IntroductionWelcome| 00:04 | I'm Gini Courter, and I'd like to
welcome you to Word 2010 new features.
| | 00:09 | In this course, I'll show you the new
and improved features in Word 2010, and
| | 00:13 | more importantly, talk about why you
might want to use these new features when
| | 00:17 | you create documents.
| | 00:18 | We'll start by taking a look at the new
collaboration and saving tools, and then
| | 00:23 | take a complete tour of the new file
management system known as Backstage.
| | 00:28 | We'll look at the new text effects,
like Glow and Reflection, and the new
| | 00:33 | improved picture
correction and enhancement tools.
| | 00:36 | We'll dive into some of the new
customization options, which allow you to create
| | 00:40 | your own personalized tabs
and commands on the Ribbon.
| | 00:43 | From open text formatting to new
SmartArt layouts, Word 2010 helps you create
| | 00:48 | professionally-formatted and richly-
illustrated documents quickly and easily.
| | 00:54 | I've been training Microsoft Word
user since Word for Windows 3.1.
| | 00:58 | I'm pleased to have this opportunity
to show you the latest and most powerful
| | 01:03 | version of this best-selling word processor.
| | 01:05 | Thank you for joining me
for Word 2010 New Features.
| | 01:10 | Let's get started!
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| Using the exercise files| 00:00 | If you are a premium number of the
lynda.com Online Training Library, or if you
| | 00:06 | are watching this tutorial on a DVD-ROM,
you have access to the exercise files
| | 00:11 | used throughout this title.
| | 00:13 | The exercise files are
contained in a single folder.
| | 00:16 | I'd encourage you to drag that onto
your desktop, or your My Documents folder -
| | 00:20 | somewhere else you can find it easily.
| | 00:22 | Inside the Exercise Files folder, we
have five chapters - 0-4 - of exercise
| | 00:29 | documents, and then Images folder.
| | 00:31 | In the exercise's folder, for
example Chapter 03, you'll find numbered
| | 00:36 | documents that we'll use with
each of the different titles.
| | 00:40 | So, for example, 03_01 has two documents:
one an Excel Inventory chart, and the
| | 00:46 | other a Word document that
we'll be inserting that chart into.
| | 00:49 | So, there are two to open up here.
| | 00:50 | If we take a look, for example, at
03_03_Graphics, it's simply a document in
| | 00:56 | some particular state that you'll then
work with to make some changes to the
| | 01:00 | document to use the new features in Word 2010.
| | 01:05 | There is also a folder of images.
| | 01:09 | The images are used at
different times in the course.
| | 01:12 | They're not used for any specific movie,
but as you need images to use, we'll
| | 01:16 | just go grab images here.
| | 01:18 | There are two exceptions to that.
| | 01:20 | We'll be using the logo at a
particular time in order to look at making the
| | 01:25 | background disappear.
| | 01:26 | Then there is a need to correct some photos.
| | 01:29 | We have a group of photos that
are badly in need of correction.
| | 01:32 | So, when you need a photo to touch up,
these photos already look good, but the
| | 01:36 | photos in need of correction are
available to you, so you can practice your
| | 01:40 | photoediting techniques.
| | 01:42 | If you're a monthly subscriber or annual
subscriber to lynda.com, you don't have
| | 01:47 | access to the exercise files,
| | 01:49 | but you can still follow along from scratch
using your own documents and your own images.
| | 01:54 | Let's get started!
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| Comparing Word 2007 and Word 2010| 00:00 | Whenever Microsoft releases a new
version of Office, Word users wonder, "What's
| | 00:05 | new and improved in this version of Word?"
| | 00:07 | Are there features that I really want
to use, or should I just stay with the
| | 00:11 | software I already have,
the software I already know?
| | 00:15 | Here's a quick tour of key
differences between Word 2007 and Word 2010.
| | 00:20 | In Word 2010, the Ribbon's still here,
but you can customize the Ribbon.
| | 00:25 | You can take commands that aren't on
the Ribbon and add it to your default
| | 00:29 | Ribbon, or even add new tabs and
populate it with macros that you need to run
| | 00:33 | on a regular basis.
| | 00:35 | Word 2010's Backstage view
is an impressive makeover.
| | 00:40 | Backstage consolidates all the
document-management commands in one central
| | 00:44 | location, from templates for new
documents to a combination Preview and Print
| | 00:48 | window that reflect
setting changes in real time.
| | 00:51 | You can easily share documents by
e-mail, on SharePoint, or on a free
| | 00:56 | Windows Live drive.
| | 00:59 | In Word 2010, documents that you open
from risky locations, like the Internet,
| | 01:03 | Temporary Folders, or that arrived as
e-mail attachments, automatically open in
| | 01:08 | a special protected view where you
can review the document without risk.
| | 01:13 | Word 2007 opened most of these
documents in the regular Word environment
| | 01:17 | without warning you.
| | 01:18 | Word 2010 works overtime to
protect your work and your computer.
| | 01:23 | In Word 2007, you could add the
usual text effects: bold, italicized,
| | 01:28 | underlined, small caps and so on.
| | 01:31 | Word 2010 has new, eye-catching text
effects, not just WordArt, but effects
| | 01:37 | you apply without losing the ability
to spellcheck or treat the affected
| | 01:40 | text as you would other text in the
document, effects like Outline, Shadow,
| | 01:44 | Reflection and Glow.
| | 01:46 | The Word 2010 Navigation pane combines search
functionality with navigation, all in one spot.
| | 01:53 | This is also an editing pane where you
can rearrange your document using drag
| | 01:57 | and drop from one point to another.
| | 01:59 | In Word 2007, you needed a
separate application for photo editing.
| | 02:04 | Although you had Brightness and
Contrast and some other tools, they weren't as
| | 02:08 | easy to use as the tools in Word 2010.
| | 02:12 | Word 2010 includes photo correction
tools that can sharpen and soften, change
| | 02:17 | brightness and contrast, visually
and easily, as well as new cropping and
| | 02:24 | background removal tools that allow
you to touch up your photos and line art
| | 02:28 | without leaving Word.
| | 02:31 | Effects like Reflection, Glow and
Shadow that can be applied to text, can be
| | 02:36 | applied to images as well.
| | 02:38 | This is a much nicer graphic than the
corresponding graphics in Word 2007.
| | 02:43 | Whether you're using Office 2007 or
still using Office 2003, Office 2010 and
| | 02:49 | Word 2010 offer enough new and
improved features and functionality to make
| | 02:54 | upgrading worthwhile.
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| Backward compatibility| 00:00 | So, you're using Word 2010, but some
of your colleagues and clients still use
| | 00:05 | Word 2007, or perhaps an
even earlier version of Word.
| | 00:09 | Let's see how the new features in Word
2010 documents behave when you open those
| | 00:14 | documents in Word 2007 or 2003.
| | 00:17 | Word 2007 and Word 2010 share a file format.
| | 00:22 | Files created with these versions of
Microsoft Word use the file extension .X.
| | 00:28 | You can open Word 2010 files in Word 2007;
| | 00:32 | however, Word 2007 then has to do something
with document elements that are new in Word 2010:
| | 00:40 | each Word 2010-only feature will
either be converted in some way or removed
| | 00:45 | temporarily or permanently by Word 2007.
| | 00:49 | Let's look at the converted features.
| | 00:52 | Word 2010 supports fixed digit
numbering formats, 001 or 0001, for example, the
| | 01:00 | kind of formats you'd use for invoices.
| | 01:03 | Those numbers will be converted to the
number 1, 2, 3 and so on in Word 2007.
| | 01:08 | There are new shapes and text boxes in
Word 2010, but more importantly, you can
| | 01:14 | assign new effects to
those shapes and text boxes.
| | 01:18 | Any effects that are not available in
Word 2007 will be converted when you open
| | 01:23 | that document in Word 2007.
| | 01:24 | There are new content controls in
Word 2010, for example, a new check box
| | 01:30 | that we'll look at.
| | 01:32 | Those content controls are
converted to static text if that control
| | 01:36 | doesn't exist in Word 2007.
| | 01:40 | Text effects will either
be converted or removed;
| | 01:42 | it depends on how you applied them in Word 2010.
| | 01:46 | For example, if you have a text
effect that you apply as a custom style, it
| | 01:51 | will be hidden in Word 2007, and you'll see it
again when you open the document again in 2010.
| | 01:57 | If we take that same text effect and
don't apply it as a style, it will be removed.
| | 02:02 | Let's go take a look at the features
that are converted when we open a Word 2010
| | 02:06 | document in Word 2007.
| | 02:10 | Here's our Word 2010 document, and we've
used that new fixed digit numbering format.
| | 02:15 | We've used two new shapes, an equals
and not equals sign and applied a glow
| | 02:20 | effect to the equals sign and an
inner shadow to the not equals sign.
| | 02:26 | We have a new text box, which is
called an Austin pull quote, but more
| | 02:29 | importantly, we've applied an
effect to the text in that text box.
| | 02:34 | We have a new content control.
| | 02:37 | It works just like we'd like
it to work in 2010. I click it.
| | 02:40 | It turns on. I click it again.
| | 02:42 | It turns off.
| | 02:43 | Then finally, I have a text effect.
| | 02:45 | I know this was applied as a custom
style, because there's a style in my Styles
| | 02:49 | gallery that shows it: Heading1Reflect.
| | 02:52 | Let's now open this same document in
Word 2007, and see how Word handled it.
| | 03:00 | In Word 2007, my 001 was
changed to a 1 and so on.
| | 03:05 | Notice no glow, no inner shadow,
because those effects aren't available in Word
| | 03:11 | 2007, and notice that there's no effect on
the text in my new text box, also not supported.
| | 03:19 | My content control, that check box looks
good. But if I click it, nothing happens.
| | 03:24 | It's been converted to a static text box.
| | 03:28 | Finally, my text effect that was
applied as a custom style is actually still
| | 03:32 | here, even though I can't see it.
| | 03:34 | When I click on this text,
it refers me back to a style.
| | 03:37 | Let's take a look now at what happens with
the effects from Word 2010 that are removed.
| | 03:44 | As I noted before, any text effect
applied manually, that's not reflected in the
| | 03:48 | style, will be permanently removed when
the document is opened in Word 2007 - yet
| | 03:53 | another great reason to use Styles.
| | 03:55 | Alternative text on tables is removed.
| | 03:58 | OpenType features are removed,
because they are not supported in Word 2007.
| | 04:02 | The new WordArt effects, if
you've used them, are removed.
| | 04:05 | And finally, any blocking that you
applied to a shared document to disallow
| | 04:10 | editing of particular sections is removed.
| | 04:14 | Let's go take a look at
these features in Word 2010.
| | 04:18 | The first feature is
alternative text on a table.
| | 04:21 | This is, again, a new 2010 feature that
when I look at the properties of a table,
| | 04:26 | I have the ability to add alternate text.
| | 04:29 | This alternative text would be
used by, for example, a screen reader.
| | 04:32 | It can also be used by a web search
engine, if we were to publish this particular
| | 04:36 | document as a web page.
| | 04:39 | When I see this same table in Word 2007,
this alternative text will be removed
| | 04:45 | because Word 2007 has no place to store it.
| | 04:49 | Here's our text formatted with
OpenType, some Gabriola text that uses the
| | 04:53 | stylistic set number 6.
| | 04:55 | So, it's a very decorative piece of text.
| | 04:58 | Finally, here's our WordArt, formatted
with a number of different text effects.
| | 05:03 | So, we have a glow applied to this.
| | 05:06 | We also have a gradient fill for this text.
| | 05:08 | We have a reflection out in front, a
lot of different effects that make this a
| | 05:12 | particularly nice looking piece of text.
| | 05:15 | Take a look at how these features are
reflected when we open the same document in 2007.
| | 05:21 | First, as I noted when we take a look
at the properties of this table, there is
| | 05:25 | no tab to store this information on,
| | 05:27 | so Word has simply removed
the alternative text we entered.
| | 05:31 | In terms of the OpenType features, not
as fancy as it was before, because Word
| | 05:35 | doesn't support OpenType.
| | 05:37 | So, this is what the Gabriola font
looks like with no stylistic set or OpenType
| | 05:41 | features applied - no ligatures, for example.
| | 05:44 | And here's our WordArt, a nice piece
of WordArt, but without any of the text
| | 05:48 | effects that we saw
that's available in Word 2010.
| | 05:51 | We have a pretty plain-looking piece of
WordArt here compared to how it looked in 2010.
| | 05:58 | All of the changes that you see here,
the table, the OpenType, and the text
| | 06:02 | effects, these are permanent changes.
| | 06:04 | When I open this document in 2010 again,
I would expect to see, for example, my
| | 06:09 | custom styles come back.
| | 06:11 | I will not see these things reappear.
| | 06:15 | What happens if I open my Word 2010
document in an even older version of the
| | 06:19 | software, like 2003?
| | 06:21 | Well, any feature that wasn't
supported in 2003 now disappears, even if it
| | 06:26 | was a Word 2007 format.
| | 06:28 | Themes are permanently converted to styles.
| | 06:31 | Rather than having a heading and a body
font, I have simply two fonts, because
| | 06:36 | heading and body fonts were embedded in themes.
| | 06:38 | So, rather than having a Heading font 1,
it's converted to Arial or Times New
| | 06:43 | Roman, or whatever the font name is.
| | 06:46 | Rather than having tracked moves, I
have text that I moved, tracked as an
| | 06:50 | insertion and a separate deletion.
| | 06:52 | SmartArt graphics, all of them are
converted to a single uneditable,
| | 06:56 | not-SmartArt graphics.
| | 06:59 | Charts and diagrams will be converted
to images if the chart type or diagram
| | 07:03 | type didn't exist in the Chart
gallery or the Diagram gallery in Word 2003.
| | 07:09 | Relative text boxes are permanently
converted to an absolute position.
| | 07:13 | All OpenXML, all of those content controls
are permanently converted to static text.
| | 07:19 | Bibliographies and citations, which
rely on sources in Word 2007 and 2010, are
| | 07:26 | permanently converted to
static text in Word 2003.
| | 07:30 | So, if you change the source, neither the
bibliography nor the citation will change.
| | 07:35 | Word 2010 has a lot to offer,
a lot of fabulous new features.
| | 07:40 | When you use 2010 in a mixed
environment though, it's helpful to know how each
| | 07:44 | of these features will be
interpreted and either converted, hidden or
| | 07:49 | permanently deleted by earlier versions of Word.
