IntroductionWelcome| 00:04 | Hi! I'm Maria Langer.
| | 00:05 | Welcome to Word for Mac 2011 Essential Training.
| | 00:09 | Microsoft just released the new
Office suite for Mac users for 2011 and the
| | 00:13 | new version of Word has some features to make
it easier than ever to create great documents.
| | 00:19 | I'll start by going through the
basics of using Word, walking through the
| | 00:22 | interface, understanding the views,
and getting text in that blank page.
| | 00:26 | Then I'll get right into how to format
text, paragraphs, and documents, so you
| | 00:31 | can make your files look
just the way you want them to.
| | 00:34 | I'll show you how to add images and
other media to documents using the
| | 00:37 | Media Browser and other techniques,
and how to fine-tune your document
| | 00:41 | layout for a polished look.
| | 00:43 | Finally, I'll walk through some of the
essential Office features: working with
| | 00:47 | others, building letters and envelopes
and producing secure documents, tasks to
| | 00:52 | make any boss happy.
| | 00:54 | This course is designed for people
brand-new to Word on the Mac, but if
| | 00:57 | you're already a user, you'll find lots here
to get you up to speed in this new version.
| | 01:02 | So if you're ready, let's get going
with Word for Mac 2011 Essential Training.
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| Word processing basics| 00:00 | Before we dive into Microsoft Word 2011,
I want to take a moment to cover a few
| | 00:05 | basics of word processing.
| | 00:07 | In the old days when I was a kid, if we
wanted something typed, we used a typewriter.
| | 00:12 | In fact, that's where the names for some of
the keys in your Mac's keyboard come from.
| | 00:16 | Shift meant to shift the key in such a
way that an alternate character, like an
| | 00:20 | uppercase character or symbol would
type instead of the unshifted character.
| | 00:25 | Return, which appeared on electric
typewriters, was a key that you pressed
| | 00:28 | when you reached the end of a line
to move the typewriter carriage and
| | 00:31 | paper back or return it to its
original position, so you could start another
| | 00:36 | line, but I digress.
| | 00:38 | Word processors are a huge
step up from typewriters.
| | 00:42 | Not only can we create and edit a
document before committing it to paper, if we
| | 00:46 | print it at all, but we can save that
document and make changes to it again and again.
| | 00:51 | We can even copy our favorite passages
from one document and use them in another.
| | 00:56 | Word also makes it possible to insert
images, create specially formatted cell
| | 01:00 | tables and easily insert headers,
footers, footnotes and endnotes.
| | 01:05 | I can't tell you what a nightmare
was to include footnotes and type term
| | 01:09 | papers back in the 1980s.
| | 01:11 | Since personal computers and Word
processors have been around in one form or
| | 01:15 | another since the mid-1980s, you probably
already have a good idea of how they work.
| | 01:20 | I won't bore you by
reviewing what you already know.
| | 01:23 | Instead, I want to point out three
things that you need to keep in mind as you
| | 01:27 | work with Microsoft Word
or any other word processor.
| | 01:30 | First of all, you only press the
Return key at the end of a paragraph, not at
| | 01:34 | the end of the line.
| | 01:35 | Pressing Return at the end of a line
can mess up the word processor's automatic
| | 01:39 | word wrap feature if you
insert, delete or format text.
| | 01:43 | There are some exceptions to this,
which I'll discuss throughout this course.
| | 01:47 | Don't use the Space key to
try to line up text in a table.
| | 01:50 | Instead, use the Tab key with tab
settings you can customize on the Ruler.
| | 01:55 | You can learn more about this in the
chapter about working with tabbed tables.
| | 01:59 | You might also find Word's Cell Table feature
useful for presenting tables of information.
| | 02:03 | I will tell you about that in the
chapter about working with cell tables.
| | 02:08 | Last, until you save a Word document, it
doesn't really exist anywhere except on
| | 02:12 | your screen and in your computer's memory.
| | 02:14 | So if you're working for an hour on
a document that hasn't been saved and
| | 02:18 | there is a power failure, you could lose
everything you've done and have to start over.
| | 02:22 | Word does have an AutoSave feature,
which I discuss in the chapter about
| | 02:26 | setting word preferences,
but it's not 100% reliable.
| | 02:29 | It's a good idea to save a document
for the first time right when you begin
| | 02:33 | working on it and frequently after that.
| | 02:35 | I explain how to save files in
the working with files chapter.
| | 02:38 | Now Word is an extremely powerful
word processor with many, many features,
| | 02:43 | including some that you will never
need to use, but although it's powerful,
| | 02:47 | it has the same basic functionality of any
other word processor you might have used.
| | 02:52 | Throughout these videos, we'll focus
on how to tap into Word's strengths as a
| | 02:55 | word processor to create documents
you'll be proud to share, whether simple
| | 03:00 | documents such as interoffice memos or
meeting summaries of complex documents
| | 03:05 | such as illustrated marketing
reports or a doctoral thesis.
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| Using the exercise files| 00:00 | If you are a premium member of the
lynda.com Online Training Library or if
| | 00:05 | you're watching this tutorial on a
DVD-ROM, you have access to the Exercise
| | 00:09 | Files used throughout this course.
| | 00:12 | The Exercise Files are organized by chapter
with each chapter's files inside a separate folder.
| | 00:17 | They're mostly Word files,
although there are some images.
| | 00:22 | While some of the files are used to
simply illustrate points made in their videos,
| | 00:26 | others are the basis of hands-
on exercises that you can complete while
| | 00:31 | following along with me.
| | 00:33 | Don't worry about making mistakes along the way.
| | 00:36 | The files for each exercise provide
clean starting points to move forward.
| | 00:40 | If you don't have access to the
Exercise Files, you can follow along from
| | 00:44 | scratch or with your own Word and image files.
| | 00:47 | Let's get started.
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|
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1. Understanding the Word InterfaceMenus, shortcut keys, and toolbars| 00:00 | Word's interface has been
completely reworked for Word 2011.
| | 00:04 | In the next few videos, I'll review all
of Word's major interface elements and
| | 00:08 | explain how you can use them to work
more efficiently and more effectively.
| | 00:12 | First step is Word's menus,
shortcut keys and toolbars.
| | 00:16 | The menu bars at the top of the window,
just like it is in every Mac OS application.
| | 00:21 | It gives you access to Word's commands.
| | 00:24 | So of course you've got the Apple menu,
Word's menu which gives you access to
| | 00:28 | commands specifically for Word, the File
menu is for file related items, Edit is for
| | 00:35 | editing, View allows you to view
certain things in the document window or a
| | 00:40 | certain word features, Insert for
inserting content, Format for formatting
| | 00:46 | various things in your document, the
Font menu, which lists all the fonts in the
| | 00:51 | document, Tools, which gives you access
to additional features for working with Word,
| | 00:56 | the Table menu for working with
cell tables, the Window menu for working
| | 01:01 | with various document windows and the
Help menu which gives you access to Word's
| | 01:07 | on-screen help features.
| | 01:08 | Now between the Window and the
Help menu is the Script menu.
| | 01:12 | It gives you access to
AppleScripts and automated workflows for Word.
| | 01:16 | AppleScript and Automator are part of
Mac OS X. They enable you to build sets of
| | 01:21 | instructions called scripts or
workflows to automate repetitive tasks.
| | 01:25 | Word comes with a bunch of sample
Automator workflows that you can access by
| | 01:30 | choosing them from this menu.
| | 01:31 | You can also add your own scripts or
workflows to this menu by adding them to
| | 01:35 | the Word Script Menu Items folder.
| | 01:37 | You can find that by going under About
This menu and in the dialog that appears
| | 01:42 | just click Open Folder.
| | 01:43 | It brings you there inside the Finder.
| | 01:45 | Now the discussion of AppleScript and
Automator is beyond the scope of this
| | 01:49 | course, but it's covered
in other lynda.com courses.
| | 01:53 | The appearance of a menu command on
the menu tells you a little bit about it.
| | 01:56 | For example, if a menu command is gray,
like some of the ones on this menu are,
| | 02:01 | that command can't be used.
| | 02:03 | Also if a command is followed by an
ellipsis, that command will display a dialog
| | 02:07 | that you can use to set additional options.
| | 02:10 | For example, under the View
menu, we've got the Zoom command.
| | 02:13 | It shows an ellipsis.
| | 02:15 | If we choose that, you'll see a
dialog with other options that we can set.
| | 02:20 | Many menu commands can also be
accessed by using a shortcut key.
| | 02:24 | A shortcut key is a keystroke
combination that you can use to perform a task.
| | 02:29 | In many cases a command's shortcut key
is indicated on the menu as you see here.
| | 02:34 | So for example Command+S will save a
document, you can see here, and another
| | 02:39 | example is Command+Z. It will
undo the last thing that you did.
| | 02:44 | Shortcut keys are customizable and I
explain how to change them in the chapter
| | 02:47 | about customizing Word.
| | 02:49 | That's also where I explain how to
create a list of all Word commands and their
| | 02:53 | assigned shortcut keys.
| | 02:54 | It's kind of a handy thing to have.
| | 02:56 | Word has always had toolbars, but
now its toolbars are integrated with
| | 03:00 | the document window.
| | 03:01 | You could see one right up here.
| | 03:02 | This is the Standard toolbar.
| | 03:05 | Previous versions of Word had many
toolbars that can be displayed, but Word
| | 03:08 | 2011 has only three.
| | 03:11 | The Standard toolbar, which is displayed
by default, the Formatting toolbar and
| | 03:15 | the Database toolbar.
| | 03:17 | You could show or hide a toolbar by
showing its name from the Toolbars menu,
| | 03:21 | which is under the View menu.
| | 03:22 | So I can come down here, pick Toolbars
and then I can select the one I want.
| | 03:27 | You could also customize Word's
toolbars or create your own from scratch and
| | 03:31 | I explain how in the
chapter about customizing Word.
| | 03:34 | If you've used previous versions of
Word, you may be wondering where the
| | 03:37 | Formatting palette is.
| | 03:39 | It's gone, replaced by the Ribbon.
| | 03:41 | That's up next.
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| The Ribbon| 00:00 | Microsoft Word's Ribbon has
been around since Word 2008.
| | 00:04 | Although in that version, it was
referred to as the Element Gallery.
| | 00:07 | The Ribbon is at the top of the
document window just underneath the toolbar.
| | 00:12 | If it isn't showing you can display
it by choosing View > Ribbon or by
| | 00:16 | pressing Option+Command+R. I know
it's showing right now because there is a
| | 00:21 | checkmark next to it.
| | 00:23 | The Ribbon is broken down into different tabs.
| | 00:26 | For example, in this document we see
Home, Layout, Document Elements, Tables,
| | 00:33 | Charts, SmartArt, and Review.
| | 00:36 | Clicking the current tab
toggles the Ribbon display.
| | 00:39 | So if I click Home, the
Ribbon disappears. It's minimized.
| | 00:43 | If I click it again, it reappears.
| | 00:45 | Clicking another tab displays that Ribbon.
| | 00:48 | So each time I click, it displays another one.
| | 00:52 | The tabs that appear vary depending on
the kind of document you're working on or
| | 00:57 | what is selected within that document.
| | 00:59 | For example, if the document includes
an image and that image is selected, like
| | 01:03 | this one right, the Format
Picture tab appears on the Ribbon.
| | 01:07 | If I click that, it'll display options
that will help me format that picture.
| | 01:13 | The purpose of the Ribbon is to
give you quick access to the features
| | 01:16 | you're likely to use most.
| | 01:18 | For example in the Home tab, you'll
find a bunch of buttons for formatting font
| | 01:22 | characters, paragraphs, as well as
applying styles, and inserting objects.
| | 01:29 | Theoretically, you should be able to
perform most tasks with the Ribbon instead
| | 01:33 | of Word's menus and dialogs.
| | 01:34 | Now other than tabs, the Ribbon
has its own interface elements.
| | 01:39 | For example, you can minimize or
display the Ribbon by clicking the button on
| | 01:42 | the far left end of the
tab, which is right here.
| | 01:45 | That will minimize it or display it.
| | 01:48 | If a group of options includes an arrow
button, you could scroll to see more options.
| | 01:53 | You could see that here with styles.
| | 01:55 | There are two different arrows and
I can use the arrows to scroll through.
| | 02:00 | Some options are actually menus that
you can click to display and choose from.
| | 02:04 | So here is an example.
| | 02:05 | Here, this is a Line Spacing menu, so
you could choose different line spacing
| | 02:09 | options and the Borders menu is another example.
| | 02:13 | If you point to some items that have
arrows for scrolling, you get a little tab
| | 02:17 | and that's also a menu.
| | 02:19 | So if I click that, I can see
all the options at once instead of
| | 02:22 | scrolling through them.
| | 02:25 | You can also customize the Ribbon to
better meet your needs. I explain it how in
| | 02:29 | the chapter about customizing Word.
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| The Toolbox and the Media Browser| 00:00 | The Toolbox and Media Browser are two
separate yet similar interface elements
| | 00:04 | for working with document
contents and adding media.
| | 00:07 | Let's take a look at them.
| | 00:09 | We will start with the Toolbox.
| | 00:11 | Now there are two ways to display the Toolbox.
| | 00:13 | The most straightforward way is to
click the Show or Hide the Toolbox button on
| | 00:17 | the Standard toolbar.
| | 00:18 | That's this one right here.
| | 00:20 | If I click it, it'll display.
| | 00:21 | If I click it again, it'll disappear.
| | 00:24 | But the Toolbox also appears
automatically anytime you choose a command that
| | 00:28 | uses the Toolbox interface.
| | 00:31 | For example, if I pull down View and
choose Scrapbook, that displays the
| | 00:35 | Scrapbook pane of the Toolbox or maybe I'll
pull down tools and I'll choose Dictionary.
| | 00:42 | In that case what it does is
it displays the Dictionary pane.
| | 00:46 | Since my insertion point was near a word,
it assumed I wanted to look up that word.
| | 00:50 | So it selected it, and searched for it.
| | 00:54 | The Toolbox has five tabs of options.
| | 00:57 | We've got Style, Citations,
Scrapbook, Reference Tools, and
| | 01:06 | Compatibility Report.
| | 01:07 | We'll be working with most of these tabs
in various videos throughout this course.
| | 01:12 | I also explained how to customize the
Toolbox in the chapter about customizing Word.
| | 01:18 | The Media Browser makes it easy to add
various types of media already stored on
| | 01:22 | your computer to a Word document.
| | 01:24 | To display it, you can choose
View > Media Browser or you can press
| | 01:28 | Ctrl+Command+M, or another way to do it
is to click the Show or Hide the Media
| | 01:34 | Browser button up here in the toolbar.
| | 01:36 | Click it to hide it or to show it.
| | 01:39 | The Media Browser has six tabs of options.
| | 01:43 | Photos, Audio, Movies,
Clip Art, Symbols, Shapes.
| | 01:52 | You can use the Browser to find
content that you want and then insert it
| | 01:56 | into your document.
| | 01:57 | So as you can see, Word is able to
look into your iPhoto library to access
| | 02:03 | pictures and videos and
insert them into documents.
| | 02:05 | It also works with iTunes and also with
Photo Booth to bring in music, movies,
| | 02:10 | or any other content
that's compatible with Word.
| | 02:13 | Now although these two interface elements, the
Media Browser and the Toolbox, are very similar,
| | 02:19 | they do have different uses within Word.
| | 02:23 | We'll explore both of them a
bit more throughout this course.
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| The Sidebar| 00:00 | The sidebar is yet another new interface
element for working with Microsoft Word.
| | 00:04 | In offers four panes of options
for working with an entire document.
| | 00:09 | Now there are two main
ways to display the sidebar.
| | 00:11 | If you don't care which sidebar pane
displays, you can click the Show or hide
| | 00:15 | the Sidebar button on the Standard toolbar.
| | 00:17 | That's this button right here.
| | 00:19 | Click it to display it,
click it again to hide it.
| | 00:23 | If you want to display a specific pane,
you can choose the pane from the Buttons menu.
| | 00:27 | That's right here.
| | 00:28 | Pick the pane that you want and it appears.
| | 00:32 | Or you can pull down the View menu,
come down to the Sidebar submenu and then
| | 00:36 | choose the pane that you want.
| | 00:38 | The four panes of the sidebar are Thumbnails,
Document Map, Reviewing, and Find and Replace.
| | 00:48 | Thumbnails and Document Map are handy
for navigating around a document as I
| | 00:52 | discuss in a video later in this chapter.
| | 00:56 | Reviewing works with Word's Change
Tracking feature to list changes and
| | 00:59 | comments in a document.
| | 01:02 | The Find and Replace pane offers basic
documents search and text replacement
| | 01:05 | features, which I cover in some detail
in a video in the Basic Text Editing chapter.
| | 01:10 | There are a number of interface
elements to work with this as well.
| | 01:14 | There is a Close button that will close
the sidebar and also if you need to make
| | 01:18 | the sidebar wider or narrower, you can
click this little button here and drag it
| | 01:23 | in or out and that'll change the width.
| | 01:25 | The sidebar is an interface element that
you'll likely display only when you need it.
| | 01:30 | It appears automatically when you
use a command that works with it.
| | 01:33 | When you're finished with it, you can
dismiss it to free up screen real estate
| | 01:36 | for working with your documents.
| | 01:38 | Just click its Close button and it disappears.
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| Document views| 00:00 | Word now offers seven different
views for working with a document.
| | 00:04 | The view you choose will vary
depending on your personal preferences and the
| | 00:08 | type of document you're working with.
| | 00:10 | Let's take a look at them
with a few sample documents.
| | 00:12 | What we are looking at here is Draft View.
| | 00:15 | It displays the contents of your
document as one long scrolling window, so I can
| | 00:20 | scroll down here and I can see the contents.
| | 00:25 | It's more remarkable for what it
doesn't display than what it does.
| | 00:28 | For example, you won't see headers,
footers, multicolumn text, page borders, or
| | 00:34 | positioned images, or other objects.
| | 00:36 | Draft View is best used for quickly
entering and editing text when you don't
| | 00:40 | really care about page layout.
| | 00:42 | I'll admit that I do most of my
work in Draft view. Outline View,
| | 00:47 | I'll switch to that now, same document.
| | 00:49 | It displays the contents of
your document as an outline.
| | 00:53 | This view is only useful if your
document includes outline style such as Heading
| | 00:57 | 1, Heading 2, Heading 2,
etcetera, and this document does.
| | 01:01 | I cover Outline View in detail in the
chapter about working with outlines.
| | 01:06 | Print Layout View displays the
document as it would look when printed.
| | 01:11 | This is a great way to not only
preview a document, but to work with elements
| | 01:15 | that can't be seen in any other view,
such as multicolumn text, positioned
| | 01:19 | graphics, and headers and footers.
| | 01:21 | You can see here that we've got a
Header up here, and if I scroll down a little bit,
| | 01:25 | you'll see that we've
got positioned graphics as well.
| | 01:28 | This doesn't appear in Normal view.
| | 01:31 | Many people like to work in Print
Layout View all the time and you might too.
| | 01:35 | We'll work in Print Layout View in
various chapters throughout this course.
| | 01:40 | Now Full Screen View, which is brand-
new in Word 2011, removes all distracting
| | 01:45 | items from your screen, so you can
focus on new document. It has two modes,
| | 01:50 | Read and Write, and you can switch from
one mode to the other by pointing to the
| | 01:54 | top of the screen to get a menu,
and then clicking the other button.
| | 01:58 | Right now, we're showing Write mode.
If we clicked Read we go to Read mode.
| | 02:02 | Each one is designed for its own
purpose, reading or writing a document.
| | 02:06 | Each mode has a minimal collection of
tools that you'd used to work in that mode.
| | 02:11 | To get out of Full Screen View click
the Exit button in the toolbar. So that's
| | 02:15 | down over here on this side.
| | 02:18 | This course doesn't cover Full Screen
View beyond this brief introduction so if
| | 02:22 | you're interested you
can explore it on your own.
| | 02:25 | Web Layout View gives you an idea of
what your document's contents might look
| | 02:29 | like when displayed in a web browser,
and the only way to get there is to go up
| | 02:33 | to the View menu and choose Web Layout.
| | 02:37 | So we've got a really widescreen here,
so if someone would look at this in a web
| | 02:41 | browser this is what it would look like,
kind of silly, but the point is, is it
| | 02:45 | doesn't end at the margins. Word
wrap depends on the size of the window.
| | 02:49 | And this is a limited purpose view that
doesn't take into consideration margins
| | 02:54 | or other page formatting options.
| | 02:56 | Don't confuse Web Layout
View with creating a web page.
| | 02:59 | Although you can save a Word document
as a Webpage using the Save As command,
| | 03:04 | Word is not a good web authoring tool.
| | 03:06 | I think Web Layout View is a throwback
to the days when web design was simpler
| | 03:10 | and Word could be used to get the job done.
| | 03:12 | Now I'll switch to another
document so I could show you another view.
| | 03:16 | We'll open up Candy Flyer.
| | 03:19 | This is Publishing Layout View, and
it enables you to access the desktop
| | 03:23 | publishing features built into Word.
| | 03:25 | These features make it possible to
create precisely formatted and laid out
| | 03:29 | documents such as flyers,
brochures and catalogs.
| | 03:33 | One thing you need to remember about
Publishing Layout View is that the document
| | 03:36 | must be converted to a
special word format to use it.
| | 03:40 | That format introduces a background
layer and master pages that can't be
| | 03:44 | edited in any other way.
| | 03:45 | So if I switch to another view, we might
not be able to edit the whole thing.
| | 03:49 | In fact going into Draft View you
don't see the document at all.
| | 03:53 | If I go into Print Layout View, I've
got access to certain features but I still
| | 03:58 | can't access the background layer.
| | 04:00 | I need to be in Publishing Layout
View to be able to access the foreground
| | 04:04 | items, the items that you're seeing
here, as well as the Master Page items,
| | 04:09 | which are the background items here.
| | 04:10 | Now discussion of the Publishing Layout View
is beyond the scope of this course, but
| | 04:15 | you can explore it on your own.
| | 04:17 | The last view I want to show you is
Notebook Layout View and I have got another
| | 04:21 | document for that as well.
| | 04:23 | This is called
Conference Notes, just an example.
| | 04:26 | Notebook Layout View is
another special Word View.
| | 04:29 | It's designed to make it easy to take
notes in the classroom, meeting or other place.
| | 04:34 | A document must be converted to
Notebook Layout View to use this feature.
| | 04:38 | It can however be used with most other
Word Views once you begun to taking notes.
| | 04:43 | Notes can include typed text, like you
see here, sketches like this horrible
| | 04:47 | picture of an olive. I am a writer not
an artist, so that's about the best I
| | 04:51 | can do, and it can also include flags and you
can see some flagged items here and check boxes.
| | 04:57 | You can also use Notebook Layout
View to create tasks for Outlook.
| | 05:01 | Now discussion of Notebook Layout View
is also beyond the scope of this course,
| | 05:05 | so if you're interested,
try exploring it on your own.
| | 05:08 | As you can see Word offers a wide variety
of ways to view and work with your documents.
| | 05:13 | Some views, such Publishing Layout
View and Notebook Layout View, are highly
| | 05:17 | specialized while the others can be
used interchangeably as you need them to
| | 05:21 | format and fine-tune your documents.
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| Navigating windows and documents| 00:00 | Word like most other Mac OS
applications enables you to have multiple
| | 00:04 | documents open at once.
| | 00:06 | You can use a number of techniques to
navigate from one window to another,
| | 00:10 | and if you are working with a long
document, you can use different techniques
| | 00:13 | to navigate within it. Let's take a look.
| | 00:15 | Now right now, I have got
three different documents open.
| | 00:18 | I can navigate from one to the other
using commands under the Window menu.
| | 00:23 | When I pull-down the Window menu, you will
see that the three documents are listed here.
| | 00:26 | I can just select one and it
brings that one to the front.
| | 00:30 | So just do that to bring any
open document to the front.
| | 00:34 | Now the Window menu also offers a
number of other commands for working with
| | 00:40 | open document windows.
| | 00:42 | Zoom Window toggles the active window
size between Word's full size and a custom
| | 00:47 | size that you can create.
| | 00:49 | So right now, I am showing the custom size.
| | 00:51 | If I choose Zoom Window, it goes to
Word's size, which is just wide enough to
| | 00:55 | fit the whole document in there.
| | 00:57 | If I choose it again, it will
take me back to my custom size.
| | 01:01 | Now you can create the custom size by
dragging the size box in the bottom corner
| | 01:05 | of the window. It's standard Mac OS stuff.
| | 01:08 | To Minimize Window command, which
is also Command+M, will minimize the
| | 01:14 | window into the dock.
| | 01:16 | So if I select that command, it will
shrink up that window and it brings it
| | 01:20 | down here into the dock.
| | 01:21 | If I want to bring it back,
I will just click it again.
| | 01:24 | That's the same thing by the way as
clicking the Minimize button in the Windows
| | 01:28 | title bar, it does the same thing.
| | 01:32 | Bring All to Front is useful when
multiple applications are open and your Word
| | 01:37 | document windows are mingled
with other applications' windows.
| | 01:40 | Using this command brings all
Word's windows to the top of the stack.
| | 01:45 | New window opens a
duplicate of the active window.
| | 01:48 | Let's give that a try.
| | 01:49 | What you see here is now I have got
Marketing Report 2 and I have also
| | 01:53 | got Marketing Report 1.
| | 01:55 | This is not a document copy.
| | 01:57 | If you make changes to one window,
it will automatically change the other.
| | 02:01 | You might find this useful if you have
a long document and you want to consult
| | 02:05 | two parts of it at the same time.
| | 02:07 | So for example, maybe I want to look at
the bottom of this window, the end of it,
| | 02:11 | and at the same time look at
something in the beginning.
| | 02:14 | I could take one copy, scroll to the
end, maybe the last page and I could
| | 02:19 | resize that window and I will just
drag it aside. Then I could take the other
| | 02:24 | window, resize that as well, and I can
consult the top of this and the bottom of
| | 02:30 | this at the same time.
| | 02:31 | So maybe I need to edit something here,
referring to something here, I can do that.
| | 02:36 | Again this is not a copy. If I make a
change here, it will happen automatically
| | 02:40 | in this window as well.
| | 02:41 | I have to admit that I
use this very very seldom.
| | 02:45 | You probably will too.
| | 02:46 | I'm going to close that.
| | 02:49 | Arrange All tiles the windows
vertically so you can see their tops.
| | 02:54 | So if I select this command, what it
does it resizes the windows and it displays
| | 02:59 | them so that you can just see the tops of each.
| | 03:02 | Click a window to activate it
and you can see into each one.
| | 03:05 | Once a window is showing, you can click
it to activate it then you can click its
| | 03:09 | Zoom button to bring it to
full size and work with it.
| | 03:12 | So may be I want to work on this one.
I can click this button here and it brings
| | 03:16 | the window up to a full
size so I can work with it.
| | 03:18 | I can then switch to another document if
I want or click on it in the background
| | 03:23 | and again zoom it to full size to work with it.
| | 03:25 | Now when you're working with a document
that's longer than what appears in the
| | 03:29 | window, you'll likely
need to navigate within it.
| | 03:32 | The most obvious way to get around the
document window is with the scroll bar.
| | 03:36 | The scroll bar is here on the side of
the document window and you can use the
| | 03:39 | scroll arrows to scroll down or scroll back up.
| | 03:44 | You can also drag the scroll
button to just scroll-in in the window.
| | 03:48 | If you have a mouse that has a scroll
wheel or scroll ball on it, you can use
| | 03:53 | that ball to scroll within the window.
| | 03:55 | Keep in mind that the scroll bar
changes your view of the document but it
| | 03:59 | doesn't move the insertion point cursor.
| | 04:01 | Another way to navigate within a
long document is with thumbnails of the
| | 04:05 | document map, both of which are in the sidebar.
| | 04:08 | So I am going to make this little bit
wider so I have got room and then I will
| | 04:12 | pull down this menu here and I will
display the Document Map pane. That will open
| | 04:16 | up here in the sidebar.
| | 04:18 | The Document Map works in a document
with heading styles like the one you might
| | 04:22 | create from an outline.
| | 04:23 | You then click a heading name and it
will take you right to that heading.
| | 04:27 | The blinking insertion point moves to the
beginning of the heading that you click.
| | 04:31 | So you need to keep that in mind.
| | 04:32 | If you think you are just moving the view,
you are actually moving the insertion point.
| | 04:37 | The Thumbnails pane displays tiny
page views of each page of the document.
| | 04:42 | You can click a thumbnail to move to
that document page. So I can scroll through
| | 04:46 | here and I can move to document
pages by just clicking on them.
| | 04:50 | Again, the blinking insertion point moves
to the beginning of the page that you go to.
| | 04:55 | You can also use the Go To command to
quickly go to a specific document page,
| | 04:59 | section, line, or other element.
| | 05:02 | Just choose Edit > Find and then Go To.
That displays the Find and Replace
| | 05:09 | dialog with the Go To pane showing, and then
in here you tell it where you want to go to.
| | 05:14 | Maybe I want to go to page 5. So I
will click Page here then I will enter the
| | 05:19 | number 5 and click Go To and it
will take me to the top of that page.
| | 05:24 | Finally, you can also use the Browse
buttons at the bottom of the document window.
| | 05:28 | That's these right here.
| | 05:30 | The way this works is you click on the middle
button and it lets you select the browse object.
| | 05:35 | So maybe I want to go look at the
graphics in the document, so I can click
| | 05:39 | Graphic and then I can use these arrows
to scroll through the document forward
| | 05:43 | and backwards to find the different graphics.
| | 05:45 | So maybe I will see the previous one.
Every time I click this Up Arrow, it will
| | 05:50 | take me to the previous graphic.
| | 05:51 | If I click the Down Arrow, it
will take me to the next one.
| | 05:55 | These are just some of the ways you
can navigate among document windows and
| | 05:58 | within documents, especially long ones.
| | 06:01 | Give each of them a try and
use the ones that you like best.
| | Collapse this transcript |
|
|
2. Working with FilesUsing the Document Gallery| 00:01 | When you're working with Word documents,
you might hear the words document and
| | 00:05 | template thrown around.
| | 00:07 | Let me take a moment to explain the
difference between these two types of files.
| | 00:11 | In most cases, you'll use
Microsoft Word to create Word documents.
| | 00:15 | A document is a computer file that
contains the formatted text and other
| | 00:19 | elements that you want to share with others.
| | 00:21 | All Word documents are based on templates.
| | 00:24 | A template is a collection of styles,
custom toolbars, and other features that
| | 00:29 | make creating a specific
type of document easier.
| | 00:32 | Some templates might also
include formatted text and graphics.
| | 00:36 | Think of a template as a
starting point for a document.
| | 00:40 | Most of your documents will be
created using the Normal template.
| | 00:44 | That's the template that's automatically
applied when you create a blank Word document.
| | 00:48 | You can modify and save the Normal
templates, so its settings are more in
| | 00:52 | line with your needs.
| | 00:53 | Then every document you
create will have your settings.
| | 00:56 | You can also create your own custom
templates, or use templates provided by
| | 01:00 | Microsoft with Word, or by
coworkers and business associates.
| | 01:04 | When you create a document based on a
template, you start with whatever settings
| | 01:08 | are part of that template.
| | 01:10 | Word's Document Gallery gives you
access to a big library of templates and
| | 01:14 | wizards that you can use to create documents.
| | 01:16 | It normally opens by
default when you start Word.
| | 01:19 | But you can open it at any time by
choosing File > New from Template, or
| | 01:24 | pressing Shift+Command+P. Now if you've
used previous versions of Word, you might
| | 01:29 | be familiar with the Project Gallery.
| | 01:32 | The Document Gallery is very similar,
but it omits project management features
| | 01:36 | that are no longer part of
Microsoft Office for Mac.
| | 01:39 | Let's take a look at what
the Document Gallery offers.
| | 01:42 | Now the Document Gallery window
is normally split into three panes.
| | 01:47 | On the left, you have a list of
sources and types of documents.
| | 01:51 | You can click an item in the list to
display the contents in the middle of the window.
| | 01:55 | You can then click a document
template in the window to see a preview and
| | 01:59 | possibly some settings over here on the right.
| | 02:02 | It's important to note that Word 2011
clearly distinguishes document types using
| | 02:07 | the three main document views.
| | 02:09 | Print Layout, Publishing
Layout, and Notebook Layout.
| | 02:13 | You can see them all listed here.
| | 02:15 | So these are the document you'd
create in Print Layout View, in Publishing
| | 02:19 | Layout View, and if you scroll down,
you've got Notebook Layout View.
| | 02:23 | I explained these views in an
earlier video about Document Views.
| | 02:27 | Now if you have an Internet connection,
you can also access templates available
| | 02:31 | on Microsoft's web site.
| | 02:34 | If necessary, just click the little
disclosure triangle to expand this list.
| | 02:38 | Then once that's showing, just click a topic,
and you'll see samples here in the middle.
| | 02:43 | Then you can select one
and work on the template.
| | 02:47 | These templates change
occasionally to offer new options.
| | 02:50 | So check in once in a
while to see what's available.
| | 02:52 | Now I'm going back to the top.
| | 02:55 | You can see that if I wanted to
create a document based on one of my own
| | 02:58 | templates, I can click the My Templates
item and if I had any templates saved,
| | 03:04 | they would appear in this list.
| | 03:06 | When you save a document as a template,
Word automatically puts it in the right
| | 03:10 | place in your hard drive, so
that it appears right here.
| | 03:14 | Let's talk a little bit more
about a few interface elements here.
| | 03:18 | You can click the Open or Close right pane
button to hide or display this pane on the side.
| | 03:23 | You might find that useful if you want
to see more template icons in here and
| | 03:27 | you don't really care about the preview.
| | 03:29 | You can also change the
width of each of these panes.
| | 03:32 | Just position the mouse pointer
between the two panes, press the mouse
| | 03:36 | button down, and drag.
| | 03:38 | You can make the
different panes wider or narrower.
| | 03:42 | A list of recent documents
appears at the bottom of this left pane.
| | 03:46 | You can click a time
period to see the documents.
| | 03:50 | So these are all the recently opened
documents that I have on this computer.
| | 03:53 | Then to open one of them, I could just select
it and then I would click Choose to open it.
| | 03:59 | If you don't want to see this list at
all, you can click the little button down
| | 04:02 | here and it will hide it.
| | 04:06 | If you want to change the size of the
icons in the window, you can drag this
| | 04:09 | slider to make them larger or smaller.
| | 04:13 | Of course, the smaller they are,
the more icons appear here.
| | 04:18 | If you never want to see this window
when you open Word, you could turn on this
| | 04:22 | checkbox labeled Don't show when opening Word.
| | 04:25 | When you turn this on, when you
start up Word, this won't appear anymore.
| | 04:29 | Instead, you'd have to open it
manually by again, pulling down the File menu,
| | 04:34 | choosing New from Template, or
pressing Shift+Command+P. So as we've seen here
| | 04:38 | the Document Gallery offers a
way to browse through document templates
| | 04:42 | and choose one as the basis of a
new document. In the next video, I'll
| | 04:45 | explain how to create a new document
using the Document Gallery and a number
| | 04:49 | of other techniques.
| | Collapse this transcript |
| Creating documents| 00:00 | To work with Microsoft Word you
need to create a new Word document.
| | 00:04 | As we'll see there are several ways to do this.
| | 00:07 | The Document Gallery is the best way to
create a document based on a specific template.
| | 00:11 | If it's not already displaying,
choose File > New from Template or press
| | 00:16 | Shift+Command+P. Browse through the
templates to choose the template that you
| | 00:21 | want to use and select it.
| | 00:22 | So maybe I want to create a
calendar. Maybe I want to use this Photo
| | 00:26 | Calendar option here.
| | 00:28 | You could set options in the side here
including Color scheme. Maybe I want to
| | 00:33 | go with this Color scheme and a Font scheme.
| | 00:36 | When you got the settings the way you wanted,
click Choose and it creates this new document.
| | 00:42 | In this particular case it has a wizard
attached and I can select the month and
| | 00:46 | it will actually change
the dates that are in there.
| | 00:50 | Let's open up the Project Gallery again.
| | 00:53 | If you just want to create a plain
document, select All, then select Word
| | 00:58 | Document, and then click Choose, and
that creates a blank new document.
| | 01:04 | This is based on the Normal template.
| | 01:06 | So of course, there is a quicker
way to create a plain Word Document.
| | 01:10 | Just choose File > New Blank
Document or press Command+N. This opens an
| | 01:16 | empty document window.
| | 01:18 | And finally if you like working with
toolbar buttons, you may find the Create
| | 01:22 | New Word Document button very helpful.
| | 01:24 | That's this menu right here.
| | 01:26 | It enables you to create a new
document for the view that you need to use.
| | 01:31 | Which way is the best way to
create a new Word document?
| | 01:34 | It depends on the kind of
document you want to create.
| | 01:37 | If you want to create a document based
on a specific template, you really can't
| | 01:41 | beat the Document Gallery, but if you
just need to create a quick blank document
| | 01:45 | to start writing, my choice is
Command+N. Choose what works best for you.
| | Collapse this transcript |
| Opening, saving, and closing documents| 00:00 | Once you've created a document you can work
with it like any other file on your computer.
| | 00:05 | You can open existing documents, save
new documents or document you've changed,
| | 00:10 | and close document windows when
you've done working with them.
| | 00:13 | Let's take a closer look. If you already
have a document that's been created and
| | 00:16 | saved on disk, you can either open it by
double-clicking it in the Finder or you
| | 00:21 | can do it from within Word.
| | 00:23 | Just pull down the File menu and choose
Open. You can use this Open dialog, which
| | 00:28 | is very much like any other Open dialog
you've worked within Mac OS, to navigate
| | 00:33 | to the folder containing the item,
| | 00:35 | In this case we're already here.
| | 00:37 | Select the item and then click Open.
| | 00:39 | I want to point out here that Word
supports a wide variety of document types.
| | 00:45 | You can narrow down or expand the list
of documents that appear here by choosing
| | 00:50 | a different option from the Enable pop-up menu.
| | 00:53 | So for example, I can look at All
Readable Documents, I can only look at Word
| | 00:57 | Documents, which would make that Excel
document turn gray, or I can look for Text
| | 01:03 | Files or certain type of Excel Files or
anything like that. I'll leave this set
| | 01:07 | to All Office Documents.
| | 01:10 | If you open an Office file that's not a
Word file, for example this Excel file here,
| | 01:15 | when you click Open, it
offers to open it up in Excel.
| | 01:19 | Now I don't want to do that right now,
but if I did want to open the file I
| | 01:22 | would just click Open in Excel.
| | 01:24 | In this case, I'm going to click Cancel.
| | 01:26 | The Open pop-up menu also gives you an
opportunity to open the file three ways,
| | 01:31 | and that's what this is all about.
| | 01:33 | I can either open the original file,
which would allow me to open it, make
| | 01:37 | changes to it, save it with the same
name or I can open a copy of the file which
| | 01:42 | preserves the original file on disk.
| | 01:45 | If I choose Read Only, that would
force me to save changes as a new file.
| | 01:50 | Normally you'll pick Original. I should
mention here that if you want to open a
| | 01:53 | file that you recently had opened, you
can pull down the File menu, choose Open
| | 01:58 | Recent, and then pick the file that you want.
| | 02:02 | Another way you can do that is to open
up the document gallery by choosing New
| | 02:06 | from Template and you'll see at the
bottom of the list here, here are some files
| | 02:09 | that have been opened recently
and I can pick the one I want.
| | 02:12 | You save a file with the Save As dialog.
