launched.
| | 04:29 | When I click OK, the
Macro recorder begins running.
| | 04:33 | You'll notice that my pointer
changes so it has a small icon.
| | 04:36 | I believe that's a cassette tape.
| | 04:40 | I have to use some of my keyboard
skills now because while we are just
| | 04:44 | recording, and the pointer is that
recorder icon, the Context menu is not enabled.
| | 04:51 | So, when I right-click, nothing happens.
| | 04:53 | I'll need to find another way to select
all my text, like Ctrl+A. So, I've just
| | 04:58 | recorded selecting all the text.
| | 05:01 | Now I'm going to choose the Home
tab and click Replace to open the Find
| | 05:06 | and Replace dialog box.
| | 05:08 | There are two things I want to find.
| | 05:10 | First, I want to find places
where a space was typed twice.
| | 05:14 | 1, 2 and replace
everyone of those with one space
| | 05:18 | I will replace them all
at one time in my document.
| | 05:22 | It says Word has done this 9 times.
| | 05:25 | Do you want to search the remainder?
| | 05:26 | This is sort of boilerplate text.
| | 05:29 | We selected the whole document.
| | 05:30 | So, there really is no
remainder, and we'll simply say No.
| | 05:33 | Thank you for the replacements.
| | 05:35 | So, now we don't have the extra space here.
| | 05:39 | But we still have the two carriage returns.
| | 05:42 | We want to search again, and I
can't simply press the Enter key here.
| | 05:45 | I actually need to include the
character that's the Paragraph Mark.
| | 05:50 | So, I'm going to click More.
| | 05:53 | So I'll find the Paragraph
Mark here where it says Special.
| | 05:57 | Now I already have two
spaces that I typed in this field.
| | 06:00 | So I want to select those first and
then say look for a Paragraph Mark followed
| | 06:06 | by another Paragraph Mark.
| | 06:08 | So, that's all that's here.
| | 06:11 | When I click in the Replace With Field,
it still has the space from last time too.
| | 06:15 | This is tricky stuff.
| | 06:17 | So we want to make sure that we don't
have that space here anymore, and that we
| | 06:20 | replace two Paragraph
Marks with one Paragraph Mark.
| | 06:24 | I am going to click Replace All.
| | 06:27 | It says 9 replacements
were made. That makes sense.
| | 06:30 | There's nine paragraphs.
| | 06:31 | I don't need it to search anything else.
| | 06:34 | Now, what I have is my document with
only one carriage return at the end of each
| | 06:39 | line, only one space between sentences.
| | 06:43 | I'm happy with this.
| | 06:44 | I could end of my Macro now, but I'd like
to end my Macro with this dialog box closed.
| | 06:49 | So we are going to click Close to
close the dialog, and then I'm going to
| | 06:53 | stop the Macro Recorder.
| | 06:54 | Three ways to do it.
| | 06:56 | First, there is a button that I can click
in the status bar while a Macro is recording.
| | 07:02 | I can also go to the Developer tab >
Stop Recording or to the View tab >
| | 07:07 | Macros > Stop Recording.
| | 07:09 | We are all done recording our Macro.
| | 07:13 | Now, I want to test it.
| | 07:14 | I'm going to go back up to the two
replacements that were made and undo them.
| | 07:19 | Now my document is back the way it was before.
| | 07:23 | I'm going to test my Macro.
| | 07:25 | Either on the Developer tab, I
can go to Macros, or on the View tab,
| | 07:31 | I can go to Macros > View Macros.
| | 07:34 | Here is my Macro and I want to Run it.
| | 07:37 | It says Word has reached
the end of the document.
| | 07:39 | 9 replacements were made.
| | 07:40 | So, this is my first dialog.
| | 07:42 | Do I want to continue searching? No.
| | 07:43 | Here is my second one. No.
| | 07:46 | There is my document.
| | 07:47 | So, I can play this Macro back any
time I want to, in any document I like.
| | 07:54 | Are you tired of following the same
steps and doing the same old grind with a
| | 07:58 | series of documents?
| | 08:00 | Just record a Macro, and let Microsoft
Word do the necessary, but often mindless
| | 08:05 | tasks in your document workday.
| | Collapse this transcript |
| Assigning a macro to the Ribbon| 00:00 | One final way to customize the Word
Ribbon is to add your own custom macros to
| | 00:05 | the Ribbon, so that they are as
accessible as any other commands.
| | 00:09 | Earlier in this chapter, we created a
Reformat tab with a Reformat group, and we
| | 00:16 | placed on there the commands that we
would use when we received a document that
| | 00:20 | had been created by another workgroup, or
was a legacy document that needed to be
| | 00:25 | pretty radically reformatted.
| | 00:27 | That would be a time that we might
also use this macro that we created.
| | 00:31 | So we're going to add our single spacing,
single carriage return macro here to the Ribbon.
| | 00:38 | The only choice that I really have is
that I might want to put all my macros in
| | 00:42 | a new group, or I could put it here.
| | 00:44 | It depends on how I want to arrange my Ribbon.
| | 00:47 | For right now, I'm going to add it to
the Reformat group o |
|
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