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|
|
1. Collaboration and SavingUnderstanding Protected view and enabling editing on protected files| 00:00 | With previous versions of Office,
and in many other applications on your
| | 00:04 | computer, you have to decide whether
you should open or not open a potentially
| | 00:09 | problematic file without being
able to even glimpse the contents.
| | 00:14 | With Protected view in Word 2010, you
can review documents, then decide if you
| | 00:19 | want to edit, save, or print them, all
without putting your computer at risk.
| | 00:24 | Protected view is the default view for
files that you download, and many files
| | 00:28 | you receive as attachments.
| | 00:30 | Files from the Internet and from
potentially unsafe locations can contain viruses.
| | 00:35 | When you open any document that Word doesn't
fully trust, it opens it in Protected view.
| | 00:41 | Protected view is an independent session of
Word, run in a separate sandbox in memory,
| | 00:46 | so the document can't
access your other documents.
| | 00:50 | Using Protected view, you can read a
document without putting your computer at risk.
| | 00:55 | There are many reasons a document might
not be trusted and opened in Protected view.
| | 01:00 | The reason is shown in the
explanation in the Protected view message.
| | 01:05 | Here are some of the reasons Word will
open a document in Protected view, and the
| | 01:09 | message bars that you'll see
when you open these documents.
| | 01:12 | The document was downloaded from the
Internet, or from an FTP site, so it came
| | 01:16 | from an Internet location.
| | 01:18 | The document was received as an
e-mail attachment from a sender who your
| | 01:22 | organization's policies
identify as potentially unsafe.
| | 01:25 | In many organizations, this is any e-mail
address from outside of your company's network.
| | 01:31 | You open the document from a
potentially unsafe location, for example, on your
| | 01:36 | computer the Temporary Internet Files
folder is viewed as potentially unsafe.
| | 01:42 | The file was saved in a really old
version of Word, like Word for Windows 3.1
| | 01:47 | or Word 95 for Windows 95, and your company has
applied a file block to these old file types.
| | 01:54 | There are two types of file blocks,
one is the file is blocked, and you can't
| | 01:58 | edit it, or a blocked file that can
edit, which is more like a warning.
| | 02:02 | This is a really old file.
| | 02:04 | You haven't needed this file in
ten years; why do you need it today?
| | 02:08 | You can review this document here
in Protected view. You can scroll.
| | 02:13 | You can use the Find button and look
for particular locations in the document.
| | 02:17 | If you want to edit, save,
or print this document
| | 02:20 | however, you need to be
confident that the document comes from a
| | 02:23 | trustworthy sender or location.
| | 02:25 | Then you can enable editing.
| | 02:28 | If you simply wanted to save or print,
you'll also find that you have to enable
| | 02:33 | saving or enable printing.
| | 02:35 | So, all you can do without enabling
editing is review the document onscreen.
| | 02:41 | When you enable editing, Word moves
the document from its Protected view, and
| | 02:46 | marks the document as a trusted
document, so that it will open in Normal view
| | 02:50 | the next time you open it.
| | 02:52 | There are two ways to enable editing.
| | 02:54 | If the trust issue with the document
is minor, as with this document, you see
| | 02:58 | the yellow message bar like the one
we saw, and you simply click the Enable
| | 03:01 | Editing button to trust the document.
| | 03:04 | That works for all of these file
types and all of these messages.
| | 03:08 | However, whenever you open a Word
document, Word checks the file's validity.
| | 03:13 | If a file can't be validated, the
Protected view message will note that a
| | 03:18 | problem was detected with the file.
| | 03:20 | That means the file might contain
a virus, or other malicious stuff.
| | 03:23 | But there are other reasons that Word
might detect a problem with a file that
| | 03:27 | would cause it to flag it in this manner.
| | 03:30 | Errors during save
operations can damage a file.
| | 03:34 | The CD or disc that the file is
stored on may be deteriorating.
| | 03:38 | Word assigns a higher possibility of risk
for any document where a problem is detected.
| | 03:44 | The Protected View message bar is
red, and as you notice, there is no
| | 03:47 | Enable Editing button.
| | 03:49 | To enable editing of a file where Word
has detected a potential problem, you
| | 03:53 | need to click on the File tab,
switch to Backstage view.
| | 03:57 | If you're confident about the
document's safety, click the Edit Anyway button.
| | 04:03 | Finally, a file might open in Protected
view because you chose to open it that way.
| | 04:08 | If you're concerned about the source
of a document that you received, you can
| | 04:12 | give yourself a little protection.
| | 04:13 | Click File to go to Backstage view.
| | 04:16 | Choose Open rather than choosing
any item from the Recent Items List.
| | 04:20 | Select the file that you want to open.
| | 04:27 | And then, on the Open dropdown,
choose Open in Protected view.
| | 04:33 | Word will set up a separate session, a
sandbox in memory, place this file there,
| | 04:38 | and allow you to review it
without putting your computer at risk.
| | 04:42 | There are web sites recommending that
you turn Protected view off to save a
| | 04:46 | little bit of time when you open files.
| | 04:48 | If you decide to do this, you're
removing all of the protection that Office
| | 04:52 | provides for your computer - a lot to
throw away to save the milliseconds
| | 04:56 | required to click the Enable Editing
button in a potentially unsafe document.
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| Managing documents with Word Backstage| 00:00 | In this video, we'll look at the new
document management features in Word 2010,
| | 00:05 | Word's Backstage view.
| | 00:07 | Backstage view has all the commands you
commonly use when opening or finishing
| | 00:11 | documents together in one central location.
| | 00:15 | Whether you're adding descriptive data,
printing, checking accessibility or
| | 00:19 | saving your document on a SharePoint
site, you'll find the tools you need by
| | 00:23 | simply stepping Backstage.
| | 00:26 | It's easy to access Word's Backstage
view, also simply called Backstage.
| | 00:30 | Just click the File tab on the Ribbon.
| | 00:32 | Backstage, you can access the familiar
Save, Save As, Open and Close commands.
| | 00:39 | Info displays the property
settings for this document.
| | 00:42 | You can see the document's
size and number of pages.
| | 00:45 | You can add an author,
although you can't remove one.
| | 00:48 | You can see the last time the file was
modified and when it was created or printed.
| | 00:53 | This document is currently
saved in Compatibility mode,
| | 00:56 | so it can be opened directly using older
versions of Word like Word 97 or Word 2003.
| | 01:02 | But I give something up
using Compatibility mode.
| | 01:05 | I can't use the new features of Word
2010 while I'm running in a mode that's
| | 01:10 | compatible with those earlier versions.
| | 01:12 | To convert this document to Word 2010
so I can use the new Word features,
| | 01:16 | I simply click the Convert button.
| | 01:19 | A dialog box opens that tells me
you're converting this document.
| | 01:22 | And I can say yup, you bet I am.
| | 01:24 | The document's now converted.
| | 01:26 | It's a Word 2010 document.
| | 01:28 | If I need to save this for somebody who
uses a Word 2003, or another version even
| | 01:35 | earlier than that, I can
always go to File > Save As,
| | 01:39 | and I can choose Word 97-2003
Document here in the Save As dialog box.
| | 01:48 | Stepping backstage again, Prepare for
Sharing has the Document Inspector which
| | 01:53 | we saw in Word 2007, and Check
Compatibility which would let me check to see if
| | 01:58 | this document actually had features
that weren't compatible with Word 2003
| | 02:02 | before I bother to save it in an older version.
| | 02:05 | But that the new feature here
is called Check Accessibility.
| | 02:08 | Accessibility checking reviews your
document and notes what changes you need to make
| | 02:12 | so the document can be more easily
reviewed and edited by people using screen
| | 02:17 | readers, or other accessibility devices.
| | 02:20 | Simply choose Check Accessibility, and
the accessibility checker opens as a pane
| | 02:25 | on the right-hand side of your document.
| | 02:27 | There are three possible kinds of
results from the accessibility checker.
| | 02:33 | The first are errors.
| | 02:34 | Errors are barriers that would make it
difficult or even perhaps impossible for
| | 02:38 | someone who had accessibility
challenges to use this document.
| | 02:42 | If you click here, it will tell
you that the fact that the document's
| | 02:45 | unstructured presents problems,
| | 02:48 | why it presents problems, and how you
would fix those issues so that this
| | 02:52 | document was more accessible.
| | 02:54 | Warnings aren't barriers, but
they can be big speed bumps.
| | 02:58 | If we look here, there are actually 25 warnings.
| | 03:00 | And they're all the same.
| | 03:03 | If I click on any one of them, it
will tell me that when we have repeated
| | 03:06 | blank characters, many screen readers will
interpret that as "I'm at the end of the document."
| | 03:12 | And people listening to blanks, imagine
what a blank sounds like, have the same issue.
| | 03:16 | They think oh, maybe this document's all done.
| | 03:18 | And I don't need to go any further.
| | 03:20 | So you know what the
problem is and how to fix it.
| | 03:23 | The third kind of result is a tip.
| | 03:25 | It tells you that you may have a
problem, may not have a problem.
| | 03:27 | And this tip is about how your table
should be laid out in order to provide
| | 03:32 | clarity for someone who's hearing the
table rather than looking at the table.
| | 03:37 | Let's return Backstage and
take a look then at Recent.
| | 03:42 | Recent Documents list that you could
pin documents to was a new feature in Word
| | 03:47 | 2007, one of my favorite new
features, as a matter of fact.
| | 03:50 | It might be that I have documents to
cycle through that I only use once a
| | 03:54 | quarter, but when I need them, I need
them, or a document when I'm churning a lot
| | 03:58 | of documents, a document that I
don't want to fall off the list.
| | 04:01 | So I can pin a document to the list.
| | 04:03 | That's the old feature.
| | 04:04 | Here's the new feature.
| | 04:05 | I can do the same thing for locations.
| | 04:07 | Whether it's folder here on My Computer,
a Network folder or a network share, a
| | 04:12 | SharePoint site, a location on a web
site, anyplace that I save something to, I
| | 04:17 | can pin to my Recent Places List.
| | 04:20 | The New command has had a
total makeover in Word 2010.
| | 04:24 | First, we have these adorable little icons
that show me My templates or Sample templates,
| | 04:29 | that's all nice,
| | 04:29 | but a really robust list of all of the
different kinds of templates that are here.
| | 04:35 | Before you create a new document
from scratch of a type that you don't
| | 04:38 | normally create, think first is it possible,
somebody else has a business need for that template.
| | 04:43 | And go in and take a look
and see if it already exists.
| | 04:45 | For example, maybe you've been asked
to create a schedule, and you don't
| | 04:49 | normally create schedules in your business.
| | 04:50 | Let's go see what's available,
| | 04:52 | searching not just here but on
Office.com and all of the different templates
| | 04:57 | uploaded by other users.
| | 04:58 | So you'll see, for example, that you
know there are specific event schedules,
| | 05:03 | schedule for interviews,
schedules for vehicle maintenance.
| | 05:06 | But here's a Pocket schedule for
youth sports in the spring months. I mean,
| | 05:10 | who would have thought that one of those
would be sitting here on the Microsoft site.
| | 05:13 | If you had to create one of these,
it would take you a long time.
| | 05:16 | But you could simply download and use this one.
| | 05:19 | That's why it's sitting here - also some
really nice timelines and other kinds of documents.
| | 05:23 | If these categories aren't sufficient,
you'll find that there are even more
| | 05:27 | templates, analysis worksheets,
catalogs, flash cards, forecasts, math and
| | 05:32 | science tables, petitions.
| | 05:33 | So if you have to create a new type of
document that you haven't created, come
| | 05:37 | in here and take a look and see what
someone else's already provided that would
| | 05:40 | give you a significant head start.
| | 05:43 | The Print and Print Preview commands are
combined into one new, exciting print feature.
| | 05:49 | Here you'll find the items that you
found in the Print dialog box previously.
| | 05:53 | And in the bottom half of this pane,
you'll find the items that you found in the
| | 05:56 | Page Setup dialog box.
| | 05:58 | You can still access the Printer
dialog back and the Page Setup dialog box.
| | 06:02 | Just click the link to open the dialog box.
| | 06:04 | But many of your commonly used options are here.
| | 06:08 | You can also preview this document.
| | 06:10 | And if you make a change, for example
if we switch here to a different Paper
| | 06:14 | Size or if we change our Margins,
you'll notice that that change is
| | 06:18 | automatically reflected here in the preview.
| | 06:20 | So you can decide if you like
that before you print the document.
| | 06:25 | Save & Send allows you to save a file
to SharePoint, or to Windows Live on the
| | 06:30 | Web, or share a file by e-mail or on a blog.
| | 06:32 | Let's take a look at a
couple of these newer options.
| | 06:36 | Save to Web saves the document on
Windows Live so you can share it with others
| | 06:41 | or open it from any computer.
| | 06:42 | For example, if you create a document
on a public computer, you could save it
| | 06:47 | on your Windows Live drive and then open it
later from your computer at home or at work.
| | 06:52 | The first time you use the Save to Web
feature, you'll need to login to Windows Live.
| | 06:57 | If you already used Hotmail or
Windows Messenger or have an account on Bing,
| | 07:02 | you already have a Windows Live account.
| | 07:04 | If not, you can quickly
create a free Windows Live account.
| | 07:08 | Your Windows Live drive
includes two folders by default:
| | 07:11 | one for files that are private are
only yours and another for files that are
| | 07:15 | totally public that you'd like lots of
people to see. Think of them as something
| | 07:18 | that you could access from a blog or
point people to from a Facebook page.
| | 07:22 | You can also create a new folder that is
more limited, that is you and the people
| | 07:26 | who you invite to view something in the folder.
| | 07:29 | To save this document to the web then I
simply choose Save to Web. Choose the folder
| | 07:33 | I'd like to save it in and click Save As.
| | 07:36 | Word will establish a connection with
my Windows Live Drive, and I can simply
| | 07:40 | click Save to save the document.
| | 07:41 | Now I can open this document later from
any place that I can access the Internet.
| | 07:46 | This document, however, is now ready to be
reviewed by other people within our organization.
| | 07:52 | Rather than sending it by e-mail, which
means I have to manage the 10 documents I
| | 07:56 | send out and the 10 e-mails that come
back with 10 documents inside of them for
| | 08:00 | me to look at, I'm going to save this
document on our SharePoint site, so that
| | 08:04 | my coworkers can collaborate
on their review of the document.
| | 08:08 | So I'm simply going to
choose Save to SharePoint.
| | 08:10 | I have my SharePoint site already set
up because I've saved items there before.
| | 08:15 | I'm going to select my
SharePoint library and click Save As.
| | 08:20 | So this is my Shared Documents
library on my SharePoint site.
| | 08:24 | I'm going to click Save, and the
file's being saved to SharePoint.
| | 08:28 | Because I've saved this in a shared
location, I can now send a link in an
| | 08:32 | e-mail to my colleagues.
| | 08:35 | This Live link in this message then
will lead them directly to the most current
| | 08:39 | version of the document on our SharePoint site.
| | 08:41 | So I can send this file
to anyone I wish, as a link.
| | 08:44 | Finally, I'm going to return to Recent.
| | 08:48 | I've saved documents in two locations
that aren't necessarily easy for me to
| | 08:52 | remember: my Shared Documents library in
SharePoint and my Windows Live personal drive.