When you haven't yet saved a document
| | 02:20 | you can display this dialog
with two different menu commands.
| | 02:23 | You could choose File > Save or press
Command+S, or you could choose File > Save As,
| | 02:29 | Shift+Command+S and that
will open up the Save As dialog.
| | 02:33 | Again, when the document is brand-new, never
been saved, either command will do the same thing.
| | 02:38 | This document has already been saved
so I'm just going to pick Save As to
| | 02:42 | display that dialog.
| | 02:44 | This is a pretty standard Save As dialog.
| | 02:47 | Remember that if you need to expand the
dialog, you can click this triangle.
| | 02:51 | That toggles it between this
expanded view and more collapsed view.
| | 02:55 | Sometimes you need the expanded view to
access the directory's information here.
| | 03:00 | You want to give the file a name and if
you don't want that extension to show,
| | 03:03 | you can click the Hide extension
checkbox and that will hide it. We're going to
| | 03:07 | leave that turned on.
| | 03:08 | Then you'd use the directory portion of
the dialog to choose a location to save
| | 03:12 | the file. You can also specify a file
format. In most cases you can leave it set
| | 03:18 | to Word Document, but you can
choose another format if you like.
| | 03:22 | There are a number of different Word
document formats. For example, Word 97-2004
| | 03:28 | is something you might want to select
if you're going to share this file with a
| | 03:31 | Word user who's using an older version of Word.
| | 03:34 | You can also save it as a template and
if you do, it will automatically change
| | 03:38 | the directory location to where
the template file should be stored.
| | 03:42 | If the document contains macros, you'd
want to choose one of these two options
| | 03:46 | to save the document with the macros,
and later on I'll tell you more about the
| | 03:51 | macro features of Word.
| | 03:52 | Now Word always says "Compatibility check
recommended," and frankly it's kind of bothersome.
| | 03:59 | Basically if you're saving this
document to be used with Word 2011 again,
| | 04:03 | you don't need to check for compatibility.
| | 04:06 | The same goes if the document is
very simple, maybe it just contains some
| | 04:10 | formatted text, but if you need to
hand the document off to someone else,
| | 04:14 | you may want to run the
compatibility check by clicking the button,
| | 04:17 | where it will check the document
and it will tell you if there is any
| | 04:21 | compatibility issues found.
| | 04:23 | It would appear up in this area here.
| | 04:25 | There are no problems with this one, so I can
click OK and then that message is gone away.
| | 04:31 | If you click the Options button, you
can access the Save options for Word and
| | 04:36 | I'll tell you more about that
in the Customizing Word chapter.
| | 04:39 | For now I'm going to just click Cancel.
When you finish setting Options, you'd
| | 04:44 | click Save. Let's do that with this and
what it's telling me here is that this
| | 04:49 | document already exists.
| | 04:51 | Do I want to replace it?
| | 04:52 | That's because I opened up a document
and then I used the Save As dialog.
| | 04:56 | In this case I do want to replace it.
| | 04:59 | A couple of things happens. The first
time you save a document and every time
| | 05:02 | after that, the name of the document
appears up here and also the icon for the
| | 05:07 | document appears kind of bright.
| | 05:09 | Now if there were changes to
this document, that icon would dim.
| | 05:14 | Watch what happens when I
insert a space character here.
| | 05:16 | See how it got dim?
| | 05:18 | That's because it's telling us
that the document has unsaved changes.
| | 05:22 | Now to save changes to the document,
you pull down the File menu and you pick Save.
| | 05:28 | If the document has already been
saved, it's just saved again. It doesn't
| | 05:33 | bother you with the dialog
every single time you save it.
| | 05:36 | You should try to do this frequently as
you work, so you don't lose work in the
| | 05:40 | event of a power failure or a computer crash.
| | 05:42 | Now if you decide you want to save
the document with a new name or a new
| | 05:46 | location, you could choose File > Save As
and that'll force that dialog to appear
| | 05:52 | again. You can then change the name, you
could change the location on your disk,
| | 05:57 | you could change the format, any kind
of changes you need to make here, and
| | 06:00 | there when you click Save,
it would save that file.
| | 06:04 | Keep in mind that when you click Save,
you'll be saving a copy of the original file.
| | 06:08 | The original will not be
changed if you make changes to a new file.
| | 06:14 | When you've finished working with a
file, you can close its document window.
| | 06:18 | You could choose File > Close or press
Command+W or if you prefer, you could just
| | 06:23 | click the Close button on the title bar.
| | 06:26 | If the document has unsaved changes,
a dialog like this appears to warn you.
| | 06:31 | You can then decide what you want to do.
| | 06:33 | If you click Don't Save, it will close
the window without saving your changes.
| | 06:38 | If you click Cancel, it won't close
the window at all and if you click Save,
| | 06:42 | it'll save your changes to
the document and then close it.
| | 06:46 | So in this video, we saw how to
open, save and close documents.
| | 06:51 | With the file related tasks out of the way,
we're ready to get started creating documents with Word.
| | 06:56 | That's up next.
| | Collapse this transcript |
|
|
3. Learning the Basics of Text Entry Entering text| 00:00 | If you're brand-new to Word processing,
you'll likely find the videos in this
| | 00:04 | chapter helpful to learn how to
enter and perform simple edits on text.
| | 00:09 | Along the way, I think you'll learn a
few tips for making the process easier.
| | 00:13 | Let's get started by creating a blank
new document. The quickest way to do
| | 00:17 | that is to choose File > New Blank
Document or press Command+N. Now the
| | 00:22 | document may appear in Draft View or
Print Layout View. You can create and
| | 00:27 | edit it in either view.
| | 00:28 | You can also switch from one view
to the other as often as you like.
| | 00:32 | The first button is Draft View and then
the fourth button is Print Layout View.
| | 00:36 | I'm going to stick with Draft View for now.
| | 00:40 | If you skipped the video about Word's
views and you need to know more about them,
| | 00:43 | be sure to watch that video later.
| | 00:45 | We're going to create a document
that's part of the company's marketing
| | 00:48 | material. It's a first-person
message from the company's owner.
| | 00:53 | For now, we'll just type in a few lines
to get started, so let's start by typing
| | 00:58 | this in. In 1903, my great grandparents...
| | 01:03 | Well you should notice is that the
characters you type appear at the
| | 01:07 | blinking insertion point.
| | 01:09 | That's important to know, especially
if you want to insert text, which we'll
| | 01:13 | do in another video.
| | 01:14 | Now if you're having trouble seeing the
text, you could magnify the view of the
| | 01:18 | Windows contents, without
actually changing the text size.
| | 01:22 | To change the magnification, you just
choose an option from the zoom drop-down list.
| | 01:27 | That's what this is up here.
| | 01:28 | I usually pick 125% for a standard size
font, but let's go to 150% for this example.
| | 01:36 | You can also type a custom percentage
into the text box if you like, and then
| | 01:40 | just press Return or Enter and it
will make it that exact percentage, but
| | 01:45 | we'll stick to 150%.
| | 01:47 | Remember this magnifies the view
without changing the font size.
| | 01:51 | I explain how to change the font size in
the chapter about formatting text characters.
| | 01:56 | Let's keep typing.
| | 02:00 | In 1903, my great grandparents
came to the United States from Italy.
| | 02:07 | Not only did they bring-- Now notice
when the word they didn't fit on the line.
| | 02:11 | It automatically moved to the next line.
| | 02:14 | This is called word wrap and it's an
important feature of word processors.
| | 02:19 | Let's type in a little more.
| | 02:24 | Their recipes for traditional home-
style Italian cooking, but they also
| | 02:31 | brought their knowledge.
| | 02:32 | Well, if you make a mistake while
typing, you can immediately fix it.
| | 02:37 | Just press the Delete key on the
keyboard and it will delete the character
| | 02:40 | immediately to the left of
the blinking insertion point.
| | 02:43 | You can then fix the error. Knowledge of
raising olives for the creation of fine olive oil.
| | 02:56 | When you're finish with a
paragraph, press the Return key.
| | 03:00 | Return inserts a nonprinting character
called a paragraph marker that tells Word
| | 03:04 | you're finished with one
paragraph and want to start another.
| | 03:08 | Paragraph markers are very important
when it comes to paragraph formatting, as
| | 03:12 | I discuss later in this course.
| | 03:14 | I should point out here that, you can
see nonprinting characters like paragraph
| | 03:17 | markers by displaying them.
| | 03:19 | Click the Show all nonprinting
characters button up here on the standard
| | 03:23 | toolbar. Not only will you see the
paragraph marker that you just typed, but
| | 03:28 | you'll also see space characters between
words that look like little tiny blue dots.
| | 03:34 | Other characters including tabs would
also appear, as we'll see in other videos.
| | 03:39 | You can also specify which
nonprinting character should appear by setting
| | 03:43 | options in Word preferences.
| | 03:45 | Choose Word > Preferences or press
Command+Comma, and then in the dialog that appears
| | 03:52 | click the View button.
| | 03:53 | This area here under Nonprinting
characters lets you specify which
| | 03:58 | character should appear.
| | 03:59 | Right now I'm going to leave it set to
All, but if I only wanted to show certain ones,
| | 04:03 | I would just turn on those checkboxes.
| | 04:05 | I'm going to click OK, go back to the document.
| | 04:08 | Of course, you don't have to look at
the nonprinting characters at all.
| | 04:12 | Just click the button to hide them again.
| | 04:15 | Many people use a blank paragraph to add
space between paragraphs. So instead of
| | 04:20 | pressing Return once at the end of a
paragraph, they might press it twice.
| | 04:24 | So I'll press it again, now when you
start typing the next paragraph, there's a
| | 04:28 | blank line between them.
| | 04:31 | We'll type a little bit more.
| | 04:35 | Over several decades, they perfected
the process that now lies at the heart of
| | 04:41 | Two Trees Extra Virgin Olive Oil. Get the idea?
| | 04:47 | This might be a good time to save this document.
| | 04:50 | If you're following along with me,
use the Save command to save it.
| | 04:54 | Just pull down the File menu, pick
Save, or press Command+S, and then in the
| | 04:59 | dialog that appears, choose the folder
you want to save it into and give it a name.
| | 05:06 | I'm just going to name this
Owner Message, and I click Save.
| | 05:13 | We're going to be using various versions
of this document in the next few videos.
| | 05:18 | As you can see, there isn't much
to entering text in a Word document.
| | 05:22 | Just make sure the insertion point is
where you want the text to go, in this
| | 05:26 | case at the very beginning of
a brand-new document, and type.
| | 05:29 | Next we'll look at how
to insert and delete text.
| | Collapse this transcript |
| Inserting and deleting text| 00:00 | The beauty of word processing is
that it's very easy to modify text.
| | 00:05 | Although this course is a whole chapter
devoted to basic text editing, I'll give you a
| | 00:09 | glimpse of what you can do by
showing you how to insert or delete text.
| | 00:13 | Let's suppose you want to insert the word
family before the word recipes in this document.
| | 00:18 | That's this word right here.
| | 00:20 | Because typed text always appears at the
insertion point, you'll need to start by
| | 00:24 | positioning the insertion
point in front of the word recipes.
| | 00:27 | Then there are two main ways to do this.
| | 00:31 | One way is to press the arrow
keys: up, down, left or right.
| | 00:36 | So for example, I need to go up a few
lines, so I'll press the up key a few times,
| | 00:40 | and I need to go to the left a
little bit so I'll press the left arrow
| | 00:45 | key to move over there.
| | 00:47 | This is handy if you're a keyboard
person and you only have to move a few
| | 00:50 | lines or characters.
| | 00:52 | Another way is to use the mouse.
| | 00:55 | You'll want to position the mouse pointer
where you want the insertion point to move.
| | 00:58 | So I want to go right here. As you move
the mouse you'll see that it looks like
| | 01:02 | an I-beam pointer in the document.
| | 01:05 | You put into position and you
click once,. You have to click.
| | 01:09 | If you don't click, the insertion point
won't move and when you click, make sure
| | 01:14 | you don't move the mouse as you're clicking.
| | 01:16 | If you do, you'll actually drag
and you might select some text.
| | 01:20 | So let's click up here again in front of
recipes to position the insertion point
| | 01:24 | where we want to put that word and when
the insertion point is blinking happily
| | 01:28 | where you want to insert the text, type
the text you want to insert. I want to
| | 01:32 | type in the word family.
| | 01:38 | If it's a whole word, be sure to type
any spaces either before or after the word.
| | 01:42 | In this case I
need a space after the word.
| | 01:46 | The word gets inserted with the space. Now
you can use a similar technique to delete text.
| | 01:53 | For example, suppose you want
to remove the word traditional.
| | 01:56 | That's right over here.
| | 01:58 | You can click right after that word,
position the insertion point there, and
| | 02:02 | then you can just press the
delete key on the keyboard.
| | 02:05 | That will delete the characters
immediately to the left of the insertion point.
| | 02:09 | So I'll just keep pressing that until
the word and the space before it is gone.
| | 02:14 | Now that's just one way to delete text.
I show you other ways in the basic
| | 02:18 | text editing chapter.
| | 02:20 | Overall, I find these two techniques
handy for making quick edits as I write,
| | 02:25 | usually to correct typos.
| | 02:27 | For more extensive editing I rely in
the techniques covered in the basic text
| | 02:31 | editing chapter later in the course.
| | Collapse this transcript |
| Using Click and Type to enter text| 00:00 | Click and type offers another
way to enter text into a document.
| | 00:04 | Rather than entering text at the left
margin of the document window in Draft
| | 00:08 | or Print Layout View, you enter the text
exactly where you like in Print Layout View.
| | 00:12 | Let's take a look.
| | 00:14 | We're going to create a brand-new
document by pulling down the File menu,
| | 00:18 | choosing New Blank Document, or pressing
Command+N. Then if necessary, click the
| | 00:24 | Print Layout View button at the bottom
of the window, it's the fourth button
| | 00:27 | here, to switch to that view.
| | 00:30 | You must be in Print
Layout View for this to work.
| | 00:33 | Now, move the mouse pointer
around in the center of the document.
| | 00:36 | You see how the mouse pointer changes.
| | 00:39 | Beside the I-beam, you'll
see a justification icon.
| | 00:43 | On the left over here, it's Left
Justification, in the middle, it's Center
| | 00:48 | Justification, and in the
right it's Right Justification.
| | 00:53 | Now, let's double-click in the
middle of the document and see what happens.
| | 00:58 | The insertion point appears
roughly around where you double-clicked.
| | 01:03 | When you type, the text is
going to be centered there.
| | 01:06 | So we'll give this a try. We'll
type-in Two Trees Olive Oil Company.
| | 01:16 | The text is centered right in
the middle of the document there.
| | 01:19 | Let's try out the Right
Justification farther down in the document.
| | 01:22 | So I'm just going to move the mouse down
here and I get that I-beam pointer with
| | 01:27 | the Right Justification next
to it and I'll double-click.
| | 01:29 | And again, the insertion point
appears roughly where I double-clicked.
| | 01:33 | I'm going to type in Annual Report, 2011.
| | 01:37 | You see how the text is aligned to the right?
| | 01:41 | Now, let's take a closer
look at what Word has done.
| | 01:45 | If nonprinting characters aren't
showing, and they're not showing here, you want
| | 01:49 | to display them by clicking the
Show all nonprinting characters button.
| | 01:53 | So, I'll click that and that'll show
the paragraph marks that Word's inserted.
| | 01:58 | Word didn't just put that
text in the middle there.
| | 02:01 | It inserted a whole bunch of blank paragraphs
to move the insertion point down there for us.
| | 02:07 | After it typed that text in, and it typed
it in with Center Justification, I can
| | 02:12 | tell because when I click in that
paragraph and look up here on the ruler, I can
| | 02:16 | see that it's centered.
| | 02:18 | After it did that, it put in some more
paragraph markers here and then when I
| | 02:23 | double-clicked here,
| | 02:24 | it added a new paragraph
with Right Justification.
| | 02:28 | Now I'll tell you a little bit more
about justification in the chapter about
| | 02:31 | formatting paragraphs.
| | 02:33 | Click and type gives you some
flexibility over how text is positioned in the
| | 02:37 | document window, but it's limited by
the same paragraph structure as any other
| | 02:41 | document created in Draft or Print Layout View.
| | 02:44 | For full control over the position of
text on a page, you need to use text
| | 02:48 | boxes, which I'll cover in a later
video on Word's Publishing Layout View.
| | 02:54 | I should point out here that click and type
can be disabled if you don't want to use it.
| | 02:58 | What you do is you choose Word >
Preferences, and then the Word Preferences
| | 03:04 | dialog that appears, click the Edit button.
| | 03:07 | Down here there's an
option, Enable click and type.
| | 03:10 | You would turn that checkbox off and
click OK, and that will disable the feature.
| | 03:16 | I don't particularly care for this
feature, so I don't use it and I have it
| | 03:19 | disabled in my copy of Word,
but you might find it useful.
| | 03:23 | Give it a try and see for yourself.
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| Inserting symbols and special characters| 00:00 | Word makes it very easy to include symbols
and special characters in your documents.
| | 00:05 | It does this by offering a palette of
symbols that you can browse for the one you want.
| | 00:10 | Let's give this a try by inserting a
trademark symbol in the Owner Message document.
| | 00:14 | Now, since we're inserting a character,
we want to start by positioning the
| | 00:18 | insertion point where the character will go.
| | 00:20 | We're going to put it right after the
word Trees here in the second paragraph.
| | 00:24 | So, I'll just click right after the word Trees.
| | 00:27 | We'll use the Media
Browser to insert the character.
| | 00:30 | If it isn't already showing, click the Show
Media Browser button on the Standard toolbar.
| | 00:35 | That's this button right here.
| | 00:36 | Then in the Media Browser
window, click the Symbols button.
| | 00:40 | Now, the way this works is you can
scroll through this list of symbols to find
| | 00:46 | that one you want, or if you want to
narrow down the list a bit, you can use
| | 00:51 | this menu to choose different options.
| | 00:53 | Currency symbols, fractions.
| | 00:56 | The one we want is a trademark symbol,
and sure enough it's right here under Trade.
| | 01:01 | So the insertion point is in the
document blinking and I'm going to click the
| | 01:05 | trademark symbol once and
it appears in the document.
| | 01:09 | If you've been using Word for a while, you
might be familiar with its old Symbol dialog.
| | 01:14 | You could still use that if you like.
| | 01:17 | Let's take a look at how to open that.
| | 01:19 | Pull down the Insert menu, come down to
Symbol, and choose Advanced Symbol, and
| | 01:26 | that brings up the old dialog.
| | 01:28 | Now, there's two different panes here.
| | 01:30 | There's this Special Characters pane,
which happens to be the one that we want,
| | 01:34 | but there's also a Symbols pane.
| | 01:36 | The Symbols pane gives you access to
a whole bunch of different symbols.
| | 01:39 | What you would do here is you'd either
leave it set to normal text, or you could
| | 01:43 | choose a specific font, and then the
items in here would change accordingly and
| | 01:48 | you would just click the one that you want.
| | 01:52 | In this case, you want special characters.
| | 01:54 | If we wanted to insert another one,
just as an example, I'll just click that to
| | 01:58 | select it and then click the Insert
button and you see we've got a second one
| | 02:02 | there. Because we only
need one so we can delete it.
| | 02:05 | Click right after it, press
the Delete key and it's gone.
| | 02:09 | I should mention here that you can
insert many special characters by
| | 02:13 | simply typing them in.
| | 02:14 | For example, I know from experience
that pressing Option+2 inserts the same
| | 02:19 | trademark symbol we see here.
| | 02:21 | How can you learn special characters?
| | 02:24 | Well, one way is in the Special Characters
pane of the Symbol dialog, which we see here.
| | 02:29 | If you look down here in this
column, it tells you the different
| | 02:31 | keyboard shortcuts.
| | 02:33 | So for Trademark, sure enough it's
Option+2, and as you use these, you'll learn
| | 02:39 | the ones that you use most often.
But if you don't remember, it's no problem.
| | 02:43 | You can always insert it
using one of these two techniques.
| | Collapse this transcript |
|
|
4. Learning the Basics of Text EditingSelecting and editing text| 00:00 | As a writer my favorite part of any
word processor is its editing features.
| | 00:05 | Document text can be removed, added to,
moved around, and changed in a multitude of ways.
| | 00:11 | This makes it possible to fine-tune
your documents to perfection and then
| | 00:14 | fine-tune them again when they
turn out to be not as perfect as you
| | 00:17 | originally thought.
| | 00:18 | But before you can go nuts editing or even
formatting text, you need to know how to select it.
| | 00:24 | Let's look at some techniques
I think you'll find useful in Word.
| | 00:27 | Now as you might expect, Word
supports all the usual ways to select text.
| | 00:33 | For example, you can use your mouse
pointer to drag through text to select it.
| | 00:38 | So you could drag through part of a
word and it selects it. What you might
| | 00:41 | notice here though is if you start in
the middle of a word and you drag through
| | 00:45 | that word, and start going into the next
word, all of a sudden Word selection jumps
| | 00:50 | to select entire words.
| | 00:52 | Selecting entire words is
a default setting in Word.
| | 00:57 | I find it annoying and I am
willing to bet that you will too.
| | 01:00 | So let's go turn that off.
| | 01:02 | Let's go up into the Word menu and
choose Preferences or press Command+Comma.
| | 01:08 | In the Word Preferences window
that appears, click the Edit button.
| | 01:12 | Now the option that we want to turn
off is When selecting, automatically
| | 01:16 | select entire word.
| | 01:18 | Just turn that off and it
won't act like that anymore.
| | 01:21 | While we are in here, let's
look at two other settings.
| | 01:25 | The very first setting, Typing
replaces the selection, which is turned on by
| | 01:29 | default, lets you replace any
selected text with whatever you type.
| | 01:34 | This is pretty standard and you will
probably want to leave it turned on.
| | 01:38 | This setting here, Include paragraph
mark when selecting paragraphs, is also
| | 01:42 | turned on by default.
| | 01:44 | This ensures that the entire
paragraph is selected and this is important
| | 01:49 | because paragraph formatting
is stored in the paragraph mark.
| | 01:52 | I will tell you more about that in the
chapter about basic paragraph formatting,
| | 01:56 | but for now you'll probably want to
leave this checkbox turned on too.
| | 02:00 | So the only change I made was to turn
this option off. I want to save that
| | 02:04 | setting so I will click OK.
| | 02:05 | Then let's go back to this
document and try to select parts of words.
| | 02:10 | I will start in the middle of the
word grandparents and select down to the
| | 02:14 | middle of the word United States and
you'll see that I am selecting just parts
| | 02:18 | of words. It doesn't
automatically select entire words.
| | 02:21 | So now I can select any amount of
text that I like just by dragging.
| | 02:26 | You can also use a technique called Shift+Click.
| | 02:29 | You start by positioning the
insertion point at the beginning of whatever
| | 02:32 | you want to select.
| | 02:33 | So I am going to start up here front
of the word grandparents and then I'm
| | 02:37 | going to hold down the Shift key on the
keyboard and click at the end of what I want to select.
| | 02:42 | So I want to select
through the words United States.
| | 02:44 | I will hold down the Shift key and
click and everything between that first
| | 02:49 | insertion point position and
where I Shift+Clicked gets selected.
| | 02:53 | This technique is called Shift+
Click and it works in most applications.
| | 02:57 | To select a single word, just double-click it.
| | 03:00 | So I've double-clicked that word.
It selects the word and any spaces after it.
| | 03:06 | To select a sentence hold down the
Command key and click the sentence.
| | 03:10 | The trick with this is that you can't
have anything selected when you do this.
| | 03:14 | So I want to click somewhere else
and nothing is selected, then I'll hold
| | 03:17 | down the Command key and I will click in
this sentence and it gets the entire sentence.
| | 03:22 | Again, I'll make sure nothing
selected and I will try up here. Same thing.
| | 03:26 | Not only does it get the entire sentence,
but it gets any punctuation at the end
| | 03:30 | and also any spaces.
| | 03:31 | To select a paragraph, you can
triple-click anywhere in the paragraph.
| | 03:36 | So maybe I want this paragraph selected.
Nothing selected now. Triple-click, one,
| | 03:41 | two, three, so it's all selected.
| | 03:44 | To select the line of text you can
position the mouse pointer in the selection
| | 03:48 | bar to the left of the line.
| | 03:50 | Now the selection bar is this area
here right to the left of the text.
| | 03:54 | You know you are in the selection bar
because your mouse pointer points up and
| | 03:57 | slightly to the right.
| | 03:58 | That's the selection bar.
| | 04:00 | When the mouse pointer is there click once
and you'll select an entire line of text.
| | 04:06 | If you double-click, you'll get the
whole paragraph and if you triple-click
| | 04:09 | you'll get the whole document.
| | 04:13 | Another way to select the whole
document is to pull down the Edit menu
| | 04:16 | and choose Select All or press Command+A,
and that will also select the entire document.
| | 04:23 | If you need to select more than one
block of text at a time, you can select
| | 04:27 | multiple discontinuous blocks.
| | 04:29 | Just select the first block, however
much text you want, hold down the Command key,
| | 04:35 | select another block, and you can
do this as many times as you like and
| | 04:40 | select text all of your document.
| | 04:42 | I am not sure how often you'll use this.
I don't use this technique much at all,
| | 04:47 | but it's good to know in case you need it.
| | 04:49 | There are more ways to select text
but that should be enough for now.
| | 04:53 | I use all of these
techniques as I work with Word.
| | 04:57 | Now once text is selected, you can modify it.
| | 05:00 | This includes deleting it. For example
if I want to scroll down to the end of
| | 05:03 | the document, maybe I want to delete
this whole line, select it, just clicked
| | 05:08 | in the selection bar and
press Delete and it's gone.
| | 05:12 | You can also use this technique
to replace text with other text.
| | 05:15 | Let's scroll back up to the beginning of
the document. So for example, I want to
| | 05:20 | replace the word families with
great-grandparents. So I will start by
| | 05:24 | double-clicking that word to select it
and then type-in the replacement text,
| | 05:30 | and that brings up an important point.
| | 05:32 | As I mentioned in the text entry basics
chapter, when you type you need to know
| | 05:36 | where the blinking insertion point is
because that's where your text will go.
| | 05:40 | I selected the word family and typed
great-grandparents and it replaced that word.
| | 05:45 | Now if there is no blinking insertion
point, that's because text is selected.
| | 05:50 | For example if I just double-click this
word and select it, there is no blinking
| | 05:54 | insertion point right now
because that word is selected.
| | 05:57 | Only when nothing is selected will
there be a blinking insertion point.
| | 06:01 | What happens when text is selected and your= type?
| | 06:04 | Whatever selected is overwritten.
| | 06:05 | So don't be careless in
accidentally overwrite text you wanted to keep.
| | 06:10 | As for selecting text, it's also
important when you use the Copy and Cut
| | 06:14 | commands, which I'll discuss in the next
video, and also when you are formatting text,
| | 06:18 | which I discussed later in this course.
| | 06:21 | So in general, selecting text
is the first step to changing it.
| | 06:25 | I have given you a handful of ways I
find useful for selecting all kinds of text
| | 06:29 | in Word documents. Experiment with
them to see which ones you like best.
| | Collapse this transcript |
| Copying and moving text| 00:00 | Word offers two ways to copy and move text.
| | 00:03 | With the Copy, Cut, and Paste
commands and with drag-and-drop text editing.
| | 00:08 | Let's take a look at how they work.
| | 00:10 | We'll start by looking at the
Copy, Cut, and Paste commands.
| | 00:13 | All three commands work with a part of
Mac OS called the Clipboard, which is a
| | 00:17 | temporary storage space for text, images,
or other content that you put there.
| | 00:22 | The Clipboard holds just one thing at
a time and it holds it there until you
| | 00:26 | either replace it with something
else or shut off your computer.
| | 00:30 | Cut, Copy, and Paste are available in
most Mac OS and even Windows programs.
| | 00:35 | So you should be familiar with them if
you've been using computers for a while.
| | 00:39 | I'll just take you through a few examples.
| | 00:41 | Let's say that you want to copy a sentence
from the end of this document to the beginning.
| | 00:45 | So I am going to scroll down here,
this is the sentence I want to copy.
| | 00:50 | So I will start off by selecting it.
| | 00:52 | I'll hold down the Command key
and click once in the sentence.
| | 00:55 | Now I need to copy this, so I'll go up
to the Edit menu and choose Copy or press
| | 01:01 | Command+C. That copies it to the Clipboard.
| | 01:04 | Now I want to paste this at
the beginning of my document.
| | 01:06 | So I am going to scroll back up to
the beginning of the document and I'm going to
| | 01:10 | click in the beginning right in front of the
letter I and n and I am going to paste it there.
| | 01:15 | So I will pull down the Edit menu and
choose Paste or press Command+V, and that
| | 01:20 | will paste it into the document.
| | 01:22 | Now a Paste Options button
like this one might appear.
| | 01:26 | You can click the arrow to
specify how you want the text pasted in.
| | 01:29 | So if I click this arrow you will see
that I've got three options and they all
| | 01:33 | deal with formatting.
| | 01:35 | I can keep the source formatting, I can
the match the destination formatting, or
| | 01:39 | I can keep just the text.
| | 01:41 | In this particular document it doesn't
matter because everything is formatted at
| | 01:45 | the same way, so it
doesn't matter which one I pick.
| | 01:47 | So I am just going to ignore it for now.
| | 01:49 | But what I don't want to ignore here is
the fact that there is no space between
| | 01:53 | the period and the letter I. Not only do
I want to add some space there but what
| | 01:58 | I really want to do is put that
first sentence on its own paragraph.
| | 02:01 | So I am going to press Return to make
its own paragraph and then to space it
| | 02:06 | out like the rest of the document,
I'll put another Return in there to add
| | 02:09 | another blank line.
| | 02:11 | Now that we have pasted the text
what's in the Clipboard? The same text.
| | 02:16 | Pasting doesn't remove the contents of the
Clipboard. Only copying or cutting replaces
| | 02:20 | the Clipboard contents with a new selection.
| | 02:23 | I can prove this by pasting it
somewhere else, even in another document.
| | 02:27 | So I'll pull down the File menu,
choose New Blank Document or press
| | 02:31 | Command+N, then pull down the Edit
menu and I can select Paste, or press
| | 02:36 | Command+V, and it pastes it in there.
| | 02:39 | So it's still in the Clipboard until
I copy or cut something else there or
| | 02:43 | shut off the computer.
| | 02:44 | Now I don't need this document so I am going
to close it, and I am not going to save it.
| | 02:50 | As you can see though you are not
limited to copy and paste in the same document.
| | 02:55 | This makes it possible to use bits and
pieces of one document in another one.
| | 02:59 | Now back in the sample document we want
to move some text. So I want to select a
| | 03:04 | sentence down here, this one
that starts off with Not to mention.
| | 03:08 | I am going to hold down the Command key,
click in the sentence to select the
| | 03:12 | entire sentence, and this time we want
to move it so we are going to cut it out
| | 03:16 | of the document and then we are going
to paste it back in a different place.
| | 03:20 | It's selected, so I will pull down
the Edit menu, select Cut or I can press
| | 03:25 | Command+X, and that will
cut it out of the document.
| | 03:29 | It's going to remove it from the
document, put it in the Clipboard.
| | 03:33 | Now what I need to do is position the
insertion point where I want it to go,
| | 03:37 | which is right in front of the W in We.
| | 03:40 | So with the insertion point blinking
there I will go back under the Edit menu,
| | 03:44 | I will choose Paste or I could press Command+
V and that will paste it into the document.
| | 03:49 | Now again I am going to ignore that
Paste Options button because I don't really
| | 03:53 | need to do anything with that.
Instead I'll just press the Space to add an
| | 03:57 | additional space there and make
sure it's spaced out properly.
| | 04:00 | Now if you find yourself ignoring the
Paste Option button all the time and you
| | 04:05 | just wish it would never
appear at all, you can disable it.
| | 04:09 | Pull down the Word menu, choose
Preferences, or press Command+Comma.
| | 04:14 | Then select the Edit button and then in
Edit Preferences you will see an option
| | 04:19 | here, Show Paste Options button.
| | 04:21 | If you turn that checkbox off
that won't bother you anymore.
| | 04:25 | I am going to leave it turned on
because you might need it later on, but
| | 04:28 | no matter what you do,
click OK to save your changes.
| | 04:32 | I also want to point out here that
there is a number of buttons on the standard
| | 04:36 | toolbar that you can use
to copy, cut, and paste.
| | 04:39 | Just to make sure they all show I will
select some text. This button here will cut,
| | 04:44 | this one will copy,
and this one will paste.
| | 04:47 | So if you like to click buttons,
Word has got you covered up here.
| | 04:52 | The other way to copy or move text
is with drag-and-drop text editing.
| | 04:56 | You might find this quicker, but it
does require some good mouse skills.
| | 05:00 | Say for example that I want to move
the last sentence in the document to the
| | 05:04 | beginning of its paragraph.
| | 05:06 | So I am going to scroll down here
and it's this sentence right here.
| | 05:10 | I'll Command+Click it to select it and
I want to move it right over here to the
| | 05:14 | beginning of the paragraph.
| | 05:15 | So I put my mouse pointer anywhere in
the selection, press the mouse button down,
| | 05:21 | and the mouse pointer turns into an
arrow and I just drag that up, and as I drag
| | 05:27 | you could see there is an
insertion point moving along with it.
| | 05:30 | When I get it right in front of the
letter W, I am going to release that and
| | 05:34 | what it does is it actually moves the text
by dragging it and dropping it into place.
| | 05:39 | Again I want to ignore Paste Options
and I am going to click right after that
| | 05:43 | period and press the Spacebar to
insert a space to space it out properly.
| | 05:47 | That's how you move text with drag-and-
drop but you can also copy text the same way.
| | 05:53 | Just for an example I am going to copy
that sentence back to its original position.
| | 05:57 | So I'll leave this sentence here
but I'll put a copy back where it was.
| | 06:00 | So I am going to press Command, click in
the sentence to select it, and this time
| | 06:05 | I want to copy it. So to copy with
drag-and-drop you need to hold down the
| | 06:10 | Option key and as you drag what
you'll see is a green plus button.
| | 06:15 | That's telling you that it's being copied.
| | 06:18 | Again drag till you see the insertion
point where you want it to go and then
| | 06:22 | you want to release the mouse button
first and then the Option key, and that'll
| | 06:26 | copy it into place.
| | 06:29 | Now I don't really want it there, so
while it's still selected I am going to
| | 06:32 | press Delete and make it go away.
| | 06:34 | That's the basics of copying and moving text.
| | 06:37 | The Copy and Paste commands work
together to duplicate selected text.
| | 06:41 | The Cut and Paste commands work
together to move selected text, and if
| | 06:45 | you've got good mouse skills, drag
and drop text editing makes it quick and
| | 06:49 | easy to move or copy text.
| | 06:51 | This is yet another instance what
Microsoft Office multiple ways to perform a task.
| | 06:56 | If you are like me you'll use the technique
that works best for you when you need it.
| | Collapse this transcript |
| Using the Scrapbook| 00:00 | Microsoft Office's Scrapbook feature
enables you to save passages of text,
| | 00:04 | pictures, and other content within
Office so you can use it again-and-again.
| | 00:09 | The Scrapbook is shared throughout
Office so you can access any Scrapbook
| | 00:12 | content from any Office application.
| | 00:15 | Now some people confuse the Scrapbook
with the Clipboard, which I discussed
| | 00:19 | in the previous video.
| | 00:20 | They are similar but different.
| | 00:22 | The Clipboard is a feature of Mac OS
that can hold only one copied or cut item
| | 00:26 | at a time and make it
available throughout Mac SO.
| | 00:29 | The Scrapbook is a Microsoft Office
feature that can hold any number of items
| | 00:33 | for as long as you like and make it
available throughout Office applications.
| | 00:37 | Now let's take a look at
how the Scrapbook works.
| | 00:40 | We need to start by displaying the
Scrapbook, which is part of the Toolbox.
| | 00:45 | As you might expect,
there are a few ways to do this.
| | 00:48 | For now, I just choose View > Scrapbook.
| | 00:50 | Now the Scrapbook starts out empty like this.
| | 00:55 | If your Scrapbook has items in it
that's because you or someone else has
| | 00:58 | already stored items there.
| | 01:00 | We will add some text to the Scrapbook.
| | 01:02 | This will be some boilerplate text that
we will use again-and-again in documents.
| | 01:06 | I am going to select the last
paragraph of text in my document.
| | 01:09 | So I will scroll down and I will
triple-click in this paragraph to select it,
| | 01:14 | and then what I need to do is
click the Add button on the Scrapbook.
| | 01:18 | After a moment a thumbnail of the
text appears, along with some information
| | 01:22 | about the text clipping.
| | 01:24 | For example, you could see what file it came
from, when it was added, and how large it is.
| | 01:29 | You can even click a link
to open the original file.
| | 01:32 | Of course this is the original file right here.
| | 01:34 | Now let's add another Scrapbook
item using a different technique.
| | 01:38 | I am going to select the signature
here at the bottom of the document.
| | 01:41 | I've just clicked once to select it
and I'll tell you more about working with
| | 01:44 | images later in the course.
| | 01:47 | This time with my mouse pointer inside
the selected item, I am going to drag it
| | 01:51 | to the Scrapbook window.
| | 01:53 | This little box gets in the window and
the border of the window turns color,
| | 01:57 | I can release the mouse button and
it's pasted into the Scrapbook window.
| | 02:01 | Now you can also add an item
to the Scrapbook from a file.
| | 02:06 | If you click the Add menu here you'll
notice there is a little triangle here.
| | 02:10 | If you click that it displays a menu and
what we want to do here is choose Add File.
| | 02:16 | What that does is, it opens up the
Choose a File window, and then we can use
| | 02:20 | this window to get to the document that we want.
| | 02:24 | So you can go into the Images folder
in the Exercise Files and you can choose
| | 02:28 | an image from here.
| | 02:30 | The one we want is called Logo.png, so
I will select it, it's a preview of it,
| | 02:35 | and when I click Choose,
it gets pasted into the Scrapbook.
| | 02:39 | Now once an item is in the
Scrapbook you can use it in a Word document.
| | 02:42 | Just position your mouse pointer where
you want the item to appear and paste it in.
| | 02:46 | So maybe I'll start a new document with the
boilerplate text I added to the Scrapbook.
| | 02:51 | I create a new document by choosing
File > New Blank Document. My insertion
| | 02:56 | point is right here.
| | 02:57 | That's where I want to paste the text.
| | 02:59 | I will go into the Scrapbook, select
the item I want to paste, and click the
| | 03:03 | Paste button, and that pastes the text in.
| | 03:06 | You also see that there is a Paste
Options button, which you can use to select
| | 03:10 | formatting options. For now
we are just going to ignore that.
| | 03:13 | I should point out here that the Paste
button is also a menu so you can also
| | 03:17 | select options when you paste things in,
and of course the options that appear
| | 03:21 | here depend on the item selected.
| | 03:22 | So you can either just paste it like
we did or if there was some formatting
| | 03:26 | involved and you wanted to strip that out,
you could paste it as plain text, and
| | 03:31 | of course if it's a picture you'd
be able to paste it as a picture.
| | 03:34 | Now if you decide that you never want to
use a Scrapbook item again, you can delete it.
| | 03:38 | Just select the item you want to delete and
either click the Delete button or press Delete.
| | 03:43 | So maybe we don't want use this text
anymore over again. I will select it and
| | 03:48 | again press the Delete key on the
keyboard or click the Delete button.
| | 03:51 | Microsoft Office warns you
clippings will be permanently deleted.
| | 03:55 | We do want to delete that.
| | 03:57 | Now notice it's been deleted from the
Scrapbook but it remains in the document.
| | 04:01 | It's not going to change it in any
document. It will still stay there.
| | 04:05 | The Scrapbook also has some features
to help you organize and find Scrapbook
| | 04:08 | items and that's what these items at
the top of the window and also here at the
| | 04:12 | bottom, the Organize area,
that's what that's all about.
| | 04:15 | Now I'll let you explore that on your own.
| | 04:17 | These options are most useful if you
have a lot of Scrapbook items and you use
| | 04:21 | the Scrapbook feature frequently.
| | 04:23 | So as you can see the Scrapbook is a
great feature for storing text, graphics,
| | 04:27 | and other elements that you use
again-and-again in your Word documents.
| | 04:31 | With a little imagination it can help you be
more productive as you work with Microsoft Word
| | 04:35 | and with the other Office applications.
| | Collapse this transcript |
| Undoing, redoing, and repeating actions| 00:00 | Occasionally you'll perform an action
in Word that you immediately regret.
| | 00:04 | Perhaps you didn't notice that the
third paragraph was selected when you
| | 00:07 | began typing the document conclusion and you
overwrote that third paragraph with new text.
| | 00:12 | Or may be you moved sentences around so
much that even you can't figure out what
| | 00:16 | you were trying to say.
| | 00:17 | Or perhaps you realize that applying a
script font instead of italics to various
| | 00:21 | words throughout your
document was a pretty dumb idea.
| | 00:25 | Fortunately Word, like many other Mac OS
applications, understands what Oops means.
| | 00:30 | It gives you the Undo command, which you
can use to undo something you regret doing.
| | 00:35 | Word also let's you change your mind and
Redo an action that you just undid, and
| | 00:39 | if that isn't enough, Word also enables
you to repeat an action that you liked so
| | 00:44 | much you want to do it again-
and-again. Let's take a look.
| | 00:47 | I am going to start Microsoft Word by
double-clicking the oops document that I
| | 00:51 | created, and that's going to
open up Word and that document.
| | 00:56 | The first thing I want to point out is
that the Undo, Redo, and Repeat commands
| | 01:00 | are not available when you launch
Word by opening a Word document.
| | 01:04 | So for example if I pull down the
Edit menu, you'll see it says Can't Undo,
| | 01:08 | Can't Repeat in there in
gray. You can't do them.
| | 01:11 | The reason you can't do them is that
there is nothing that's been done that can
| | 01:14 | be undone or repeated.
| | 01:16 | Let's do a few things to this
document that I'll later regret.
| | 01:19 | I am going to start by moving things
around here and then maybe I'll make this
| | 01:25 | into a new paragraph and then maybe
I'll take away this parenthetical stuff
| | 01:30 | here and I'll make something underlined,
just by clicking a button up here, and
| | 01:37 | then maybe I'll put this bullet point down at
the very end or in between here. Really mess it up.
| | 01:44 | Now if you pull down the Edit menu, you
will see that the Undo command indicates
| | 01:49 | that you can undo the last thing you did.
| | 01:52 | It says Undo Typing. The last thing I think
I did was to type-in a Return, so I can
| | 01:56 | choose Undo Typing or press Command+Z
and it will undo the last thing I did,
| | 02:01 | which of course was to type-in a
Return, so it'd close this thing back up.
| | 02:05 | If you pull down that menu again you can see
that you can undo the thing you did before that.
| | 02:11 | So, last thing I did was to move
something. Again if I choose Undo Move or press
| | 02:15 | Command+Z, it's always going to be
Command+Z, it will undo that last move.
| | 02:21 | I also want to point out that you
can use the Undo toolbar button to undo
| | 02:25 | multiple actions at once.
| | 02:26 | This is Undo, this is Redo. I am going
to pull down the Undo menu and you could
| | 02:31 | see that there are several items there.
I can undo the last item and the item
| | 02:36 | before that and the item before that and
the item before that, and if I undo all
| | 02:41 | those things it's going to bring me
right back to where I was when I started,
| | 02:44 | because I've basically undone everything.
| | 02:47 | If I pull down the Edit menu, there's
nothing else to undo. I am back to the beginning.
| | 02:51 | Now let's say we really didn't want to
undo that last thing. We can redo it.
| | 02:57 | So I am going to pull down the Edit
menu and choose Redo Move. It's going to
| | 03:02 | redo the first thing I did
which was to move that text.
| | 03:06 | You can also do that again to redo
another thing that you've undone.
| | 03:10 | Remember it's redo the actual thing
will change, typing in this case, but it
| | 03:14 | will always be Command+Y and then I'll
add those extra paragraphs that I put in
| | 03:18 | here and again there is also a Redo
menu that allows you to redo multiple.
| | 03:24 | So if I wanted to get it just as messed
up as it was when I stopped messing with it,
| | 03:29 | I could go all the
way over here and do that.
| | 03:31 | I am not going to do that now though.
| | 03:35 | Now throughout this exercise we
haven't really seen the Repeat command.
| | 03:38 | That's because we haven't really
done anything that we can repeat.
| | 03:41 | So what I'll do here is I'll select
this word and I'll make it bold. I am just
| | 03:45 | going to click the Bold button here.
I will talk more about formatting text
| | 03:48 | later in this course. And say I like
doing that so much that I want to repeat it,
| | 03:53 | I want to do it again.
| | 03:55 | So I can select this next word here,
pull down the Edit menu and now I could
| | 03:59 | pick Repeat Bold, and that's also
Command+Y. Now the reason I don't have Redo
| | 04:05 | here is because the last thing I did
was not to redo. The last thing I did was
| | 04:09 | to actually do something.
| | 04:10 | So I can either undo it or repeat it.
I will repeat it and you can see this word
| | 04:15 | turns bold and I can do that again if I like.
| | 04:19 | Now this might not be the best example of
using Repeat but it does show Repeat in action.
| | 04:23 | I actually use it quite a bit
when I am working with Word.
| | 04:25 | Now that just about sums
up Undo, Redo, and Repeat.
| | 04:30 | If you are like me, you'll likely use
the Undo command a lot more than you'd
| | 04:34 | probably want to admit.
| | Collapse this transcript |
| Finding and replacing text| 00:00 | The Find and Replace feature of a word
processor makes it easy to find text and
| | 00:04 | optionally replace it with other text.
| | 00:07 | Word's Find and Replace feature, which
was reworked for Word 2011, is extremely
| | 00:12 | powerful and flexible making it easy
to find and replace not only text but
| | 00:17 | formatting in your documents.
| | 00:19 | Let's explore how this feature works.
| | 00:22 | Now, in my example I've got the word
e-tailer and e-tailers reused repeatedly.
| | 00:28 | You could see it down here, for
example e-tailer, and the bosses decided that
| | 00:33 | they don't like that word and they want
to replace it with the phrase "electronic
| | 00:37 | retailer" or "electronic retailers."
| | 00:39 | So what I am going to do is I'll get
started by choosing Edit > Find, and then Find.
| | 00:47 | Now what happens is it looks like it hasn't
really done anything but in reality it has.
| | 00:52 | This positioned the insertion point up
here in this spotlight search box and I
| | 00:56 | do want to point out we really didn't
need to use that command to get up here.
| | 01:00 | We could have just clicked up here.
| | 01:01 | So I am going to type in the word e-
tailer. which you can see right there. and
| | 01:08 | that's the word I want to search for
and as I started typing you may have
| | 01:12 | noticed text was being selected in the document.
| | 01:15 | So all the instances of e-tailer
throughout the document are now selected.
| | 01:19 | There is another one over there.
| | 01:22 | Now clicking the Spotlight menu
displays two different options.
| | 01:26 | I can either List Matches in the
Sidebar or choose Replace. Let's first start
| | 01:31 | off by listing the matches in the sidebar.
| | 01:34 | So what you can see is it went
through the document and it found all these
| | 01:37 | different occurrences and I can
click on any of them and go right to it.
| | 01:41 | What I really want to do though is I
want to replace that word with another word.
| | 01:46 | So I am going to click this little
triangle here and that will expand the
| | 01:49 | Find and Replace box.
| | 01:51 | I can see the word I found right here
and what I want to do is I want to replace
| | 01:55 | it with electronic retailer.
| | 01:57 | So I will type that in.
| | 02:02 | Now the Actions menu, which you see
right here, offers a few other options.
| | 02:07 | Whole Word Only will only find
the word if it's a whole word.
| | 02:12 | Now we don't want to do that because
we want to find e-tailer as well as
| | 02:15 | e-tailers with an s at the end,
so we will leave that turned off.
| | 02:19 | Ignore Case will find either upper
or lower e-tailer, which is fine.
| | 02:25 | Sounds Like will find homonyms, which
there aren't any for this, and All Word
| | 02:30 | Forms would find words that include s
at the end or ing or ed and its different
| | 02:37 | forms of the same word.
| | 02:38 | In our particular case this wouldn't
work because you can't have anything but
| | 02:42 | text characters in the word.
| | 02:44 | Now we have a hyphen, so we'd leave
this set just the way it is right here.
| | 02:47 | I have already found them all, so what
I can do is I can click Replace and it
| | 02:54 | will replace the one that was selected, and
it will automatically move onto the next one.
| | 02:58 | So, this is the next one. If I click
Replace it will replace that one and move
| | 03:03 | on again and as you could see
this list of matches is getting
| | 03:06 | smaller and smaller because every
time I replace one it's being removed.
| | 03:10 | Now if I didn't want to remove these
one at a time, if I just wanted to get
| | 03:14 | rid of them all at once, I can click
Replace All and it takes care of it all at once.
| | 03:19 | Now there is no more matches because
there is no more instances of e-tailer here
| | 03:24 | and it's all completed.
| | 03:25 | Now you might be relieved to know that
if you click the Replace All button and
| | 03:29 | immediately regret it, Undo is there to save you.
| | 03:32 | Just pull down the Edit menu, choose
Undo Replace All, and it will bring the
| | 03:37 | words back. To highlight them again,
you will just need to click Find and
| | 03:40 | you will see them all.
| | 03:41 | Those are the ones that we replaced all at once.
| | 03:43 | It's not the ones that we started with.
| | 03:45 | Now if you've been using Word for a
while you probably realize that everything
| | 03:49 | we've seen so far is brand-new in Word 2011.
| | 03:52 | If you prefer to use the old Find
and Replace dialog you could open it by
| | 03:57 | choosing Edit > Find > Advanced Find
and Replace, and that brings up the old
| | 04:03 | Find and Replace dialog, you click
the Replace button to expand it and if
| | 04:08 | you wanted more options you can
click this disclosure triangle here to
| | 04:12 | expand the dialog, and this gives
you access to a few more features for
| | 04:16 | using Find and Replace.
| | 04:18 | Now as we've seen here, Word 2011
puts its Find and Replace features right
| | 04:23 | inside the document window through the
use of Mac OS Spotlight style searching
| | 04:27 | and a Find and Replace pane in the sidebar.
| | 04:29 | Although you could still use this
old Find and Replace dialog for Basic
| | 04:33 | and Advanced searching, the sidebar
does make it easier to edit with Find and Replace.
| | Collapse this transcript |
|
|
5. Formatting Text CharactersFont formatting basics| 00:00 | Microsoft Word offers a wide range of
text formatting options that you can use
| | 00:05 | to make your documents
more interesting and readable.
| | 00:08 | The most basic is font or character formatting.
| | 00:11 | Character formatting applies to
individual characters of text.
| | 00:15 | Basic examples include Bold, Italic,
Underline, and Font Color, but there are a lot more.
| | 00:21 | Let's take a look at some examples.
| | 00:23 | Now I've created this document that has
some examples in it and I will just go
| | 00:27 | through it and discuss what each one is.
| | 00:30 | The first example here on the top is the font.
| | 00:33 | A font is the typeface used to
display characters and I am showing three
| | 00:38 | different examples here.
| | 00:39 | I've got Cambria, Bankgothic, and
Papyrus, and you could see that each one
| | 00:44 | looks very different.
| | 00:46 | Font style is the appearance of font characters.
| | 00:49 | By default you'll probably use Regular or Roman.
| | 00:52 | Roman and Regular are pretty much used
interchangeably, but you might also use
| | 00:56 | Italic, Bold and Bold Italic.
| | 01:00 | Size is the size of
characters expressed in points.
| | 01:03 | A point is one 72nd of an inch.
| | 01:06 | So 72 points would equal a whole inch.
| | 01:09 | In most cases you'll probably use a font size
in your documents of around 12, maybe 11 or 10.
| | 01:15 | It really depends on the font.
| | 01:17 | In these examples here I've got 12 point,
18 point, and 28 point and you can
| | 01:24 | see that they are very different in size.
| | 01:27 | Next we have got font color and
that's the color of font characters.
| | 01:31 | Most of your text will be black but you
could also make it blue or even purple.
| | 01:36 | You can actually make any color that
Word supports and Word supports pretty
| | 01:39 | much the full spectrum.
| | 01:41 | Scroll down a little bit,
bring these up to the top.
| | 01:46 | Next section is text highlight and that's
highlight color applied to text characters.
| | 01:52 | Think of this as an actual highlighter,
a fat yellow pen that you can highlight
| | 01:56 | text in a document, and we've got colors
of yellow and green here as examples but
| | 02:01 | it does support other highlight colors.
| | 02:04 | Underline is one or more lines beneath
characters and by default, it's a single
| | 02:09 | underline like this first one
that goes under all the characters.
| | 02:12 | You can also have words only underline,
which only underlines the words, a
| | 02:17 | double underline, which has two lines
underneath, and a dashed underline and
| | 02:22 | Word supports even more underline formats.
| | 02:25 | These are just four of them.
| | 02:26 | Once you have got an underline, you
can then set the underline color and
| | 02:31 | again by default it will be black but you
can make it green or you can even make it red.
| | 02:36 | Any color you like.
| | 02:38 | Effects are special effects that
change the appearance of characters.
| | 02:42 | The first example here is Strikethrough,
the next one is Superscript and the
| | 02:47 | next one is Small Caps.
| | 02:49 | As you see Superscript not only
raises the text characters but it also
| | 02:53 | makes them smaller.
| | 02:55 | Next we have got scale, which is
the horizontal size of characters.
| | 02:59 | The first example is 100%, the next
example is 75%, which makes the characters
| | 03:05 | kind of squished together, and then
the last example is 150%, which stretches
| | 03:11 | the characters apart.
| | 03:12 | We will scroll down some
more, get the last bunch.
| | 03:17 | Spacing determines the amount of space
between characters and your options are
| | 03:21 | Normal, which is normal spacing.
| | 03:24 | There is Condensed, which
squishes the characters together.
| | 03:26 | There's less space between
characters, and then there is Expanded and in
| | 03:31 | this case it's expanded also by
just one point and that makes the
| | 03:34 | characters way wider apart.
| | 03:37 | Again the same font size, just different spacing.
| | 03:41 | Position determines the location of
the text in relation to the baseline.
| | 03:45 | Now the baseline is an
invisible line that characters sit on.
| | 03:48 | So it doesn't really show up here but
the second example is raised by five
| | 03:53 | points and the next
example is lowered by two points.
| | 03:56 | If you could see that invisible
baseline you would see that the characters are
| | 04:00 | raised above it or descended
below it in these two second examples.
| | 04:05 | Kerning determines how certain letter
combinations fit together and the most
| | 04:09 | commonly used example are the
characters W A, uppercase W A. In this first
| | 04:15 | example, the W ends and the A begins.
| | 04:18 | There is no additional
or closed-in spacing here.
| | 04:21 | But in the second example which has
Kerning turned on the W and the A are
| | 04:26 | kerned so the A kind of comes in an
underneath the upstroke of the W and that's Kerning.
| | 04:33 | It's really important in topography
but in using Microsoft Word for general
| | 04:37 | document creation, you are probably not going
to have to use this too often, if at all.
| | 04:43 | Finally, we have text effects and
those are other more advanced effects for
| | 04:46 | applying to text characters and
there are two example shown here.
| | 04:50 | Text shadow, which is very subtle.
| | 04:53 | There is a shadow to this text here,
and text reflection, which is kind of cool.
| | 04:57 | It's reflecting the text back
as if it's sitting on a mirror.
| | 05:01 | These are just two examples.
| | 05:02 | There is a lot of
different examples for text effect.
| | 05:05 | Text effects work best on large
characters, the kinds of things that you put in
| | 05:10 | headings and also maybe on fliers or
bulletins that you are creating with Word.
| | 05:16 | Now properly formatting your documents
can make them more readable by drawing
| | 05:20 | the eye to headings and emphasizing
text through the use of bold or italics.
| | 05:24 | Now I have two examples behind
this document that I want to show you.
| | 05:28 | In one case, I've called Font
Formatting -OK and the other one is Font
| | 05:32 | Formatting -BAD and I hope you agree.
| | 05:34 | As you work with font formatting remember
that more is not usually better. This is more.
| | 05:40 | It's not really better.
| | 05:41 | In fact the more font formatting
you use in your documents, the less
| | 05:44 | professional they are likely to look.
| | 05:46 | A basic rule of thumb is to stick to
one or two fonts, perhaps one for body
| | 05:51 | text and another for headings, and I
call this the one or two rule and it
| | 05:55 | would probably also work well for other
formatting options including colors, sizes, and effects.
| | 06:02 | If your document is for an
organization, you might also consider using
| | 06:05 | organization fonts and colors.
| | 06:08 | So for example if your company uses
this particular shade of green in a lot of
| | 06:12 | it's marketing material, you might want
to use it for headings and other text in
| | 06:15 | your documents to really stress
the branding for your company.
| | 06:20 | If you take nothing else from this
video, let it be this. Don't overdo text
| | 06:24 | formatting in your documents.
Don't make stuff like this.
| | 06:27 | Now the way I see it there are two
ways to apply font formatting in your
| | 06:32 | documents and I'll create a blank new
document to take a look at how this works.
| | 06:36 | This is just the mechanics of applying it.
| | 06:38 | I will make it a little larger so you can see.
| | 06:41 | One way is to apply font formatting as you type.
| | 06:44 | For example, you are typing along and you
decide that you want the next word to be bold.
| | 06:49 | So let's do that.
| | 06:50 | So I've typed in here is an example
with and the next word I want it to be bold.
| | 06:55 | So I am sitting on my keyboard. I may
as well as use the keyboard shortcut for
| | 06:58 | Bold, which is Command+B. So I have pressed
that. It's basically turned on bold formatting.
| | 07:05 | I could type in the word bold and it's bold.
| | 07:08 | Now I am done using bold so
I want to turn it back off.
| | 07:11 | I will press Command+B again, and the next
thing I type will not be bold, like that.
| | 07:17 | That's one way to do it.
| | 07:19 | Another way to do it is to apply font
formatting after you type and this is
| | 07:24 | basically what I do.
| | 07:25 | I do formatting after writing
and editing the document text.
| | 07:29 | So in that case the text would already
be typed and once it's typed, I would
| | 07:34 | select the word I want to format,
in this case the word bold, and I can
| | 07:38 | either use a toolbar button or the
shortcut key or any other technique to
| | 07:42 | apply the bold formatting.
| | 07:44 | The method you choose
depends on which method you prefer.
| | 07:47 | I prefer type first and then format
but you might prefer it the other way.
| | 07:52 | One thing I do want to point out is
that if you format some text and then
| | 07:55 | attempt to insert some new text right
after it or before it, that text might
| | 07:59 | be formatted the same way.
| | 08:01 | So for example, if I wanted to put in
the word font after the word bold here,
| | 08:05 | my blinking insertion point is there,
I am all ready to insert the text and when I
| | 08:10 | type it it's also gets to be bold.
| | 08:12 | The reason is because the font
formatting was carried forward with that new word.
| | 08:16 | If I didn't want it to be bold, I would
have to select it and basically turn off
| | 08:20 | the bold font formatting, like that.
| | 08:24 | This is a common thing that you'll run
into with Microsoft Word. I just wanted you
| | 08:27 | to be aware how it works.
| | 08:29 | As far as actually applying the
formatting, that depends on the type of
| | 08:33 | formatting you want to apply
and the technique you prefer.
| | 08:36 | Some commonly used formats such as
Bold or Underlined can be applied with
| | 08:40 | toolbar buttons, shortcut keys, or a dialog.
| | 08:43 | Less commonly used font formatting
such as Character Position could only be
| | 08:48 | applied with a dialog.
| | 08:50 | That's the basics of font formatting.
| | 08:52 | Throughout the rest of the videos in
this chapter, I'll explain exactly how to
| | 08:55 | access and apply various font
formatting in your documents.
| | Collapse this transcript |
| Applying font formatting| 00:01 | Word offers a number of
ways to format font characters.
| | 00:04 | Let's take a look at how you can apply
font formatting using tools on Word's
| | 00:08 | Ribbon and corresponding shortcut keys.
| | 00:11 | Now, if it's not already showing,
click the Home tab on the Ribbon to
| | 00:15 | display it's options.
| | 00:16 | These are the Home tab options.
| | 00:18 | You'll see that the first groups of
buttons and drop-down lists are labeled Font.
| | 00:23 | That's these right in here.
| | 00:25 | They allow you to apply font
formatting to selected text.
| | 00:28 | Now we are going to start by
formatting the heading at the top of the
| | 00:32 | document with a different font and size, and
you can use these two menus here to do the trick.
| | 00:39 | First, you need to select
the text you want to format.
| | 00:41 | So I've clicked out here in the
selection bar to select this entire first line.
| | 00:46 | Now, you'd apply the font formatting.
| | 00:49 | First, pull down the Font menu and
you'll see a list of all the fonts that are
| | 00:53 | available on your system and your
system may differ from this one.
| | 00:56 | You could scroll down and see all the fonts
and there is really a lot of them in here.
| | 01:01 | I should also point out that a lot of
these have submenus where you could choose
| | 01:05 | different versions of the same font.
| | 01:08 | The font we are going to apply right
now is called Academy Engraved LET.
| | 01:11 | So I'll select that and you could see
that the text automatically changes.
| | 01:16 | Now, we also want to
change the size of this font.
| | 01:19 | It's a heading, so we want it to be bigger.
| | 01:21 | So, I am going to pull down this menu
here for font size and I am going to
| | 01:25 | choose from this menu 18 and
that's going to make it a lot bigger.
| | 01:29 | Now, because the Font and Font Size
menus are drop-down lists you could also
| | 01:34 | type directly into them.
| | 01:36 | Suppose for example that you
want to assign a font size of 25 for
| | 01:40 | this particular text.
| | 01:41 | If you look at the menu, that's just not on here.
| | 01:44 | Now, you can click in the text box at
the top of the field and type in the
| | 01:48 | number you want, 25, press
Return and the size happens.
| | 01:53 | Now, the next two buttons will
increase or decrease the font size.
| | 01:57 | The first one increases the font size.
| | 02:00 | It's an arrow pointing up.
| | 02:01 | If I click that, makes it
bigger, keep making it bigger.
| | 02:05 | The second one will decrease the font
size and again I can click it multiple
| | 02:09 | times and it will decrease it.
| | 02:10 | Maybe I want to stop it around 22.
| | 02:12 | Now, there is also a menu here to
change the case of font characters.
| | 02:18 | Strictly speaking, this is not
formatting since it's actually changing the
| | 02:22 | characters that have been typed in.
| | 02:24 | The options here are Sentence case,
which the first letter be capitalized and
| | 02:29 | the rest of them would not be.
| | 02:30 | Lowercase makes all lowercase,
UPPERCASE makes it all uppercase, Title Case
| | 02:36 | makes the first letter of every word
uppercase and the rest lowercase, and tOGGLE
| | 02:41 | cASE reverses the cases.
| | 02:43 | So a lowercase would become UPPERCASE
and UPPERCASE would become lowercase.
| | 02:47 | So, you can use this to quickly
change the case of text characters.
| | 02:52 | On the second row we've got some style buttons.
| | 02:54 | We've got Bold, Italic, Underline,
Strikethrough, Superscript, and Subscript.
| | 03:02 | Clicking each button toggles it on or off.
| | 03:04 | So for example if I want to make
something bold, it's already selected, click
| | 03:09 | Bold and that turns on bold formatting.
| | 03:12 | You notice that the button becomes a dark gray.
| | 03:14 | Now, some options can be applied
together. For example you can have text
| | 03:19 | that's bold and italic.
| | 03:21 | But other options are mutually exclusive.
| | 03:23 | For example, you can have text that's a
Superscript and a Subscript at the same time.
| | 03:28 | You can only have one or the other.
| | 03:30 | I don't want either one.
So I am going to turn that off.
| | 03:33 | The Underline button is really a menu
that you can use to choose the type of
| | 03:36 | underline that you want.
| | 03:38 | So, if I pull this down I can see the
different underline options available to me.
| | 03:43 | The underline that you select becomes the
default underline when you click the button.
| | 03:47 | So if I decide I want a dashed underline,
from now on every time I click the
| | 03:52 | Underline button in this document
it's a dashed underline that I get.
| | 03:56 | If I change it again to something
else, maybe a regular underline, now that
| | 04:01 | becomes a default underline.
| | 04:03 | Many of these options also have
shortcut keys. For example Command+B for bold,
| | 04:08 | Command+I for italic, Command+U for underline.
| | 04:12 | I explained how you can create a table
of word commands and their shortcut keys
| | 04:16 | in the chapter about customizing Word.
| | 04:19 | These next two buttons here change the
font color and the font highlight color.
| | 04:24 | You would click the button to
apply the currently displayed color.
| | 04:27 | So I'll go back to this text here.
| | 04:29 | The currently displayed color is black.