| | 08:58 | So I'm simply going to take the
opportunity to pin both of those to my Recent
| | 09:01 | Places List before I close this session,
| | 09:03 | so I'll have them in the future.
| | 09:06 | Word Backstage view lets you check
your Word documents for compatibility and
| | 09:10 | accessibility, convert documents,
review them, then preview, print, publish or
| | 09:15 | share your documents with just a few clicks.
| | 09:18 | This is a great new Word 2010 feature.
| | Collapse this transcript |
| Returning to a previous version of a document| 00:00 | As you're editing a document, Word
automatically saves versions of the document
| | 00:05 | at an interval you specify.
| | 00:07 | By default, every 10 minutes Word
checks to see if anything has changed, and if
| | 00:11 | it has, it creates a
version to capture those changes.
| | 00:14 | In Word 2010, you can review those
prior versions, compare them to the current
| | 00:19 | version, and return to a prior
version, if you need to do so.
| | 00:23 | We've been editing this
file for a couple of hours.
| | 00:26 | I haven't saved my changes, and I
know that that's not a good practice.
| | 00:30 | Word has been assiduously autosaving this
previously saved document every 10 minutes.
| | 00:36 | The settings that control
autosave are available Backstage.
| | 00:39 | So, let's go to File and choose Options
and in the Save category, you'll see two
| | 00:44 | settings that you care about.
| | 00:46 | One is the instruction to let Word
know that it should autosave, and how
| | 00:51 | frequently it should do it.
| | 00:52 | The second setting says to keep the
very last autosaved version, if I close this
| | 00:58 | file somehow without saving, which
allows me to recover many unsaved documents,
| | 01:03 | as you'll see later in this chapter.
| | 01:06 | The autosave versions of your
documents are listed under Info.
| | 01:10 | Here is an autosave version
from 2:23 today, 3:33 and 3:55.
| | 01:18 | Click any version on the
list to open it in a new window.
| | 01:23 | If I wanted a version that was most
recent, but now what's on my screen now,
| | 01:27 | I could try this one.
| | 01:28 | If I wanted a version from right
after the last time I saved probably, I
| | 01:31 | could choose one that was much earlier;
perhaps I'd like one somewhere in the middle.
| | 01:35 | Noticed that when it opens, it tells me
that it's an autosave version, and then
| | 01:40 | a new version is available.
| | 01:41 | This is to make sure that I don't
accidentally edit this document thinking that
| | 01:45 | it's the current document.
| | 01:47 | I have a couple of
choices of what I can do here.
| | 01:50 | I can compare this version to the
current version of the document.
| | 01:54 | When I choose Compare, Word lays out
a side-by-side comparison. Here's the
| | 02:00 | original document; here the compared
document or the earlier version, and there
| | 02:05 | were five changes that
were made during that time,
| | 02:07 | two insertions, three deletions, no
moves or formatting, and notice that they
| | 02:12 | are summarized here.
| | 02:13 | Here's an insertion.
| | 02:15 | I can go see that in place
simply by clicking on it.
| | 02:18 | Here's where something was deleted, and
I can move from one of these choices to
| | 02:22 | the other in order to review them.
| | 02:25 | I can actually choose one of these two
documents here, but it's easier, once
| | 02:29 | I've done this comparison, to
simply close the comparison. It's a brand-new
| | 02:32 | window, and it asks me, do I want to
save the changes made to 'Compare Results
| | 02:36 | 4?' Don't save them.
| | 02:38 | I'm back now and notice where
I am. I'm in my autosave version.
| | 02:43 | The other choice I can make is I could
say, based on that comparison, this is
| | 02:46 | the version I want to return to,
and if I do, I can click Restore.
| | 02:51 | If I restore this autosave version,
this is going to overwrite my current
| | 02:55 | document, which will discard any
changes I've made since 3:33 earlier today.
| | 03:01 | Another choice is actually to save
this version and to give it a totally
| | 03:06 | different name, which would allow me
to keep both my current version with the
| | 03:10 | changes that I've made and this
version of the document, which I don't
| | 03:13 | particularly want to loose.
| | 03:15 | Two good choices here: One is to
restore back to this version or the other is
| | 03:20 | to save this version separately because
there are features in it that I want to keep.
| | 03:24 | It's often a difficult decision to
decide, do I want to go back to something
| | 03:28 | that's two hours old because it had some
good features that I've managed to get rid of?
| | 03:32 | But you loose so much work that I've
done since that time, so saving gives you
| | 03:36 | that interim option.
| | 03:37 | You can always use Compare directly
from the Review menu, in order to compare
| | 03:42 | then the document you
saved with another document.
| | 03:46 | As you're closing these various
versions, make sure to pay attention to
| | 03:49 | what you're been asked, so you don't
accidentally close a document that you
| | 03:53 | don't intend to close.
| | 03:54 | But it's asking me, do I want to save
this autosave version, and if I say don't
| | 03:58 | save, it's still here.
| | 03:59 | I haven't lost anything.
| | 04:02 | With autosave enabled, versions
provide a safety net that allow me to review,
| | 04:06 | or even restore prior versions of the
document while I'm working on a long editing session.
| | 04:12 | This is another cool Word 2010 feature.
| | Collapse this transcript |
| Recovering unsaved documents| 00:00 | Have you ever closed Word, clicked No
when prompted to save your changes and
| | 00:04 | then yelled "Oh no!" when you realize that you
had just thrown away minutes, or hours, of work?
| | 00:10 | Word 2010 won't stop you from clicking
No inappropriately, but it will protect
| | 00:15 | your work during and after your editing session.
| | 00:19 | We've been editing this file for an
hour or so. While I haven't save my
| | 00:23 | changes, not necessarily a good
practice, Word has been saving this
| | 00:28 | automatically for me every 10
minutes based on the settings in the Word
| | 00:32 | Options dialog box in the Save category.
| | 00:36 | Based on those settings, Word is also
hanging on to the very last version of
| | 00:40 | autosave it created, in case I need it.
| | 00:43 | Now I'm going to make a mistake, and
I'm going to close Word without saving the
| | 00:47 | changes that I've made. Oh no!
| | 00:53 | Well, let's open Word again, and
let's see if we take a look at that file,
| | 00:58 | what's available to us.
| | 00:59 | So, I'm going to go back and open the
Employee Handbook again and go Backstage and
| | 01:05 | notice that Word automatically retained
a version that says, today at 12:55 PM
| | 01:11 | you closed this without saving it.
| | 01:13 | So, I can easily open this up and be back
exactly where I was, at least at 12:55.
| | 01:21 | Word hung on to this document for
me, so that I could return to it.
| | 01:24 | I'm going to close this for a moment.
Notice again that it's asking me to throw
| | 01:29 | out this unsaved version, which is fine.
| | 01:31 | I'm not going to save it.
| | 01:33 | And take a look at an another possibility.
| | 01:35 | If I had done more changes since
then even, and I wanted ,12:55 wasn't good
| | 01:40 | enough, I wanted my 1:30 version or my
3:00 PM version, another choice I have is
| | 01:46 | to go to Recent and choose
Recover Unsaved Documents.
| | 01:51 | I might there see a list
that includes that document.
| | 01:54 | If I do, I can recover it from here.
| | 01:59 | For this document, however, the most recent
version is the autosave version at 12:55.
| | 02:04 | So, I'm going to go
ahead and open this document.
| | 02:07 | I'm going to restore it, which will
overwrite the last saved version with
| | 02:11 | the selected version.
| | 02:13 | If there was a saved version after
this, there wouldn't have been an
| | 02:16 | autosave version at 12:55.
| | 02:17 | I'm going to say OK, and I have my
document, and I've only really lost about 15
| | 02:23 | minutes, when I might have
done some work or might not.
| | 02:25 | Word protected this document for me.
| | 02:28 | I had it opened for several hours,
hadn't really made many changes at one
| | 02:32 | time, but I had made a few, and I
can return to this most recent autosave
| | 02:36 | version of my document.
| | 02:39 | What if I had never saved this document at all?
| | 02:41 | Let's take a look at an
another document, Document2.
| | 02:44 | This is a really important document.
| | 02:47 | I want to tell you how I often
will make this error. You think
| | 02:50 | it's telling you, do you want to delete this
document, but I'll be working on a document,
| | 02:54 | send it to a printer,
| | 02:55 | I've spent some time on it, but what I
really wanted was a hard copy to take to
| | 02:59 | a meeting, for example.
| | 03:01 | So, I send the document to the printer,
and then I close it, and I think, do I
| | 03:05 | need it? No. I sent it to the printer.
| | 03:07 | Then I walk over to the printer and find
out that there wasn't any paper loaded
| | 03:10 | for example, or letterhead was
loaded or perhaps when it printed,
| | 03:14 | it's not quite what I wanted, and I
don't realize until I see that hard copy.
| | 03:18 | It's often the case, I think, for
many users, that documents that we think
| | 03:22 | we don't need, that we create really
briefly and send out to printer or put into
| | 03:26 | an Email message or the documents
that we really wish we had access to.
| | 03:29 | So, I've just created this really
important memo, sent it off to the printer,
| | 03:33 | and I'm going to go ahead and close
this until we're - no, don't save it.
| | 03:39 | Now, I go over to the printer, for
example, and notice that there are
| | 03:42 | mistakes in this document, or I'd like to
create part of it over again, but I threw it away.
| | 03:47 | So let's start Word again and see what we have.
| | 03:53 | Let's go to Backstage. Choose Recent.
| | 03:56 | This document isn't listed, but I can
choose Recover Documents and notice that I
| | 04:00 | have my Really Important Memo that I can open,
| | 04:04 | again, a document that I never saved,
but Word saved a copy of it for me.
| | 04:10 | In order for Word to save a copy, you
have to have had the document opened
| | 04:14 | long enough that autosave engaged at least once.
| | 04:16 | Though we never saved this
document, Word still has a copy.
| | 04:21 | Let's go ahead and save this document
and give it a name this time, so that we
| | 04:26 | don't lose it again.
| | 04:29 | By default, Word will keep up to
four unsaved documents for you.
| | 04:34 | You can always access them
through Recent > Backstage and then go to
| | 04:38 | Recover Unsaved Documents.
| | 04:40 | If you frequently work with more documents,
you might want to increase this number.
| | 04:44 | The unsaved documents, documents that
you abandoned without saving are kept in
| | 04:49 | this folder for four days, or
until the next time you edit them.
| | 04:53 | If you've ever closed a file, like this
Really Important Memo, without saving
| | 04:56 | your changes and then
wished you'd have done otherwise,
| | 04:59 | I don't need to tell you
how great this feature is.
| | Collapse this transcript |
| Co-authoring in 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
| | 00:31 | we're 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, and it's not always clear who
| | 00:39 | 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 a 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, or open the SharePoint directly
| | 01:08 | 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 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 has changed.
| | 02:37 | Updates available may also appear in
the Status bar, so I would know that
| | 02:40 | 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 is 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
| | 03:37 | I am going to work on the document in
the same way I normally would, perhaps
| | 03:40 | saving changes more frequently than I
would if I were working alone, so that my
| | 03:45 | co-authors 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
| | 04:02 | 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 |
|
|
2. FormattingUsing advanced text formatting features| 00:00 | Most of us use fonts without
giving them a lot of thought,
| | 00:03 | but every font we use was designed
letter-by-letter by a font designer.
| | 00:08 | Times New Roman, for example, was designed 90
years ago for the Times, a London newspaper.
| | 00:14 | When designers create fonts for use
on computers, they sometimes build in
| | 00:18 | support for extra smart features that
make the text appear more professionally
| | 00:22 | set, and therefore easier
to read, or more attractive.
| | 00:27 | Adobe PostScript fonts and Microsoft
TrueType fonts were early types of Smart fonts.
| | 00:33 | Today, both have been replaced by newer
OpenType fonts, including the OpenType
| | 00:38 | fonts that we'll use in Word 2010.
| | 00:39 | The fonts introduced in Word 2007
like Calibri, and Cambria, Constantia and
| | 00:48 | Corbel support some of the OpenType features.
| | 00:52 | Gabriola, a new font that's included
with Word 2010 in Window 7, includes even
| | 00:58 | more robust OpenType support.
| | 01:01 | With Word 2010, you can use the
OpenType features of these fonts to create more
| | 01:06 | professional documents.
| | 01:08 | OpenType features are
applied in the Font dialog box.
| | 01:11 | There are several ways to get there.
| | 01:13 | First, let's select the text that we
want to format, for example, this text.
| | 01:18 | We can either right-click and choose
Font, or you can click the dialog box
| | 01:22 | launcher in the lower right-hand
corner of the Font group on the Home tab.
| | 01:25 | Our OpenType features are
found on the Advanced tab.
| | 01:30 | There are four OpenType options:
| | 01:33 | Ligatures, Number spacing,
Number forms, and Stylistic sets.
| | 01:39 | A ligature is a combination of two or
more characters that are written as if
| | 01:43 | they were a single character.
| | 01:44 | There are four categories of Ligatures:
| | 01:48 | Standard, Contextual,
Historical, and Discretionary.
| | 01:53 | The font designer decides which
category each ligature belongs in.
| | 01:57 | The Standard ligatures are the
ligatures that most font designers agree are
| | 02:01 | appropriate for a
specific alphabet and language.
| | 02:04 | In English, there are many Standard
ligatures that contain the letter F, because
| | 02:08 | it overhangs the next letter.
| | 02:10 | So, often, it sort of crowds
into that next letter's space.
| | 02:14 | So notice that if we apply Standard Only,
and you look at the Preview, that we
| | 02:18 | tighten up just a little bit when
we apply that Standard look here.
| | 02:24 | Watch here for the F and I in five,
when we apply the Standard ligature.
| | 02:32 | You'll notice that a line comes out to
sort of separate that I from the F. So
| | 02:36 | the F and I becomes one character,
a ligature, almost like a glyph.
| | 02:41 | Contextual ligatures, on the other hand,
are non-standard ligatures that the
| | 02:45 | designer believes are appropriate
based on the font that they've created.
| | 02:49 | So if we choose Standard and Contextual
ligatures, we don't see a big change here,
| | 02:54 | but we would with some other font families.
| | 02:58 | Historical ligatures are interesting.
| | 03:01 | They were ligatures long
before there were computers.
| | 03:04 | On printing presses, there were letters
that printed almost on top of one another.
| | 03:07 | So the letters set included some
extra type blocks, more than 26 characters,
| | 03:11 | so they'd have a combination F and I or
F and O that were used in place of the
| | 03:16 | separate type blocks.
| | 03:17 | Historical ligatures are the
ligatures then that were standard for use
| | 03:20 | in printing presses -
| | 03:21 | think Gutenberg - but are no
longer needed today on computers.
| | 03:26 | Historical ligatures can be used to
give your type and old-school look.
| | 03:30 | Designers create Discretionary
ligatures for specific purposes.
| | 03:35 | In general, Historical and
Discretionary ligatures are used for sections of
| | 03:38 | text, not entire documents.
| | 03:41 | Reading 50 pages, for example, with
this Discretionary ligature where the C
| | 03:46 | rounds up to the next character would
be at least annoying, if not painful.
| | 03:49 | If you choose all the ligatures, you're
choosing every single ligature that was
| | 03:53 | created, whether it's Standard,
Historical, Discretionary, or Contextual.
| | 03:57 | I'm going to choose OK to apply this.
| | 04:00 | An interesting thing here.
| | 04:02 | If the formatting changes that we saw in
the sample aren't applied when we click
| | 04:05 | OK, then we may need to change
one well-hidden option setting.
| | 04:11 | We're going to click the
File tab here to go Backstage.
| | 04:14 | Choose Options, and then choose the
Advanced category in the Word Options dialog box.
| | 04:19 | I'm going to scroll all the way to
the bottom and find that this document
| | 04:24 | actually is laid out as if it
was created in Microsoft Word 2007.
| | 04:26 | Isn't that interesting?
| | 04:29 | Now there are a couple of
reasons that might happen.
| | 04:31 | Maybe this document
originally was created in Word 2007,
| | 04:34 | ao it retained that layout, even
though I converted it to Word 2010.
| | 04:39 | It could be that your setting, your
default setting, is to create documents as if
| | 04:43 | they were laid out in Word 2007.
| | 04:45 | You might think, "Layout, why do we care?"
| | 04:47 | Well, we care because the way text
is formatted is part of the layout.
| | 04:51 | I'm going to change this to
Microsoft Word 2010 right now.
| | 04:55 | I want every document I create, where I
want to use OpenType to reflect the best
| | 04:59 | practices out in 2010.
| | 05:01 | But I'm also going to click this Layout
Options link and look one more place.
| | 05:06 | At the top of the D list, it's
possible that someone could have disabled your
| | 05:10 | OpenType Font Formatting Features.
| | 05:12 | If that happens, you won't have
access to those features, even if you are
| | 05:16 | using the 2010 layout.
| | 05:18 | But now that we've set our
layout for Word 2010, let's click OK.
| | 05:22 | When we return, notice that
the ligatures we just applied.
| | 05:25 | That was the only barrier in the way.
| | 05:28 | The second choice is a
choice for number spacing.
| | 05:31 | We're going to take a look at his table
to understand how number spacing works.
| | 05:35 | There are two kinds of number spacing:
| | 05:37 | Tabular and Proportional.
| | 05:40 | With Tabular number spacing, each
number is given exactly the same width.
| | 05:45 | The one is given the same amount
of space as the four and the zero;
| | 05:48 | Therefore, in a table like this, the
result is the numbers line up so they are
| | 05:52 | easy to review and compare.
| | 05:54 | Your commas, for example, to separate
thousandths places will be lined up exactly;
| | 06:00 | so nice to read in a table,
but not so nice to read in text.
| | 06:04 | With Proportional spacing, you'll notice that
the commas don't actually line up necessarily.
| | 06:10 | Each number has a different width.
| | 06:12 | It's sort of harder to compare those
numbers, if you can look at Calibri versus
| | 06:17 | Gabriola, for example.
| | 06:19 | Proportionally spaced fonts are fine for
numbers embedded in text, but it's hard
| | 06:23 | to compare numbers that when they're
presented vertically like this in a table,
| | 06:26 | hence the word tabular.
| | 06:28 | Every one of the OpenType fonts is
either Tabular or Proportional by default.
| | 06:34 | Calibri and Cambria are Tabular.
| | 06:37 | Constantia, Corbel and
Gabriola are Proportional.
| | 06:41 | Our next setting is the
setting for number form.
| | 06:45 | So let's open the dialog box again,
| | 06:47 | but first, let's select some text.
| | 06:49 | Then in the Font dialog box, on the
Advanced tab, take a look at our two
| | 06:53 | options for number form.
| | 06:56 | One option is called Lining;
| | 06:57 | the other is Old-style.
| | 06:59 | With Lining, the number will always
fall within the zone where an uppercase
| | 07:04 | letter would appear.
| | 07:05 | For example, if we look here, Calibri,
the 1 is the same height as the C. But if
| | 07:11 | we look at Constantia, notice how
the 3 falls below the line of text.
| | 07:18 | So Lining is within the lines.
| | 07:20 | Old-style allows the numbers to vary
sometimes below, but occasionally above the line.
| | 07:26 | So if you look at numbers like 4, 7
and 9, you'll notice that they appear
| | 07:30 | different in the Old-style fonts.
| | 07:33 | If we wanted, for example, to line that 3
up in this font, we would choose Lining.
| | 07:39 | Then say OK.
| | 07:40 | Notice that the 3 drops up, so
that it's in line. There is Lining.
| | 07:44 | I'll do Undo.
| | 07:46 | There is the Old-style look,
with the 3 dropped back down.
| | 07:50 | Our last OpenType option is called Stylist set.
| | 07:53 | So let's select some text,
for example, this Gabriola text.
| | 07:57 | Open the Font dialog box.
| | 07:58 | On the Advanced tab, there
is the series of Stylist sets.
| | 08:02 | Each is an alternative rendering of
a font set provided by the designer.
| | 08:05 | A designer can include up to 20
Stylistic sets for a font design.
| | 08:09 | Gabriola, for example, has seven
Stylistic sets, each a little more
| | 08:13 | decorative than the last.
| | 08:15 | So if we choose, for example, Stylist
sets 6, and look at our sample and apply
| | 08:20 | that, you'll see that that's far more
decorative, clearly not something that
| | 08:25 | you'd want to read pages and pages of text with,
| | 08:28 | but an interesting alternative
built-in to this particular font set.
| | 08:33 | The final OpenText option
that we have is the option to Use
| | 08:36 | Contextual Alternatives.
| | 08:38 | When you enable this check box, Word
adjusts the letters, or combinations of
| | 08:42 | letters, based on the characters or
spaces that precede or follow them.
| | 08:46 | This is a popular option with Script
fonts, because the text will look a little
| | 08:50 | bit more like handwriting.
| | 08:51 | But don't expect to see huge
differences simply from applying that.
| | 08:55 | It will just usually give more space
to a character followed by a space and a
| | 08:59 | character followed by another character.
| | 09:02 | While you may not change
OpenType settings often,
| | 09:05 | remember that you can adjust the number
spacing to force numbers to line up, or
| | 09:09 | choose an OpenType font, and change
these Advanced settings to give your text
| | 09:13 | the polished look of a
professionally typeset document.
| | Collapse this transcript |
| Applying text effects| 00:00 | PowerPoint 2007 was the first
Office application to use text effects.
| | 00:06 | In 2007 PowerPoint templates included
text that looked like WordArt, only better,
| | 00:11 | but was entered and edited and
formatted as you would format text.
| | 00:15 | Three years later these new text
effects have finally arrived in Word 2010.
| | 00:20 | When you insert WordArt, you are being
allowed to create logo types, graphics
| | 00:24 | created from characters and symbols.
| | 00:29 | Text effects aren't WordArt;
| | 00:30 | they are totally different.
| | 00:32 | Your text is still text.
| | 00:33 | You can spellcheck the text.
| | 00:34 | You can save the text as a format.
| | 00:37 | So when you want to create a
text effect, begin by selecting text.
| | 00:41 | You'll find the text effects in
the Font group of the Home tab.
| | 00:46 | There are four types of text effects:
outline, shadow, reflection and glow.
| | 00:52 | And then there are preset combinations
of those effects that appear at the top
| | 00:58 | of this dropdown menu.
| | 01:00 | Let's take a look at each
of the effects separately.
| | 01:03 | For example, we can outline
the text that we've selected.
| | 01:06 | The default here is no outline, but we can
say we'd like to outline this text in red.
| | 01:12 | Notice that we have a red outline
surrounding the text color that already exists.
| | 01:17 | We will make this a little larger so that we
can clearly see the effects that we are applying.
| | 01:23 | To remove the outline, simply choose No Outline.
| | 01:26 | And once you've applied an outline
then you can point to any color and see it
| | 01:31 | reflected. There is purple
and orange, for example.
| | 01:35 | You can also change the weight of the outline.
| | 01:37 | You can have a much broader, wider outline.
| | 01:41 | Remember that the center point of the line
is going to be the edge of the character.
| | 01:45 | So if you apply, for example, a 6 point,
it will not only cover the text inside,
| | 01:50 | but you'll end up having nothing but blobs.
| | 01:53 | So the thinner the better. 1 point is a good
outline for text of this size, which is a 22.
| | 02:00 | You can also say that you'd like to
change the way the outline is represented.
| | 02:05 | Rather than having a solid outline, you
could choose to have diamonds or dots,
| | 02:09 | dashes of one kind or another.
| | 02:11 | We will remove the outline now
and take a look at shadow effects.
| | 02:19 | Shadows are 3-dimensional type of effects.
| | 02:22 | It looks like there is a lighting source
coming from one direction and then a shadow,
| | 02:26 | either an outer shadow, notice the shadow
here to the right and offset off the bottom.
| | 02:32 | Here is a shadow Diagonal Top Right,
which would mean that the light source was
| | 02:36 | coming from the diagonal bottom left.
| | 02:39 | Then there are inner shadows.
| | 02:41 | We don't see much with inner shadows
here they are more subtle because it's
| | 02:45 | shadowing inside of the
character that we are already seeing.
| | 02:49 | And then there are perspective shadows.
| | 02:51 | Here is a shadow that as if the light
is from behind these characters, and the
| | 02:55 | shadow falls in front, or light from
the front, and the shadow falls in back to
| | 03:01 | the left, and again in the front.
| | 03:05 | You can choose a shadow.
| | 03:07 | You can also set further options for shadows.
| | 03:12 | With shadows, you can say how
transparent you'd like them to be, which is a
| | 03:16 | measure of how dark or light they are.
| | 03:18 | You can say I'd like a shadow that's
actually much larger, which would mean that
| | 03:22 | the light, in terms of a perspective,
was higher or lower than the object.
| | 03:26 | You can blur the shadow, or you can
set a particular angle, or a distance away
| | 03:30 | that you'd like the shadow
to begin from your characters.
| | 03:33 | You have a lot of control
over how this shadow works.
| | 03:36 | You could also choose a
different color for a shadow.
| | 03:38 | It's a little strange, but you could
have a orange shadow, for example, or a
| | 03:41 | salmon shadow that came off a blue type.
| | 03:44 | Typically you'll have a shadow that's
black, and then is made more transparent,
| | 03:48 | so it ends up being grey.
| | 03:50 | Let's remove that shadow and
take a look at reflections.
| | 03:57 | With the reflection, it's not quite the
same as a shadow because reflections are
| | 04:01 | all in front of your characters.
| | 04:03 | They will appear directly below them,
and rather than being offset at an angle
| | 04:07 | like a shadow is, reflections are as if
someone is standing on top of a mirror,
| | 04:11 | or standing at the edge of a pond, a
very popular effect for folks to use.
| | 04:16 | So let's take a look at some of the reflections.
| | 04:19 | This is a tight reflection,
and it's touching the letters.
| | 04:22 | Notice that we see the
description as we point to the reflection.
| | 04:25 | This is a half reflection so halfway
through the reflection, it starts to taper off.
| | 04:31 | A full reflection we get to
see the entire letter touching.
| | 04:34 | And here we have some other
offset by 4 points, offset by 8 points.
| | 04:39 | So you have a number of
different reflections that you can use:
| | 04:42 | some that are tight, some that are
offset, some that taper away as it reaches
| | 04:47 | the top of the reflection and some
where the entire reflection appears.
| | 04:50 | Let's just set that
reflection and look at it for a moment.
| | 04:55 | You also have the options for
reflections, as you might imagine.
| | 04:58 | You can set the transparency for the reflection.
| | 05:01 | You can set the distance.
| | 05:02 | You can set the amount of
blur very precisely, if you wish.
| | 05:05 | Let's remove that reflection and
finally take a look at glow, our last effect.
| | 05:11 | Glow is nice and a little over
the top all at the same time.
| | 05:14 | What glow does is it provides a
shimmer around your characters.
| | 05:18 | And the colors that you see here in our
Glow variations are colors that derive
| | 05:22 | directly from the theme that's applied.
| | 05:24 | So it's not quite the same as an
outline, with an outline could intrude on
| | 05:28 | the character itself, but here we are just
sort of having a little neon light effect.
| | 05:33 | These are all 5 point glows.
| | 05:35 | We can then move to 8 point glows, 11
point glows, finally a very large, broad
| | 05:42 | glow that colors the entire background.
| | 05:44 | And notice though in each of these cases
again the difference between a glow and
| | 05:47 | an outline is that we
haven't lost the characters.
| | 05:50 | They're still there.
| | 05:51 | There are other glow colors that you have
access to, the entire palette of colors.
| | 05:55 | And then finally, of course, there
are Glow options that you can set very
| | 05:58 | precisely, setting your
transparency, setting the size of the glow.
| | 06:08 | Let's remove the glow now and
take a look at the Preset options.
| | 06:13 | The Preset options include both an
outline and a shadow, or an outline and
| | 06:16 | reflection, a glow and
reflection all in one place.
| | 06:19 | So with our text selected as we point,
you'll notice that we get some gradient
| | 06:26 | fills as well, inner shadow, outline.
| | 06:31 | And you can read the description and
see all of the settings that combine in
| | 06:36 | order to make this particular
text effect package work for you.
| | 06:41 | Part of what makes text effects so
useful in Word 2010 is they give us access to
| | 06:47 | the same effects that we've
had for pictures since 2007.
| | 06:53 | So I have an image here, and even in 2007,
I could take this image and I could
| | 06:57 | say I'd like to apply an effect to this image.
| | 07:00 | And you'll notice its part of the
same list Shadow, Reflection and Glow.
| | 07:05 | So if, for example, I wanted to apply
a reflection to this image - there is my
| | 07:09 | tight reflection touching,
the half reflection touching.
| | 07:12 | I like to apply that.
| | 07:15 | This I have been able to do since Word 2007.
| | 07:18 | Now in 2010, I can take my text near
that image and match it up, whether it's a
| | 07:24 | caption or a nearby heading.
| | 07:26 | I can select my text.
| | 07:28 | I can go Reflection and choose that
same Half Reflection touching here, which
| | 07:34 | ties this text very nicely
to this image in my document.
| | 07:38 | Using Word 2010's text effects along
with the existing image effects helps focus
| | 07:44 | your reader on important
concepts in your document,
| | 07:47 | or can simply be used to create a
more attractive, well-themed, consistent
| | 07:51 | document that captures
your audience's attention.
| | 07:53 | I hope you enjoy the new
text effects in Word 2010.
| | Collapse this transcript |
| Reusing advanced formatting with styles| 00:01 | In most organizations, the percentage of
documents that are printed is on the decline.
| | 00:06 | There are many documents that are
widely read but almost never printed, for
| | 00:10 | example, e-mail messages, web pages, all
the things created for Amazon Kindle or
| | 00:15 | other e-book readers.
| | 00:17 | Beginning eight years ago with Word 2002,
Microsoft started redesigning Word to
| | 00:23 | make it easier to create documents
that would be easy to publish, web-ready
| | 00:28 | documents that make use
of Styles and Style Sets.
| | 00:32 | In Word 2007, a Style Set included
three elements, a set of two fonts, colors
| | 00:41 | and effects that would be
applied only to objects;
| | 00:44 | would never be applied to text.
| | 00:46 | The expanded Style Set in Word 2010
includes paragraph spacing, and also supports
| | 00:53 | the new text effects.
| | 00:55 | First, let's have a quick
review of how Style Sets work
| | 00:58 | because many users haven't figured
out yet how they should use Style Sets in
| | 01:02 | order to be more efficient in Word 2007, or 2010.
| | 01:07 | If we select a document and we want
to reuse the text in this document, or
| | 01:11 | reformat it to meet a new style, all we
need to do is change the entire Style Set.
| | 01:17 | Every document has a Style Set, by default.
| | 01:20 | If I choose, for example, Distinctive
the entire document was just reformatted.
| | 01:25 | Colors were changed, fonts were swapped
out, paragraph spacing was changed, all
| | 01:29 | by simply making one change from the
default Style Set to this Distinctive Style Set.
| | 01:34 | The same with Elegant, for example, or
manuscript; all of these Style Set are
| | 01:39 | different and give you
radically different documents.
| | 01:42 | The ability to just change a
document to make it look different isn't as
| | 01:46 | exciting as the ability to create a
Style Set and save it so that you can
| | 01:50 | reuse that Style Set over and over
again, and have the documents in your Office
| | 01:54 | have a consistent look.
| | 01:55 | Each document looks the same, or
every document for a particular client or
| | 01:59 | project looks the same,
because they share a Style Set.
| | 02:02 | So here's what's new.
| | 02:04 | First, you'll notice that this text
has a text effect applied, or half
| | 02:08 | reflection type text effect.
| | 02:11 | We can't save this as part of Style Set.