So if I click it, nothing is going to happen.
| | 04:34 | But I can use this menu to display a
list of theme colors and standard colors
| | 04:39 | and if I select a color here, maybe
this dark green, it applies to the text.
| | 04:44 | If I decided I want a color that's not
shown here, I can click More Colors and
| | 04:49 | that displays a standard Colors dialog
using the Mac OS interface and you've got
| | 04:54 | different color pickers, crayons, and the
spectrum and other options that you can
| | 04:59 | use to choose a color.
| | 05:00 | You'd just click the color you want to use
to select it and click OK and it's applied.
| | 05:05 | Now, that becomes the default color, so
any other text that I select and click
| | 05:10 | the Color button turns that color.
| | 05:13 | Again, you can always change that.
| | 05:15 | The highlight button is also a menu.
| | 05:17 | It offers a lot fewer options.
| | 05:19 | You could select the text you want to
highlight, choose a color from it, it
| | 05:24 | applies it to the text.
| | 05:25 | If you want to go back to the way it
was, select it again and then choose None
| | 05:29 | and that removes the color from it.
| | 05:31 | The Text Effects button is really a
menu and it lets you apply more advanced
| | 05:35 | text effects to selected characters.
| | 05:38 | If I click it, it displays as a
menu and you can select different
| | 05:41 | predefined options or use different
menus and submenus on here to fine-tune
| | 05:47 | the way it appears.
| | 05:48 | So, let me select this to
try it out. Go back in here.
| | 05:52 | Let's try one of these predefined options.
| | 05:54 | Maybe this one here and you could see it
applied that formatting to it, which is
| | 05:58 | actually pretty ugly.
| | 06:00 | If I pull that down, I can choose a
different option from there and if I want to
| | 06:06 | fine-tune that, I could
apply Glow for example to it.
| | 06:09 | It seems like no matter what I do
it just makes it look worse and worse.
| | 06:14 | While you might this a lot of fun, just
remember my advice about using too much
| | 06:19 | formatting in your documents.
| | 06:21 | Text effects are best used sparingly
and most often for documents designed as
| | 06:25 | flyers or signs or things like that.
| | 06:28 | The last button, the only one I haven't
spoken about yet, is this one right here
| | 06:32 | and that will get you out of trouble.
| | 06:34 | It's Clear Formatting and whatever text
is selected if you click that button it
| | 06:39 | will remove the formatting from it.
| | 06:41 | So, if you make something really ugly and
you can't figure out how to get out of it,
| | 06:44 | just click this button to clear all the
formatting out and you can start again.
| | 06:48 | So, as you've seen here most formatting
options are available on the Ribbon's Home tab.
| | 06:55 | Use menus and buttons to apply
formatting or toggle formatting options on or off.
| | 07:00 | Remember, the changes you make
apply to whatever text is selected.
| | 07:03 | So, make sure you have the
right text selected before you apply
| | 07:06 | formatting changes.
| | 07:08 | Next up, we'll look at what's
available in the Font dialog.
| | Collapse this transcript |
| Using the Font dialog| 00:01 | Another way to format font
characters is with the Font dialog.
| | 00:04 | Just select the text you want to
format, open the Font dialog, make the
| | 00:09 | formatting selections you want,
and click OK. Let's take a look.
| | 00:14 | We are going to start by selecting the
first line of the document, which we want
| | 00:17 | format as the title.
| | 00:20 | Rather than apply individual changes
using the Ribbon, we'll open the Font
| | 00:24 | dialog and apply a bunch of changes at once.
| | 00:27 | So pull down the Format menu, choose
Font, or you could press Command+D. Now
| | 00:32 | as you can see, most of the options available in
the Font section of the Ribbon are listed here.
| | 00:38 | We've got Font, Font style, Size, Font color,
Underline style and even a few of the effects.
| | 00:46 | But there are a few other options.
For example if you apply an underline, you can
| | 00:51 | also select the underline color.
| | 00:53 | So, for example if I go with the
double underline here, I could pick an
| | 00:57 | underline color, maybe this dark color red.
| | 01:01 | There are also a few other effects
options including Double strikethrough, Small
| | 01:06 | caps, All caps and Hidden.
| | 01:09 | Hidden is something you're not
likely to use much because it makes the
| | 01:12 | characters invisible.
| | 01:13 | Although you can see them if you have not
printing characters turned on in your document.
| | 01:17 | What you may notice is that the Preview
area shows the selected text and what it
| | 01:22 | will look like with your
formatting selections applied.
| | 01:25 | This helps prevent surprises.
| | 01:28 | The Advanced pane of the Font
formatting dialog offers additional, more
| | 01:32 | advanced formatting options.
| | 01:33 | For example, you could change the
scale of characters as well as their
| | 01:38 | spacing or position.
| | 01:39 | The way these two options work is you
choose an option from the menu and then
| | 01:43 | you enter measurements in here.
| | 01:45 | You can use little arrows or you
could just type in a value if you like.
| | 01:50 | Again, you could see the effect
of all your changes down here.
| | 01:53 | Let's leave that as Normal.
| | 01:56 | For certain fonts, you might also
be able to play around with advanced
| | 01:59 | topography options that include the
use of special ligature characters and
| | 02:03 | number related options.
| | 02:05 | This is way beyond the needs of most
Word users, but there are options here
| | 02:09 | for it if you need it.
| | 02:11 | Clicking the Text Effect button gives
you access to the same kinds of settings
| | 02:15 | the Ribbon offered for applying
text effects to font characters.
| | 02:19 | You'd select the different categories of
changes here and then set options in the window.
| | 02:25 | So, for example I can turn on the shadow,
I can make it just red color, I can
| | 02:30 | now add the glow, maybe this purple
color and add a reflection, and set a
| | 02:36 | different options for it.
| | 02:38 | Maybe just slide this, that,
and the other thing. There you go.
| | 02:41 | When I click OK, what you'll see is the
Preview area does not show the change,
| | 02:49 | but if I click OK, it will
make a change in the document.
| | 02:54 | Remember you've always Undo if you
create something that you really don't like.
| | 02:58 | So, I am going to undo that.
| | 02:59 | Let's go back into that dialog.
| | 03:02 | Now, there is one other feature in the
Font dialog that you might find useful
| | 03:07 | and that's the Default button.
| | 03:09 | When you click this button, Word asks
if you want to change the default font to
| | 03:13 | have the settings you specified in the dialog.
| | 03:16 | This is an extremely powerful option,
because it will change the default font
| | 03:19 | for all documents based in the Normal template.
| | 03:22 | When would you use this?
| | 03:24 | Well, suppose your company always uses 12
point Times New Roman font for all its documents.
| | 03:30 | That's not Word's default font, but if
you selected some text and then set it
| | 03:35 | to those font options...
| | 03:36 | We'll go to Font here.
| | 03:38 | I'll find Times New Roman,
which is kind of near the bottom.
| | 03:43 | Times New Roman and it's 12
points already. So that's all set.
| | 03:47 | If I click Default, I get this dialog here.
| | 03:51 | If I click Yes, I change the default
font in all new documents based on the
| | 03:56 | Normal template from that point forward.
| | 03:59 | So, basically I would say it's no
longer Cambria. Now it's Times New Roman.
| | 04:03 | If I want to do that I would click Yes.
| | 04:06 | I don't want to do that.
| | 04:07 | So I am going to click No here.
| | 04:08 | But keep this in mind if you ever
do want to change the default font.
| | 04:12 | So what we've seen in this lesson is
that the Font dialog offers most of the
| | 04:16 | options you'd find on Word's Ribbon for
formatting text characters along with a few others.
| | 04:21 | The preview area makes it easy to see
what selected text will look like with
| | 04:25 | formatting options applied.
| | 04:27 | The Default button is a powerful tool
for changing the default font for all
| | 04:31 | documents you create with the
normal template in the future.
| | Collapse this transcript |
| Formatting with the Find and Replace dialog| 00:01 | Another more advanced way to format
text is with the Find and Replace dialog.
| | 00:06 | You can instruct Word to find text
you specify and replace that text
| | 00:10 | with formatted text.
| | 00:11 | This is probably not something you do
every day but it definitely has its uses.
| | 00:16 | Say for example that Two Trees Olive
Oil Company always displays its company
| | 00:21 | name in bold, olive green,
Calibri font, small caps.
| | 00:26 | It will be much easier to let Word
find all occurrences of Two Trees in the
| | 00:30 | document and format it for us.
| | 00:32 | So, let's give that a try.
| | 00:35 | We'll start by pulling down the Edit menu,
| | 00:37 | going down to Find, and then
choosing Advanced Find and Replace.
| | 00:43 | That brings up the Find and Replace dialog.
| | 00:46 | Click the Replace button and then click
this disclosure triangle to expand the
| | 00:51 | dialog so it looks like this.
| | 00:52 | Now, the first thing we want to do
is tell it what text to find and what
| | 00:57 | to replace it with.
| | 00:58 | That's going to be the
same in both of these boxes.
| | 01:01 | This is the words Two Trees.
| | 01:02 | Now, be sure to enter the text
exactly as it would appear. In this instance
| | 01:08 | it's title case, T T.
| | 01:11 | We want to find just the company name so
we'll also turn on the Match Case checkbox.
| | 01:17 | That will make sure that it
only finds it if it's capital Ts.
| | 01:20 | We don't want to find instances of the
word Two Trees if it's not the company name.
| | 01:25 | Now, click in the Replace With box,
position the insertion point there, and what
| | 01:30 | we need to do is tell it what
font formatting we want to apply.
| | 01:34 | So, come down to Replace and under
the Format pop-up menu choose Font.
| | 01:39 | That displays the Replace Font dialog
and it works just like the Font dialog
| | 01:44 | that you would use to format text.
| | 01:47 | So what we want to do here is select
the font, which is Calibri, the font style,
| | 01:52 | which is bold. The size we'll leave blank.
| | 01:55 | We do want the font color, which is a
dark green. We don't need an underline or
| | 02:00 | an underline color but we do want Small caps.
| | 02:04 | Now, it's vital that you
don't make any other changes.
| | 02:07 | Doing so will apply other font
formatting options. For example if you were it to
| | 02:12 | enter font size up in here, that size
would also be applied even if the font is
| | 02:17 | already sized differently
from the rest of the text.
| | 02:20 | The blank selections and dashes in
the checkboxes indicate that kind of
| | 02:25 | formatting will not be touched.
| | 02:27 | When you're all finished with the dialog
click the Ok button and you see that the
| | 02:32 | formatting options you specified
appear beneath the Replace with box.
| | 02:36 | So this is what's going to be replaced.
| | 02:38 | Now, you can replace these one at a
time, as I discuss in the chapter about
| | 02:43 | editing text, but in this case we'll
just replace them all at once by clicking
| | 02:47 | the Replace All button.
| | 02:48 | So, I'll click that.
| | 02:50 | It's telling us it's made 3
replacements. I'll click OK.
| | 02:53 | Now, we can move this dialog aside so
we can actually see the replacements and
| | 02:59 | sure enough here's one of them right here and
if you scroll down you should see other ones.
| | 03:03 | Here is one right here and there is
a third one in here right at the top.
| | 03:08 | Now, this is just a simple example
of how Find and Replace can be used to
| | 03:13 | format document text.
| | 03:15 | We changed font formatting but you
could also change other kinds of formatting
| | 03:19 | including paragraph, tabs, and styles,
which are covered in the chapters about
| | 03:23 | paragraph formatting and styles.
| | 03:26 | I do want to mention that you might
want to remove formatting options from the
| | 03:29 | Replace with box so you could perform
another Find and Replace without them.
| | 03:34 | Pull down the Edit menu, choose Find >
Advanced Find and Replace to display that box.
| | 03:41 | In the Replace tab click in that
field and choose No Formatting.
| | 03:46 | That removes all the
formatting options from this.
| | 03:50 | The settings in the Find and Replace
dialog are retained when you close the
| | 03:53 | dialog until you quit Word.
| | 03:55 | So it's a good idea to remove things
like formatting from here so you don't
| | 03:59 | accidentally reformat the next
time you use Find and Replace.
| | Collapse this transcript |
|
|
6. Formatting ParagraphsParagraph formatting basics| 00:00 | Paragraph formatting works a lot
like font formatting but with a twist.
| | 00:04 | It's applied to entire paragraphs of text.
| | 00:08 | Here is a quick rundown with examples
of some of the paragraph formatting you
| | 00:11 | might want to apply in your Word documents.
| | 00:14 | I've got them all laid out here in this
document and I'll start off with Alignment.
| | 00:18 | Alignment is the position of text
between the left and right indents and
| | 00:23 | I've got four examples here. This is Left
aligned, Centered, Right aligned and Justified.
| | 00:30 | When it says Left aligned its showing
here that this text is aligned to get to
| | 00:35 | the left side of the indent and
that's normal alignment in Word.
| | 00:39 | If you look over on this side you'll
see that the edges are kind of ragged.
| | 00:43 | The words are not aligned up here. They're
just left to end wherever they need to end.
| | 00:48 | In Center there's really no alignment.
| | 00:51 | It's centered in between so the edges
are ragged on both sides, you can see that here.
| | 00:55 | especially on this line here. It's
just short because it's centered right in
| | 00:59 | the middle and then over
here it's exactly the same.
| | 01:01 | It's a mirror image, basically, of the
other side that's because it's centered.
| | 01:06 | In this example, it's right aligned so
its aligned on the right edge and the
| | 01:10 | ragged edges are on this side,
especially on this last line because it's really,
| | 01:14 | really short and then in this
final example it's Justified.
| | 01:19 | Justified means full aligned, aligned
on both sides, and sure enough you can see
| | 01:24 | that this line here is aligned
and this side here is aligned.
| | 01:28 | Now what I want to point out is when
you use full justification or justified
| | 01:33 | text the way it makes it justified is
it adds additional spaces between words
| | 01:38 | where it needs to just stretch the
whole thing out. If you look at the word
| | 01:42 | spacing on the second line and you
compare it to the word spacing on the fourth
| | 01:46 | line, you'll see that there is a lot of
extra space in here whereas in this line
| | 01:51 | here it's pretty tight.
| | 01:52 | The thing to remember about this is
if you use full alignment or a full
| | 01:56 | justified text in narrow columns
like you might find it a newspaper or
| | 02:01 | magazine, if you've got long words you could
make some awkward looking breaks between words.
| | 02:07 | So just keep a lookout for that.
| | 02:09 | Let's go down to next example in
the next page and that's indentation.
| | 02:14 | Indentation is the amount of
space between the text and the margin.
| | 02:18 | So in this first example here, this
paragraph has indentation set with all lines
| | 02:23 | flush with the margins.
| | 02:25 | In other words, it's not indented at all.
| | 02:27 | Now this second paragraph here has a 1/2
inch of indentation on the first line only.
| | 02:33 | That means on the left side, this side
here, there is a half an inch of space on
| | 02:37 | this first line but all the other
lines go right out to the margin.
| | 02:42 | In this next example,
it's got a 1/2 inch hanging indent.
| | 02:45 | A hanging indent is when the first
line hangs out to the left more than the
| | 02:50 | remaining lines, so there's this one
goes right up to the margin where these are
| | 02:54 | indented a half an inch.
| | 02:57 | In this next example here it's also a
1/2 inch hanging indent but the difference
| | 03:01 | here is that we've put a bullet
character out at the hanging indent and then
| | 03:05 | used the Tab to move in.
| | 03:08 | When you set up a hanging indent with
Word, Word automatically puts in a tab
| | 03:12 | stop to align it up with the
rest of the text in the paragraph.
| | 03:15 | So if you type in a bullet, you press
Tab, it is going to automatically align
| | 03:19 | you up with the rest the text.
| | 03:21 | In this last example here, it's got
1-inch indentation from both the left and
| | 03:26 | the right sides, so there's an inch of
space right here on the left and there is
| | 03:30 | an inch of space right here on the right.
| | 03:33 | This is commonly used for quotes in a
document or to set off text within the
| | 03:37 | document from other text in that document.
| | 03:40 | Next up, we've got paragraph spacing.
| | 03:43 | Paragraph spacing is the amount of
space between the top or bottom of the
| | 03:47 | paragraph and the previous or next paragraph.
| | 03:51 | So what I have got here are four
paragraphs total, after this first one.
| | 03:55 | This one here has Normal spacing and
this one here has Normal spacing.
| | 04:00 | This one here has paragraph spacing
with 18 points of space above it but no
| | 04:06 | additional space below it, so there's 18
points of space in this area right here.
| | 04:10 | And then this paragraph here has 4
points of spacing after it but no additional
| | 04:15 | spacing above it, so again there's
no additional spacing between these two
| | 04:19 | paragraphs but there is
4 points of spacing here.
| | 04:24 | People commonly use paragraph
spacing to have additional space between
| | 04:28 | paragraphs, without pressing Return to
get that extra blank paragraph. So you
| | 04:32 | can get the spacing without the blank paragraph.
| | 04:36 | We'll scroll down to the
next one, which is Line Spacing.
| | 04:39 | Line spacing is the amount of space
between the baseline of one line of text and
| | 04:43 | the baseline of the next.
| | 04:45 | Some examples here. This is single
spacing, which is the default spacing in
| | 04:49 | Word, this is 1 1/2 line spacing, so
there's a half of a line height of blank
| | 04:55 | area between these two lines. This is
double spaced. That means there is a full
| | 05:00 | empty line of space in between.
| | 05:04 | These last two paragraphs have
special spacing, custom line spacing.
| | 05:08 | This first one has custom line
spacing of at least 22 points.
| | 05:13 | Now it's says at least 22 points.
The text size is set to 12 points for most of
| | 05:18 | the paragraph but there is
some text you with 36 point text.
| | 05:22 | Now because this is set to at least 22
points, Word has put 22 points of spacing
| | 05:28 | between the baselines but when it gets
to this text here, what it has done is it
| | 05:33 | has increased the line
height to accommodate the text.
| | 05:36 | This paragraph is setup a little differently.
| | 05:39 | Instead of having at least 22
points, it has exactly 22 points.
| | 05:44 | So you get the same kind of line
spacing here but in this particular area where
| | 05:48 | the font size is set to 36, Word is
not going to increase the line height to
| | 05:53 | accommodate it. You told Word
that you wanted exactly 22 points.
| | 05:57 | So in that case, it's not making the
change and it's cutting off the top of the text.
| | 06:02 | So that the difference
between Exactly any At least.
| | 06:07 | And finally, I want to talk about
list formats and these are bulleted or
| | 06:12 | numbered paragraphs of text.
| | 06:14 | Word does this automatically for us
with a bulleted list, a numbered list and
| | 06:20 | then in this case it's a
multilevel bulleted list.
| | 06:23 | In each case, these are separate
paragraphs of text and Word has created
| | 06:28 | hanging indent formats.
| | 06:30 | So that it looks like a nice and
neatly formatted bulleted list or numbered list,
| | 06:34 | and in this multilevel format
you've got different bullets for each level.
| | 06:38 | There is also a three
levels in this example here.
| | 06:41 | So back up to the beginning of this document.
| | 06:45 | I do want to mention that tabs are another type of paragraph
formatting but they're involved enough to get their own chapter.
| | 06:51 | So I'll cover them in later videos.
| | 06:53 | But because paragraph formatting is
applied to paragraphs of text,
| | 06:57 | it's important to know where
a paragraph begins and ends.
| | 07:00 | That's why it's a good idea to work with
non-printing characters displayed while
| | 07:04 | dealing with paragraph formatting.
| | 07:06 | So I am going to turn that on by
clicking this button to up here in the toolbar.
| | 07:10 | What that does now is it
shows me the paragraph markers.
| | 07:14 | A paragraph ends at a paragraph marker.
| | 07:17 | That's where you press
Return at the end of a paragraph.
| | 07:20 | In this document, we have lots of
paragraphs, including some empty ones.
| | 07:24 | So this first line is a paragraph, here
is an empty one, another line, a paragraph,
| | 07:29 | empty, a longer paragraph, you get the idea.
| | 07:32 | Now you can apply paragraph formatting
the same way you apply font formatting,
| | 07:37 | either as you type or after typing.
| | 07:40 | Let's take a look at how this works by
opening up a new document and typing some text.
| | 07:45 | I want to start off this document with a
heading and I what that heading to be centered.
| | 07:49 | So, what I'll well do is I'll click the
Centered button on the Ribbon and that
| | 07:53 | automatically move the insertion point
to the middle. Makes Centered formatting
| | 07:57 | here and I'll type in some
text that will be centered.
| | 07:59 | Now If you recall, when I'm
applying font formatting, I can turn off a
| | 08:06 | formatting option to continue
typing without it but you got to remember
| | 08:09 | that's for individual characters
of text. Right now I am formatting
| | 08:13 | paragraphs. If I click the Left align
button now what it will do as it will
| | 08:17 | affect the entire paragraph so I can't
do this because I'll be turning it off
| | 08:22 | for the current paragraph.
| | 08:23 | Instead, I've got to press Return to
end that paragraph and go to the next
| | 08:28 | paragraph and then if I want this
paragraph to not be centered, I can use that
| | 08:33 | Left align button and type in some more text.
| | 08:36 | Now the other way to format paragraphs
is to do so after they've been typed.
| | 08:42 | What you need to do is just select the
paragraph and apply the formatting but I
| | 08:46 | want to point out that it's not
necessary to select the entire paragraph, if you
| | 08:50 | only want to format one paragraph.
I can click anywhere in that paragraph and
| | 08:55 | then make the change I want and it'll
apply to the whole entire paragraph.
| | 08:59 | So I am going to click the Right align
button just as an example and you'll see
| | 09:02 | it shifts out to the right.
| | 09:04 | Now if I want to apply paragraph
formatting to multiple paragraphs I have to
| | 09:08 | select them. I can either select the
entire paragraphs by just dragging right
| | 09:12 | through them or if I want to I can
select part of one and part of the next.
| | 09:17 | As long as something in that paragraph is
selected, the entire paragraph will be
| | 09:21 | formatted with the change.
| | 09:23 | So, for example, I've got half of this
half of that, I can click this button
| | 09:27 | here and they're both reformatted.
| | 09:29 | Now, in the following videos we'll
take a closer look at the different kinds
| | 09:33 | of paragraph formatting that you can
apply with Word's Ribbon, Ruler and the
| | 09:37 | Paragraph dialog.
| | Collapse this transcript |
| Setting justification and line spacing| 00:00 | Justification and line spacing are two
very basic types of formatting options
| | 00:05 | that can be easily applied with Word's Ribbon.
| | 00:07 | You can find their buttons and
menu in the paragraph area right here.
| | 00:11 | This is Justification.
| | 00:12 | This is Line spacing.
| | 00:14 | Let's take a look at how these work.
| | 00:16 | I want to start out by
applying a few alignment changes.
| | 00:20 | The document heading needs to be centered.
| | 00:22 | I can do this by positioning the
insertion point anywhere at all in this
| | 00:25 | paragraph, which is right here at the
beginning, and then click the Center
| | 00:29 | button and that centers the whole paragraph.
| | 00:33 | Next, I want to right align the
signature lines at the bottom of the document.
| | 00:36 | So, I am going to go down to the bottom
of the document, select those lines, and
| | 00:41 | we'll click the Right align button and
this isn't exactly what I had in mind but
| | 00:46 | this is right aligned and it doesn't
look bad so I'll let it go for now.
| | 00:50 | Let's also try justifying the
text in the rest of the document.
| | 00:52 | So, I am going to select this text, all the
text here, and I'll click the Justify button.
| | 01:00 | What that does is it spreads the text
in each line out to the indents and adds
| | 01:05 | additional spacing between characters
so that they line up on both the left
| | 01:09 | and the right side.
| | 01:10 | Now, this is a very formal look.
| | 01:12 | It's not really what I want
so I am going to turn it off.
| | 01:14 | If I click that button again
it will restore to the way it was.
| | 01:18 | But if you like that style you
could always leave it turned on.
| | 01:22 | Next, let's work a little bit with the
line spacing in the body of the document.
| | 01:26 | I think it looks too tight.
| | 01:28 | With the text still selected, I am going to
choose an option for the Line Spacing menu.
| | 01:32 | Maybe I'll try 1.5 here and what that
does is it adds additional space and
| | 01:38 | it does space it out.
| | 01:39 | But if you scroll down I can see
that it pushed me to the next page.
| | 01:43 | I don't want that so I am
going to try another option here.
| | 01:46 | I'll pick 1.15 and see what that
does. And that keeps us on one page.
| | 01:51 | It does look a lot better.
| | 01:53 | I do want to point out that you
could pick Line Spacing Options here.
| | 01:56 | That'll open the Paragraph dialog.
| | 01:58 | You'll be able to use that to set a more
precise number and we'll do that in another video.
| | 02:03 | Now, as you can see it's pretty easy to
use Word's Ribbon to apply alignment and
| | 02:07 | line spacing options to selected paragraphs.
| | 02:11 | Just be sure to select the paragraph
you want to format before using the button
| | 02:14 | or menu to make the change.
| | Collapse this transcript |
| Indenting paragraphs| 00:00 | Paragraph indentation determines the
amount of space between a paragraph's text
| | 00:05 | and the document margin.
| | 00:06 | By default, paragraph indentation is
set at the left and right margins for all lines
| | 00:11 | but you could change it if you need to.
| | 00:13 | One way to set paragraph
indentation is with the ruler.
| | 00:17 | If the ruler isn't showing in
your document you could display it by
| | 00:20 | choosing View > Ruler.
| | 00:23 | You should see a checkmark
next to it if it's displayed.
| | 00:25 | Now, it's already here. You could
see it at the top of the document.
| | 00:29 | We'll start by reviewing a document
with indentation already set and then we'll
| | 00:34 | set indentation in the sample document.
| | 00:36 | So, what I am going to do is I'll
position the insertion point in each paragraph
| | 00:40 | and then you can look in the ruler to
see how the indentation markers are set.
| | 00:44 | This first paragraph doesn't have
any special indentation setting.
| | 00:48 | If you look at the ruler you could see
that there are three indentation markers,
| | 00:52 | this upper one, lower one, and the one
on the side here and they're all set
| | 00:56 | exactly at the margin.
| | 00:57 | The margins where the blue ends and the
gray begin. So blue here and gray here.
| | 01:03 | The next example, I'll click in that, has one
half inch indentation on the first line only.
| | 01:09 | Now, look at the way the indentation
markers are set up here on the ruler.
| | 01:12 | The top marker on the left
is shifted a half an inch.
| | 01:16 | Now, watch what happens when I drag this.
| | 01:18 | You see how the text moves.
| | 01:21 | The top marker corresponds
to the first line of text.
| | 01:26 | This next example has a hanging indent.
| | 01:29 | Notice that the bottom marker on the left is
positioned a half inch in from the left side.
| | 01:34 | Remember the top marker
is the first line of text.
| | 01:37 | The bottom marker is the
remaining lines of text.
| | 01:40 | I can drag either marker to
change the way this looks.
| | 01:43 | So, if I drag this one, it moves the top line.
| | 01:46 | If I drag this one here,
it removes the remaining lines.
| | 01:51 | The next example here is the same but
it uses a bullet character and a tab.
| | 01:55 | You could see the tab, the
bullet character right here.
| | 01:59 | Word automatically creates a tab stop at
the position of the indentation marker.
| | 02:03 | So if I type in the bullet and I press Tab
it'll automatically move me out to this indent.
| | 02:09 | In the last example, both the
left and right indentations are set.
| | 02:13 | You could see that right up here.
| | 02:15 | All of these markers are set
and this marker is set as well.
| | 02:17 | I can drag either one in or out to
change it. Same thing on this side.
| | 02:23 | If I drag the bottom marker it'll move
all of them. If I drag the top marker it
| | 02:29 | will just move the top one. If I drag
the middle one to grab it, right, I got just
| | 02:34 | a hanging indent marker.
| | 02:35 | I want to point out that sometimes it's
tough to grab just the right marker here,
| | 02:40 | especially if you using a trackpad.
| | 02:42 | If you grab the wrong one, for example
maybe I'm trying to grab the middle one
| | 02:46 | and I missed it, I got the bottom one,
| | 02:48 | I could always move the top one out.
| | 02:50 | It's a lot easier to grab the top
one sometimes than the middle one.
| | 02:53 | Now, let's make some
changes in our sample document.
| | 02:56 | I am going to close this, not save
changes, and I got the sample document open here.
| | 03:02 | First thing we want to do is indent the
first line of each paragraph by a quarter inch.
| | 03:07 | So I am going to select the paragraphs
of text, right down to here, and I'm going
| | 03:12 | to drag the top marker in a
quarter inch, so right around there.
| | 03:17 | All the selected paragraphs get indented.
| | 03:20 | Next, we are going to use indentation
instead of justification for the signature area.
| | 03:25 | Instead of having it right aligned,
we are going to have it indented.
| | 03:29 | So I want to select all that, bring it
back to left aligned, and then with these
| | 03:35 | paragraphs still selected what I want
to do is I want to grab this left indent
| | 03:39 | marker, the bottom one, and drag it and
they should all move together and I'll
| | 03:44 | bring it into about
three and see how that looks.
| | 03:47 | Now, there are two more buttons on the
ribbon that you might find useful,
| | 03:51 | the Decrease Indent and
the Increase Indent buttons.
| | 03:54 | You can find those two right up here.
| | 03:56 | So, if I decide and wanted it maybe a
little more to the left I can decrease
| | 04:00 | the indent and that shifts it over half an
inch of time to the left. Or maybe I want it more.
| | 04:06 | I can click this button here and
then I'll indent it more this way.
| | 04:09 | That's a little bit too much
because I got a little word wrap going on
| | 04:12 | here, which I don't want.
| | 04:13 | So, what I'll do is I'll
bring it back out to where it was.
| | 04:16 | So, in this video we got a good look
at how the ruler's indentation markers
| | 04:20 | work and we got a little practice putting
them to work to set indentation in our document.
| | 04:25 | Keep in mind that indentation can also
be set within the Paragraph dialog, which
| | 04:29 | we'll look at later in this chapter.
| | 04:31 | Indentation is also
automatically set by Word's list features.
| | 04:35 | We'll look at that next.
| | Collapse this transcript |
| Using list formats| 00:00 | Bulleted and numbered lists are a common
component of many documents. While it's
| | 00:05 | possible to create your own lists using
Word's indentation feature and manually
| | 00:09 | inserting bullets or numbers,
| | 00:11 | Word's list feature automates
much of the process for you.
| | 00:14 | It even keeps track of numbers when you insert
or delete numbered list items. Let's take a look.
| | 00:20 | In this example we have a list of products
that we would like to display as a bulleted list.
| | 00:24 | All we need to do is select the
paragraphs that are part of the list, like this,
| | 00:28 | just drag right through it, and click
the Bulleted List button right here, and
| | 00:33 | instantaneously it becomes a bulleted list.
| | 00:36 | Now there are a few things that you
can do to fine-tune your bulleted list.
| | 00:40 | First of all you can choose the
different bullet style from the menu.
| | 00:44 | So I am going to make sure that's
selected again, then I'm going to come up to
| | 00:47 | the Bulleted List button, and you'll
see that there is a menu with different
| | 00:51 | options that we can use.
| | 00:52 | So maybe I like this bullet
instead. A little fancier looking bullet.
| | 00:57 | You can also define a specific bullet
style. So if I choose Define New Bullet,
| | 01:02 | it brings up the Customize Bulleted
List button, and I could choose one of the
| | 01:06 | bullets that are in here or I could
choose Font and then choose a bullet
| | 01:10 | character within the font, or I
could use the Symbol dialog to choose a
| | 01:15 | different bullet, maybe I want one of
these little boxes, or if I click Picture
| | 01:20 | it'll take you into a folder on the hard
drive where there are different picture
| | 01:23 | files that are good for bullets.
| | 01:25 | So maybe I like the red swirl. It kind of
looks little funky southwestern, and then
| | 01:30 | that will become my bullet.
| | 01:31 | When I make the changes in here,
I can click OK and they're applied.
| | 01:36 | That also becomes the default bullet.
| | 01:38 | So if I created another bulleted list
and I apply it, it will default to this.
| | 01:42 | It I'd have to change it if I
didn't want to look like this.
| | 01:45 | Now if you decide that you want a
numbered lists instead of a bulleted list,
| | 01:49 | you can click the numbered list button in
the ruler, so we'll do that, and just like
| | 01:54 | that, all of the bullets become numbers.
| | 01:57 | What's neat about this is if I
rearrange this list, what will happen is that it
| | 02:02 | will automatically renumber these things.
| | 02:04 | So for example, if I decide that the
Jalapeno-infused Extra Virgin Olive Oil
| | 02:10 | should really be right before the
Rosemary item I can just drag it up, or I could
| | 02:15 | do copy and paste, either away, and
I've just dragged it up before that.
| | 02:19 | It was number 6. Now its number 4,
and everything under it has been renumbered, and
| | 02:24 | that's a really cool feature.
| | 02:25 | If you're creating this list manually
and typing in the numbers, you'd have to
| | 02:29 | go back in there and retype all the numbers.
| | 02:31 | Now you can also choose different
number formats from the menu. So if I pull
| | 02:36 | down this menu here, you'll see that
I've got numbers, numbers with parenthesis,
| | 02:39 | roman numerals, letters, anything that I like.
| | 02:44 | So maybe I'd like to go
with letters for some reason.
| | 02:46 | What I've done here is I've only had
one selected so it only change that one.
| | 02:50 | Let's undo that, make sure they are
all selected and then try that again, go
| | 02:56 | with the letters, and there they are all changed.
| | 03:00 | Word also supports multilevellLists, and
our document might be a good candidate.
| | 03:05 | Let's start off with making sure that the
whole document is selected, which it is,
| | 03:09 | the whole list, and then I'll come up
to this menu here and it's the Multilevel
| | 03:13 | List menu and I can choose
one of the list options on here.
| | 03:17 | So for example maybe I like this one
here. I'll select it and what is done
| | 03:22 | is first of all it has changed it
back into a bulleted list using this
| | 03:26 | particular character.
| | 03:28 | Now in order to have a multilevel
list, I need to make it multilevel.
| | 03:32 | So what I am going to do is, I am going
to add another paragraph above Mandarin.
| | 03:35 | I have positioned an insertion point
there, I am going to press Return to get
| | 03:40 | my new paragraph, then I'll go back up
to that first line and enter an upper
| | 03:44 | level heading item.
| | 03:46 | So I am going to put in Fruit-infused Oils.
| | 03:51 | Now the next couple of items under that
are fruit-infused oils, so I want them
| | 03:55 | indented under there.
| | 03:57 | So I am going to click in front of
Mandarin-infused with the insertion point
| | 04:00 | there and then press Tab, and what
that's done is it has moved it into a
| | 04:04 | lower level heading or a lower level item and
indent it with using a different bullet point.
| | 04:11 | I could do the same thing for Lemon
and you'll see the same thing happens.
| | 04:15 | And maybe I want to basically do the
same thing for Herb-infused Oils, so I'll
| | 04:19 | just add another line there, type that
in, and then I can tab in to make each of
| | 04:26 | these items go underneath of it.
| | 04:28 | So now I have got a multilevel list.
| | 04:32 | Now if you don't like the looks of one or
more bullet points, you can customize them.
| | 04:36 | Let's select all this. I am going to
pull down the Multilevel List menu and I
| | 04:42 | am going to pick to Define New Multilevel List.
| | 04:46 | What this does is it lets me come
up with a new list, so I can have the
| | 04:50 | different level numbers, select the
level numbers here, choose the format, so
| | 04:55 | maybe I want that first bullet to look
like this little squiggly thing here, and
| | 05:00 | then I can go to level 2 and maybe
I want that to look like this one here.
| | 05:05 | I've only got two levels, so that's all I need.
| | 05:07 | I can click OK and that
applies the change that I just made.
| | 05:11 | This custom list is now added to the
document so that if I've create another
| | 05:15 | list somewhere else, I could choose
it from this menu. It's right here.
| | 05:19 | It's also right down here.
| | 05:21 | So if I have multiple lists in this
document, I can ensure consistency by just
| | 05:25 | choosing the format from the menu.
| | 05:28 | So as you can see Word's list formatting
feature is not only powerful but flexible.
| | 05:33 | Making a list of paragraphs into a
bulleted or numbered list is as easy as
| | 05:37 | selecting list items and clicking a button.
| | Collapse this transcript |
| Setting paragraph formatting options| 00:00 | So far we have used the Ribbon's
paragraph options to apply various formatting
| | 00:05 | to paragraphs of text.
| | 00:06 | But Word's Paragraph dialog offers all these
options and more all in one place. Let's take a look.
| | 00:13 | To open the dialog pull down the
Format menu, choose Paragraph or press
| | 00:18 | Option+Command+M. The dialog looks like this.
| | 00:22 | It's split into two panes. The first
pane is called Indents and Spacing and
| | 00:27 | it covers a bunch of options available on the
Ribbon. Alignment, Indentation and Line Spacing.
| | 00:33 | Alignment is pretty straightforward.
| | 00:35 | You just use a pop-up menu to
choose the option that you want.
| | 00:39 | Indentation lets you specify exact
measurements from left and right indentation.
| | 00:44 | You would put them in this box.
| | 00:47 | You could also use a pop-up menu to
determine whether you want first line or
| | 00:51 | hanging line indentation.
| | 00:53 | So this affects the first line of the paragraph.
| | 00:55 | First line would indent the first line
by the amount that you specify in here or
| | 01:00 | Hanging would affect the other lines
in the paragraph, leaving the first line
| | 01:04 | out in the margin and that will
affect it by that amount here.
| | 01:07 | These again are the amount of spacing
for the remaining lines of the paragraph
| | 01:12 | on the left and also on the right side.
| | 01:15 | If you're not sure what you are
doing in here, you can always set this,
| | 01:18 | accept it by clicking OK, and then look
at the way it looks on the ruler and
| | 01:22 | make adjustments there.
| | 01:24 | Line spacing also lets you enter
exact measurements. You could choose an
| | 01:28 | option from the pop-up menu and then
for some options, for example Multiple,
| | 01:33 | you can enter a value in here.