As I change the Style Set, you'll notice
| | 02:15 | that we had a reflection on this text all along.
| | 02:18 | But I'm going to select this text, and
I'm going to say any place I have that text
| | 02:22 | it's a Heading 1, and I'm going to
Update Heading 1 to Match the Selection.
| | 02:28 | So if I insert a new text as a New
Heading and apply the Heading 1 style, it
| | 02:33 | will apply not only the color and font
size, but it will also apply that text
| | 02:38 | effect, that reflection and I chose.
| | 02:41 | If I apply another text effect to this
text, for example, a glow, and I Update
| | 02:49 | Heading 1 to match this style,
notice that my New Heading is also
| | 02:53 | automatically updated.
| | 02:55 | So I can save text effects as part of a
Style Set, or as part of an individual Style.
| | 03:02 | The other new attribute of a
Style Set is my Paragraph Spacing.
| | 03:07 | In Word 2007, I had to adjust paragraphs
individually and assign that to a Style.
| | 03:13 | So, for example, if I have a
paragraph of text, I could say I'd like a No
| | 03:17 | Spacing style, and it will tightened up,
but there was no spacing style that
| | 03:21 | addressed the needs of
layout for the entire document.
| | 03:25 | In Word 2010, I have Paragraph
Spacing sets that I can apply.
| | 03:31 | So if I choose Paragraph Spacing,
notice that there are 6 choices here. No
| | 03:36 | Paragraph Space at all let's choose
that and watch as the entire document gets
| | 03:39 | reformatted to No Paragraph Space.
| | 03:42 | And there's a Paragraph Spacing Set
| | 03:45 | that's called Compact that has
single spacing and then adds 4 points of
| | 03:50 | spacing between paragraphs.
| | 03:52 | Tight, which adds just slightly more
room between paragraphs, but also increases
| | 03:57 | the Line Spacing from 1 to 1.5, which
is the new default for Microsoft Word.
| | 04:03 | Open, and note that each of these is
taking up more space for the entire document.
| | 04:09 | Relaxed, which is 1.5 Line Spacing,
and 6 points after each paragraph.
| | 04:14 | You can read those as you point to
it, because there is a screen tip.
| | 04:17 | And then finally, Double for double-
spacing, which when you have 1.15 or 1.5
| | 04:21 | double-spacing is very, very large;
it takes up a lot of space in a document.
| | 04:27 | So let's say that I wanted to
tighten up this document some.
| | 04:30 | It's currently Relaxed.
| | 04:31 | It's going to take up a fair amount of
space, and its more space that I want.
| | 04:35 | So if I would to switched to Open,
that simple change right here makes my
| | 04:40 | document tighter and in some ways
easier to read, because there were so much
| | 04:44 | space in it that the reader's eye could
get lost between one line and the next.
| | 04:48 | So this is a nice piece of spacing right here.
| | 04:51 | I'm going to now save this Style Set, the
Style Set has all kinds of elements in it.
| | 04:56 | It has the paragraph spacing that I chose;
| | 04:59 | it has the fonts which I didn't change,
and the colors which I didn't change.
| | 05:03 | In this entire Style Set, then
including my text effect that I'm going to
| | 05:06 | apply to Heading 1,
| | 05:08 | I'll save all together at onetime.
| | 05:10 | Choose Change Styles > Style Set, and
at the bottom of the list I'm going to
| | 05:14 | save all the elements that you
see as a single Quick Styles Set.
| | 05:18 | This would be saved in my template, so
that I can apply this to any document that
| | 05:22 | I open in a future, and
I'm going to call this Glow.
| | 05:27 | So if I were to create a new document
now, and I wanted to apply the style, I
| | 05:31 | will find that style listed right here
in the center and can easily apply it.
| | 05:36 | In the meantime, I can simply return to
another Style Set if I wish and change
| | 05:41 | almost all of those elements.
| | 05:43 | If you use Styles and Style Sets to
format your Word document, you can quickly
| | 05:48 | and easily reformat text for any other use,
| | 05:51 | or you can take documents that you
created two or three years ago, restyle them
| | 05:56 | and quickly reformat them
to look more contemporary.
| | 05:59 | The expanded Style Set capabilities in
Word 2010 make it even easier to quickly
| | 06:04 | reuse paragraphs, sections or entire documents.
| | Collapse this transcript |
|
|
3. Changes in Document IllustrationInserting screen clips from other applications as graphics| 00:01 | Some Microsoft Word users use a
separate application like Snagit or FullShot to
| | 00:06 | capture and annotate
images from the computer screen.
| | 00:10 | Screen Capture, also called Screen Clipping,
is included as a new feature in Word 2010.
| | 00:17 | There are four main reasons to use
screen clipping: user documentation, for
| | 00:21 | diagnostic purposes, to share
file content, or to collect data.
| | 00:26 | You can insert a screenshot of an entire
window, or a screen clip of a region of a window.
| | 00:32 | If you work in an information
systems department, or are responsible for
| | 00:36 | supporting users in your workgroup,
you might use Screen Clipping to include
| | 00:41 | images from an application in user
documentation, or a document for a specific user.
| | 00:45 | For example, let's say we're creating an
instruction document showing users how
| | 00:51 | to create a particular column chart
that's used at the end of the year.
| | 00:56 | We could write a lot of text,
including exactly what to click and drag, or
| | 01:00 | we could write a small amount of text and
illustrate it with screen clips from Excel.
| | 01:05 | Here's the layout of our Word
document with the first three steps.
| | 01:08 | We're going to switch to the Excel workbook.
| | 01:11 | The first step will best be
illustrated with a picture of the screen in Excel
| | 01:15 | when the two items that we want them to
select, in columns B and C, are already selected.
| | 01:20 | So, we'll select those cells now.
| | 01:23 | Then we'll switch over to our Word document.
| | 01:25 | Remember that the Excel document is
right behind our Word document right now.
| | 01:29 | We'll position the insertion point
right where we'd like the screen clip to
| | 01:32 | go, and then, on the Insert tab, we'll choose
Screenshot and point to the Excel window and click.
| | 01:39 | Notice that the entire window is
captured and placed here in Microsoft Word.
| | 01:43 | Now, this image is a lot
larger than what we need.
| | 01:49 | We'd like the user to focus on
a smaller area of the screen;
| | 01:52 | we actually like them to look right here.
| | 01:54 | So, instead of choosing the entire Excel
application window, we're going to clip
| | 02:00 | just a region of the screen.
| | 02:01 | Excel is still there, exactly the way
we left it, so let's simply delete this
| | 02:05 | image. Our insertion point is still on
the same place, and we'll choose Insert
| | 02:11 | > Screenshot, and instead of
choosing one of the available windows, we'll
| | 02:14 | choose Screen Clipping.
| | 02:17 | Notice that Word disappears, and
there's a great patina over the Excel
| | 02:21 | application window, so we're
simply going to select this area here.
| | 02:26 | You can see what it looks like.
| | 02:27 | I'll kind of stay within the cell so it
looks good, and notice that that range
| | 02:32 | of cells selected in context,
pasted here in Microsoft Word.
| | 02:36 | Excel is exactly the way we left it.
| | 02:38 | So, if we want to go grab another
screen capture out of that Excel workbook, we
| | 02:42 | can just click here.
| | 02:43 | At our next location, it
says, Click the Insert tab.
| | 02:46 | Choose a column chart.
| | 02:47 | Well, we can go click the Insert tab,
and we can see the column chart here, so
| | 02:51 | we might want to select this area, for example.
| | 02:55 | We'll return back over here to Word.
The insertion point is in the right place.
| | 03:03 | Let's choose Insert, click
Screenshot, and choose Screen Clipping.
| | 03:08 | Word goes away, the great patina over
Excel, and we'll choose the Insert tab, and
| | 03:15 | we'll just round this out.
| | 03:17 | Now, it would be very easy for us to
use the annotation tools at this point, to
| | 03:22 | draw an arrow that points, for example,
to the column chart, not a problem.
| | 03:26 | Because this is a picture, we have
access to all of the picture tools that
| | 03:30 | we might want to use.
| | 03:30 | We could turn this into a button, or
create a nice gray frame around it.
| | 03:35 | That'd be silly, but we could.
| | 03:36 | But all of the picture tools are
available, as well as the effects that we can
| | 03:40 | use in Microsoft Word and Excel and PowerPoint.
| | 03:45 | If you're experiencing problems with
your computer, you could capture a message
| | 03:49 | box or other information on your
screen to send to your helpdesk or an
| | 03:52 | application support group
for diagnostic purposes.
| | 03:55 | With the message box open, just
quickly open Word, click the Insert tab, and
| | 04:00 | choose that problem application's
window from the list of windows to grab that
| | 04:04 | message box and paste it
into your new Word document.
| | 04:07 | Many people use Screen Clipping to
grab images and text from web sites for a
| | 04:11 | variety of uses, some of which are
legal, and some of which probably aren't.
| | 04:15 | Let's create a new blank document.
| | 04:18 | Content doesn't matter; screenshots
and screen clipping work the same way
| | 04:22 | whether you're capturing a message
box, part of an application window, or
| | 04:25 | an entire web site.
| | 04:26 | So, if we wanted to, for example,
discuss some graphics on our intranet
| | 04:31 | SharePoint site - I don't know about that
one graphic on homepage and somebody says.
| | 04:35 | Well, what you're concern about?
| | 04:36 | And you'd like to show them what
graphic you're talking about, because there's
| | 04:39 | more than one graphic here.
| | 04:41 | So, we could simply open our site in
Internet Explorer, switch back over here to
| | 04:46 | Microsoft Word to our new document, go
to Insert > Screenshot, and either grab
| | 04:51 | the entire window, or use Screen
Clipping and focus in on precisely the image
| | 04:56 | we're talking about, that we'd like to discuss.
| | 04:59 | Again, we can compress this image.
| | 05:01 | We can apply different effects, but if
we want to discuss the image as it is, we
| | 05:04 | should probably leave it as it is.
| | 05:05 | Finally, there are some people who use
Screen Clipping because they have access
| | 05:09 | to an application on their computer
that some of their colleagues don't have.
| | 05:12 | For example, you might be one of
the few people in your office, or your
| | 05:15 | organization, that has an application
like InDesign or Photoshop or Visio.
| | 05:21 | If you receive a file and other people
need to see the contents, you can open
| | 05:25 | that file and use Screen Clipping to
take a picture of the screen that they need
| | 05:28 | to see, the image that they need to be
able to review and drop that into a Word
| | 05:32 | document, or even into an e-mail which
uses Word as its format, and send that off
| | 05:36 | to other folks for their review, so they
don't have to have access to all of the
| | 05:40 | applications to be able to review
files created in those applications.
| | 05:46 | Whether you're showing a colleague the
best way to use an application feature or
| | 05:51 | asking for diagnostic help or sharing
information that originally came from a
| | 05:55 | web site, Screen Clipping will save you
hours of time, and allows you to capture
| | 06:00 | any information from any application
that's displayed on your computer screen,
| | 06:04 | and easily share it with others.