If I left it set to this, it would be triple
| | 01:36 | line space or you could set for Exact,
At least, Double line space, one and a
| | 01:42 | half lines, whatever you like.
| | 01:45 | Spacing before and after enables you to
set the amount of space in points before
| | 01:50 | and after each paragraph.
| | 01:52 | While many people put space between
paragraphs by simply including empty paragraphs,
| | 01:57 | using this option instead enables
you to specify an exact measurement
| | 02:01 | for paragraph spacing.
| | 02:03 | This check box down here enables you to
turn off this option if the formatting
| | 02:07 | is applied to multiple consecutive
paragraphs with the same style applied.
| | 02:11 | You may or may not find this useful.
| | 02:13 | Now we will take a look at how this
paragraph spacing option works in a moment.
| | 02:18 | The Line and Page Break tab
enables you to specify how automatic
| | 02:22 | pagination should occur.
| | 02:24 | Widow/Orphan control prevents a single
line or a single word from appearing at
| | 02:29 | the top or bottom of the page and
this option is turned on by default.
| | 02:33 | Keep lines together forces all lines of the
paragraph to stay together on the same page.
| | 02:38 | This is a good option to apply the
headings that are too long to fit on one page.
| | 02:43 | Keep with next forces the paragraph to
appear in the same page as the paragraph
| | 02:47 | after it. In other words there
can't be a page break between them.
| | 02:51 | This is also a good option to set for headings.
| | 02:54 | You wouldn't want a heading to
appear at the bottom of page by itself.
| | 02:58 | Page break before forces the page
break before the start of the paragraph
| | 03:02 | and you can use this option if you want the
paragraph to start at the top of the page.
| | 03:06 | These other two options, Suppress line
numbers and Don't hyphenate, work with line
| | 03:11 | numbering and hyphenation, which
are beyond the scope of this course.
| | 03:14 | Now let's go back and make
some changes to our document.
| | 03:18 | Right now the document set up with an
empty paragraph between each paragraph of text.
| | 03:24 | We want to change that so we could put
exactly 8 points between each paragraph.
| | 03:28 | We also want to change the line spacing
to add more space between lines, while
| | 03:32 | keeping all the text on one page.
| | 03:34 | We will start off by deleting these
extra blank paragraphs. So I am going to
| | 03:39 | select each paragraph marker and press
Delete and that will get rid of them.
| | 03:43 | Scroll down and get all of these.
| | 03:46 | Now we want to select all the
paragraphs we want to format, which are basically
| | 03:50 | the body paragraphs of this document.
| | 03:52 | We pull down the Format menu, choose
Paragraph, or press Option+Command+M to
| | 03:58 | display the Paragraph dialog and we
want the Indents and Spacing tabs, so make
| | 04:02 | sure you click that one.
| | 04:03 | What we want to do first is put eight
points of space after each paragraph.
| | 04:09 | So I select this number here, I will
type in 8. Just keep in mind you can also
| | 04:13 | use these little arrows if you like.
| | 04:15 | Now I want the number 8,
so I need to type it in.
| | 04:19 | Next from the Line Spacing menu we
are going to choose 1.5 lines. Click OK.
| | 04:25 | Now this looks pretty good, but what
we're seeing here is that it spread on to
| | 04:30 | two pages and we don't want that, so
we will try another option. Choose Format,
| | 04:35 | Paragraph and this time we will
pick Multiple and we will type in 1.3.
| | 04:41 | When we click OK, close it up a little bit,
and you'll see that it now all fit someone page.
| | 04:49 | This is done and looks pretty good.
| | 04:51 | The Paragraph dialog offers another
way to format paragraphs and it gives you
| | 04:55 | access to other more advanced
paragraph formatting features.
| | 04:58 | You're likely turn to it when you
need more options than what's available
| | 05:02 | on Word's Ribbon.
| | Collapse this transcript |
|
|
7. Working with Tab TablesUnderstanding tab tables| 00:00 | Tables like the ones you see here are
useful for organizing and presenting
| | 00:04 | related data in a format that's
easy to read and pleasant to look at.
| | 00:09 | Tables are widely used in all
kinds of business documents.
| | 00:14 | Word offers a variety of ways
to create tables of information.
| | 00:17 | This document shows three of
them. Only one of them is correct.
| | 00:22 | The first example shows a table created
with spaces between each column of information.
| | 00:27 | The trouble is characters and most
fonts have variable widths. For example the
| | 00:32 | letter I is skinnier than the letter W.
When you create a table with spaces
| | 00:36 | unless you use an ugly mono spaced font you
can not going to get the columns to line up.
| | 00:41 | Look closely at this first
example and you will see what I mean.
| | 00:44 | This is the wrong way to
create a simple table in Word.
| | 00:47 | Tabs, which you use in the second
two examples, offer a better way.
| | 00:52 | Tabs work with the tab
stop sit inside of the ruler.
| | 00:55 | When you type in items in a tabbed table,
you press the Tab key on the keyboard
| | 00:59 | to advance the insertion
point to the next tab stop.
| | 01:01 | When you type the text is
lined up with that tab stop.
| | 01:05 | Tabs are far better than spaces for
creating tables of data because they ensure
| | 01:09 | that the text aligns with the tab stop.
| | 01:11 | Now there are two ways to use Word's
tab feature and one way is far better than
| | 01:15 | the other, as I will try to convince you now.
| | 01:18 | By default Word's ruler has built-in
tab stopa set half an inch apart. You can
| | 01:23 | actually see them on the ruler as tiny
little marks in the bottom of the ruler.
| | 01:27 | So I am going to click in one of these
paragraphs here in the second table and
| | 01:31 | if you look up in the ruler you will
see these little tiny marks. These are
| | 01:35 | the default tab stops.
| | 01:37 | In the middle table here I've used the
default tab stops and pressed tab as many
| | 01:41 | times as I needed to, to
get from one column to the next.
| | 01:45 | So this first heading line for example has
lots of tabs. You could see them all right here.
| | 01:51 | While the next one has fewer and the
next one has more and about the same and
| | 01:56 | it goes on and on like that.
| | 01:57 | So the point is that each line is different.
| | 02:00 | This is not a good way
to use Word's tab feature.
| | 02:02 | Now Word also enables you to create your own
custom tab stops anywhere you like on the ruler.
| | 02:08 | When you add a tab stop it automatically
removes any default tab stops to the left of it.
| | 02:13 | This third table here has custom tab
stops. I have clicked in one of the
| | 02:18 | paragraphs in the table and if you
look up on the ruler, you will see those
| | 02:21 | little tiny ones are gone. Instead we've
got this tab and this tab and this tab.
| | 02:26 | These are custom tabs that I have set.
| | 02:29 | With its setup like this I only have
to press the Tab key once between each
| | 02:33 | column to advance to the next
column and you could see that right here.
| | 02:37 | There is only one tab in
between each of these columns.
| | 02:40 | This is the best way to use Word's tab feature.
| | 02:43 | Well at this point you're likely looking
at these three tables and thinking that
| | 02:47 | they all look pretty much the same.
In fact if I turn off the nonprinting
| | 02:50 | characters they really do look very
much the same especially the last two.
| | 02:55 | You're probably wondering what's
the big deal? Well, the big deal is this.
| | 02:59 | If you decide to change the font
settings for the table, maybe you want a
| | 03:03 | larger or smaller font,
| | 03:04 | one table is far more likely to
survive the change without a lot of fixing.
| | 03:08 | So let's give that a try.
We will select all three tables.
| | 03:13 | Right now they are set for 11 point text.
Let's make that 12 points and see what happens.
| | 03:18 | As you can see here the top table and
the second table are really screwed up.
| | 03:23 | But the last table works fine. It looks good.
| | 03:26 | Let's make it a smaller
font and see what happens.
| | 03:29 | The first table looks pretty much okay,
but the second table is still screwed up
| | 03:34 | and again the third table looks fine.
| | 03:37 | The other benefit of using custom tab
settings is that it's easier to change the
| | 03:41 | width of the table columns.
| | 03:43 | All you need to do is select the table
paragraphs and drag the tab marker to a new position.
| | 03:47 | So we will give that a try with this.
I will select this and maybe I will just
| | 03:52 | drag this tab marker here and as you
could see it moves the whole column.
| | 03:56 | You can't do this if you haven't
set tab stops in the first place.
| | 04:00 | In the videos in this chapter I'll
explain how to set up and use tabs properly
| | 04:04 | to create simple tables in Word.
| | 04:06 | I should also mention here that tabs
are only one way to create tables in Word.
| | 04:10 | You can also use cell tables,
which I cover in another chapter.
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| Creating a tab table with the Ruler| 00:01 | The first step to setting up the
tab table is setting up tab stops.
| | 00:05 | Word offers two ways to do this:
with the ruler and with the Tabs dialog.
| | 00:10 | In this video we will use a ruler to
set up a table similar to the product list
| | 00:14 | we looked at earlier.
| | 00:15 | We are going to start with a blank new document.
| | 00:18 | If you don't have one showing pull down
the File menu, choose New Blank Document
| | 00:22 | or press Command+N. So I have got my
document opened and I have also turned on
| | 00:27 | nonprinting characters so I can see
the tabs and the returns that I type.
| | 00:30 | Let's take a closer look at the ruler.
| | 00:34 | Again at the bottom of the ruler you
can see these little tiny gray marks and
| | 00:38 | these marks are the default tab stops.
| | 00:41 | At the very far left end of the
ruler you will see that there's a menu of
| | 00:45 | different types of tabs.
| | 00:47 | Left is a standard tab.
| | 00:49 | Text is left aligned to the tab.
| | 00:52 | Centered is a center tab.
Text is centered at the tab.
| | 00:56 | We are going to use two of these.
| | 00:59 | Right is a right tab. Text is right aligned at
the tab and we are going to use one of these.
| | 01:06 | Decimal is for numbers including decimal
points. The decimal point is aligned at
| | 01:10 | the tab. If there's no decimal point it
acts just like a right tab and Bar isn't
| | 01:16 | really a tab at all.
| | 01:17 | It places vertical bar at the tab marker.
| | 01:20 | Now are gong to start by selecting
the type of tab we want. We are going to
| | 01:23 | start off with a Center tab. So I will
select that and then I will go over here
| | 01:28 | onto the ruler and I'll start setting tabs.
| | 01:30 | All you need to do is click. So I am
going to click at the 4 and when I do that
| | 01:35 | notice all the default tabs went away.
We will do that again at the 5 and all
| | 01:40 | the default tabs before
that point go away as well.
| | 01:42 | Next we want to right align the tab so
I will choose Right and I want to place
| | 01:48 | that right around the margin, but
sometimes it's hard to click there so you
| | 01:51 | might want to click a little bit in
further and then just drag it into place and
| | 01:58 | you get right there.
| | 01:59 | And that's all there is to.
| | 02:00 | Now we are going to enter some data into
this table. The first line is a heading.
| | 02:04 | So type in the word Product and press Tab.
| | 02:10 | When you press Tab the insertion point
moves to the number 4 mark on the ruler.
| | 02:14 | We will type in Item, press Tab.
| | 02:18 | Notice that the word Item
is centered under that tab.
| | 02:21 | That's because it's a center tab.
| | 02:22 | When we type in size, it's
going to do the same thing.
| | 02:27 | And then the last one is going to be
Price and notice how the word /price is
| | 02:34 | right aligned under the tab.
| | 02:36 | Let's press Return to get a new
paragraph and notice that all the settings carry
| | 02:41 | forward into the paragraph.
| | 02:43 | So in this next one we will start
typing in the product information.
| | 02:47 | The first product is Mandarin Orange-
Infused Extra Virgin Olive Oil and when you
| | 02:56 | finish, press Tab that will take you
underneath Item. The Item number is M01.
| | 03:03 | Press Tab to go to size and you will
see the size is 8 ounces so type in 8 oz.
| | 03:11 | and the price is $25.
| | 03:12 | We will type in one more line to see
what it looks like. So I will press Return
| | 03:18 | and the next one is a Lemon-Infused
Extra Virgin Olive Oil. Press Tab.
| | 03:24 | The Item number is LB1. Tab again.
This is 10 ounces and the price is $20. Not bad.
| | 03:36 | Now at this point you might be
thinking that the third and fourth columns are
| | 03:39 | too close together or maybe not, but I
think they are, and it's easy enough to fix it.
| | 03:45 | All you need to do is drag the tab
marker at the 5 inch mark to the left.
| | 03:49 | So I am going to drag this one here to
the left. I didn't select the entire table, so
| | 03:55 | my change affected just the
paragraph where my insertion point is, which is
| | 03:59 | the last paragraph here.
| | 04:01 | So all until the last move, Edit menu,
Undo tabs, that brings you back to where I was ,
| | 04:07 | and I will do it properly by
selecting the whole table and then dragging
| | 04:12 | that marker in and when I let go
it's in place and looks pretty good.
| | 04:16 | Now if you decide later on that you
don't like the center tabs you can replace them.
| | 04:20 | Make sure the whole table is
selected and then drag the tabs you don't
| | 04:24 | want off the ruler into the document.
| | 04:27 | So maybe I want this tab here at the 4 to
not be a center tab. Maybe I want it to
| | 04:31 | be a left aligned tab.
| | 04:33 | So I will drag it into the document and
when I do the document gets all screwed up,
| | 04:38 | but don't worry about it
because you are not done yet.
| | 04:41 | Go over here to this menu, choose Left to
get a left tab, and now click on the ruler
| | 04:47 | where you want that tab to go. So
maybe right around here and the table gets
| | 04:51 | fixed up, because remember the tab
characters were already typed in so when you
| | 04:55 | put the tab stop in there, Word uses
that tab stop and it fixes up the table.
| | 05:00 | So as we have seen here, it's pretty easy to
set, move, and remove tab stops using the Ruler.
| | 05:06 | Once a tab stops are set, pressing Tab
once between each column will properly
| | 05:11 | line of the content.
| | 05:13 | Next we'll take a look at how we can
use the Tab dialog to sit tab stops and a
| | 05:17 | few extra options.
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| Creating a tab table with the Tabs dialog| 00:00 | The Tabs dialog offers
another way to create a tab table.
| | 00:04 | Although it isn't as intuitive
as the ruler, it is more powerful,
| | 00:08 | offering additional options. Let's take a look.
| | 00:11 | In this video we will build a
table that could be printed as a form.
| | 00:15 | People can then use the form to
fill in their name and address and
| | 00:18 | provide their signature.
| | 00:19 | It's a pretty simple example that I think
you will be able modify for your own needs.
| | 00:23 | So we are going to start by creating a
new document, which I have already done here.
| | 00:27 | If you haven't got one showing,
pull down the File menu, pick New Blank
| | 00:32 | Document or press Command+N. Also I
have got non-printing character showing.
| | 00:37 | By turning on this little button here, we
don't need to have that showing but I'd
| | 00:41 | like to be able to see my
paragraph markers and my tabs as I work.
| | 00:45 | To open the Tabs dialog pull down
the Format menu and choose Tabs.
| | 00:51 | The Tabs dialog works with measurements.
| | 00:54 | You enter the position of the tab stop
and then click the Set button to set it.
| | 00:58 | Notice that you could also use the Tabs
dialog to set the distance between Word's
| | 01:02 | default tab stops. You do that right up here.
| | 01:05 | So if you ever need to do
that this is where you come.
| | 01:08 | We're going to put in three tab stops
one of which has a leader. A leader is a
| | 01:13 | series of characters that can be dots,
dashes or underscores that appear between
| | 01:18 | a tab stop and the tab stop before it.
| | 01:21 | This will make more sense in the
minutes so just bear with me for now.
| | 01:24 | The first tab stop will be a right Tab
stop and I'll put it the number one position.
| | 01:30 | So the position is one. I will type in
a one and then I will select Right and
| | 01:35 | click Set and it gets added to this list here.
| | 01:39 | The next tab stop will be a left tab
stop at 1.25. So I will type in 1.25, select
| | 01:47 | Left, and then click Set and then
finally we want to a Left tab stop with an
| | 01:52 | underscore leader at 6.
| | 01:53 | So we will do here is type in 6,
Left is already selected but we want
| | 02:00 | underscore leader, which is number 4.
Select that and click Set and those are
| | 02:05 | our tab stops. We will click OK to
accept them and you will see them set up
| | 02:11 | here on the Ruler, this is the right
tab and the left tab and then finally the
| | 02:16 | left tab with the leader on it.
| | 02:19 | Let's see how this works we are going
to start by pressing Tab to move to the
| | 02:23 | first tab stop and then we will
type in the word Name and a colon.
| | 02:29 | Notice that the word is right aligned
at the tab stop. We are going to press Tab twice.
| | 02:35 | The first tab moves the
insertion point to the second tab stop,
| | 02:40 | the second tab moves to the third tab stop,
and enters an underscore that's because we
| | 02:45 | have a got a tab leader set here.
Let's press Return and what we will see is
| | 02:49 | that the tab settings get carried
forward into the next paragraph.
| | 02:53 | Now we will enter the first address
line. So press Tab, type in the word Address
| | 02:58 | with a colon, and press Tab
again to get a little space and Tab again to
| | 03:05 | get that line. Press Return.
| | 03:09 | The second address line doesn't need a label
so just press Tab three times and then Return.
| | 03:14 | So the first time moves you to here,
second time moves you to the beginning of
| | 03:18 | that leader line, and then the third
tab gives you the leader. Press Return.
| | 03:23 | The last line is for the signature.
So I will press Tab, type in Signature, and
| | 03:29 | a colon press Tab again and press Tab one
more time and that will give us our leader line.
| | 03:36 | It's pretty slick.
| | 03:37 | It's a really good way to create a form.
| | 03:40 | Now if you think there isn't enough
space between each line of the form you can
| | 03:43 | select the paragraphs and set the line spacing.
| | 03:46 | So I am going to select these and I
will set the line spacing. Maybe I will
| | 03:50 | choose double spaced and that's going
to space this out more so that someone
| | 03:54 | filling out this form has room
to write their name and address.
| | 03:57 | Now if you want to change the spacing
of the tabs you can either do it on the
| | 04:01 | ruler by just dragging on the ruler or
you can go back into the Tabs dialog, so
| | 04:06 | we will try that other way.
| | 04:07 | Pull down the Format menu, choose
Tabs, and may be we decided that we don't
| | 04:12 | really want this tab at one
1.25. Instead we want it 1.15.
| | 04:18 | So I will select that tab, I will
clear it out, then I will type in a new
| | 04:23 | measurement for the tab, 1.15, and I will
make sure that it's left and there is no
| | 04:29 | leader and click OK.
| | 04:32 | And what that's done is it's removed the one
that was here and it's put in a new one over here.
| | 04:37 | Of course we could have done the same
thing by just dragging on the ruler.
| | 04:41 | I did want to show you how
to do it in the Tabs dialog.
| | 04:43 | Now while the Tabs dialog isn't exactly
an intuitive way to set up a table, it
| | 04:48 | does offer the leader options that
might come in handy for achieving certain
| | 04:52 | effects and remember you can always
modify tabs on the ruler, no matter how you set them.
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|
|
8. Using StylesUnderstanding styles and themes| 00:00 | Styles offer another way to
apply formatting in your documents.
| | 00:04 | But rather than formatting individual
bits of selected text or paragraphs,
| | 00:08 | styles enable you to create and apply
consistent formatting throughout your documents.
| | 00:13 | A style is a collection of formatting
settings that can be applied to text.
| | 00:18 | Word supports several types of styles including
paragraph, character, table, and list styles.
| | 00:25 | Numerous styles are built into Word
documents through the use of templates.
| | 00:28 | For example, the document shown
here is based on the Normal template.
| | 00:33 | It includes styles for normal text,
which is down here, headings like this one and
| | 00:39 | this one, two different levels.
| | 00:41 | Quotes, that's what this italic stuff
is here, a title, and a subtitle, and
| | 00:47 | there are other styles as well.
| | 00:49 | You could see them applied
throughout the pages of this document.
| | 00:53 | When you apply a style to text in
your document, you apply all formatting
| | 00:57 | settings associated with that style to the text.
| | 01:00 | By consistently using styles in your
document, you ensure consistent formatting
| | 01:05 | of document elements.
| | 01:06 | For example, if you use the Heading 1 style
for all top-level headings in your document,
| | 01:11 | that's what this is, they will
all be formatted exactly the same.
| | 01:15 | But what's even better about styles is
how changes to style definitions affect
| | 01:19 | the appearance of your document.
| | 01:21 | For example, if you redefine that
heading style to use another font or color or
| | 01:26 | size or all three, those changes are
automatically applied to all headings to
| | 01:31 | which the style is applied.
| | 01:33 | This makes it quick and easy to
ensure consistent formatting changes too.
| | 01:36 | Microsoft Office applications use
themes to determine which fonts, colors, and
| | 01:42 | backgrounds are available to
each of Word's built-in styles.
| | 01:46 | So for example, the Heading 1 style for
the Office theme might be Calibri Blue
| | 01:51 | font as shown here, while the same style
for the Essential theme might be a dark
| | 01:56 | red Arial Black font.
| | 01:58 | Office comes with dozens of themes.
| | 02:00 | Applying any one of them can completely
change the appearance of your entire document.
| | 02:05 | Styles and themes work hand in hand
to determine the appearance of your
| | 02:08 | documents, but while styles are part
of the template on what your document is
| | 02:11 | based, it can be applied to specific text,
| | 02:15 | themes are part of Microsoft Office
and are applied to entire documents.
| | 02:19 | In Microsoft Word, you can modify
and create your own custom styles.
| | 02:23 | You do this within Word and the
styles are automatically saved to the
| | 02:27 | document's template file.
| | 02:29 | That's the basic
information about styles and themes.
| | 02:32 | Next up, we will see how to
apply styles in your documents.
| | Collapse this transcript |
| Applying styles| 00:00 | Perhaps the best way to see the
benefit of using styles in a document is
| | 00:04 | to apply some of Word's predefined styles to
a document that doesn't have any formatting.
| | 00:09 | I happen to have a
document like that right here.
| | 00:12 | By default, Word's normal style is applied
to any text you create in a new document.
| | 00:17 | In Word 2011, normal style is defined as
Cambria font, 12 points, with no special
| | 00:24 | spacing, indentation or
other formatting options set.
| | 00:28 | Cambria is considered as the default
body text font, which is why the word Body
| | 00:32 | appears in the Font box.
| | 00:34 | You can see that right up here.
| | 00:35 | Now, this document is mostly
meaningless business-speak gibberish, but it does
| | 00:40 | have a structure that includes a title,
subtitle, normal text, a quote, and two
| | 00:45 | levels of headings, and also a bulleted list.
| | 00:48 | All of the styles we need are already
defined as part of the Normal template on
| | 00:52 | which this document and most
documents you create is based.
| | 00:56 | All we need to do is apply the styles.
| | 00:59 | So we will start by displaying
the Styles pane of the Toolbox.
| | 01:02 | If it isn't already showing, you can
choose View > Styles to display it, and
| | 01:09 | there it is right there.
| | 01:11 | The Styles pane is broken down to several areas.
| | 01:15 | At the top is a drop-down list that displays
the style currently applied to selected text.
| | 01:20 | As you can see, it says Normal.
| | 01:22 | If you pull down this menu, it gives you
additional options you can use with that style.
| | 01:26 | Two buttons beneath that enable you to
create a new style or to select all text
| | 01:32 | with that style applied.
| | 01:33 | That's what these are for.
| | 01:34 | We are going to work with those later on.
| | 01:37 | Next comes a scrolling list
of styles available to apply.
| | 01:41 | You can use the List menu underneath
that to change the display of the styles.
| | 01:45 | So right now it's set for Recommended,
but if you pull down this menu, you could
| | 01:49 | choose Styles in Use, which reduces it.
| | 01:52 | In Current Document are the styles
that are in this current document or All
| | 01:56 | Styles, which are all the
styles that are built into Word.
| | 01:59 | We will stick with Recommended.
| | 02:02 | Finally there are two options for
displaying formatting information and I cover
| | 02:07 | those in the chapter about other text
formatting techniques. That's these here.
| | 02:12 | In our document, most of the text will
remain formatted with a normal style.
| | 02:16 | That means we don't need to apply a
style to them because that style is
| | 02:19 | already applied. Instead we will apply
styles to titles, headings, and other
| | 02:24 | components of the document.
| | 02:26 | To apply a style, begin by
selecting the text you want to apply it to.
| | 02:30 | We will be applying paragraph styles
first, so although you can select the
| | 02:34 | entire paragraph, all you really
need to do is position the blinking
| | 02:37 | insertion point in it.
| | 02:39 | We will start with the very first
paragraph, which is the title of the report.
| | 02:42 | I have got the blinking insertion point right
in that first line, so we are all ready to go.
| | 02:47 | All I need to do is go into the list of
styles and choose Title, which is right here.
| | 02:52 | When I click that item, it
automatically applies the style to the text.
| | 02:57 | The next one is a subtitle, so I
have selected it, and I have got a
| | 03:00 | subtitle style here too.
| | 03:02 | Now, the next paragraph is regular body text.
| | 03:06 | So I don't need to apply any style
to it, but I do want to apply style to
| | 03:10 | this paragraph here.
| | 03:11 | So I'll just triple-click on it to
select it, just so you can see where the
| | 03:14 | paragraph is, and that's
going to be a quote paragraph.
| | 03:18 | So I will scroll down to find Quote.
| | 03:20 | There it is and I will apply it.
| | 03:22 | Now, Multimedia-Based Data is actually heading.
| | 03:26 | It's a level one heading.
| | 03:28 | So we are going to apply Heading style to it.
| | 03:30 | I have clicked in there,
and I want to apply Heading 1.
| | 03:34 | When I do that, it applies a style and
it adds some additional space in there.
| | 03:40 | Market Position is a level two heading.
| | 03:42 | So I will select that and we will
go down for the rest of the headings.
| | 03:46 | E-Business is also a level two heading,
so I want to apply that style, but there
| | 03:51 | is a shortcut key for the heading styles.
| | 03:53 | The shortcut for Heading level 2 is
Command+Option+2. So I will just press that.
| | 03:58 | Command+Option+2 and it applies that style.
| | 04:01 | We will scroll down some more.
| | 04:04 | We have got Growth
Strategies, which is also level 2.
| | 04:07 | Again, I will use the shortcut key.
| | 04:09 | It's a little quicker. Command+Option+2.
| | 04:12 | That brings me over to the next page.
| | 04:15 | Manufactured Products,
which is right here, is level 1.
| | 04:19 | That has a shortcut. Command+Option+1.
| | 04:23 | High Content Pay-off is level 2 and
there is one more in here. Corporate
| | 04:29 | Catalyst is also level 2.
| | 04:30 | So we have applied all the
different heading styles.
| | 04:35 | We also have a few list paragraphs.
| | 04:38 | So we are going to go under where it
says Growth Strategies, which is right here,
| | 04:41 | and a number of these
paragraphs are actually bullet list items.
| | 04:45 | So I am going to select these, these
sentences here, and if I go underneath the
| | 04:51 | styles here, let's find one for lists.
| | 04:53 | Here is List Paragraph.
| | 04:56 | If I select this, well what happens
is I get an indented list, but there
| | 05:01 | aren't any bullets.
| | 05:02 | So this isn't really what I want.
| | 05:04 | Let's go back and remove that style.
| | 05:06 | We'll just pick Clear Formatting and now
we will click a bulleted list style up here.
| | 05:11 | That's using the bullets that we setup
in a previous lesson, so we can choose a
| | 05:14 | different bullet for that.
| | 05:15 | Maybe this one here is a little bit more sedate.
| | 05:18 | Notice that when we applied that, it
selected the List Paragraph formatting, but
| | 05:23 | it also allowed us to put in
the bullets that we wanted.
| | 05:26 | Now we have a few character styles to
apply, so I am going to scroll up to the
| | 05:30 | beginning of the document and there is
some text in here that we want to apply
| | 05:33 | character styles to.
| | 05:36 | The first one is the phrase :value-
added convergence,: which is right up here.
| | 05:40 | We are going to apply
the Emphasis style to that.
| | 05:44 | So I will just scroll down and pick
the Emphasis style, which is basically
| | 05:49 | just turning it italic.
| | 05:51 | Then underneath the first heading,
we have got a text phrase here.
| | 05:55 | Multimedia-Based Data.
| | 05:57 | I am going to select that and that will be
Intense Emphasis, just to try another style.
| | 06:02 | So these are character styles as
opposed to the heading styles, which
| | 06:06 | were paragraph styles.
| | 06:09 | That's all for this
document, but you get the idea.
| | 06:11 | We formatted the document for its
structure, making it easier for readers to see
| | 06:15 | how the information is organized.
| | 06:18 | Using built-in styles has made
the job quick and easy to do.
| | 06:21 | But what if you don't like blue
or something else about the styles?
| | 06:25 | As you will see in the rest of this
chapter, using styles makes it easy to
| | 06:29 | change formatting throughout a document.
| | Collapse this transcript |
| Reformatting with Quick Style sets and themes| 00:00 | Word 2011 includes two features that
make it very quick and easy to change the
| | 00:05 | appearance of a document once
standard styles have been applied to it.
| | 00:09 | Those features are Quick Style Sets and Themes.
| | 00:12 | The Quick Style Sets are brand new in Word 2011.
| | 00:14 | They are basically variations on the
standard styles built into Word's normal template.
| | 00:21 | You access them from the menu on the Ribbon.
| | 00:23 | That would be this menu right here.
| | 00:25 | As you can see choosing one of the
Quick Style Sets has an immediate and
| | 00:29 | dramatic impact on the
appearance of your document.
| | 00:32 | All styles are affected,
some quite dramatically.
| | 00:36 | You will probably like
some of them more than others.
| | 00:38 | You might even hate some of them.
| | 00:39 | I am not particularly
fond for example of Thatch.
| | 00:44 | If you decide not to use one of the
Quick Style Sets, you can go back to your
| | 00:47 | original document by choosing Reset
to Quick Styles from the Template.
| | 00:51 | So I will pick that menu again, Reset
to Quick Styles from Template, and that
| | 00:57 | brings me back to where I was.
| | 00:59 | Themes, which were introduced in Word
2008, are similar to Quick Style Sets but
| | 01:04 | are mostly concerned with font and colors.
| | 01:07 | You can use the Themes menu on
the Ribbon to choose a theme.
| | 01:10 | That's this menu right here. Pull
that down and you will see a bunch of
| | 01:14 | different themes which are
mostly color combinations.
| | 01:17 | When you choose a theme, the
document changes immediately.
| | 01:21 | Notice how font spacing,
indentation and effects aren't really changed.
| | 01:26 | Theme changes are more basic and
designed primarily for color coordination.
| | 01:30 | Here is another example here.
| | 01:32 | Of course, you can combine the two features.
| | 01:35 | For example, we might want to choose Formal
from here and then maybe use the Breeze theme.
| | 01:42 | That gives it a whole different look,
and maybe try Perspective. And we will use
| | 01:48 | that with the Advantage theme and again,
another big change or maybe try Word
| | 01:55 | 2010 and then maybe the
Sketchbook theme which is down here.
| | 02:00 | These are in alphabetical order.
| | 02:01 | Now, as you can imagine, you can spend
a lot of time playing around with this.
| | 02:07 | My advice, if you decide to use
this feature regularly, is to find the
| | 02:11 | combinations you like most and use them.
| | 02:13 | That will add a level of consistency
to all of your documents and make it
| | 02:17 | unnecessary to play around
with combinations over and over.
| | 02:22 | You might not, however, find a
combination that's perfect for you.
| | 02:25 | In this example, I like the combination that I
have got, but I do want to make a few changes.
| | 02:31 | Fortunately, I can modify the
document styles to better suit my needs,
| | 02:35 | and that's up next.
| | Collapse this transcript |
| Modifying styles| 00:00 | At this point, I have taken my plain
unformatted document, applied styles to
| | 00:05 | improve its appearance, and
I formatted it based on structure.
| | 00:09 | I also played around with Word's Quick
Style Sets and Themes to come up with a
| | 00:12 | general look I like.
| | 00:14 | It's not perfect though.
| | 00:15 | I want to modify the styles to
make it look the way I need it to.
| | 00:19 | By redefining the styles, instead of
simply making formatting changes directly on
| | 00:23 | the document, I not only ensure
consistency in the document, but I automatically
| | 00:28 | apply my changes globally.
| | 00:30 | Let's see how this works.
| | 00:33 | The first thing I want to do is change the
size of the normal font applied to body text.
| | 00:37 | That's this text here.
| | 00:38 | I want to increase it from 11 points,
what you could see up here, to 12 points.
| | 00:44 | I will start by displaying the Style
pane. If it's not already showing, choose
| | 00:49 | View > Styles to display it.
| | 00:52 | Now there are few ways to change styles.
| | 00:55 | One way is to select text with the style
applied, which I have already done here,
| | 01:00 | and choose Modify Style from
the menu beneath the style name.
| | 01:03 | Right up here, Modify Style.
| | 01:07 | That displays the Modify Style dialog.
| | 01:09 | The change I want to make is pretty
straightforward. I just want to change the
| | 01:13 | Font Size and I can make that change right here.
| | 01:17 | Just use this menu and choose 12 or I
could have typed in the number 12 right here.
| | 01:23 | Now if the formatting change I
wanted to make wasn't amongst the options
| | 01:26 | listed here, I could use this menu down here to
display other dialogs to find the option I want.
| | 01:33 | So for example, I can choose Font and
use the Font dialog to set some other
| | 01:38 | option that wasn't in the other dialog,
for example Small caps or Strikethrough
| | 01:42 | or something like that.
| | 01:44 | I don't want to do that so I will click Cancel.
| | 01:46 | But if you want to do that, you can do
that from multiple types of formatting
| | 01:50 | including paragraph formatting, same
thing. You could change the indents and
| | 01:55 | spacing or line breaks
options, anything you like.
| | 01:58 | You just make changes in these dialogs,
click OK to save them and they become
| | 02:02 | part of the new definition.
| | 02:04 | So the only thing I have done here is I
have changed the font size. I have made
| | 02:08 | it 12 instead of 11.
| | 02:10 | Now when I click OK watch
the way the text changes.
| | 02:13 | Click OK and it all gets bigger.
| | 02:16 | If I look up here now,
I see that it's 12 points.
| | 02:20 | I want to point out
something that's very important here.
| | 02:23 | Normal is the base style for the document.
| | 02:26 | Many of the styles are based on Normal.
| | 02:28 | So when Normal changes,
other styles may change too.
| | 02:32 | This paragraph for example has the Quote
style applied. Now it's also 12 points.
| | 02:38 | You could see that up here.
| | 02:39 | That's because the Quote
style was based on Normal.
| | 02:43 | When Normal got bigger so did Quote, and the
same goes for Emphasis, which we have here.
| | 02:48 | That's now 12 points, and also for
Intense Emphasis which is right here.
| | 02:52 | Now I also want to change the Quote style.
| | 02:55 | I want the text to be indented and
displayed in a simpler font, but we are going
| | 02:59 | to change it another way.
| | 03:01 | We are going to select the paragraph,
so I will just triple click on this to
| | 03:04 | select it, and this time we are going
to change the style on the paragraph and
| | 03:09 | tell the style to follow that formatting.
| | 03:12 | So I want a different font. I am going
to choose Calibri, which is right here.
| | 03:17 | I want plain and I also want single
line spacing right there and I also want to
| | 03:26 | indent it by half an inch on both sides.
| | 03:29 | So I will drag in the indentation
markers a half inch here and then a half inch here.
| | 03:34 | You could see now it's indented.
| | 03:37 | Finally I want to change the
justification to make it full justified, so I have
| | 03:41 | clicked that button here.
| | 03:43 | So I made a whole bunch of changes to
this and what I want to do is I want to
| | 03:46 | tell Word that this is now the
definition for the Quote style.
| | 03:50 | So I will scroll down in the Styles
pane til I find the Quote Style, which is
| | 03:55 | right here, and from this menu
I will choose Update to Match Selection.
| | 04:00 | Now the Quote style definition is
exactly as it is here and I can show you that
| | 04:06 | by applying it somewhere else.
| | 04:07 | For example, if click in here and I apply
Quote style, it now has this definition.
| | 04:13 | That's two different ways to redefine a style.
| | 04:16 | As you can see changing the styles
definition automatically applies the changes
| | 04:21 | globally throughout the document.
| | 04:23 | In my mind, this is the best
reason to use styles in your documents.
| | Collapse this transcript |
| Creating and deleting styles| 00:00 | While Word's Normal template appears to
offer enough styles to cover any purpose,
| | 00:05 | you might find a need to create a brand-
new style in your document. Let's take a
| | 00:09 | look at how you can do this.
| | 00:12 | Now Two Trees Olive Oil Company wants
every instance of the company name to
| | 00:16 | appear in bold, small caps, olive green text.
| | 00:20 | The company uses its formatting so much
that the style will likely save a lot of
| | 00:24 | formatting effort when creating documents.
| | 00:27 | Let's create that style from scratch.
| | 00:29 | Now if the Style pane isn't already
showing, it is here, but if it's not
| | 00:34 | showing, pull down the View menu and
choose Styles and that will get it to display.
| | 00:39 | Then click the New Style button in the
Styles pane to display the New Style dialog.
| | 00:46 | Creating a style requires you to provide
information about the style in this dialog.
| | 00:50 | We want to start with a style name.
| | 00:53 | We're going to call it Two Trees.
| | 00:59 | The style type is Character, because it
will be applied to selected characters
| | 01:04 | of text, not to entire paragraphs.
| | 01:06 | So I want to make sure I choose Character here.
| | 01:09 | If another style exists that's similar
to the one you want to define, you can
| | 01:13 | choose it from the Style based on pop-
up menu and you can see there's a whole
| | 01:17 | bunch of character styles listed here.
| | 01:20 | In our case, we want to base it on the
Default Paragraph Font, which is already selected.
| | 01:26 | Now if this were a paragraph style,
we could choose a style for Word to
| | 01:29 | automatically apply to the
following paragraph when the style is used.
| | 01:33 | For example, a heading style would be
followed by the normal style or a body
| | 01:37 | text style, but that doesn't apply
here, so we can't change it and that's
| | 01:42 | why this menu is gray.
| | 01:44 | Next we want to specify the
formatting that makes this style different from
| | 01:47 | the one it's based on.
| | 01:49 | We don't want to change the font or
size, so we will just leave that blank.
| | 01:53 | We do want to make it bold so
we'll click the Bold button.
| | 01:57 | We also want to change the font color
to make it olive green, so we could pull
| | 02:01 | down this menu and choose the color we want.
| | 02:03 | Now in our case it's already selected,
because the insertion point in the
| | 02:07 | document happens to be on a
paragraph with the color applied.
| | 02:10 | But if it's not applied, just
select it and make sure that it is.
| | 02:14 | Small caps doesn't appear in this
dialog, so we need to choose Font from
| | 02:18 | the Format pop-up menu.
| | 02:20 | That's this right here, and then in
the font dialog that appears, we want to
| | 02:24 | turn on the Small caps checkbox.
Let's click OK to save that change and that
| | 02:30 | wraps up the Formatting
options that we want to set.
| | 02:33 | Now if you want to add this new style
to the Normal template, so it's available
| | 02:37 | in all the documents you create based
on the Normal template from this point
| | 02:40 | forward, you want to make sure you
turn on this checkbox, Add to template.
| | 02:45 | You can also leave the Add to Quick
Style list checkbox turned on if you
| | 02:49 | use that feature a lot.
| | 02:51 | When you're all done, click OK.
You could see that the style is added to
| | 02:56 | the list right here.
| | 02:58 | To apply the style, let's select some
text and click the style name in the list.
| | 03:02 | So let's give this a try, Two
Trees Olive Oil, for company name.
| | 03:07 | Select it and it applies it and we could
do that again here with Two Trees Extra
| | 03:12 | Virgin Olive Oil. Apply that there and
we can apply it throughout the document.
| | 03:18 | Here it is again, one more time there.
| | 03:22 | Now to ensure that the style is saved to
the Normal template you need to quit Word.
| | 03:26 | When you quit Word, you might see
a dialog indicating that the Normal
| | 03:29 | template is being saved.
| | 03:31 | When you start Word again, and you
open a blank document, you'll see that the
| | 03:34 | Two Trees style is listed in the list.
| | 03:38 | Once you've created a style, you can
modify it like any other style and I
| | 03:42 | explained how to do that in the previous video.
| | 03:45 | You can also delete a style that you
created. In the Styles list just select the
| | 03:49 | style and then choose Delete from its menu.
| | 03:54 | Word asks, so are you sure
you want to delete that style?
| | 03:57 | You click Yes, and what it does is
it returns all the formatting in that
| | 04:01 | document with that style
back to the normal text style.
| | 04:05 | So you can see Word gives you complete
flexibility over creating, modifying and
| | 04:10 | deleting custom styles.
| | 04:12 | I think that once you start using styles
regularly, you'll rely on them more and
| | 04:16 | more to format your documents.
| | Collapse this transcript |
|
|
9. Using Other Text Formatting TechniquesRevealing formatting| 00:00 | Here's the Owner Message document we've
been working on throughout this course.
| | 00:05 | I've applied a bunch of formatting to
it and it looks pretty good, but what you
| | 00:09 | really know about the formatting?
| | 00:11 | You can look at this document and
you can see that some text is formatted
| | 00:15 | differently from other text, but can
you tell exactly how each bit of text is
| | 00:19 | formatted, or which text has direct
formatting and which has styles applied?
| | 00:24 | Word offers several tools for
learning exactly how text in your document is
| | 00:28 | formatted. Let's take a look at them.
| | 00:30 | Now Word 2011 added two great
features to the Styles pane. Let's get the
| | 00:36 | Styles pane showing.
| | 00:37 | I'll pull down the View menu, choose Styles.
These two checkboxes down here are brand-new.
| | 00:44 | They only work in Print Layout View.
| | 00:47 | So if you're not in Print Layout View,
you need to click this fourth button down
| | 00:50 | here to get yourself in Print Layout View.
| | 00:54 | The first button is Show Style Guides.
I'm going to turn that on, and it
| | 00:59 | graphically illustrates which
styles are applied in your document.
| | 01:03 | The outer bar indicates paragraph
formatting applied and the inner bars
| | 01:08 | indicate character formatting applied.
They are all color coded and they match
| | 01:14 | the colors that you see here in the styles pane.
| | 01:16 | So you know that number 3, dark red
is this Title style, the lighter Normal
| | 01:22 | style is here, and you can also see that
there is character style applied, which
| | 01:26 | is this Two Trees character style.
| | 01:29 | The Show Direct Formatting Guides
option, when you turn that on, it puts
| | 01:33 | shaded blue or purple boxes around any text
with formatting applied directly to the text.
| | 01:39 | This means non-style formatting, so in
case we've got Two Trees Extra Virgin
| | 01:45 | Olive Oil and they look like they're
applied with the Two Trees style, but in
| | 01:49 | reality they are not.
| | 01:51 | It's formatted using direct styling.
| | 01:53 | So why is this information important?
| | 01:55 | Well, suppose you have been using the
Two Trees style you created to format the
| | 02:00 | name of the company throughout your
documents. You get a request from the
| | 02:04 | company owner to change the shade of green in
the text and make it italic too. Easy, you think.
| | 02:10 | You've used the character style
throughout, so you can just change the style
| | 02:13 | definition and the text will automatically
reformat. But will that work in this example?
| | 02:19 | Not for all occurrences.
| | 02:21 | That's because this particular text
here uses direct formatting and not the
| | 02:25 | character style for the company name.
| | 02:28 | So if we change the style definition,
let's do that, I'll go in here, I'll
| | 02:32 | modify the style, we're going to use a
different shade of green, so we'll pick
| | 02:37 | this lighter shade of green, and we'll
also make it Italic, and then we'll click
| | 02:42 | OK, and you see that this is changed
and this is changed, but because this text
| | 02:48 | here do not have the style
applied, it didn't change.
| | 02:53 | So this is one of the reasons
why this feature can be useful.
| | 02:56 | Let me turn these two off.
We'll look at another feature.
| | 03:01 | If all you're concerned with is the
formatting applied to specific text
| | 03:05 | characters in your document, you can
use Word's Reveal Formatting command to
| | 03:09 | get the information.
| | 03:11 | Choose View and then come down to
Reveal Formatting and what happens is your
| | 03:17 | mouse pointer changes.
It now looks like little cartoon box.
| | 03:22 | If you point to some text that
you're interested in and you click on the
| | 03:25 | character, you can get information
about it. So maybe I want to know about this
| | 03:29 | W here in TWO TREES OLIVE OIL.
| | 03:31 | When I click it, I can see that it's
got paragraph formatting applied and it's
| | 03:37 | also got font formatting applied.
| | 03:39 | I can see that there is some direct
formatting applied too for the paragraph.
| | 03:42 | Let's try another one here. Let's click
on this W, and I could see the paragraph
| | 03:48 | style applied, no direct formatting.
| | 03:51 | The paragraph style for the font
formatting, there is no character style,
| | 03:55 | there's no direct, and you can do this
throughout your document. Just select
| | 03:59 | characters that you're interested in
learning more about the formatting and
| | 04:02 | you'll get the formatting information here.
| | 04:04 | When you're done using this feature,
just press the Escape key and your mouse
| | 04:09 | pointer turns back into a normal mouse
pointer and the option is turned off.
| | 04:15 | So these are three tools for
learning more about the formatting in your
| | 04:18 | document. Although you might not
use them regularly, they are certainly
| | 04:22 | handy when you need them.
| | Collapse this transcript |
| Using the Format Painter| 00:01 | Another handy formatting
tool is the Format Painter.
| | 00:04 | This tool is basically a copy
and paste button for formatting.
| | 00:08 | It's a great way to copy formatting in
one part of your document to another part.
| | 00:13 | So we'll give this a try
with a very basic document.
| | 00:15 | I want to format the word here at the
end of the first paragraph exactly the
| | 00:20 | same as the word this in
this part of the paragraph.
| | 00:23 | So I'll start by selecting any
character or group of characters within
| | 00:27 | the formatted word.
| | 00:28 | Then I'll click the Format Painter
button, which is up here on the standard
| | 00:32 | toolbar, and notice that my mouse pointer
when it's in the document turns into
| | 00:37 | an I-beam pointer with a plus sign.
| | 00:40 | I can double-click the word I want to
change and it automatically gets formatted
| | 00:44 | like the original text.
| | 00:46 | The mouse pointer, when it's
done, turns back into normal.
| | 00:50 | Now if I wanted to do this
for multiple parts of text,
| | 00:53 | for example, maybe I want to format
these words here, what I can do is I can
| | 00:57 | select the source word, double
-click on the Format Painter.
| | 01:01 | Now it's got that pointer again and then
I can click on the words I want to change.
| | 01:05 | So maybe I'll change this
word, this word and this word.
| | 01:09 | Each time I click, it changes the word
and my mouse pointer remains with that
| | 01:13 | little plus sign next to the I-beam.
| | 01:16 | I got to remember to press the
Escape key on the keyboard to return that
| | 01:20 | pointer back to normal.
| | 01:21 | Otherwise, I'll keep doing
this throughout my document.
| | 01:23 | How is that for a quick and dirty
way to consistently format text?
| | 01:27 | Now if you use other Microsoft Office
applications, I think you'll be pleased to
| | 01:32 | know that the Format Painter can be
found in Excel, PowerPoint, and Outlook too.
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| Creating drop caps| 00:00 | Drop caps offer a dramatic way to
format the beginning of a text document.
| | 00:05 | They're commonly used in books, magazine,
articles, and other long documents.
| | 00:10 | A drop cap is one or more characters
at the beginning of a paragraph that are
| | 00:14 | enlarged and sat beside
the text or within the text.
| | 00:17 | You could set the size of the
character by indicating the number of lines
| | 00:21 | they should be dropped.
| | 00:22 | You can also specify whether they
should appear with the text wrapped around them,
| | 00:26 | which is the most common
way to do it, or in the margin.
| | 00:29 | Now if you only want one character
dropped, all you need to do is position the
| | 00:33 | insertion point anywhere in the
paragraph that you want to put the drop cap.
| | 00:37 | So I want it in this first paragraph and
I'll just click anywhere in there.
| | 00:41 | Then choose Format > Drop Cap.
| | 00:45 | The Drop Cap dialog offers a few options.
| | 00:48 | First, you want to choose whether you
want the letter dropped within the text
| | 00:52 | or out in the margin.
| | 00:53 | I want it dropped within the text
| | 00:55 | so we'll try that way first.
| | 00:57 | Next, under Options you want to choose
the font, the number of lines and the
| | 01:02 | fistance from the text.
| | 01:04 | The font, you can use any font
that's installed on your system, but you
| | 01:07 | don't have to change it.
| | 01:08 | You can leave it the same.
| | 01:09 | You can also specify the number of
lines to drop, which will determine the size
| | 01:14 | of the letter, and the distance from
text will give it spacing between the text.
| | 01:18 | We'll try this first one
with the default settings.
| | 01:21 | So I'm not going to change anything in there.
| | 01:23 | I'll just click OK.
| | 01:25 | What happens here is that Word takes
that first character, makes it large enough
| | 01:29 | to line up with three lines of
text, and it places it in a text frame.
| | 01:34 | The frame is then positioned according
to whether it should be dropped within
| | 01:37 | the text or in the margin.
| | 01:39 | The frame box doesn't print.
| | 01:41 | In fact, if you click somewhere else
in the document, it just disappears.
| | 01:44 | I need to point out that drop caps
only appear in Print Layout View.
| | 01:49 | If you go to Draft View, the
character appears in its own line like that.
| | 01:54 | You need to be in Print Layout View
to actually see it as a dropped cap.
| | 01:58 | Now let's see what this
looks like in the margin.
| | 02:00 | So I'll go back up to Format.
| | 02:03 | I'll choose Drop Cap.
| | 02:05 | This time we'll pick In
margin and we'll click OK.
| | 02:08 | You see it shifts it out here into the margin.
| | 02:12 | Now you can also set up a drop
cap with multiple characters.
| | 02:16 | I'm going to undo this twice
by pressing Command+Z twice.
| | 02:21 | That takes us back to
the way we originally were.
| | 02:24 | This time what we're going to do is
select that first word, the word In, pull
| | 02:28 | down the Format menu, pick Drop Cap,
and then we'll set some options for it.
| | 02:34 | I'll make it a regular drop
cap and we'll change the font.
| | 02:37 | We'll use Calibri for this instead.
| | 02:41 | We'll make it only two lines instead of
three and we'll add the distance from text.
| | 02:46 | We'll make it .1.
| | 02:49 | So it's .1 inches and then I'll click OK.
| | 02:53 | What that's done is it's changed the font.
| | 02:55 | It's only two lines tall now.
| | 02:57 | Let me click elsewhere, so you
don't get distracted by that frame box.
| | 03:01 | It's also added some additional space here.
| | 03:04 | Now if you set a drop cap and you change
your mind later on, you can always remove it.
| | 03:09 | Just choose Format > Drop Cap and
then choose the None option here.
| | 03:15 | When you click OK, it disappears.
| | 03:18 | Drop caps can add an interesting
formatting element within your documents.
| | 03:23 | Although there's nothing to stop you
from using drop caps in every single
| | 03:26 | paragraph, I don't recommend it.
| | 03:28 | Instead, use this feature sparingly,
perhaps in the beginning of your great american novel.
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| Using AutoFormat on text| 00:01 | Word's AutoFormat feature has the
ability to apply styles in formatted or
| | 00:05 | partially formatted documents.
| | 00:08 | It does this by guessing based on
text length and other factors what the
| | 00:12 | structure of the document is.
| | 00:16 | We're going to apply auto-
formatting in two different documents.
| | 00:20 | First, let's look at a document
which has absolutely no formatting.
| | 00:23 | I'm going to pull down the
Format menu and choose AutoFormat.
| | 00:28 | Now in this dialog, you have a few options.
| | 00:32 | First, you can either auto format the
entire document at once or you can review
| | 00:37 | each change Word makes.
| | 00:39 | We'll leave this set to AutoFormat now.
| | 00:41 | We can always undo the changes
afterwards if we don't like them.
| | 00:45 | Next, we need to tell Word the
kind of document we're working with.
| | 00:49 | This is a General document, but we
could also select Letter or Email.
| | 00:54 | Clicking the Options button displays
AutoFormat options, which you can toggle to
| | 00:59 | determine what kinds of changes are made.
| | 01:02 | The Apply area applies styles.
| | 01:04 | The Replace area replaces various
characters or character combinations with
| | 01:10 | other characters or applies formatting.
| | 01:13 | If your document will be printed, you
might want to turn off the Internet paths
| | 01:17 | with hyperlinks option,
| | 01:19 | that's this one here which is already turned
off, to avoid text turning blue with underlines.
| | 01:24 | This is one of my pet
peeves about Word formatting.
| | 01:28 | The Preserve area down here tells Word to
preserve any styles you might have applied.
| | 01:33 | So when you finish setting
options in here, click OK to save them.
| | 01:38 | Now click OK in the AutoFormat dialog.
| | 01:41 | Quick as a wink, Word formats the document.
| | 01:44 | Let's see how it did.
| | 01:45 | Now if you notice up here on the top,
it didn't recognize that these were titles
| | 01:49 | or subtitles or anything like that that.
| | 01:52 | That doesn't really surprise me
because it really had no formatting, but down
| | 01:55 | in here you could see that it
recognized that these were headings.
| | 01:59 | I guess short paragraphs of only a
few words are considered headings.
| | 02:03 | So it applied heading styles to these,
but it only applied one level of heading.
| | 02:09 | So that's this particular document.
| | 02:11 | It didn't do bad, but it
certainly didn't do perfect.
| | 02:15 | We'll go through the same
process for another document.
| | 02:18 | I'll close this, I won't save settings,
and then I've got this document here.
| | 02:23 | This uses some direct formatting to
indicate different heading levels.
| | 02:27 | For example, this is
bold and this is underlined.
| | 02:30 | This is supposed to be the top level
heading and this is the next level.
| | 02:33 | We'll see what Word does with this.
| | 02:36 | It also uses old-fashioned bullets.
| | 02:38 | If you scroll down here, you can see them.
| | 02:41 | These are the letter O that could be filled
in with ink after the document was printed.
| | 02:46 | I distinctly remember doing
this in my typewriter days.
| | 02:50 | So with that in mind, let's pull down
the Format menu and choose AutoFormat.
| | 02:56 | We'll leave this set the same way,
AutoFormat now, General document, we'll leave
| | 03:01 | the options alone and we'll click OK.
| | 03:03 | Now, Word did a lot better this time.
| | 03:07 | It recognized the two different heading levels.
| | 03:09 | Heading level 1 and heading level 2.
| | 03:13 | It also formatted that bulleted list.
| | 03:15 | If you look down here, you'll
see that the bullets appear.
| | 03:19 | This is a regular bulleted list.
| | 03:22 | It didn't notice that these were
titles on the top, so it didn't make any
| | 03:26 | changes up here, but we really
can't expect it to get everything right.
| | 03:30 | So what do you think?
| | 03:31 | Is this something you'll use?
| | 03:33 | I'm a hands-on person and I prefer to
do my formatting the old-fashioned way by
| | 03:38 | applying styles manually, but if you
get good results with the AutoFormat
| | 03:42 | feature and it saves you time, use it.
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|
|
10. Formatting Documents and Sections Setting margins| 00:00 | Margins, which are document or page
formatting options, control the distance
| | 00:04 | between the edge of the paper and the
area of the paper where text will print.
| | 00:08 | By default, Word sets document margins
to 1 inch at the top and bottom and 1 1/4
| | 00:13 | inches at the left and right side of each page.
| | 00:16 | You can change these
settings to meet your needs.
| | 00:19 | One way to change the
settings is with the Layout Ribbon.
| | 00:22 | If you click the Layout button up
on the Ribbon, you'll see some Margin
| | 00:26 | settings in this area here.
| | 00:28 | You can use the Margins menu to
select one of several predefined options.
| | 00:32 | So these are ones that I've most
recently used and I've got some Normal, Narrow.
| | 00:37 | These are all different ones in Word.
| | 00:40 | Right now it's set to the Office 2003
Default, which is also the default for
| | 00:44 | Office 2011, but if I wanted to change
it to something else maybe this Wide one,
| | 00:50 | I can select it and it
automatically changes the whole document.
| | 00:53 | Now you can also enter margin
settings right in these boxes here.
| | 00:57 | So if I want 1 inch all the way around,
I can just enter 1 inch in this box
| | 01:01 | here by typing it in.
| | 01:03 | The change will take effect immediately.
| | 01:05 | So how it shifted. Or I could also use
these little arrow buttons to change it.
| | 01:09 | So if I click this arrow,
it'll reduce it by .05 at a time.
| | 01:14 | You can actually see the
document change each time I click.
| | 01:17 | When I get to the number I want I can stop.
| | 01:21 | I do want to point out that there are
additional options in the Margins pane of
| | 01:25 | the Document dialog.
| | 01:26 | So let's take a look at that.
| | 01:27 | Let's pull down the Format menu,
choose Document, and then make sure that
| | 01:32 | Margins button is selected.
| | 01:33 | That shows you the Margins pane.
| | 01:36 | The Margins settings that we have up
here in the Ribbon are also right here.
| | 01:39 | So you can just type in your values here.
Use the little arrow buttons if you like.
| | 01:43 | The Gutter is the amount of
space allowed for the binding.
| | 01:46 | Right now it's set to 0.
| | 01:48 | But if I knew, I was going to print
this and bind it, I could enter a higher
| | 01:52 | value, maybe half an inch to make
sure text isn't lost in the binding.
| | 01:56 | If you do change this option, you could
see what looks like in the preview area.
| | 02:00 | So I'll type in .5 and you'll see now
that there is a gutter area indicated
| | 02:04 | here in the Preview. I don't want that.
| | 02:06 | So I'll set it back to 0.
| | 02:09 | The From edge area let's you set the
distance of the header and the footer from
| | 02:12 | the top and the bottom edge of the page.
| | 02:15 | Now I cover headers and
footers in another chapter.
| | 02:17 | So you'll learn more about this there.
| | 02:19 | The Mirror margins option sets up
the document for right and left pages.
| | 02:24 | When you turn this option on,
the Preview area shows two pages and the Left and
| | 02:29 | the Right boxes are now
labeled as Inside and Outside.
| | 02:32 | Again, this is designed for double-
sided pages that are likely to be bound.
| | 02:36 | I don't need this particular option
so I'm going to turn it off.
| | 02:41 | The Default button enables you to set
your margins settings as the default
| | 02:44 | settings for all new documents
you create with the same template.
| | 02:47 | Usually, the Normal template.
| | 02:50 | So if you always want your margins to
be set to 1 inch all around, which is how
| | 02:53 | it's set right here, you
can click the Default button.
| | 02:56 | Then in this dialog that appears, you
would click Yes and that'll actually
| | 03:00 | change the Normal template
to change the margin settings
| | 03:03 | so they're 1 inch all around.
| | 03:05 | I don't want to do that
so I'm going to click No here.
| | 03:08 | The Apply to pop-up menu is very important if
you have multiple sections in your document.
| | 03:13 | Right now it's set to Whole document,
because that's what we're changing.
| | 03:16 | But if we had multiple sections in
this document, you could specify that the
| | 03:20 | change is for the current section only.
| | 03:23 | That makes it possible to have
different margin settings in different
| | 03:25 | sections of a document.
| | 03:27 | Now I'll cover Section Breaks and
related settings later in this chapter.
| | 03:31 | When you're finished making changes in here,
click OK and the document reformats as
| | 03:36 | necessary for the resized margins.
| | 03:39 | I didn't make any changes here
| | 03:40 | so there aren't any changes in the document,
but that is just another way to change them.
| | 03:43 | So, as you can see there are three
ways to set margins for your document.
| | 03:48 | You can use the Ribbon's Margin menu
here, you can set options in the Margins
| | 03:53 | area of the Ribbon, or you can
also go into the Document dialog.
| | 03:57 | As you can see, Word gives you a
deal of flexibility on how you set the
| | 04:00 | margins in your documents.
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| Adding page and section breaks| 00:00 | Word automatically inserts soft page
breaks as necessary to paginate your documents.
| | 00:05 | It does the space on the amount of
space available on each page for text
| | 00:09 | according to your margin settings
and the page size as well as formatting
| | 00:13 | options set for paragraphs of text.
| | 00:15 | Now in Draft View you could see page
breaks as blue lines across the page.
| | 00:19 | Let's go to Draft View and I'll scroll down
and you can see here's a page break right here.
| | 00:25 | In Print Layout View each page is
shown individually with margins, making page
| | 00:30 | breaks even more obvious.
| | 00:32 | So you could see here are the margins
in Print Layout View and if I scroll
| | 00:35 | down a little bit, you'll see the
bottom of the page and where the page ends
| | 00:41 | and the next page begins.
| | 00:43 | That's pretty obvious.
| | 00:45 | I call these page breaks soft page breaks,
because as you edit and reformat text
| | 00:50 | they can change automatically.
| | 00:52 | After all only so much text can fit on a page.
| | 00:55 | If you insert or delete blocks
of text, the page break shifts.
| | 00:59 | Now sometimes you might want to page
break somewhere other than where Word puts it,
| | 01:03 | you can manually
insert your own page breaks.
| | 01:06 | I call these page breaks hard page
breaks because once you insert them
| | 01:10 | they remain there until deleted.
| | 01:12 | If the document contents change, hard
page breaks will stay right where they are.
| | 01:17 | For this reason you might want to insert
manual page breaks when you're finished
| | 01:20 | editing and formatting your
document and review them before printing.
| | 01:24 | In addition to page breaks you
can also insert section breaks.
| | 01:28 | A section break divides a document into
multiple sections, each of which can have
| | 01:32 | its own document formatting settings.
| | 01:34 | Section breaks can start new pages, odd
pages, or even pages, or they could just
| | 01:39 | make a break in the middle of
a page for some other purpose.
| | 01:41 | And we'll learn more about section breaks
and page breaks by experimenting with them.
| | 01:47 | We'll start with a page break.
| | 01:49 | Suppose I want to end the first page
right after the paragraph that ends
| | 01:52 | with the word "thinking."
| | 01:53 | So let me scroll down here to find that.
| | 01:57 | And there is the word thinking right here.
I want that to be at the end of the page.
| | 02:01 | I position the insertion point at
the beginning of the next paragraph.
| | 02:05 | Then I can pull-down the Insert menu,
choose Break, and then Page Break or I
| | 02:11 | can go on the Layout Ribbon and I can
use this menu right here. I'll pull-down
| | 02:15 | menu and choose Page.
| | 02:18 | The page break is inserted and the
following paragraph moves to the next page.
| | 02:22 | All other automatic page breaks
after that point are readjusted.
| | 02:26 | Now you can view a manually
inserted page break with non-printing
| | 02:30 | characters displayed.
| | 02:31 | So let me turn that on and you'll see
all the non-printing characters including
| | 02:36 | this Page Break right here.
| | 02:38 | This is also the easiest way
to delete a manual page break.
| | 02:42 | Just select it like you'd select any
other type of text, I've just clicked out
| | 02:46 | here in the selection bar, and
press Delete and it goes away.
| | 02:49 | You insert a section break
pretty much the same way.
| | 02:52 | Suppose I want to start a new section
up here on the first page right at the
| | 02:56 | beginning of the Multimedia Data section.
| | 03:00 | I can position the insertion point
right at the beginning of that section right
| | 03:03 | before the heading and then I can pull-
down this Break menu and I can look at
| | 03:07 | the different section
break options available to me.
| | 03:09 | Let's take a look at them here.
| | 03:11 | There are four kinds of section breaks.
| | 03:13 | Next Page starts a new page
just like a page break would.
| | 03:17 | Continuous puts a break-in,
but doesn't start a new page.
| | 03:21 | Even Page starts a new even-numbered page.
| | 03:24 | In this example if I put an Even Page
section break on page 1, the page after
| | 03:29 | the section break would be page 2
since that's the next even page.
| | 03:34 | Odd Page starts a new odd-numbered page.
| | 03:37 | In this example, if I put an Odd Page
section break on page 1, the page after
| | 03:43 | the section break would be page
3 since that's the next odd page.
| | 03:47 | There basically wouldn't be a page 2.
| | 03:48 | Now, in this example I want to continuous break,
because I don't want to start a new page at all.
| | 03:54 | So I'll choose Continuous here and
the break is inserted in the document,
| | 03:58 | because I've got non-printing
character turned on you can see it right here.
| | 04:03 | I want to another section break just
like that one near the end of the document.
| | 04:06 | So I'll just scroll down to the end
and I want it to appear right before the
| | 04:11 | Conclusion. That's right here.
| | 04:13 | So I'll position the insertion point in
front of the word Conclusion, pull down
| | 04:17 | that Break menu, choose Continuous,
and you'll see the break is inserted.
| | 04:22 | Now this document has three sections
that are created by two section breaks.
| | 04:27 | As you can see, you can use the same
basic technique to insert either a page
| | 04:31 | break or one of the four
different kinds of section breaks.
| | 04:34 | While a section break
can also be a page break,
| | 04:37 | it doesn't have to be.
| | 04:38 | The main purpose of a section break
is to divide a document into separate
| | 04:42 | sections, although it can be used to
force an odd or even-numbered page.
| | 04:46 | Generally speaking, if your document
doesn't need separate sections, use page
| | 04:51 | breaks instead of section
breaks to start a new page.