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| Correcting images with the improved picture correction tools| 00:01 | The saying "a picture is worth a
thousand words" means that complex ideas can be
| | 00:05 | illustrated with just a single photo,
that the right image is often more
| | 00:10 | meaningful to your
readers than paragraphs of text.
| | 00:13 | But what if the picture you need to
work with requires some correction?
| | 00:18 | Word 2010 provides new and improved
editing tools to fine-tune your photos and
| | 00:23 | graphics to position
images and to remove backgrounds.
| | 00:27 | This single page document has three images,
| | 00:30 | two photos and one line art logo.
| | 00:34 | The first photo, an image of a tree,
would benefit from some correction.
| | 00:39 | In Word 2010, it's easy to sharpen or
soften an image, and to adjust brightness
| | 00:44 | and contrast all at the same time.
| | 00:47 | We begin by selecting the photo, and
Word displays the Picture Tools Format tab.
| | 00:53 | We'll click here and go to
this new Corrections dropdown.
| | 00:58 | At the top we have choices to soften or sharpen.
| | 01:02 | When we soften an image,
it become slightly blurrier.
| | 01:05 | Notice that the frame is around zero
sharpening, right here in the center.
| | 01:09 | So you can always tell where your image is.
| | 01:11 | If we make this image softer, notice
it's blurrier, almost like a painting.
| | 01:16 | If we sharpen it, on the
other hand, it gets much crisper.
| | 01:21 | Now Brightness and Contrast are below.
| | 01:24 | So if I simply slide down,
notice there it's very bright.
| | 01:28 | So what we have is a sharper image.
| | 01:30 | It's sharpened by 50% and
Brightness has been kicked up 40%, and
| | 01:34 | therefore Contrast down 40%.
| | 01:38 | And I can continue to move down the
list until I find a setting of Brightness
| | 01:42 | and Contrast that work with the
sharpening I have already applied to give me a
| | 01:46 | really crisp-looking photo.
| | 01:48 | So here we have a 40% increase in
Brightness, no increase in Contrast.
| | 01:53 | Let's take a look and see what
happens as I remove Brightness, notice the
| | 01:58 | picture gets darker, or as
I remove or add Contrast.
| | 02:04 | So one of these choices, perhaps a
little reduction in contrast, a little
| | 02:09 | sharpening, too dark.
| | 02:11 | We need a very bright picture.
| | 02:12 | I think I like that right there.
| | 02:15 | So notice that I was able, really
easily, to use this very intuitive control.
| | 02:22 | Now I can say I also want to make it sharper.
| | 02:24 | So let's just sharpen it
by 50% - nice crisp image.
| | 02:29 | Word 2010 also has improved tools
for positioning relative to your page.
| | 02:34 | So when you choose Position from the
dropdown list, we of course have In Line
| | 02:39 | with Text which separates the text
from our image, but then we have With Text
| | 02:44 | Wrapping nine positions around the page.
| | 02:46 | Here is the center, upper-left,
upper-right, center, on the right, lower
| | 02:54 | left-hand corner, we have to scroll down to
see that, or I can un-zoom my page a little bit.
| | 02:58 | So notice I choose different positions.
| | 03:02 | They will be positioned relative to the page.
| | 03:05 | Now I'd actually like this image to either
be here or here, and go place it right there.
| | 03:13 | We'll take this other image then and
position it to the lower right-hand
| | 03:17 | corner of our page.
| | 03:20 | Don't forget also you have the other
enhancement tools, including things like
| | 03:24 | frames and glow and reflect that you can apply.
| | 03:27 | So if, for example, on this image I
wanted to blur it into the corner, perhaps
| | 03:32 | for both of these, those
tools still exist from Word 2007.
| | 03:38 | Now the page background here is
colorized so that we have a light green, which
| | 03:42 | lets us notice the cream color
here on the corners of this logo.
| | 03:48 | We have a couple of choices about how
we might want to attack that, but we're
| | 03:53 | actually going to use
the Remove Background tool,
| | 03:56 | another new feature in Word 2010, to get
rid of the background color behind our
| | 04:01 | Two Trees Olive Oil logo.
| | 04:03 | Select the image again. On Picture
tools, choose Format, and we're going to
| | 04:07 | select Remove Background.
| | 04:09 | With Remove Background, you can
remove the background from any image.
| | 04:13 | It quickly and easily remove
simple backgrounds from graphics.
| | 04:17 | This is a relatively simple background
so we'll first stretch to say, look at
| | 04:22 | all of this, and notice that as I do
it discovers that there is actually a
| | 04:27 | background-ish color here, and it turns it pink.
| | 04:30 | Now I'm going to zoom in here a little
bit because we need to do some focused
| | 04:35 | and fairly precise work.
| | 04:36 | When we choose Background Removal,
everything that's going to go away right now
| | 04:40 | is pink, and we're happy to
have this section go away here.
| | 04:44 | That's what we're trying to eliminate, but
we don't want to lose our Two Trees logo.
| | 04:48 | If, for example, I kept changes
right now, okay, I would lose some of the
| | 04:53 | sharpness here as well as losing the background.
| | 04:56 | So I am going to do Undo and again
stretch this out, and I'm going to say that
| | 05:02 | there are some areas that
I actually want to keep.
| | 05:06 | Click Mark Areas to Keep, and I am
going to keep that T, this W, both sides to
| | 05:13 | the O and notice as I mark on them,
they are returning back to the background
| | 05:17 | color, which actually matched this color down here.
| | 05:22 | Don't spend a lot of time thinking about
why it is that we're getting half of a letter.
| | 05:27 | It's just how this feature works.
| | 05:28 | It's a reflection of how
the line art was created.
| | 05:31 | So now I've accurately marked the
pieces I want to keep, and we're going to
| | 05:36 | lose the background here, and I'm going
to keep my changes, and now notice how
| | 05:43 | this fits, and I don't have that cream
color background taking up space on my
| | 05:48 | light green document.
| | 05:50 | So if we have a simple background,
it's relatively easy to work with.
| | 05:54 | If you have a very complex
background you need to remove, for example, a
| | 05:58 | background from a photo, this
might not be the tool you want to use.
| | 06:02 | Let's take a look, just so you all
have an idea of how this would work.
| | 06:05 | We are going to remove background, and
it has captured part of the olives in the
| | 06:10 | front as being not part of the
background, but as I would choose to mark areas
| | 06:15 | to keep, for example, and choose that
I'd like to have a little more of that
| | 06:19 | olive, I really have to do
it almost piece-by-piece.
| | 06:22 | The reason is there are a lot of
different colors in these olives, and they are
| | 06:26 | not that different from the background.
| | 06:28 | So if you have to remove background
from visually complex background in a
| | 06:33 | photo, you might decide to use a
different application for this kind of
| | 06:37 | background removal, but for the kind
of removal we did here or relatively
| | 06:41 | simple backgrounds, backgrounds with
only a few colors in them, this feature
| | 06:45 | works very, very well.
| | 06:47 | The third new feature I'd like to
discuss is actually a cropping feature.
| | 06:50 | So we'll discard all of the
changes that we made to this photo.
| | 06:56 | You have always been able to crop here,
but the new feature is called Crop to a
| | 07:00 | Shape, and it let's you automatically
apply a shape while you're cropping.
| | 07:04 | Now notice that the logo here for Two
Trees has a curve to the bottom of it.
| | 07:10 | So we could actually apply a similar
curve, for example, to this photo or to
| | 07:14 | this photo to sort of carry this
curve into the design of our page.
| | 07:18 | So I'm going to choose our olive branch,
I am going to choose Crop and Crop to
| | 07:24 | Shape, and we're simply going to choose
a shape that actually has a curve to it.
| | 07:29 | There are several to choose from.
| | 07:31 | We can point to any of them and choose,
but I think we'll choose this one, just
| | 07:35 | to see what that looks like.
| | 07:37 | If I wanted to choose a different shape,
it's really easy. I can simply undo.
| | 07:41 | This isn't the permanent change. And
I could choose to crop to a different
| | 07:45 | shape, for example, the oval.
| | 07:48 | This is a true crop, as opposed to
simply a style that we would apply here.
| | 07:54 | There are similar styles here that
will end up with a round image, but those
| | 07:58 | actually don't crop the photo.
| | 08:00 | We're doing a crop here that crops to
a particular shape that we've chosen.
| | 08:04 | There are only a few shapes that are
available for framing, basically circles
| | 08:10 | and polygons in different shapes, but if
you wanted, you could crop to almost any
| | 08:15 | type of a shape that you would create here.
| | 08:17 | You could crop to a smiley face, you
could crop to an arrow, you could crop to
| | 08:21 | some of these shield shapes and come up
with a specific kind of a look that you
| | 08:26 | wanted to have in your graphic.
| | 08:29 | So Crop to Shape, a new
feature here in Word 2010.
| | 08:36 | During this session, we've looked at
the new and improved editing tools,
| | 08:40 | positioning tools, cropping tools,
and tools to remove background.
| | 08:44 | 21st-century documents are becoming
image-rich blends of text, art and
| | 08:49 | photos, that combine to tell
a story in a compelling way.
| | 08:53 | Word 2010's picture editing features
help you create documents, even when the
| | 08:58 | pictures and the images that you are
working with need to be corrected, cropped
| | 09:03 | or positioned precisely.
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| Modifying images with the improved picture enhancement tools| 00:01 | New picture enhancement tools in
Word 2010 let you add effects, like
| | 00:06 | controlling temperature and color saturation,
without the need for other photo editing software.
| | 00:13 | Word 2010 also includes a palette of
fantastic new artistic effects that you can
| | 00:17 | apply directly from the Ribbon.
| | 00:20 | For all of these effects, we'll
begin by simply selecting an image.
| | 00:24 | The Picture Tools Format
tab appears. Click the tab.
| | 00:29 | Let's take a look first at Color.
| | 00:31 | This, again, a new feature in Word 2010.
| | 00:35 | So, we have a couple of choices. One
is Color Saturation, which is really
| | 00:40 | how intense the color is, from a simple black
and white, all the way up to 400% saturation.
| | 00:46 | You can always tell what the current
settings for your photo is, because there
| | 00:50 | is a frame that appears.
| | 00:52 | So, there is 100% saturation, but we
could overcolor this and make it look like
| | 00:55 | the sun is setting and
shining directly on this tree.
| | 00:58 | Let's take a look at Color Tone.
| | 01:01 | Color Tone, also known as warmifying a
photo, means that you're simply turning
| | 01:05 | up the reds in the photo, making it look warmer,
or turning them down, making it look cooler.
| | 01:10 | So, you can choose any of these. If
you wanted, again, a very bright photo,
| | 01:15 | you can choose more saturation
or more tone for a warmer photo.
| | 01:19 | Recolor is relatively straightforward.
| | 01:23 | Recolor, we start with our original image, and
then you can apply a color that washes
| | 01:27 | over much of what you would
think of as the background.
| | 01:30 | So, all of these colors, here is blue,
red, olive green, purple, and all of
| | 01:37 | these colors are the Color palette from your
currently selected theme for this document.
| | 01:41 | So, if you don't like this set of
colors, you probably want to choose a
| | 01:45 | different theme before you
choose to recolor your photographs.
| | 01:50 | So, if we were to choose an olive green,
here is a Washout almost like a watermark.
| | 01:54 | Then we have an olive green
dark, and an olive green light.
| | 02:00 | Notice that all of these look like
they go fairly well with our background.
| | 02:04 | So, we'll choose the olive freen
dark for this particular photo.
| | 02:10 | Now, let's return to our photo of
the olive branch, and take a look at
| | 02:15 | some artistic effects.
| | 02:17 | The artistic effects are the kind of the
effects that are used to create posters,
| | 02:22 | or to create other large images, as
well as smaller images in documents.
| | 02:27 | You don't want to use them in isolation.
| | 02:29 | You'll often find a document where
every single photograph has been rendered
| | 02:33 | or re-rendered using the same
artistic effect, to give it a stylized look
| | 02:37 | that's very specific.
| | 02:38 | Let's take a look at some of the
different Artistic Effect options.
| | 02:42 | For example, there is an artistic
effect that's called Marker, which is as if
| | 02:46 | this had been redrawn using a marker.
| | 02:48 | As I point to the effect,
it'll actually change our photo.
| | 02:52 | This is Pencil Grayscale.
| | 02:54 | Someone has redrawn this
olive branch using a pencil.
| | 02:59 | Here is a Pencil Sketch, as
if someone sketched this,
| | 03:02 | Mosaic Bubbles, as if it were viewed through
glass, a bad photocopier, or a Light Screen.
| | 03:10 | So, we can choose any of these
effects to apply to this particular image.
| | 03:15 | I'm actually going to choose Pencil Sketch.
| | 03:20 | Then we can always go back, and we can
colorize this, so that it will match more
| | 03:25 | closely with the colors that we've
chosen elsewhere here in our document.
| | 03:30 | Two new types of picture enhancement tools
that are available to you here in Word 2010:
| | 03:35 | the Color tools and the Artistic Effects.
| | 03:39 | With Word 2010's picture enhancement
tools, you can turn simple documents into
| | 03:44 | tightly-themed, artistically-
engaging documents that readers will enjoy
| | 03:49 | browsing and reading.
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| Laying out improved SmartArt graphics| 00:01 | You've probably used
SmartArt in Word or PowerPoint 2007.
| | 00:05 | Most of the Office 2007 SmartArt was
designed to replace diagrams or lists of
| | 00:10 | text, more suitable for use in
PowerPoint than for use in Word.
| | 00:15 | Office 2010 includes new SmartArt
picture layouts, designed specifically for use
| | 00:21 | in Word to help you illustrate your
documents, using photographs or other
| | 00:25 | graphics, and text or captions.
| | 00:28 | To insert SmartArt in a document,
simply position your insertion point, click
| | 00:33 | the Insert tab, and choose SmartArt
to open the Insert SmartArt dialog box.
| | 00:39 | There are new SmartArt designs in
almost every one of these categories.
| | 00:43 | I particularly like to call out a nice
design used for a Vertical Bracket List,
| | 00:48 | which is really nice in Word documents.
| | 00:50 | But we're going to focus on the
designs in the new Picture category.
| | 00:54 | You'll see here some designs
that were included with 2007.
| | 00:57 | For example, this is our
familiar Continuous Picture List.
| | 01:01 | But there are a number of other designs
that are far more compelling for use in
| | 01:05 | a Microsoft Word document.
| | 01:07 | For example, there is Alternating
Picture Circles or Titled Picture Blocks or an
| | 01:13 | Accented Picture,
Circular Picture with Callouts.
| | 01:16 | So, simply choose, click OK, and
you'll be allowed to enter text, but also
| | 01:23 | to insert pictures.
| | 01:24 | So, we will simply double-click on
this picture, and select a picture that
| | 01:30 | we would like to use.
| | 01:31 | So, the picture that we'd like to use
is a picture of our logo, for example.
| | 01:40 | Then we'd like to include
how we get this olive oil.
| | 01:43 | We have trees, we have olives,
and we have an oil press.
| | 01:56 | Notice how quickly and easily you can
choose a layout and create SmartArt by
| | 02:01 | inserting your own images.
| | 02:03 | We won't spend a lot of time
on this particular graphic.
| | 02:06 | It needs some help.
| | 02:07 | We could do some cropping, but we're
going to do those in a second example,
| | 02:10 | because there is an even more
exciting way to approach SmartArt.
| | 02:13 | I'm going to close this document and
return to a document that we worked on in
| | 02:19 | some of the earlier videos.
| | 02:21 | If you already have pictures in your
document, you can quickly convert them to
| | 02:25 | SmartArt, just like you can create a
bulleted list to a SmartArt diagram in
| | 02:30 | PowerPoint or in Word.
| | 02:32 | First, select any image, and then hold
Ctrl and select the other images that
| | 02:36 | you'd like to include in
your new SmartArt graphic.
| | 02:40 | Don't go to Insert to insert SmartArt;
instead, return to the Format tab,
| | 02:46 | under Picture tools.
| | 02:48 | Choose Picture Layout, a new choice
that wasn't there before, and you'll see
| | 02:52 | the same picture diagrams that we saw a
moment ago in the Insert SmartArt dialog box.
| | 03:00 | We're going to choose this diagram,
which is an Ascending Picture, and we're
| | 03:04 | seeing a preview of it
right now here in our document.
| | 03:07 | You might think, ah, looks
a little blue! Don't worry;
| | 03:09 | we'll colorize it in a moment.
| | 03:11 | So, let's choose
Ascending Picture Accent Process.
| | 03:15 | First, let's just take a look at a
couple others to see how they might look.