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| Setting multiple columns| 00:00 | Word offers several ways to create
documents with multi-column text.
| | 00:04 | One way is to use the Columns feature.
| | 00:07 | The Columns feature works with section
breaks, when present, to set the number of
| | 00:11 | columns in a section.
| | 00:13 | By default every document has just one
column of text, but you can set an entire
| | 00:17 | document or any section of
it to have multiple columns.
| | 00:21 | We'll experiment with this document,
which has the section breaks we inserted
| | 00:25 | in the previous video.
| | 00:26 | Here is one of them right here.
| | 00:27 | The idea here is to start the document
with one column of text, switch to two
| | 00:32 | column text, and then finish
up with one column text again.
| | 00:36 | The section break sets us up to do just that.
| | 00:39 | Now we're going to start by positioning
the insertion point anywhere after the
| | 00:42 | first section break.
| | 00:43 | So here is the first section break right here.
| | 00:46 | If you can't see it in your document,
remember to turn on the nonprinting
| | 00:49 | characters and then you'll be able to see it.
| | 00:51 | Then click in the document
anywhere after that section.
| | 00:54 | Now pull down the Columns menu in
the Paragraph area of the Ribbon.
| | 00:58 | That's right up here.
| | 00:59 | We are in the Home Ribbon.
| | 01:01 | From here we're going to choose Two.
| | 01:04 | This will be the two
columns at this insertion point.
| | 01:06 | The document immediately
changes to form two columns of text.
| | 01:10 | Now notice the first part of the
document is one column. The next section of the
| | 01:14 | document is two columns.
| | 01:16 | If I scroll through it, it's
two, two, two every page here.
| | 01:21 | Then when I get to the end of the
document where that last section break is,
| | 01:24 | it goes back to one column.
| | 01:26 | That's because when I made this change
the insertion point was in one particular
| | 01:31 | section of the document.
| | 01:32 | That's that middle section.
| | 01:34 | Now, I want to point out that if you look at
this document in Draft View, let's do that,
| | 01:38 | it won't appear with two columns.
| | 01:41 | Instead, there will be a wide column at
the top, just look up there, there it is.
| | 01:46 | There is our section break and then
it's a narrow column and that goes down for
| | 01:50 | most of the document.
| | 01:51 | Then at the very end of the document
where it's back to the last section, there
| | 01:57 | is one column again and it's wide.
| | 02:00 | This is because Draft View
doesn't show multiple columns.
| | 02:04 | For that reason you've probably want to most
of your multi-column work in Print Layout View.
| | 02:08 | So I'll switch back to that view.
| | 02:09 | Now you can use the Columns dialog to
set column options for multi-column text.
| | 02:14 | So let's go back near the beginning of
the document where the insertion point is
| | 02:18 | still in that second column.
| | 02:19 | What I'm going to do is I'll pull-down
the Format menu and choose Columns or
| | 02:24 | what you can do is you can pull down this
little Columns menu here and choose Columns.
| | 02:29 | Either way it'll display the Columns dialog.
| | 02:32 | You can use the Presets area to select one
of several different preset column options.
| | 02:37 | Every time I click one of the options you
see how it changes in the Preview area.
| | 02:43 | Left and Right have two different width columns.
| | 02:46 | You could see that right
there. I'll stick to Two.
| | 02:49 | If you want to change a number of columns,
you can also change the column number in here.
| | 02:54 | I can make it a number that's
higher than what we've seen up here.
| | 02:56 | For example, I can make it 5 columns if I want.
| | 02:59 | They would be really skinny columns though.
| | 03:01 | If you want to put a line between the
columns, you could turn on this checkbox
| | 03:04 | and it will put a vertical line between them.
| | 03:07 | I am going to leave that turned off.
| | 03:08 | The other thing you can do down here is
change the Width of each column and the spacing.
| | 03:14 | So I have got two columns. I can
change the width of each one and I could
| | 03:18 | change the spacing between
the first and the second.
| | 03:21 | So I'll change the spacing.
| | 03:22 | I want it to be a quarter inch.
| | 03:23 | So I'll type in 0.25. You could see
that picture right here changes as well.
| | 03:28 | That also changes the column widths.
| | 03:30 | It changed in the same amount, because the
Equal column width checkbox is turned on.
| | 03:35 | If I wanted them to be different widths,
I'd have turn that off and then I could
| | 03:39 | make one column different than the other.
| | 03:41 | You could see again in the
Preview area how they change.
| | 03:44 | I'm going to turn that back on, go back to Two
columns and make it a quarter inch in-between.
| | 03:49 | That's the way I want it.
| | 03:52 | Now the Apply to menu lets you
specify how your settings should be used.
| | 03:57 | In my case I want them to
apply to the whole section.
| | 04:00 | So I won't change this setting,
but I do have other options.
| | 04:04 | This point forward would insert a
section break at the insertion point and apply
| | 04:09 | my settings for the new section.
| | 04:11 | So I'd basically be adding
another section to the document.
| | 04:14 | Whole document would apply my
settings to the entire document.
| | 04:18 | Now, I don't want to do either one.
| | 04:19 | I want to just to apply to this section.
| | 04:22 | So I'll leave that set the way it is.
| | 04:24 | So all I've really done here is
change the spacing between columns.
| | 04:27 | Let's click OK and we'll
see that in the document.
| | 04:30 | I don't know if you notice, but this
column here shifted over a little bit and
| | 04:34 | this column here got a little bit wider.
| | 04:36 | Now there is another way to do this.
| | 04:38 | Suppose I decide that I want everything
under the level 1 heading Manufactured
| | 04:42 | Products to be three columns.
| | 04:44 | So let me scroll down to find that.
| | 04:48 | There it is, Manufactured Products.
| | 04:50 | Suppose I want everything under
this heading to be three columns.
| | 04:53 | I can click at the beginning of that.
| | 04:55 | I could Shift+Click at the end,
so that will give all that content under
| | 04:59 | that level 1 heading.
| | 05:00 | So it includes some level 2 headings.
| | 05:02 | So I have selected that information. I can
pull down this menu and I can choose Three.
| | 05:08 | Now, Word does a bunch of things here.
| | 05:10 | The first thing it does is that it
inserts another section break here and it
| | 05:15 | also inserts another
section break here at the end.
| | 05:19 | Then it formats this new section
that it created with three columns.
| | 05:23 | So that's another way you
can do this in your document.
| | 05:25 | If you want to create multi-column
text on the fly, you would select the text
| | 05:29 | first and then apply the columns
setting that you like and let Word put in
| | 05:33 | the section breaks.
| | 05:35 | The end result in this document is
now we have five sections, and we'll go
| | 05:38 | through them real quick.
| | 05:39 | We got the single column section in the
beginning, then a section break, we've
| | 05:44 | got the two columns section,
a section break, a three columns section, a
| | 05:49 | section break, another two column
section, and down near the end here we've got
| | 05:55 | another section break,
and then the final section.
| | 05:58 | So that's five sections.
| | 05:59 | Now as you can imagine
this can get pretty confusing.
| | 06:03 | It's especially confusing when you
start to change your mind and go back to
| | 06:06 | the way things were.
| | 06:08 | The best way to do this is to
delete the extra section breaks.
| | 06:11 | Now although I can use the Undo
command now, suppose I don't change my mind
| | 06:15 | right away and the Undo command isn't available.
| | 06:17 | Let's delete some of the
section breaks to see what happens.
| | 06:20 | So let's go over here.
| | 06:23 | I'm going to go up to the beginning.
| | 06:24 | I'm going to go up here, I'm going to
select the first section break right
| | 06:28 | before the three columns
section, and I'll delete that.
| | 06:30 | So I'm going to select this section break.
| | 06:33 | It might be a little bit
easier to do it in Draft mode.
| | 06:35 | Let's see if I've selected it properly.
| | 06:37 | I'll press Delete and what happens is
the entire document goes to three columns.
| | 06:43 | The reason this happens is that the
column settings are stored in a section break.
| | 06:47 | I deleted the section breaks
with the two column settings.
| | 06:50 | I didn't delete the one with three.
| | 06:51 | So what I need to do is go down here
to the next section break, which is
| | 06:55 | right here, just about select it and
press Delete again and now I've deleted
| | 07:00 | the section break with the three column
settings and we're going back to two columns.
| | 07:04 | Now if this gets really confusing and
you need to start all over, just delete
| | 07:08 | all the section breaks and redo it from scratch.
| | 07:11 | That's probably the best way to do it.
| | 07:13 | There is one more thing I want to mention here.
| | 07:15 | Sometimes you want to break
a column at a specific point.
| | 07:18 | For example, on the second
page, let's go back to that page.
| | 07:22 | This is the first page.
| | 07:23 | Here is the second page.
| | 07:24 | Maybe I want to break the column, in
the words end this column right before
| | 07:29 | Manufactured Products,
| | 07:31 | so this appears at the top of another column.
| | 07:33 | I can position the
insertion point in front of that.
| | 07:35 | I go up to Layout Ribbon and under
Break I could choose a Column break.
| | 07:41 | That's the only break we
haven't really talked about.
| | 07:44 | When I insert that break it puts in the
column break and what that does is the
| | 07:48 | column break right here, it pushes
that text to the top of the next column.
| | 07:53 | So that's how you can force a column
break, how you can force text to appear at
| | 07:57 | the top of the next column.
| | 07:58 | So as we've seen here you can use
section breaks to apply multi-column
| | 08:02 | formatting in specific sections of a document.
| | 08:06 | The Columns dialog gives you ability
to set column formatting options the way you need to.
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| Varying page orientation within a document| 00:00 | If I ever had to tally up the requests
for Word help that I've received over
| | 00:04 | the years, including multiple page
orientations in the same document would be near the top.
| | 00:09 | A surprising number of people need to
create documents that include pages in
| | 00:13 | both Portrait and Landscape views.
| | 00:15 | it's not difficult to do, if you
remember to use section breaks.
| | 00:18 | Let's take a look at how we can do this.
| | 00:21 | This document incorporates the
section breaks we use for multi-column text
| | 00:24 | in the previous video.
| | 00:25 | You can see one of them right here.
| | 00:27 | We'll set up the documents, so that
the two columns section is laid out in
| | 00:31 | Landscape view and printed.
| | 00:32 | Now if you haven't been following
along, the key is to put a section break
| | 00:36 | before and after the part of the
document that you want to appear with
| | 00:40 | different page settings.
| | 00:41 | I explained how to insert
section breaks earlier in this chapter.
| | 00:44 | Once the section breaks are inserted,
position the insertion point anywhere in
| | 00:49 | the section you want to print in Landscape view.
| | 00:51 | So I'm just going to click down
here in this paragraph and there's my
| | 00:53 | insertion point right there.
| | 00:55 | Then click the Layout button on the
ruler and then choose one of the Orientation
| | 00:59 | options under Page Setup.
| | 01:01 | I've already got Portrait. What I
want is Landscape for that section.
| | 01:05 | So I'll select Landscape and sure
enough it changes to Landscape view.
| | 01:10 | Now Word did a few things here. First
of all Word converted those Continuous
| | 01:15 | section breaks to Next Page section breaks.
| | 01:18 | Then it takes the text in section 2
and lays it on Landscape view and if we
| | 01:22 | scroll through this, we'll see that the
whole second section is in Landscape view.
| | 01:27 | You get down near the end, we'll see
that the last section break is also changed
| | 01:34 | to a Next Page section break and then
the last page is back in Portrait view.
| | 01:39 | I do want to point out that if you
wanted to change the entire document to
| | 01:43 | Landscape view, you'd need to select
the entire document before choosing an
| | 01:47 | orientation option. Then the change
you make would apply to all sections.
| | 01:52 | Likewise if you wanted two of the
three sections in Landscape view, you could
| | 01:55 | select just those sections. Now of
course, if you wanted the whole document in
| | 01:59 | Landscape view and there weren't any
section breaks, you wouldn't have to worry
| | 02:03 | about selecting anything. Your
change would affect the entire document.
| | 02:06 | So now what's this most useful for?
Well, suppose you're preparing a report that
| | 02:11 | includes several large wide tables of
data. You might want to present them in
| | 02:15 | Landscape view, even if they
appear in the middle of your document.
| | 02:19 | Word uses multiple sections with
multiple orientations and even paper sizes
| | 02:24 | when you prepare an envelope and tell
Word to append it to your document, and
| | 02:27 | you can learn more about preparing
envelopes in Word in the chapter about
| | 02:31 | letters, envelopes, and labels.
| | 02:33 | These are just examples. If you're one
of the dozens of people who have asked me
| | 02:37 | how to do this over the years,
| | 02:38 | you likely have your own reasons for
wanting to do it. Now you know how.
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| Inserting page numbers| 00:00 | If you creating a document that has
more than one or two pages, you'll likely want
| | 00:04 | to include page numbers somewhere on each page.
| | 00:07 | As I can tell you through first-hand
experience, it's a lot easier to sort
| | 00:11 | through a stack of dropped
pages when they are numbered.
| | 00:14 | Word offers two ways to insert page
numbers in your documents. One way is
| | 00:18 | through the use of headers and footers,
as I discussed in another video, but if
| | 00:22 | you're not interested in fancy headers
or footers, there is a quicker way with
| | 00:26 | the Page Numbers command.
| | 00:28 | Start by choosing insert and then Page
Numbers or you can click the document
| | 00:34 | elements tab and then the Header
or Footer area, click Page Number.
| | 00:39 | The Page Numbers dialog comes up, you
can use this dialog to set options for how
| | 00:44 | your page number appears.
| | 00:46 | Position is the location of the page number.
| | 00:49 | You can put it at the top of the page like a
header or the bottom of page like in footer.
| | 00:54 | I'll choose Bottom,
which is the default setting.
| | 00:57 | Alignment is the horizontal alignment on
the page. Your options are left, center
| | 01:03 | and right, which are pretty self-
explanatory, and you can also choose inside or
| | 01:07 | outside, which sets up your document
from your margins, so you can print
| | 01:11 | double-sided and bind the result.
| | 01:13 | I am going to choose Center. This
preview area, by the way, shows you where the
| | 01:18 | page number will appear. If you want
the page number to appear on the first page,
| | 01:22 | leave this checkbox turned on.
| | 01:25 | Otherwise you can turn it off and you
won't have a page number on the first page.
| | 01:29 | Format lets you choose a number
format, which includes Arabic and Roman
| | 01:33 | numerals as well as letters.
| | 01:35 | You just pick an option from here.
| | 01:37 | The other options are more advanced and
enable you to include headings with page
| | 01:41 | numbers and to change page
number options for each section.
| | 01:44 | We are not going to mess with any of that
right now. Just click ok to save your changes.
| | 01:49 | To insert the page number, just
click Ok in the Page Numbers box.
| | 01:53 | Let's see will the page number appear
in the document. I will scroll down and
| | 01:57 | sure enough here it is right here.
| | 01:58 | Now although the page number appears in
the header or footer, it's not inserted
| | 02:03 | as regular in-line text. Instead it is
inserted as a frame. So if I click on it, I
| | 02:09 | might want to adjust the magnification
to see it a little bit better, here it is.
| | 02:13 | I can click on it, and you'll
see that it's inserted in a frame.
| | 02:18 | This makes it possible to move anywhere
on the page, but it also might interfere
| | 02:23 | with a header or footer
should you decide to include one.
| | 02:26 | For this reason I usually recommend using
a header or footer to insert a page number.
| | 02:30 | Now if you ever need to remove the page
number inserted this way, what you need
| | 02:34 | to do is click to select the frame and
then just press Delete until it's gone.
| | 02:39 | Sometimes you might have to press
Delete twice. But if all you need is to
| | 02:43 | quickly number a page, the Page
Numbers command will do the trick.
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| Adding watermarks and background images| 00:00 | Word supports the inclusion of watermarked
text or background images in Word documents.
| | 00:06 | This prints text or images in the
background of each page of the document.
| | 00:10 | You might want to use this feature to
include the word Draft or Confidential or
| | 00:14 | a company logo in the documents you produce.
| | 00:17 | To insert a water mark or text image,
begin by choosing insert and then watermark
| | 00:23 | or you can go to the Watermark button on
the Layout Ribbon. So here's the Layout
| | 00:28 | Ribbon here's the
Watermark button. Just click that.
| | 00:31 | Either way the Insert Watermark dialog appears.
| | 00:34 | Now you've got three options. No
watermark is no watermark, there's none at all
| | 00:39 | on the page, and that's the default setting.
| | 00:42 | Picture lets you insert a
picture and Text lets you insert text.
| | 00:46 | We'll try Text first. Maybe this
document is a draft and we want to make sure
| | 00:50 | that anyone reading it knows it is.
| | 00:52 | So what I'll do us I'll select the Text
option and then what I can do here is I
| | 00:56 | can either use this menu or I
can type it what I want to say.
| | 01:00 | I want to say Draft, which is right here,
but I could type that in just as easily.
| | 01:04 | So I want in upper, lowercase, whatever.
I actually like it in all uppercase.
| | 01:11 | You can use the Font menu
choose a font that you like.
| | 01:14 | So you can stick with the one that's
default or you can choose a different one.
| | 01:17 | Maybe I'll choose a different one for this.
| | 01:19 | If you want a specific size you can
enter it, but I recommend that you leave it
| | 01:24 | set to Auto if you want the
watermark to be as big as possible.
| | 01:27 | You can click the Bold and Italic
buttons if you want change the formatting.
| | 01:31 | The Transparency slider lets you
adjust the transparency of the watermark.
| | 01:35 | Now the value you enter in here will
depend on the color you choose from the
| | 01:39 | menu below it. So first you want to
choose a color. So maybe I want to be that
| | 01:43 | dark green and that's pretty dark, so
you probably going to have trouble reading
| | 01:48 | the text through there. So what I
want do is increase the transparency.
| | 01:52 | So I can either enter a value in this
box to just slide the slider. So maybe
| | 01:57 | that looks pretty good around there.
| | 01:59 | You can also use the Orientation
buttons to display the text either horizontally
| | 02:03 | as it is now or an angle like that.
| | 02:06 | When you click OK the watermark appears in
the document,. You can see it right there.
| | 02:10 | Now if you decide that that's not dark
enough, you want to be darker, you can go
| | 02:15 | back in and change the settings.
| | 02:17 | I do want to point out that if you look
at this document in Draft view, you're
| | 02:22 | not going to see the watermark.
| | 02:24 | You have to be in Print Layout view to see it.
| | 02:26 | If your document has multiple pages, the
watermark will appear in every single page.
| | 02:31 | Now supposed this documents been
finalized and we want to replace the word Draft
| | 02:35 | with an image. So I am going to
back into that Insert Watermark dialog.
| | 02:39 | I am going to click Picture here
instead, and what I want to do is I want to
| | 02:43 | insert a picture. So I'll click the
Select Picture button and then I am going go
| | 02:48 | into desktop, my exercise files folder,
and I'll go down to images, and the one I
| | 02:54 | want to insert is the Two Trees JPG file.
So I am going to find that file here,
| | 02:59 | there it is right there, just a
picture of Two Trees. Click insert.
| | 03:04 | Now if you looks at first like nothing
was inserted that might be because the
| | 03:08 | Washout option is turned on. What
that does is it lightens up the image, so
| | 03:13 | that it doesn't interfere with the text.
You can turn that checkbox off, and
| | 03:17 | then see the Two Trees.
| | 03:19 | You can also use the Scale option here
to scale it up or down, so you can make
| | 03:23 | it larger or smaller but again if you
want to use the maximum size to fill up
| | 03:27 | the screen, just leave it set to Auto.
| | 03:30 | So I've turned off the
Washout so we can really see it.
| | 03:33 | Let's click OK and see what looks like in
the document, and sure enough there it is.
| | 03:38 | Now if you think this interferes with
the document, let's go back into that
| | 03:42 | dialog and we'll turn the Washout back on,
click OK, and you can barely see it in here.
| | 03:49 | Now this is a problem, at least I think so.
| | 03:52 | The problem is it's either too dark or
too light, and unlike the text area there
| | 03:57 | is no transparency option here.
It's either Washout or not Washout.
| | 04:01 | The way you can get around this is you
can take the image you want to use and
| | 04:05 | you can bring it into an image editing
software program like maybe Photoshop or
| | 04:09 | preview and you can
change it so that it's lighter.
| | 04:12 | Then I have actually another version
that we can try, and it's called Two Trees
| | 04:17 | Light, so I am going to open
that up and can see it's lighter.
| | 04:20 | I'll click Insert, I am going to turn
out the Washout, you can see the image
| | 04:25 | here, but it's not as dark as it was.
| | 04:27 | When I click OK, you'll see
the image in the background.
| | 04:30 | It's now dark enough to see,
but not too dark to read the text.
| | 04:35 | Watermarks can be useful tools for
communication or to add elegance or
| | 04:39 | branding to documents.
| | 04:41 | The key is to make sure that the
texture image is not too dark to read
| | 04:45 | the document's text through.
Experiment with your images and colors to
| | 04:48 | get the results you want.
| | Collapse this transcript |
|
|
11. Adding Headers and FootersUsing built-in headers and footers| 00:00 | Headers and footers are often used to
provide information about a document on
| | 00:04 | every page of that document.
| | 00:06 | While they are most
commonly used to add page numbers,
| | 00:09 | they might also include a document title,
author, company name, revision date,
| | 00:14 | or other information.
| | 00:15 | Footers are also sometimes used for
privacy notices that warn readers that a
| | 00:19 | document is confidential
and can't be distributed.
| | 00:22 | Word offers several ways to add
headers, footers or both to documents.
| | 00:26 | The quickest and easiest way is with
the built-in headers and footers that you
| | 00:30 | can find in the header footer
area of the Document Elements Ribbon.
| | 00:33 | let's see what that looks like.
| | 00:35 | So let's click Document Elements up here,
and what we will see here is that we
| | 00:40 | pulled down the Header menu we've
got a list of all the built-in headers.
| | 00:44 | Each of these buttons offers a preview
of the header's formatting as well as
| | 00:47 | clues to indicate the kind of
information that will be included.
| | 00:52 | What's really important to
understand about this is that there are three
| | 00:55 | kinds of headers in here.
| | 00:57 | The ones labeled All Pages will appear
on every page of the document. The ones
| | 01:02 | labeled Even Page will appear only on
even numbered pages of the documents.
| | 01:07 | And as you might guess, the ones
labeled Odd Page will only appear in odd
| | 01:10 | numbered pages of the document.
| | 01:12 | When you choose one of the
Even Page or Odd Page options,
| | 01:15 | Word automatically configures your
document for different headers and footers
| | 01:19 | on even and odd pages.
| | 01:21 | That means if you choose an even
page header, you should also choose the
| | 01:24 | corresponding odd page header, if
you want a header on every page.
| | 01:28 | Now let's see this in action.
| | 01:30 | I'll choose Basic, which is
one of the All Page headers.
| | 01:34 | Word inserts a header at the top of the
document and activates it on the current page.
| | 01:39 | It uses placeholders for me to type in text.
| | 01:42 | I can click one of the Type text
placeholders and enter the text I want to appear.
| | 01:47 | So maybe I'll put in the document
title, the company name, and the revision date.
| | 01:51 | So I'll select the placeholder
and type in what I want to appear and in
| | 01:56 | the center I'll do the same thing for Two Trees,
and on the side I'll put in the revision date.
| | 02:04 | Once that text is typed in,
I can format it like any other text.
| | 02:08 | For example if I want it to appear in
bold, I can select it and go back to the
| | 02:12 | Home Ribbon, click the
Bold button, and it turns bold.
| | 02:16 | Or since the header style is applied,
I can just modify that style to change the
| | 02:20 | appearance of the header.
| | 02:22 | That's actually a better
way to handle formatting.
| | 02:24 | I'll tell you more about formatting text
and working with styles in other chapters.
| | 02:28 | Now if I scroll through the document,
I can see that every page has the same
| | 02:32 | header formatted the same way.
| | 02:34 | So here it is on the second
page and third page and so on.
| | 02:40 | To deactivate the header area and
return to the document, I can click the
| | 02:44 | Close button up here in the header, or I could
also just double-click anywhere in the document.
| | 02:50 | To activate the header, I could just
double-click in the header, and the header
| | 02:54 | has to be active to edit it.
| | 02:55 | Now suppose I decide that I want to use
the Edge header instead. So I'm going to
| | 03:00 | pulldown that menu back in the
Document Elements Ribbon, Header menu and I'm
| | 03:05 | going to pick Edge (Even Page).
| | 03:08 | Now at first it appears that the header
doesn't change, but that's because we're
| | 03:11 | looking at the odd header.
| | 03:13 | Word has changed the document layout
settings to make a different odd and even
| | 03:17 | header. Since we didn't change the odd
header, the original header we applied is
| | 03:21 | still there. After all this is
page 1. Page 1 is an odd page.
| | 03:25 | So if I scroll down here to page 2,
which is the first even page, you'll see the
| | 03:30 | header that we inserted.
| | 03:31 | Let's add the corresponding odd page
header. So I'll pull the Header menu again,
| | 03:36 | and this time I'll pick Edge (Odd Page)
and when I scroll back up to the top of
| | 03:41 | the document to page 1, you'll see
that that header is now inserted.
| | 03:46 | If I scroll through the entire document,
you'll see odd page, even page, odd
| | 03:51 | page, even page, and so on,
every page has a header.
| | 03:55 | Footers work the same way, although
there are fewer built in footers to
| | 03:58 | choose from. So I'll display that menu, and
you'll see a bunch of footers that we could use.
| | 04:03 | Let's try this Simple footer,
which works on all pages.
| | 04:07 | We can now go to any page of the
document and type in the text we want to appear.
| | 04:12 | Again, this is a placeholder so I could
just select it and I could type in what
| | 04:15 | I want to do. I'm going to put in the
revision date since it's no longer in the
| | 04:19 | header, and then when I scroll
through the document, I'll see that that
| | 04:24 | appears in this case only in every
odd page because remember Word put in
| | 04:29 | even and odd pages.
| | 04:30 | So just because it inserted that
footer on every page doesn't mean it entered
| | 04:34 | information on every page.
| | 04:36 | You need to set that footer for the
even and the odd pages. So I did the odd page.
| | 04:40 | I could do the same thing here
for the even page and now when I scroll
| | 04:46 | through the document I'll see
that they're the same on every page.
| | 04:49 | Again that's an Even Page
footer and an Odd Page footer.
| | 04:55 | Because headers and footers use the
header and footer styles, if you don't
| | 04:58 | apply direct formatting to a header
or footer, the style should be color
| | 05:02 | coordinated with the rest of the
document styles, and you can see that in
| | 05:05 | action here for the footer.
| | 05:07 | Simple shows up in blue here, but if we look
in our document and scroll down, it's not blue.
| | 05:12 | It's the same color brownish red
that the rest of the document uses.
| | 05:17 | Again, you can learn more about
styles and themes in another chapter.
| | 05:20 | So as you can see, it's pretty easy
to insert headers and footers in your
| | 05:23 | document using the built-in headers
and footers, but what if there isn't a
| | 05:27 | built-in header or footer to meet your needs?
| | 05:30 | In the next video,
I explained how to add them manually.
| | Collapse this transcript |
| Manually creating headers and footers| 00:00 | If you know exactly what you want to
include in header or footer and Word
| | 00:04 | simply doesn't offer a built-in header or
footer to meet your needs, you can manually add one.
| | 00:10 | For example, suppose we want a header
with the document name on the left and the
| | 00:13 | page number on the right.
| | 00:15 | The footer should include a note about
how confidential the document is as well
| | 00:18 | as its revision date. We want these to be
the same on every page. Let's get to it.
| | 00:24 | We will start by choosing
View > Header and Footer.
| | 00:28 | this activates the header on the first page.
| | 00:32 | We want the header to start with the
document name, so type in Marketing
| | 00:36 | Effectiveness Report. Press Tab.
| | 00:40 | The tab stops are automatically set for
us, so the insertion point moves to the
| | 00:45 | center tab at the three-inch position.
| | 00:47 | We don't need that tab so we can either
remove it or just press Tab to go to the next one.
| | 00:52 | For now I'll just press Tab.
| | 00:55 | You can learn more about removing
tabs in the chapter about tab tables.
| | 00:59 | Now we're at a right aligned
tab set at the six-inch position.
| | 01:02 | That isn't quite right.
| | 01:04 | We want it at the margin,
which is six and a half inches.
| | 01:07 | So I'll just drag that tab marker to the right.
| | 01:12 | That's pretty good.
| | 01:13 | I want the page number here but if I type in a
number that number will appear on every page.
| | 01:19 | Instead I'll click the Header and
Footer button on the Ribbon and then I'll
| | 01:23 | click the Page Number button.
| | 01:25 | This inserts a page number field
that will change on every page.
| | 01:29 | In fact, if I scroll through the
document you can see this is Page 1, Page 2 on
| | 01:34 | the second page, and so on.
| | 01:37 | This is exactly what I want.
| | 01:39 | At this point, I could format the
header by applying styles directly or by
| | 01:43 | modifying the header style.
| | 01:45 | I'll skip that for now.
| | 01:46 | You can learn more about text
formatting and styles in other chapters.
| | 01:51 | Now for the footer. On the
Ribbon click to Go to Footer button.
| | 01:55 | That brings us into the
footer on the first page.
| | 01:58 | I want the confidentiality notice
centered, so I can use the Center button on
| | 02:02 | the Home Ribbon to apply center formatting.
| | 02:06 | I could also use the preset center
tab stop on the ruler if I wanted to.
| | 02:11 | I'll type in the notice text.
| | 02:15 | "This document is confidential and for
use by Two Trees Olive Oil marketing and
| | 02:22 | management staff only.
| | 02:24 | This document may not be
shared with unauthorized persons."
| | 02:29 | So as you can see, text wraps in the
footer area just like it would in the
| | 02:33 | body of the document.
| | 02:35 | I want the revision date on
the line, so I can press Return.
| | 02:38 | Notice how the footer moves up and
the page wrap changes to make room for it.
| | 02:43 | Word will not let you accidentally
overwrite document body text with the
| | 02:47 | contents of a header or footer.
| | 02:49 | I'll type in the word Revised and a
space and then I can either type in the date
| | 02:56 | or if I want the date to
automatically be updated each time the document is
| | 03:00 | opened or printed, I can insert the date.
| | 03:03 | Under Header and Footer, click the Date
button. The current date is inserted and
| | 03:09 | now you know what day they locked me
into a soundproof booth to record this.
| | 03:12 | Again, you can format this anyway you
like or modify the footer style to format it.
| | 03:18 | Either way the footer and its
formatting will appear the same on every page.
| | 03:22 | So let's scroll back and take a look.
Here is Page 2, there it is, Page 3
| | 03:29 | same on every page.
| | 03:31 | If you decide later on that you want
to remove the header or footer, just
| | 03:35 | activate the one you want to
remove, select it and press Delete.
| | 03:39 | So maybe I decide that I don't want
this anymore, I can select the whole thing,
| | 03:44 | press Delete and then what I want to do
here is click the Close button and that
| | 03:48 | will remove it from the document.
| | 03:50 | So as you can see it's not difficult to add
a custom header or footer to your document.
| | 03:54 | It's just a matter of opening the
header or footer pane, and typing in what
| | 03:58 | you want to appear.
| | Collapse this transcript |
| Setting multiple headers and footers in a document| 00:00 | One of my pet peeves is having a
header with the document name on the first
| | 00:04 | page of a document.
| | 00:06 | After all the first page of the
document usually has the document name on it.
| | 00:10 | Why have it again at the top of the page?
| | 00:12 | Now Word makes it possible to have a
different header on the first page of a
| | 00:16 | document, by enabling this feature you
can either remove the first page header
| | 00:20 | or footer or make it something
different. Let's take a look.
| | 00:24 | Now in my document I want to remove
the header from the first page and modify
| | 00:28 | the footer so that the confidentiality
message appears on the first page only.
| | 00:33 | To do this I need to tell Word to give me
a different first page header and footer.
| | 00:37 | We will start off by double-
clicking the header to activate it.
| | 00:40 | Then click the Header and
Footer button on the Ribbon.
| | 00:44 | I want to turn on the Different First
Page option right here. Two things happen.
| | 00:50 | First the header disappears from the first page.
| | 00:53 | This is because I told Word
that I want a different header.
| | 00:56 | It automatically removes
the one that was in there.
| | 01:00 | Second, the blue tag beneath the
header area now says First Page header.
| | 01:05 | This is telling me that whatever I enter into
this area will appear on the first page only.
| | 01:10 | Well, I don't want to enter anything
in the header, so I'm going to leave it blank.
| | 01:13 | Instead I want to modify the footer.
| | 01:16 | When I click Go to Footer, I find
that the footer area is blank too, but I
| | 01:21 | want the footer to have that confidentiality
notice and I don't feel like typing it again.
| | 01:26 | So I can go to the next page of the
document where the original footer still
| | 01:29 | appears, scroll down here, there it is,
and I can select this and I can actually
| | 01:37 | cut it from here because I don't want
it to appear on any of the other pages.
| | 01:40 | So I pull-down the Edit menu and choose Cut.
| | 01:43 | That will remove it from that page,
then I'll scroll back up to the first page,
| | 01:48 | click down in the footer, choose Edit >
Paste or press Command+V to paste it in.
| | 01:55 | Notice that it also put it an extra return
marker or paragraph marker. I can delete that.
| | 02:00 | My insertion point is blinking by the
extra one. Press Delete twice and it goes away.
| | 02:04 | Now if I go back to the second page of
the document, you'll see that it has just
| | 02:09 | the revision date and the
same goes for the other pages.
| | 02:13 | So the first page has no header and it
just has that notice in the footer and
| | 02:17 | the remaining pages have headers
and footers with the revision date.
| | 02:23 | Now earlier in this chapter, we worked
with built-in headers and footers that
| | 02:27 | automatically set up the document
for different odd and even pages.
| | 02:31 | You can do that manually with
the Header and Footer Ribbon too.
| | 02:35 | If I turn on the Different Odd & Even
Pages checkbox, I'd actually have three
| | 02:40 | headers and three footers, a first
page, an even page, and an odd page.
| | 02:46 | Now if that isn't confusing enough
for you, if your document has multiple
| | 02:50 | sections, each section could be set up
with different first, even, and odd page
| | 02:54 | headers and footers.
| | 02:56 | So with two-section document, you could
have six headers and six footers, and a
| | 03:01 | three-section document could
have nine headers and nine footers.
| | 03:05 | When you're working with multiple
headers and footers, it's vital that you
| | 03:08 | keep track of which one you're
editing by consulting the blue tag in the
| | 03:12 | Header and Footer pane.
| | 03:13 | So let me turn this option on. Let's go
back up to the header, and you'll see that I
| | 03:18 | have my First Page Header. If I scroll
down here, you'll see I have the First
| | 03:22 | Page Footer, then an Even Page Header,
an Even Page Footer, an Odd Page Header
| | 03:29 | and an Odd Page Footer.
| | 03:31 | By consulting these blue tags, you'll
help ensure that you're editing the header
| | 03:35 | or footer that you think you are.
| | 03:37 | Now as you can see the Header and
Footer pane of the Ribbon offers options for
| | 03:41 | creating multiple headers and footers.
| | 03:43 | You can also find these options in
the Layout pane of the Document dialog.
| | 03:48 | Pull-down the Format menu, choose
Document, and then make sure the Layout
| | 03:52 | button is selected.
| | 03:53 | The Different First Page and Different
Odd and Even options are right here in
| | 03:57 | the Headers and Footers area.
| | 03:59 | Either way you can set up your document
to display headers and footers exactly
| | 04:03 | the way you need them.
| | Collapse this transcript |
|
|
12. Working with Cell TablesCreating a cell table| 00:00 | Word offers two ways to
create tables of information.
| | 00:03 | Tab tables, which I cover in
another chapter, and cell tables, which I'll
| | 00:08 | cover in this chapter.
| | 00:09 | A cell table is a grid that you can
enter text and other content into.
| | 00:14 | Each cell of the grid is like a tiny
word processing document that supports
| | 00:18 | multiple lines of text and word wrap.
| | 00:21 | Cell tables are far more flexible
than tab tables, because they offer more
| | 00:24 | options for layout, formatting, and design.
| | 00:28 | Let's see how this works.
| | 00:29 | We're going to start by creating a
table with four columns and five rows.
| | 00:34 | Word offers a number of ways to do this.
| | 00:37 | One way is to use the Table
Drawing tool to draw the table.
| | 00:42 | Choose Table > Draw Table.
| | 00:45 | The mouse pointer turns into a drawing tool.
| | 00:48 | You can then drag in your document to
create the outside boundaries of a table.
| | 00:52 | So maybe it might look a little bit like this.
| | 00:56 | Once that's done, you can drag to
create column boundaries and row boundaries.
| | 01:01 | So I can just drag down here and I can
put in my column boundaries and then drag
| | 01:07 | across to create my rows.
| | 01:15 | Now, I don't like this method.
| | 01:17 | It's difficult to do, especially with
the track pad, and it lacks precision.
| | 01:22 | The only reason I'm showing this to you
is, because I want you to know that it's
| | 01:25 | available, but I don't recommend it.
| | 01:27 | I'm going to close this document
and create a new one to start fresh.
| | 01:35 | Another way to create a table is with
the New button on the Tables Ribbon.
| | 01:40 | So I'm going to click Tables here,
then I'm going to come over to the New
| | 01:43 | button, click that, and it displays a menu.
| | 01:48 | What you want to do here is drag to select
the number of columns and rows that you want.
| | 01:53 | So I want 4 columns and 5 rows.
| | 01:57 | When I release the mouse
button, the table appears.
| | 02:01 | Now, another way to do this
is with the Tables dialog.
| | 02:03 | So I'll insert another one down here.
| | 02:06 | Pull down the Tables menu, come
down to Insert, and then choose Table.
| | 02:11 | You can use this dialog to
set options for your table.
| | 02:15 | So if I want it to be 4 columns and 5
rows, I could just type that information
| | 02:20 | in here, click OK, and it creates my table.
| | 02:24 | Now, I only need one table.
| | 02:25 | So I'm going to get rid of this second one.
| | 02:27 | I'll just select it and
press Delete and it will go away.
| | 02:30 | By default a new table is set
up with borders around each cell.
| | 02:35 | That's a good thing, because it
helps make the table easier to see.
| | 02:39 | If for some reason the table is created
without Borders, you can display table gridlines.
| | 02:44 | Just pull down the Table
menu and choose Gridlines.
| | 02:47 | Now, the gridlines already turned on
and I can tell because of this checkbox.
| | 02:52 | You can't see gridlines
and borders at the same time.
| | 02:56 | Gridlines don't print.
| | 02:57 | So if you decide you don't want lines
around your table, you can turn off the
| | 03:01 | table borders, show the gridlines, so
you can see those cells and then when you
| | 03:05 | print there won't be any lines around it.
| | 03:07 | And I'll tell you more about how to add
and remove borders in another chapter.
| | 03:10 | If you have Word set up to hide
nonprinting characters, you might want to show
| | 03:15 | them while you're working with tables.
| | 03:17 | Right now they're turned on.
| | 03:19 | If they were turned off,
it would look like this.
| | 03:21 | I'll just click that button in
the toolbar and they'll go away.
| | 03:24 | You can see that with the nonprinting
characters turned on, you could see end of
| | 03:28 | cell markers in each table.
| | 03:30 | That's what these little boxes are, and
there is also ones out here on the far right end.
| | 03:35 | That's the basics of creating a table.
| | 03:38 | In the next video, we'll start
entering data into the table.
| | Collapse this transcript |
| Entering and formatting table text| 00:01 | Once you've created the basic
structure for a table, you can begin entering
| | 00:04 | information into it.
| | 00:06 | Now this is going to be a table
of products with descriptions, item
| | 00:10 | number, sizes, and prices.
| | 00:12 | We'll start by entering the
first item in the first cell.
| | 00:15 | If the blinking insertion point isn't in
that first cell, just click to place it there.
| | 00:19 | We're going to type in Mandarin-
infused Extra Virgin Olive Oil.
| | 00:26 | Type two spaces and then we're going
to put in description for this product.
| | 00:31 | This flavor contains the most
refreshing orange oil we've ever tasted.
| | 00:37 | Crushing fruit and olives together
maintains the pure flavor of each.
| | 00:42 | Now that's a lot to type,
but it's long for a reason.
| | 00:46 | I want you to see how the cell
expands vertically to except the content.
| | 00:50 | So go to the next cell, press Tab.
| | 00:53 | Now type in the item number
for this product, which is M01.
| | 00:59 | Press Tab and type in the size, which
is 8 ounces, and then press Tab again and
| | 01:05 | type in the price, which is $25.
| | 01:06 | Now, press Tab again and you'll go
to the first cell of the next row.
| | 01:12 | Now while I could ask you to start
typing another long description. I know you
| | 01:16 | are not watching this to
practice your typing skills.
| | 01:19 | So instead we'll use a shortcut and simply
copy the description from another document.
| | 01:27 | I'm going to select the next item
here and copy it, Edit > Copy or press
| | 01:32 | Command+C and then go back to the first
document, make sure I'm clicked in that
| | 01:36 | first cell in the second row, and choose
Edit > Paste or press Command+V and it
| | 01:42 | gets pasted in there.
| | 01:44 | Now, I want you to notice two things here.
| | 01:46 | First, the other document has formatted text.
| | 01:49 | When you paste the text in,
the formatting comes along with it.
| | 01:53 | You could use the Paste Options button to
get rid of that formatting if you wanted to.
| | 01:58 | But since this formatting is really
what I want, I'm going to leave it.
| | 02:02 | Second, if you copy the entire
paragraph from the other document, when you
| | 02:06 | pasted it in into the cell,
you also pasted in a paragraph mark.
| | 02:10 | We don't need that in this cell.
| | 02:12 | So we can delete it.
| | 02:13 | So what we want to do here is just click
right at the end of this cell, right by
| | 02:16 | the end of cell marker and you can
press Delete, and what it'll do is it'll
| | 02:20 | delete that extra
paragraph mark that we don't need.
| | 02:23 | Now, you can repeat this process for
the remaining items in the list and you
| | 02:27 | might find it useful to put
the two documents side by side.
| | 02:30 | That's what I'm going to do here.
| | 02:31 | I'll just make the two windows a different size
and then I can copy and paste one to the other.
| | 02:36 | I can even drag-and-drop.
| | 02:38 | I can just delete those
extra returns at the end.
| | 02:45 | Now when you get to the end,
you're going to see number of things.
| | 02:47 | First of all, the table
no longer fits on one page.
| | 02:50 | So there's a page break in the middle
of it and don't worry about that for now.
| | 02:54 | The other thing that you might notice
is that we've run out of table cells.
| | 02:57 | We still have another product to list, but
we don't have any more rows in the table.
| | 03:01 | Now, Word makes it very easy to
insert a row at the end of the table.
| | 03:05 | All we need to do is press the Tab key
to go to the very last cell on the table
| | 03:10 | and then when you're in that last cell,
press Tab one more time and Word creates
| | 03:15 | a new row at the bottom of the table.
| | 03:17 | We can then do the same thing to
drag-and-drop that text in there.
| | 03:23 | Now within each cell,
you can format text as you like.
| | 03:26 | For example, in most of the cells in
the first column, the product name is bold
| | 03:31 | and the description isn't.
| | 03:32 | What I want to do is I want to
make this first one the same way.
| | 03:35 | So I'm going to select just the text
that I want to make bold and then in the
| | 03:39 | Homes tab, I'll click the Bold button and
now the formatting is applied the same way.
| | 03:44 | You can apply any kind of text
formatting you need to, and I'll tell you more
| | 03:48 | about formatting text in other chapters.
| | 03:50 | Now I know we haven't filled in all
the cells, but we should have done enough
| | 03:54 | for you to understand how
to enter data into them.
| | 03:57 | Just click in the cell or use the
Tab key to advance to it and type in
| | 04:01 | whatever you need to.
| | 04:02 | Tab moves you forward from cell to cell.