| | 03:19 | This is kind of an interesting
ladder, but we'll choose this one.
| | 03:23 | So, we have a place for text.
| | 03:26 | This is a really good diagram to use when
you have very little text, and you have images.
| | 03:31 | Let's edit the images first, and then
return and enter some text real quickly.
| | 03:37 | In order to edit any of the images,
select the image, right-click, choose
| | 03:42 | Format Shape, and you'll have all of
the choices that are available to you
| | 03:46 | under Picture tools.
| | 03:48 | Specifically, I want to get to this Crop choice.
| | 03:51 | This allows us to offset this image.
| | 03:53 | I'd like to have my olives a
little further to the left.
| | 03:57 | This is our X axis and our Y axis, so
we're going to offset our X a little bit.
| | 04:01 | Notice we just dropped those closer to the left.
| | 04:05 | Now, I'd like to edit, or crop our logo.
| | 04:08 | I'd actually like it to be a
little larger, as well as farther up.
| | 04:12 | So, we're going to slide this, make
it a little wider and a little taller.
| | 04:19 | Then we're going to offset
it slightly to center it.
| | 04:24 | So, now we don't have any text.
| | 04:27 | We simply have our logo centered
there, which works really well.
| | 04:31 | You can rotate these - our tree is
actually on its side, so we'll turn our tree
| | 04:35 | right side up - and we could
change the shape there as well.
| | 04:38 | Now, what if we don't like the
particular order that our items are in?
| | 04:42 | Let's go to design our SmartArt.
| | 04:44 | And you'll notice, the text that I'd
like to have here is actually text that
| | 04:48 | speaks to starting with the tree, moving
to an olive, and then finally ending up
| | 04:53 | with a bottle of olive oil.
| | 04:55 | So, we'd like to move this
one down to that position.
| | 05:01 | We now have them in order.
| | 05:03 | Simply enter text, really easy in
our SmartArt, "From tree", and you can
| | 05:08 | enter text here or there.
| | 05:09 | You already know this from 2007.
| | 05:13 | Nice, simple piece of SmartArt!
| | 05:15 | Don't forget with this Picture
SmartArt you haven't lost any of the tools
| | 05:17 | that you had before.
| | 05:18 | We can change colors, change styles,
and have a nice, attractive piece of
| | 05:24 | SmartArt right here in our document.
| | 05:27 | One more thing that you might want to
remember as you work with the SmartArt in
| | 05:31 | Word, in particular, has to do with
how you would think about cropping,
| | 05:35 | remember - or how you would think about
cropping and positioning - that you have
| | 05:39 | the choice to wrap text squarely or
tightly, but you have another choice too
| | 05:43 | that says that what I'd like to do is
I'd like to have it Tight or Square, but
| | 05:48 | on the left side of my image only,
| | 05:51 | notice if we only apply this to the
left, how much cleaner that looks.
| | 05:56 | So, the new Picture SmartArt Layouts
designed specifically for reporting in
| | 06:00 | Word, help you tell your story in a
compelling, and therefore, attractive
| | 06:05 | and effective manner.
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| Using the inking features with a tablet computer to write directly in a document| 00:00 | Each of the recent versions of
Microsoft Word have provided some support for
| | 00:04 | Tablet PCs, Laptop computers
that support handwriting or drawing.
| | 00:10 | I'm recording this movie on a Toshiba
Tablet PC so I can show you the new Inking
| | 00:15 | features in this version of Word, Word 2010.
| | 00:17 | But first I'd like to show you a
little bit about what a Tablet PC looks like
| | 00:22 | and how it operates for
those of you who don't use them.
| | 00:25 | From the outside, most Tablet PCs look
like regular Laptops, but when you open
| | 00:29 | them up, they have either a touch
screen or a stylus that you can use to write
| | 00:35 | on a screen that's not necessarily a
touch screen, or a combination of the two.
| | 00:39 | Typically, there's some way that you
can turn the screen over, so that you can
| | 00:43 | actually carry it as if you are carrying
a thick clipboard with lots of paper on
| | 00:47 | it, and then you can
easily write on the surface.
| | 00:50 | So, this is made for people to take
into the field, for engineers to use, for
| | 00:55 | example, while they're out
drawing sites or they're used in medical
| | 00:58 | applications, lots of other places, and
then some of us simply have Table PCs
| | 01:03 | because we like to be able to use a tablet.
| | 01:07 | So, here I am in my application,
and I need to review this document.
| | 01:12 | There are other people reviewing it as
well, and I'd like to review this on my
| | 01:15 | Tablet PC. Rather than using track
changes or anything else, I want to make some
| | 01:20 | broad comments about how I'd
like this document to be altered.
| | 01:23 | So, I'm going to go to the Review tab,
and you'll know two commands that are
| | 01:28 | here, because I'm running a Tablet PC
operating system, the first is Ink Comment
| | 01:36 | and the second is Start Inking.
| | 01:38 | If you're running Word 2010 on a regular
laptop or desktop, you won't see either
| | 01:44 | of those two commands.
| | 01:46 | So, I'm going to start inking.
| | 01:48 | Click Start Inking and the Ink tools turn on.
| | 01:51 | There's a Pens tab and various pens.
| | 01:54 | I can choose a pen and set both the
color of ink I use - I could use themed
| | 02:00 | colors, for example. And I can also set the
thickness of the line that I want to draw.
| | 02:04 | I have a pen, a highlighter, an
eraser and pointer that I can use to select
| | 02:10 | objects, for example,
charts or pictures on the screen.
| | 02:15 | So, I'm simply going to make some
comments, and you'll notice that as I do,
| | 02:19 | because I'm no longer using the mouse,
but now using my stylus that you actually
| | 02:24 | will see a small mouse shape appear on
the screen, and you won't see the mouse
| | 02:28 | then move until I put the stylus back
down again, to highlight, for example,
| | 02:33 | Inked Annotations and Comments.
| | 02:34 | I'd like to make a comment about that,
so now I'm going to click on the Pen.
| | 02:39 | Notice that the indicator changed
from Highlighter to Pen, and I'm going to
| | 02:43 | circle Comments, okay.
| | 02:45 | So I'm going to make a note that I
would like to have comments actually appear
| | 02:50 | in a separate section.
| | 02:51 | So, I'm going to just make a
note that says separate these.
| | 03:00 | I also don't necessarily want to
include the heading, Support for Manual
| | 03:04 | Reviews. Actually, Support
and Inked should both be verbs.
| | 03:08 | So I'm going to go back, and I'm going
to circle Support, and I'm going to make
| | 03:13 | a note that asks, where's the verb here?
| | 03:17 | I have some text that I don't
necessarily want to remove, but I do want to
| | 03:22 | pay attention to it.
| | 03:23 | So, I'm going to choose a
different color pen other than red.
| | 03:26 | I have access to a whole palette of
colors, and I'm going to circle this
| | 03:30 | text, and make a note that I want
someone to check this information, because
| | 03:36 | I'm not clear it's correct.
| | 03:37 | Finally, I have some good news.
| | 03:40 | I really like the Thinking and Inking
heading, so I'm going to highlight this
| | 03:45 | wonderful title, switch back over to
the Pen, and I'm going to make a note,
| | 03:50 | maybe even draw an arrow, that I
think this is absolutely a great title.
| | 04:01 | Now, here's the part that's new, as
well as simply being able to ink so well
| | 04:05 | here in Word 2010, is if I go back to
the Review tab, I can also insert an Inked
| | 04:15 | Comment, so if I have some text
selected, and I wanted to insert a comment,
| | 04:27 | that would place a comment here in the
document, and I can type in this Comment
| | 04:31 | box any comment I want.
| | 04:34 | However, I can also insert an Inked
Comment that doesn't require me to type.
| | 04:39 | So I can choose Ink Comment, and it
says Write here, so I could put some more
| | 04:44 | information and say, for example,
get new figures for sales, or any other
| | 04:58 | comment I want to put in.
| | 04:59 | Now, when somebody's reviewing this, my
handwritten comment will show up in the
| | 05:02 | same way that somebody could display the
comment that I would have typed in this space.
| | 05:08 | So, let's return back to the Home
tab, and let's save this document.
| | 05:19 | And I'm simply going to save this on my
Desktop, and I'll give it the same name,
| | 05:26 | and now I'm going to close the document.
| | 05:29 | Continuing on, here's what's cool.
| | 05:33 | In this version of Word, I can
actually save those Comments.
| | 05:37 | In prior versions, I couldn't save my
annotations, so it was great that I could
| | 05:42 | do drawings, but I couldn't have this
mix where I was annotating text, saving it
| | 05:46 | and passing it back along to
somebody who wanted me to review it.
| | 05:50 | So, note that with this version of
Word, Word 2010 and the new Inking
| | 05:54 | capabilities, we finally have a Word
version that supports users who either
| | 06:00 | prefer to work with Tablets or who want
to be able to edit onscreen with Pen, in
| | 06:06 | exactly the same way that they
might edit documents on paper.
| | 06:10 | Word 2010's Inking capabilities only
apply to Tablet users, but for those of us
| | 06:15 | who work in the Tablet
world, we couldn't be happier.
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|
|
4. Changes in the InterfaceSearching and navigating with the Navigation Pane| 00:01 | Word 2010's Navigation pane lets you
quickly navigate to a particular section, or
| | 00:06 | specific text in your document.
| | 00:08 | While you can use the Navigation pane
with any Word document that is formatted
| | 00:12 | with styles, the Navigation pane
is most useful for long documents.
| | 00:17 | The vertical scroll bar is a good
navigation tool for a relatively short document,
| | 00:22 | like this two-page brochure.
| | 00:24 | Whether we use the previous page and
next page arrows, drag the scroll bar, or
| | 00:32 | click the arrows to move the scroll bar,
we can get anywhere we need to quickly
| | 00:37 | using the scroll bar.
| | 00:39 | However, when we're working on a longer
document, like this employee handbook,
| | 00:45 | the scroll bar is way too limited.
| | 00:48 | For longer documents, we need a
navigation tool that lets us move to a specific
| | 00:53 | section quickly, without clicking over
and over again, and also allows us to
| | 00:58 | find specific text, without making us
click Find Next over and over again.
| | 01:04 | Redesigned navigation and search
capabilities are combined in the new Word
| | 01:08 | 2010 Navigation pane.
| | 01:11 | Let's see how easy it is to
navigate in our employee handbook using
| | 01:15 | this Navigation pane.
| | 01:17 | There are several ways to
display the Navigation pane.
| | 01:20 | First, you can simply click Find,
and the Navigation pane will
| | 01:24 | automatically open.
| | 01:25 | You can also hold Ctrl and hit F on
your keyboard, the old Windows Find command.
| | 01:31 | If you click Replace, you
won't see the Navigation pane;
| | 01:35 | you'll see the Find and Replace
dialog box that we used to see in former
| | 01:38 | versions of Microsoft Word.
| | 01:39 | And you can also click the View tab
because it is a screen feature, and choose
| | 01:46 | Navigation pane here in the Show group.
| | 01:50 | Any of those open the same Navigation pane
that appears on the left-hand side of your screen.
| | 01:55 | The Navigation pane has a search box
at the top, where we can enter text to
| | 01:59 | search, for example, we want to find
every time the term part-time is used
| | 02:05 | anywhere in this document.
| | 02:07 | There are also three tabs.
| | 02:09 | The first tab allows you to browse
headings in the document, the second tab
| | 02:15 | allows you to browse pages in the
document, and the third tab allows you to
| | 02:20 | browse your search results.
| | 02:22 | The browse headings tab shows the
structure of your document, but only if you
| | 02:26 | view styles to format your document,
Heading 1, Heading 2 and so on, applied here
| | 02:32 | using Styles from the
Styles group on the Home tab.
| | 02:35 | This is only one of many Word
2010 features that rely on styles.
| | 02:40 | So if you're one of the millions of
users still formatting documents, by
| | 02:44 | selecting text and then using the
tools in the Font group or the Paragraph
| | 02:49 | group, you're missing opportunities,
and you're working way too hard.
| | 02:53 | You want to be using styles
consistently to format your documents.
| | 02:57 | So the Browse Headings tab will show
you the structure by calling out each of
| | 03:02 | the headings: Heading 1s, Heading 2s and so on.
| | 03:07 | The second tab, the Browse Pages
tab, is just what it sounds like.
| | 03:10 | If you know, for example, that you need
to go to page 19, you can click and go
| | 03:15 | to page 19, or click and go to page 20.
| | 03:18 | The third tab, the Browse Search
Results, is a tab that you'll land on if you
| | 03:23 | open the Navigation pane by
choosing Find on the Home tab.
| | 03:27 | You enter the text that you want to find
in the Search Box, and Word will display
| | 03:31 | every occurrence of that text in
context, so that you can find a specific
| | 03:35 | location that you're looking for.
| | 03:38 | Browse search results displays the
results of your latest search in the session
| | 03:41 | so you can search, then browse by
headings or page, then return to search.
| | 03:45 | So if we go back to the Page tab,
you'll notice not every page is displayed
| | 03:49 | here, simply every page that
includes the term part-time.
| | 03:53 | To clear the search results, click the
X, and now we can browse, seeing every
| | 03:57 | single page in our document and
every single heading in our document.
| | 04:05 | You can search for objects as well as text.
| | 04:09 | Click the down arrow on the search box and
search, for example, for tables in the document.
| | 04:14 | Notice that we're on the Browse by Headings tab;
| | 04:18 | therefore, highlighted, we see the
two heading sections that have Tables.
| | 04:23 | If I change to browse by page, I see
the two pages of my document that have
| | 04:28 | Tables on them, and if I choose
Browse by Search Results, it will say it
| | 04:33 | can't show me a preview because it can't show a
small Table over here in this Navigation pane;
| | 04:38 | however, I can use up and down,
previous and next, to move from Table to
| | 04:43 | Table in my document.
| | 04:45 | So here in the Options, I can choose
to search graphics, to find all images,
| | 04:50 | tables, equations, footnotes/endnotes
or comments that were entered by all
| | 04:55 | reviewers or by specific reviewers.
| | 04:58 | I use the Graphic search a lot to be able to
quickly find an illustration in my document.
| | 05:03 | Remember that pictures, clipart,
SmartArt and charts are all graphics.
| | 05:07 | In prior versions of Word, all of Find
options were set in the Options dialog box.
| | 05:13 | In Word 2010, we'll set those Find
options, if you care to change them, here on
| | 05:19 | the Options menu in the Navigation pane.
| | 05:21 | You might, for example, want sometimes
when you search, to match specific case,
| | 05:26 | or to find whole words only.
| | 05:28 | Those choices are set here,
in the Find Options dialog box.
| | 05:32 | To set that for a default for all of
word rather than simply this document,
| | 05:36 | choose Set as Default before you click OK.
| | 05:40 | When you're editing or reviewing
large documents, don't forget to turn on
| | 05:44 | the Navigation pane.
| | 05:45 | Its browse and search features make
navigating and editing complex documents
| | 05:49 | a breeze.
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| Customizing the Ribbon| 00:01 | With the changes to the user interface
in Word 2007, one of the tradeoffs that
| | 00:05 | dismayed many users was that they
couldn't customize that cool new Ribbon to add
| | 00:10 | their frequently used commands or add
buttons to run macros that they created.
| | 00:15 | Power users noted that the Quick Access
toolbar at the top isn't really robust
| | 00:20 | enough to meet all of their
interface customization needs.
| | 00:24 | The user community's feedback
to Microsoft was loud and clear:
| | 00:27 | "Let us customize that Ribbon."
| | 00:29 | As a result, customization is back in Word 2010.
| | 00:33 | Let's see how we can easily
customize the Ribbon in Microsoft Word.
| | 00:37 | We're going to open a file that
contains a couple of macros that we want to be
| | 00:41 | able to access frequently in multiple documents.
| | 00:46 | Because the file contains macros, a
security warning appears that says
| | 00:50 | macros have been disabled.
| | 00:52 | We're going to enable this content.
| | 00:54 | We wrote these macros.
| | 00:55 | We know that they belong in this document.
| | 00:58 | In addition to the macros here, we're
going to add one more button that we use
| | 01:02 | when we use those macros.
| | 01:04 | We can view or record macros from
either the View tab or the Developer tab.
| | 01:09 | If we go to the View tab, you'll see
Macros here, and you can actually take a
| | 01:14 | look, and notice those two
macros here in the document.
| | 01:16 | But we don't have the Developer tab now.
| | 01:19 | Developer tab has some very useful
commands for Word 2010, commands to access
| | 01:24 | macros, but also commands
to create and protect forms.
| | 01:28 | By default, the Developer tab is not
displayed in the Ribbon, and we need to
| | 01:32 | tell Word to display it.
| | 01:33 | Now, if you already know how to switch
on the display of the Developer tab in
| | 01:37 | Word 2007, it won't help you
very much here in Word 2010.
| | 01:40 | In Word 2010, adding the Developer tab or
any tab to the Ribbon is part of customization.
| | 01:46 | So we're going to start
customizing by displaying the Developer tab.
| | 01:50 | To customize the Ribbon, either click
File to go backstage, choose Options and
| | 01:55 | choose Customize Ribbon, or right-
click anywhere on any Ribbon and choose
| | 02:01 | Customize the Ribbon; either of those
will open the Word Options dialog box with
| | 02:04 | Customize Ribbon page showing.
| | 02:06 | All of the commands available in Word
are somewhere on this list on the left.
| | 02:11 | They may not all be
popular, but they're all here.
| | 02:13 | On the right, you actually
see your Ribbon right now.
| | 02:16 | Here are the Main Tabs, your built-in tabs.
| | 02:18 | You also see a list of specific tabs,
Tools Tabs that open, for example,
| | 02:22 | when you're in SmartArt or in a Table,
Header and Footer; you can add tabs to
| | 02:26 | any of these places.
| | 02:28 | We'll return to Main Tabs, and you'll
notice that the Developer tab is not
| | 02:31 | turned on because its check box is not enabled.
| | 02:34 | To turn on the Developer tab,
all we have to do is click.
| | 02:37 | We can then expand that Developer tab to
see the groups in the Developer tab and
| | 02:41 | the commands on the Developer tab.
| | 02:44 | Notice that the commands here are grayed out.
| | 02:46 | We'll talk about that in a moment, but
let's take a look, so that you can see
| | 02:50 | the View menu at the same time, and
let's expands and notice here, Document
| | 02:54 | Views, Show and Zoom, same thing
here, Document Views, Show and Zoom;
| | 03:00 | your specific groups, and then, for example,
within Zoom, you have the specific
| | 03:04 | commands that are listed.
| | 03:06 | So this is the structure of your entire Ribbon.
| | 03:08 | The reason the commands are grayed
out is that you can't add commands to
| | 03:13 | the built-in groups.
| | 03:15 | So, if you want to add commands,
you have two choices, really.
| | 03:18 | One is you could add a
new group, if there was room.
| | 03:21 | For example, here on the end of the View
tab, there is room to add another group
| | 03:24 | if you wished. Or you can add an
entirely new tab and new groups, and that's the
| | 03:30 | approach that we're going to take.
| | 03:32 | So, we're going to choose Developer
and click New Tab, and a New Tab is added
| | 03:38 | directly below the Developer tab.
| | 03:39 | That means that it will appear here to
the right of View and Developer, in the
| | 03:44 | area where you'll see other tabs that
aren't part of the standard Main Tab set,
| | 03:49 | for example, Acrobat tab, and Add-
ins tab and tabs that only appear
| | 03:53 | situationally, like the Tools
Tabs that we saw just a bit ago.
| | 03:57 | Now, we could take this tab and we
could move it up, or move it back down,
| | 04:02 | but you're really better off leaving it right
where it is, to the right of the Developer tab.
| | 04:07 | If we wanted to move that tab
elsewhere and display it, for example, between
| | 04:11 | Home and Insert, it actually changes the tab
order of the Main Tabs of the user interface.
| | 04:17 | So displaying it to the right of
Developer has the advantage of not messing up
| | 04:21 | the regular tab order for
all of our default tabs.
| | 04:24 | We're going to rename this New Tab now.
| | 04:26 | This New Tab is a tab that will hold macro
buttons and commands that have to do with settings.
| | 04:31 | So we're simply going to choose the
tab, click Rename and call it Settings.
| | 04:35 | The New Group, where we will add our
macro buttons, will have buttons that have to
| | 04:42 | do with how we set margins
when we're working with settings.
| | 04:45 | So we're going to rename this,
and we're going to call it Margins.
| | 04:48 | A colorful dialog box,
| | 04:49 | you can add symbols to either
groups or to buttons themselves.
| | 04:53 | We'll skip the picture and simply choose margins.
| | 04:56 | Then we'll click on Settings again and
add one more group, and this group is
| | 05:00 | for the button that we're going to
use for formatting that we do when we're
| | 05:03 | setting up our pages.
| | 05:05 | So we're going to add a New Group, Rename it.
| | 05:08 | We're going to call it Formats.
| | 05:11 | I'm going to close this dialog box so we can
see what we've done already, real quickly.
| | 05:16 | Notice here's the Developer tab that
we turned on, with all of the buttons.
| | 05:20 | Here's our new tab that we've added,
Settings, with two empty groups, lots of
| | 05:24 | empty space but not much to do here.
| | 05:26 | We'll right-click now, go back to
Customize the Ribbon and add our commands to
| | 05:30 | the Margins and the Formats tab.
| | 05:33 | The commands that we want to add to
the Margins tab are both macro buttons.
| | 05:36 | So, we're going to click the Choose
commands from dropdown, choose Macros. We'll
| | 05:41 | find there are two macros, and I'm
going to click Add for each of them to send
| | 05:46 | them both over here.
| | 05:48 | Now, they have very long names:
Project.NewMacros.SetCustomMargins.
| | 05:52 | So, let's right-click and choose Rename,
and we're going to simply delete the
| | 05:57 | part that says Project.NewMacros, and
even the word Set. And if we wanted to, we
| | 06:04 | could associate a picture with this,
for example, a picture like that that says
| | 06:07 | set Custom Margins to replace that macro icon.
| | 06:11 | Again, we can right-click or choose
the Rename button, and this will be the
| | 06:15 | Restore Margins button, edit its name
and go ahead and put that delete icon on
| | 06:21 | for deleting the Custom Margins.
| | 06:24 | We have one more button that we'd like to add.
| | 06:26 | It's a button that there
wasn't space for on the Ribbon;
| | 06:29 | there are a lot of commands that were
left off the Ribbon here in Microsoft Word.
| | 06:33 | If you choose commands not on the Ribbon,
you can scroll here for a long time.
| | 06:37 | They are in alphabetical order, and the
command that we want is called Clear Formats.
| | 06:41 | So we'll simply scroll down to the area
of the Cs. We want Clear Formats, and we
| | 06:46 | actually want that to go
here in our Formats group.
| | 06:49 | So I'm going to choose the command I
want, the tab and group I'd like it to go
| | 06:53 | to and click Add in order to add that.
| | 06:56 | Let's click OK, and you'll notice that
we have our Custom Margins button that
| | 07:00 | runs the Custom Margins macro, our
Restore Margins button that runs the Restore
| | 07:04 | Margins macro, our Clear Formats
button that we added and our Developer tab -
| | 07:09 | a nice piece of customization that we've done.
| | 07:12 | By the way, if you ever need to remove
the customization, you can simply go back
| | 07:16 | to Customize the Ribbon, choose, for
example, Settings. If we wanted to totally
| | 07:20 | eliminate this from the Ribbon, we can
turn it off to not display it and keep
| | 07:24 | it, or to simply remove it.
| | 07:26 | We can say Reset all customizations.
| | 07:28 | Now when we do that, it will
remove this customization and any other
| | 07:31 | customizations we've done.
| | 07:32 | So you want to use this judiciously.
| | 07:35 | The Ribbon was new in Office 2007,
and it was a great interface improvement
| | 07:40 | because it put more commands just one
or two clicks away, rather than levels
| | 07:44 | down under menus, submenus
and then in dialog boxes.
| | 07:47 | With some minor customization though, you
can make the Ribbon in all of Word 2010
| | 07:53 | work even harder for you by
helping it work the way you do.
| | Collapse this transcript |
| Translating on the fly| 00:01 | While previous versions of Word had
Translation tools and a Translation Task
| | 00:05 | Pane, the Mini Translator
is a new tool in Word 2010.
| | 00:09 | If you frequently work with documents
that are written in more than one language,
| | 00:13 | or if you want to make it much easier
to access the Office Translation tools,
| | 00:17 | you'll like this feature.
| | 00:19 | Before you can use the Mini Translator,
you will need to turn it on and set it up.
| | 00:24 | On the Review tab, under Translate,
you'll find Choose Translation Language.
| | 00:30 | In the Mini Translator language, you
choose one language that you are going to
| | 00:35 | use for most of your documents;
| | 00:36 | I'm choosing English (U.S.).
| | 00:39 | You could also, at same time, set
your document translation languages
| | 00:43 | that are used by the Translation Task Pane.
| | 00:45 | These are not used by the Mini Translator.
| | 00:48 | But if you have some text, what would
you normally want to translate it from,
| | 00:52 | these are simply default settings.
| | 00:53 | Spanish (International Sort), because
I'm dealing with a lot of documents that
| | 00:57 | have some Spanish in them, and I'd
like that they are translated to English.
| | 01:01 | I expect that this list of languages is going
to grow the longer Word 2010 has been released.
| | 01:07 | Now, I'm going to turn the Mini
Translator on, and it simply translate, Choose
| | 01:13 | Mini Translator and if you check, you
can notice that it's turned on because the
| | 01:18 | button is clearly turned on.
| | 01:20 | And I'm going to select some text in
my document that is not in English.
| | 01:25 | When I'm choosing English as my Mini
Translator Language, Word is going to try
| | 01:29 | to figure out what language this is,
whether it's Spanish, French, Finnish,
| | 01:35 | it'll go and try to find a translation for me.
| | 01:38 | Notice as I move into the selected text
that the Translator shows up as a ghost,
| | 01:44 | and I can then point to, and it says
that the translation is, Two Trees sales
| | 01:48 | increased in several regions, including
Florida, California and in our offices
| | 01:53 | selling retail in Mexico.
| | 01:55 | I can check the meaning of a single word
by simply pointing to it. What is varias?
| | 01:59 | It means commerce. What is ventas?
| | 02:03 | Well, this is from the word sale, so
these are sales that are increasing in
| | 02:09 | various business regions.
| | 02:10 | Now, well I have text selected, I can also
use the Mini Translator to get more information.
| | 02:17 | I can actually expand this and
automatically open up the Research pane with my
| | 02:23 | Translation options.
| | 02:24 | So, if I had an entire document and
I wanted to check on this, I could
| | 02:28 | actually send the entire document to the
Internet, to be translated, or I can insert text.
| | 02:34 | Now, I don't want to insert text on the
top of the text I already have, so I'll
| | 02:37 | just press Enter and
insert my translated text here.
| | 02:42 | Notice that this translated text
looks like it has several spelling errors.
| | 02:46 | That's because this has being checked
in Spanish, and it assumes that this is
| | 02:51 | also Spanish, and a lot of these English
words are misspelled, if they are Spanish words.
| | 02:56 | If you receive some text and the Mini
Translator doesn't understand it, you
| | 03:00 | should still click the Expand button,
and send that translation out to the
| | 03:05 | Internet to be translated.
| | 03:07 | This is machine translation that's
happening here with the Mini Translator,
| | 03:11 | but you have the ability to send text for
translation to a variety of different places.
| | 03:16 | All of these online language pairs,
Arabic to French, English to German, you'll
| | 03:21 | see a whole list of different language
pairs that are available that aren't all
| | 03:25 | necessarily supported by the Mini Translator.
| | 03:28 | This isn't a new feature, but if
you're entering or proofing text in the
| | 03:31 | second or third language, you should set
your Language Preferences and make sure
| | 03:35 | that you've actually loaded
dictionaries for those other languages.
| | 03:38 | So, I'm going to add the dictionary for Spanish.
| | 03:41 | There is more than one, so the
International Sort is the Spanish that the
| | 03:47 | Microsoft Mini Translator is using.
| | 03:48 | I can add it to my list, and I'll get
all the Proofing tools that are available
| | 03:53 | for Spanish loaded on my machine.
| | 03:57 | The next time I run my Microsoft Word,
I will have access to both these English
| | 04:01 | and the Spanish Proofing tools.
| | 04:03 | As we do more international work,
Microsoft continues to enhance this set of
| | 04:08 | translation tools, so that we're
better able to communicate with potential
| | 04:12 | customers, suppliers and our employees.
| | 04:15 | Try out this Mini Translator.
| | 04:16 | I think you'll enjoy it.
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ConclusionGoodbye| 00:01 | I've appreciated this opportunity to show
you the new features in Microsoft Word 2010.
| | 00:06 | If I could choose just two words
to summarize how I feel about this
| | 00:10 | software, I'd choose 'easy' and
'appealing' - easy because it's easy to use
| | 00:15 | Microsoft Word 2010;
| | 00:17 | it's easy to navigate even in complex
documents, and it's easy to customize the
| | 00:22 | Ribbon so that Word 2010
works the way you need it to work.
| | 00:27 | Appealing, because the documents
that you can create with Word 2010 are
| | 00:32 | instantly appealing to the readers.
With a combination of text effects and
| | 00:36 | photos and styles, you can create
compelling documents that people want to read.
| | 00:41 | I hope you've enjoyed this course as
well, and I look forward to see in
| | 00:44 | you in a future course.
| | 00:45 | Goodbye!
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