Shift+Tab, moves you backwards from cell to cell.
| | 04:08 | That's the basic of entering and
formatting text in table cells, next we'll
| | 04:12 | modify the structure of this
table to better meet our needs.
| | Collapse this transcript |
| Modifying table structure| 00:01 | We've got a table, but it's not quite right.
| | 00:03 | It needs column headings and the column
width needs to be changed. We'll do that now.
| | 00:08 | The first thing we need to do is add a row
at the top of the table for column headings.
| | 00:12 | We'll start by selecting the first row.
| | 00:15 | Bring the mouse pointer out into the
selection area on the left side of the window.
| | 00:20 | When the mouse pointer turns into
an arrow pointing right and up, click.
| | 00:24 | The first row is selected.
| | 00:27 | Notice that only the contents are highlighted.
| | 00:30 | Also notice that the end of cell marker
on the far right end is also selected.
| | 00:35 | This means that the entire row is selected.
| | 00:38 | On the Ribbon click the Table Layout button.
| | 00:41 | A number of buttons in the rows and
columns area let you modify the table structure.
| | 00:47 | You can delete the selected row, insert
a row above it, insert a row below it,
| | 00:52 | or insert columns to the left or right.
| | 00:54 | What we want to do is insert a row above it.
| | 00:57 | So we'll click this button.
| | 00:59 | I do want to point out that these options
are also available under the Table menu.
| | 01:04 | Just pull down the Table menu, come
down to Insert or Delete, and they both
| | 01:09 | have the same options.
| | 01:10 | Now with new row inserted,
let's enter the column headings.
| | 01:15 | I'll start in the first cell.
| | 01:17 | That's going to be Product Name, press Tab,
then its Item, Tab, Size, Tab, and Price.
| | 01:28 | Notice how the formatting is copied
from the cell beneath it for each item.
| | 01:32 | It's not quite right though.
| | 01:34 | We want these column headings to all be bold.
| | 01:36 | So what we need to do is select them,
and I'll just drag across these three
| | 01:40 | cells and then click the Home
button and click the Bold button.
| | 01:45 | That makes them all bold.
| | 01:47 | Next, we want to change the column widths
to make the table fit better on the page.
| | 01:52 | We could try the AutoFit feature to
see if Word could do all the work for us.
| | 01:56 | So what we want to do is select the
entire table, hold down the Option key, and
| | 02:00 | double-click on any content in the table.
| | 02:03 | Then click the Table Layout button and
then click the AutoFit button in there.
| | 02:09 | You've got three options: AutoFit to
Content, AutoFit to Window, or Fix Column Width.
| | 02:16 | What we want to choose
here is AutoFit to Contents.
| | 02:19 | What that does is it makes that first
column wider, which is good, because now
| | 02:23 | it all fits on one page.
| | 02:25 | But it also makes the other columns narrower.
| | 02:28 | In fact, in some instances, they're too
narrow to actually fit their contents.
| | 02:32 | This really isn't what we want.
| | 02:34 | So what we'll do here is we'll undo this.
| | 02:36 | Just choose Edit > Undo AutoFit
Contents or press Command+Z. Instead we're going
| | 02:43 | to modify this manually.
| | 02:44 | So I want you to click anywhere
in the table to deselect the cells.
| | 02:48 | No cell should be highlighted.
| | 02:50 | Now move the mouse pointer up to the
ruler and place it atop the blue box over
| | 02:55 | the first column's right boundary.
| | 02:57 | The mouse pointer changes
into a Move Table Column marker.
| | 03:01 | Press the mouse button down, drag a tiny bit
to the left and then drag out to the right.
| | 03:07 | The width of the column should change.
| | 03:09 | When you get to about the three mark
on the ruler, release the mouse button.
| | 03:14 | The trouble is that now the table is
too wide to fit within the margins.
| | 03:18 | Our margins give us 6 inches to work
with and that's what we want to stick with.
| | 03:22 | So what we need to do is make
the other three columns narrower.
| | 03:26 | You can do this by dragging each
of the other borders to the left.
| | 03:30 | So I'm going to grab each one, one
at a time, and drag them in so they're
| | 03:33 | about an inch wide.
| | 03:34 | I'll put one at about the 4 mark, one at
about the 5 mark, and one at about the 6 mark.
| | 03:42 | That's much better.
| | 03:43 | Now, one of things I don't like about this
table is how tight the text is within each cell.
| | 03:49 | I want to add some space between the
edges of the cells and their contents.
| | 03:53 | I can do this with the Properties dialog.
| | 03:55 | Hold on the Option key and double-click
anywhere in the table with this content.
| | 04:00 | That selects the whole table.
| | 04:01 | Then click the Properties
button in the Table Layout Ribbon.
| | 04:06 | The Table Properties dialog that
appears lets you fine-tune the settings for an
| | 04:10 | entire table or for
selected rows, columns, or cells.
| | 04:14 | Right now we're interested in setting the
default cell margins for all cells in the table.
| | 04:19 | So in the Table pane, which
is showing now, click Options.
| | 04:23 | We'll put a .1 in each of these boxes.
| | 04:26 | So just type in .1 and you could press Tab to go
from one field to the next. So they're all .1.
| | 04:32 | Then click OK.
| | 04:34 | Back in this Table
Properties dialog, click OK again.
| | 04:37 | You will see that we've added
additional space in each cell.
| | 04:42 | We can also change the horizontal
alignment of the cells in the last three columns.
| | 04:47 | Just move the mouse pointer over
the top of the first of those columns.
| | 04:50 | That's this one right here.
| | 04:52 | The mouse pointer turns
into an arrow pointing down.
| | 04:55 | Press the mouse button down and drag to the
right, and you'll select those three columns.
| | 05:01 | Now on the Table Layout ribbon, choose
Top Center from the Align buttons menu.
| | 05:06 | So this menu right here.
| | 05:08 | We want Top Center.
| | 05:09 | What that does is it centers them
horizontally in here, but it leaves them
| | 05:14 | vertically at the top and that's what we want.
| | 05:17 | So in this video we saw how to insert
rows and columns, resize columns, and
| | 05:21 | apply table specific formatting options.
| | 05:24 | We've just touched the tip of the
iceberg on table formatting, but it should be
| | 05:28 | enough to show you the kinds of
things that you can do to make your tables
| | 05:31 | appear just the way you need them to.
| | Collapse this transcript |
| Using table styles| 00:00 | One of the ways you can format a cell
table is with the table styles feature.
| | 00:05 | This feature enables you to apply
predefined styles to your table to add color
| | 00:09 | and other formatting options quickly and easily.
| | 00:12 | Let's take a look. To get started,
click the Tables button on the ribbon.
| | 00:17 | The first thing to do is to check the
settings under table options, which is
| | 00:21 | this area right here.
| | 00:23 | You can use the top four checkboxes to
tell Word which parts of the table should
| | 00:27 | have special formatting.
| | 00:28 | For example, if your table has a
header row, as this one does, you might want
| | 00:34 | that row to be formatted
differently from the rest of the table.
| | 00:37 | The same goes for a total row at the
bottom in the first and last columns.
| | 00:41 | In our example the only special part
of the table is the first row, so we'll
| | 00:45 | make sure that only that checkbox is turned on.
| | 00:47 | I'll turn off this first column option here.
| | 00:51 | Next you can specify whether you
want the table styles feature to use
| | 00:54 | banded rows and columns.
| | 00:56 | Banded means the Word will
apply alternating colors.
| | 01:00 | So banded rows means that every other
row will be a specific color, and banded
| | 01:04 | columns means that every other
column will be a specific color.
| | 01:07 | For now we'll just leave Banded Rows turned on.
| | 01:10 | Next, let's look at the available styles.
You can point in the table styles area
| | 01:15 | and click a button at the
bottom to display a menu.
| | 01:19 | There are quite a few different
styles, you can actually scroll down and
| | 01:22 | see even more of them.
| | 01:24 | Their main difference is color.
| | 01:26 | Choose the one that you like.
| | 01:27 | I'm going to try this one right here.
| | 01:29 | Now as soon as you click that
button the entire table is formatted.
| | 01:34 | You could see the banded rows in
special treatment for the first row.
| | 01:38 | Here are the banded rows. We've got
like a pinkish color, white-pink-white and
| | 01:43 | then the top row of the header
row has different treatment to it.
| | 01:47 | If you don't like this formatting, you
could choose another one, so let's pull
| | 01:51 | this menu down and maybe I'll
choose one of these blue ones.
| | 01:53 | It's actually a little bit too similar.
| | 01:57 | Scroll down little bit
further. Pick this one maybe.
| | 02:00 | If you don't like the banded feature,
you could turn off that checkbox and you
| | 02:04 | notice that all these samples changed.
| | 02:06 | So you can now pick one without the banding.
| | 02:09 | Now you're not stuck with this formatting.
You could take what you like and make
| | 02:14 | changes to it so it's perfect.
| | 02:16 | You do this by selecting cells and
applying various formatting options that I've
| | 02:20 | covered throughout this course.
| | 02:21 | If you decide you want to remove formatting,
just choose Plain Tables from the menu.
| | 02:26 | So we can display of that menu again, click
Plain Tables and it goes back to the way it was.
| | 02:33 | So as you can see the table styles feature
is a quick and easy way to format a table.
| | 02:38 | If you like a lot of color in your
documents, it's a good place to start.
| | 02:41 | But you can always format the table
manually, applying your own formatting
| | 02:45 | options to table cells
to achieve custom results.
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| Converting between tab and cell tables| 00:00 | If you create a table using Words
tab table feature and realize that you
| | 00:04 | really should have used the cell table feature,
you can convert the tab table to a cell table.
| | 00:10 | Likewise, Word also lets you
convert a cell table to a tab table.
| | 00:14 | This document has two tables in it:
a tab table and a cell table.
| | 00:18 | We'll convert each table to the other type.
| | 00:21 | we'll do the tab table first.
| | 00:23 | You need to start out by selecting all
the rows in the table. So I'm going to
| | 00:27 | bring my mouse point to over here is
this selection bar, press the mouse button
| | 00:31 | down and drag to all those rows.
| | 00:34 | Now I want to click the table's button
up on the Ribbon, and then under the new
| | 00:38 | menu here, I want to
choose Convert Text to Table.
| | 00:42 | Now this dialog has some settings
that you can use to specify how this
| | 00:47 | conversion should happen.
| | 00:48 | What Word does is it looks at what's selected
and it pretty much guesses what you want.
| | 00:53 | In most cases it will probably guess right.
| | 00:56 | It knows that I want
four columns and seven rows.
| | 00:59 | It has an AutoFit behavior area where I can
turn on different AutoFit options if I want.
| | 01:05 | I probably would like to
turn on AutoFit to contents.
| | 01:08 | And you also need to make sure that the
Separate text at area, that's down here,
| | 01:14 | indicates that the
columns are separated by tabs.
| | 01:17 | Again, Word looked at this and it could see
the tab, so it guessed that you wanted tabs.
| | 01:23 | When all this is set properly, just
click OK and Word makes the conversion.
| | 01:29 | It's pretty straightforward.
| | 01:30 | Now let's convert this other table
here. Hold down the Option key and
| | 01:35 | double-click on any of the contents on
the table that selects the entire table.
| | 01:39 | Now pull down the Table menu, come down
to Convert, and we'll want to do is to
| | 01:45 | want convert the table to text.
| | 01:47 | I should point out that we could
have used this Convert Text to Table in
| | 01:51 | the previous example.
| | 01:52 | We want to Convert Table to
Text, so we'll select that.
| | 01:55 | And again, Word looks at what
we've got and it asks us how we want to
| | 02:00 | separate this information.
| | 02:01 | We want to separate it by tabs, so we'll
leave tabs turned on here and then click OK.
| | 02:07 | Now what Word has done is it has
converted that cell table to a tab table.
| | 02:12 | Now in each example the conversion
process was completed quickly with a
| | 02:16 | minimum amount of effort.
| | 02:17 | And while you can convert in either
direction, I think you're more likely to
| | 02:21 | convert from tabs to cells, when you
realize that a simple tab table just
| | 02:25 | won't give you the flexibility you need
to present information in table format.
| | 02:29 | At least that's how it
always seems to work out for me.
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|
|
13. Using Borders and ShadingAdding borders to text and paragraphs| 00:00 | Word's Border and Shading feature makes
it possible to add borders around text
| | 00:04 | and to add shading to text backgrounds.
| | 00:07 | It's relatively easy to apply. Just
select the text and apply the border or
| | 00:11 | shading setting to it.
| | 00:13 | In this chapter, I cover how to apply
borders to text and paragraphs, cells and
| | 00:17 | tables, and to full pages.
| | 00:20 | Then I explain how to add shading
to any selection in a new document.
| | 00:24 | Borders work with selections. So if I
wanted to add a border to the first body
| | 00:28 | paragraph of this document,
I'd begin by selecting it.
| | 00:31 | So let's do that. I'm going to
do triple-click in this paragraph.
| | 00:34 | Then I'd choose a border option from
the Border menu on the Home Ribbon.
| | 00:39 | So here is the Home Ribbon and I want to
use one of the border options, which is
| | 00:43 | under this menu here.
| | 00:45 | The Border menu graphically
illustrates what borders would be placed.
| | 00:48 | For example, if I choose Bottom an
underline under the last line of the
| | 00:53 | paragraph would appear.
| | 00:55 | Note that unlike an underline, a
paragraph border stretches from one indent
| | 01:00 | setting to the other.
| | 01:01 | I cover indentation settings in the
chapter about paragraph formatting.
| | 01:06 | By default, indents are set flush with the
margin, which is what you're seeing here.
| | 01:10 | This line goes for one side to the other.
| | 01:13 | If I pull down the Border menu again,
you can see which option is selected.
| | 01:18 | Selecting it again turns it off.
| | 01:20 | For a single paragraph, the only
borders that really apply are Bottom, Top,
| | 01:25 | Left, Right, None and Outside.
| | 01:28 | The other options simply don't do anything.
| | 01:31 | If I want a border around the
whole paragraph, I'll choose Outside.
| | 01:35 | This in effect turns on Bottom, Top,
Left and Right, and you can see that here.
| | 01:40 | If I wanted to remove
borders, I could choose None.
| | 01:44 | If I have two paragraphs selected,
let me do that, I can use the Inside or
| | 01:48 | Horizontal option to put a border
between them, so it'd be something like this.
| | 01:52 | Maybe the Horizontal option.
| | 01:55 | Or I could put a line between
and around them by choosing All.
| | 02:00 | You could also set these options
with the Border and Shading dialog.
| | 02:03 | First select the paragraphs you want to
put a border around, then choose Format
| | 02:09 | > Borders and Shading.
| | 02:10 | You'd want to use the Borders tab to do this.
| | 02:14 | You can then use the Borders pane
to put a predefined or custom border
| | 02:17 | around your selection.
| | 02:19 | For example, the Shadow option here puts
a Drop Shadow box around the selection,
| | 02:24 | and you could see that in the Preview area.
| | 02:27 | If I click OK, that will apply it.
| | 02:29 | Let's go back in there.
| | 02:33 | You could also create custom borders.
| | 02:35 | You'd set options in the middle
column, then click on the Preview area to
| | 02:38 | just set the borders.
| | 02:40 | So for example, maybe I want dashed
lines along the top here, just on the top.
| | 02:46 | And then maybe I want to a solid line,
down here in the bottom and the sides or
| | 02:51 | maybe I want them to be a
different width, thick width.
| | 02:55 | So basically you choose the option you want,
and then click on the picture to place it.
| | 02:59 | So when I click OK, the selection is
going to have a dashed line border on the top.
| | 03:03 | It's going to have a regular plain
border on either side and a thick one on the bottom.
| | 03:07 | Let's see and that's what it is.
| | 03:09 | Let's pull down that menu,
and look at that again.
| | 03:13 | You can even specify how far border
should be positioned from the text, by
| | 03:17 | clicking the Options button
and entering measurements.
| | 03:20 | So if I click Options, I can determine
how far that border will be from the text.
| | 03:25 | Right now, its 4 pt on the left and
right, and 1 pt on the top and bottom.
| | 03:30 | But maybe I want it to be 10 pt all
around, make a really big change so you
| | 03:33 | could see the difference.
| | 03:35 | When I click OK, and I click OK again,
you'll see how this whole thing widened
| | 03:40 | out to make more room for the border.
| | 03:42 | Let's get rid of all this. The easiest way is
to pull down this menu here and choose None.
| | 03:47 | That'll get rid of everything.
| | 03:49 | So you can also use the Borders
feature to place a box around certain text.
| | 03:54 | Start by selecting the word or phrase
that you want to put a box around, so
| | 03:58 | maybe just these just two words here.
| | 04:00 | And then use the Borders menu to place a
box around it. So I can pull this menu down
| | 04:05 | and I can choose Outside and
it will put a box around it.
| | 04:08 | Now the reason is it appears with dashes is
because that's the last border I had set.
| | 04:13 | If I wanted regular borders again, I'd
have to go under the Format menu, choose
| | 04:17 | Borders and Shading, and then
change that to a plain line. Click OK.
| | 04:23 | And then from this point on,
it should be a plain line.
| | 04:26 | If the text you want to do this to
spans multiple lines, like here is some text
| | 04:30 | here and maybe I will apply our
border again, there is my border, what will
| | 04:34 | happen is that you'll get a
separate box on each line.
| | 04:37 | I'm not sure why you'd want
that, but that's what you'd get.
| | 04:41 | To remove borders, just select the
text again and choose None from the menu.
| | 04:45 | So we can remove that.
| | 04:46 | If I want to remove this I can
select it, and remove it too.
| | 04:51 | Text borders are graphic elements that
you can use to divide text to make it
| | 04:55 | more interesting for the eye.
| | 04:56 | I often use them below headers or above
footers to make it clear where body text begins.
| | 05:02 | If you use borders throughout your
document, you can incorporate them in one of
| | 05:06 | your document styles, to make
applying them easy and consistent.
| | 05:10 | You can watch the videos in the style
chapter to learn more about creating
| | 05:13 | and modifying styles.
| | 05:16 | Don't confuse borders with underlines.
| | 05:18 | They are different.
| | 05:19 | Borders work with the selected
text or entire paragraphs of text.
| | 05:23 | Underlines only work for text characters.
| | 05:26 | Borders are a paragraph formatting option.
| | 05:28 | Underlines are a character style.
| | 05:30 | They may seem similar, but
they are indeed different.
| | 05:33 | Make sure you use the right one
to achieve your formatting goals.
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| Adding borders to table cells| 00:00 | By default, Word tables
are created with borders.
| | 00:04 | But you don't have to keep those borders.
| | 00:06 | You can remove them.
| | 00:07 | You can also apply borders to individual
cells, rows, columns or the table itself.
| | 00:12 | Let's take a look.
| | 00:14 | So as you can see, the default border
appears around each cell in this table.
| | 00:18 | Word offers a number of
ways to remove these borders.
| | 00:22 | One way is with the Borders menu.
| | 00:24 | Start by selecting the cells
you want to erase the borders from.
| | 00:27 | So in my example, I'll select the first row.
| | 00:30 | Now, I'll pull down the Borders menu
and you can see which borders are applied
| | 00:35 | to the selected cells.
| | 00:37 | To remove just the bottom border,
I can select Bottom to remove its checkbox,
| | 00:41 | and the border is removed.
| | 00:43 | To remove all the borders, I can
pull that menu down and choose None.
| | 00:48 | If I wanted to remove all the borders
from the table, I could select the entire
| | 00:52 | table by holding down the Option key and
double-clicking on any content in the table.
| | 00:57 | That selects the whole table and then
I could pull down that menu and choose None.
| | 01:02 | Now, I've removed all the borders.
| | 01:05 | With all the borders gone,
a table is difficult to see.
| | 01:09 | You can turn on the table's gridlines to
see the table structure without borders.
| | 01:13 | In the Table Layout Ribbon, just click
the Gridlines button and that turns them on.
| | 01:18 | The Gridlines are gray and they don't print.
| | 01:21 | To turn them off so you can better see
your borders, just click the button again.
| | 01:26 | Adding borders works pretty much the same way.
| | 01:29 | You'd select the table cells you want
to put borders around, and then use the
| | 01:32 | Borders menu in the Tables Ribbon.
| | 01:35 | So here is the Tables Ribbon and
the Borders area is around here.
| | 01:39 | So for example if I want borders around
the first row, I could select that first
| | 01:43 | row and then choose
Outside from the Borders menu.
| | 01:46 | So here is the first row selected. I'll
pull down this menu here and choose Outside.
| | 01:52 | If I also wanted borders around the
entire table, I can select the whole table
| | 01:56 | and choose Outside again.
| | 01:58 | So it's selected and I'll choose Outside.
| | 02:01 | If I wanted borders on the left and
right side of each column, I can select the
| | 02:06 | entire table and I can choose Vertical.
| | 02:09 | That puts a line between each column.
| | 02:11 | Now, if you want a specific color,
style, or thickness of border, you need to
| | 02:16 | select it first from the appropriate menus.
| | 02:18 | For example, suppose I
want a fat red fancy border.
| | 02:22 | So I could choose the style I want here,
this would be kind of a fancy border, and maybe I
| | 02:29 | wanted a little bit thicker than that,
| | 02:30 | 4.5 points, and maybe I want it to be
red, so I can choose a color from this
| | 02:35 | menu, maybe this color red.
| | 02:38 | With the table selected, I can then
choose Outside to apply that border.
| | 02:42 | So I'll pull down this menu and
choose Outside, and it applies it.
| | 02:47 | Sometimes it won't apply the first time so
you might have to choose the command again.
| | 02:51 | Now, this might seem simple but I can
assure you that you will get it wrong more
| | 02:55 | often than you think,
especially in the beginning.
| | 02:58 | I still mess it up once in a while.
| | 03:00 | If you do find that you've put a table
border where you don't want one and Undo
| | 03:04 | won't get you out of trouble, do what I do.
| | 03:07 | Just remove all the table
borders and start from scratch.
| | 03:10 | I should also mention here that you can
also apply borders to cell tables with
| | 03:14 | the Borders and Shading dialog.
| | 03:16 | First select the table cells, then
choose Format > Borders and Shading, and then
| | 03:22 | use the options in this
dialog to set the border.
| | 03:25 | It works just like it does for paragraphs.
| | 03:27 | You set your options here and then
click in the diagram to change your borders.
| | 03:32 | When you click OK, those borders are applied.
| | 03:35 | You might find it easier to place
borders this way, but I think the Ribbon is
| | 03:39 | more straightforward.
| | 03:40 | Either way, you can add or remove
borders on cell tables, rows, and columns,
| | 03:45 | just as you see fit.
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| Setting page borders| 00:00 | Page borders are borders that
appear around the entire page of text.
| | 00:05 | They fit around the outside of the
page's normal print area, between the margins
| | 00:09 | and the edge of the paper.
| | 00:10 | Although page borders can be applied
throughout multi-page documents, I often
| | 00:15 | use them for single page
flyers or signs like this one.
| | 00:18 | You've probably seen signs like this
around the office, someone's attempt to
| | 00:23 | share important information
without making an ugly handwritten sign.
| | 00:26 | Let's see how we could put a
border around a page like this.
| | 00:31 | To set a page border, click the Layout
button on the ribbon, and then click the
| | 00:35 | Borders button under Page Background.
| | 00:37 | You can also open up this dialog by
pulling down the Format menu, choosing
| | 00:41 | Borders and Shading, and then when the
dialog appears, click the Page Border button.
| | 00:46 | You can apply a page border a number of ways.
| | 00:49 | One way is to select one of the
predefined borders under Setting.
| | 00:53 | We got Box, Shadow, 3-D.
| | 00:57 | They're quick and easy to use,
but they're not very interesting.
| | 01:00 | A better way is to create a custom border.
| | 01:03 | You select the style, color, and width,
and Word automatically applies it to all
| | 01:08 | sides in the Preview area.
| | 01:09 | So let's give this a try.
| | 01:11 | We'll choose a style, maybe this one
here, and a color, try this red color.
| | 01:18 | Then choose a width, a slightly wider width maybe.
| | 01:21 | As you notice here, Word has
applied it in this Preview area.
| | 01:25 | To apply the finish border, just click OK.
| | 01:27 | Word applies it to your document.
| | 01:29 | This one also has a drop shadow,
because we've chosen the drop shadow setting.
| | 01:33 | This isn't bad, but we can do better.
| | 01:35 | So we'll go back into that dialog.
| | 01:37 | I'll click the Borders button.
| | 01:39 | This time, we're going to use the Art menu.
| | 01:41 | This has a lot of different
pictures on it that you might find useful.
| | 01:45 | So I'll scroll down here, and I
think I'm going to use these clocks.
| | 01:48 | I'll select the clocks, and
they'll appear over here in the border.
| | 01:53 | Then I can use the width area to change the
width of them to make them smaller or larger.
| | 01:57 | I will make them little bit smaller.
| | 02:00 | When I click OK, they're applied
as a border around the document.
| | 02:04 | Now if you don't want to use color, you can
choose different options from that Art menu.
| | 02:09 | Just select the Art menu again, scroll
down, and you'll see a whole bunch of
| | 02:14 | borders that are in black-and-white,
including a couple of really nice Art Deco ones.
| | 02:18 | So choose one that you like, and again,
you can change the width in here if you
| | 02:22 | want to, make it wider or narrower.
| | 02:25 | Then when you click OK, it's
applied to the whole document.
| | 02:28 | I want to point out that you can use the
Options button here to change settings for it.
| | 02:33 | For example, if you click that
button, you can change the Margin area.
| | 02:38 | You can add more space between the
margin of the document and the border by just
| | 02:42 | increasing the values that are in here.
| | 02:44 | When you set the new values,
just click OK, and it'll change.
| | 02:47 | I'm not going to make any changes there.
| | 02:50 | To remove the board, you can click None.
| | 02:52 | Then when you click OK, that will
remove the border from the document.
| | 02:55 | I'm going to leave it as it is.
| | 02:57 | So I'm just going to click Cancel
here, and that border should remain.
| | 03:00 | I do want to make one more change in
this document though, and it has nothing
| | 03:04 | to do with borders.
| | 03:05 | What's bugging me is that the document
text is gathered up near the top of the page.
| | 03:10 | I wanted to fill the page.
| | 03:12 | I can do that with the Document dialog.
| | 03:13 | So I'll pull down the Format menu, and
I'll choose Document, and then click the
| | 03:19 | Layout button, which is already selected here.
| | 03:22 | What I want to change is the Vertical alignment.
| | 03:24 | Right now, it's set to Top, which is normal.
| | 03:27 | The text normally starts at the top of the page.
| | 03:29 | But if I pull this menu down, I can
either center it on the page, justify it
| | 03:35 | on the page, which means to spread it out
throughout the whole page, or choose Bottom.
| | 03:40 | I'm going to choose Center.
| | 03:42 | Then when I click OK, it centers
that text in the middle of the page, and
| | 03:46 | that looks a lot better.
| | 03:48 | So as we've seen, you can place
a border around a page of text.
| | 03:51 | The border fits into the otherwise
empty margin area between the document text,
| | 03:55 | and then edges of the paper.
| | 03:57 | If this were a multi-page document, this
border would be repeated on every page.
| | 04:02 | Page borders have limited use, but I'm
sure you'll come up with something to
| | 04:06 | use them for, even if it's the next
"clean out your stale food" message posted on
| | 04:10 | the lunchroom fridge.
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| Applying shading| 00:00 | Shading works hand-in-hand with borders.
| | 00:03 | Wherever borders can be placed,
shading can fill in the enclosed space.
| | 00:07 | But you don't need borders to use shading.
| | 00:10 | You can shade selected text, paragraphs, or
cell tables without placing the single border.
| | 00:15 | Now I want to use shading on the first body
paragraph of this document just as an example.
| | 00:21 | I'll start by selecting the paragraph.
| | 00:24 | Then I'll go into the Tables
ribbon-- and yes I know isn't a table.
| | 00:28 | I'll choose a color from the Shading menu.
| | 00:30 | That's this menu over here.
| | 00:32 | Just pull the menu dow, and choose a color.
| | 00:35 | In most cases, you're going
to want to pick a light color.
| | 00:37 | I'll pick this light purple color.
| | 00:39 | Now deselect the
paragraphs so you can really see it.
| | 00:42 | You'll see that the shading
is applied to the background.
| | 00:45 | To remove that shading, I can select
the paragraph again, pull down that
| | 00:49 | menu, and choose No Fill.
| | 00:52 | Now the shading is gone.
| | 00:54 | That's simple shading.
| | 00:55 | But I can also get more complex.
| | 00:57 | I'm going to select that again, and
I'll pull down the Format menu, and choose
| | 01:03 | Borders and Shading.
| | 01:04 | Then in the dialog that appears, make
sure that the Shading button is selected.
| | 01:08 | There are a lot more
options here to choose from.
| | 01:12 | Fill, when used by itself,
is the same as shading.
| | 01:15 | You can click one of the colors here, or
you could use the More Colors button to
| | 01:19 | use a color wheel and use that
color wheel to select a color you want.
| | 01:23 | You can use several different color pickers.
| | 01:26 | These are pretty standard to Mac OS X.
When you pick the color that you want,
| | 01:30 | maybe I'll pick this orangey color here.
| | 01:33 | That becomes the background color for it.
| | 01:36 | The Shading pane also lets you set up a pattern.
| | 01:39 | That's what this area here is about.
| | 01:41 | The first bunch of patterns uses dots to
set up a percentage of foreground color
| | 01:46 | over the background fill.
| | 01:48 | But if you scroll down, you'll
see some other patterns here.
| | 01:52 | Some different stripes, and checks, and lines.
| | 01:56 | Choose one of these from the menu.
| | 01:57 | Maybe you'll choose the Lt or Light Grid.
| | 02:00 | The foreground color is black by
default, but you can choose another color.
| | 02:05 | Now this Color menu is active.
| | 02:07 | I can display it, and I
can choose a different color.
| | 02:10 | Maybe I'll choose this blue color here.
| | 02:13 | The Preview area warns you
how awful this is going to look.
| | 02:16 | But I'm going to click OK anyway just
to see what it looks like in my document.
| | 02:20 | When I deselect that paragraph,
I can see what I've just done.
| | 02:24 | It does look pretty bad.
| | 02:25 | But you get an idea of the
background color, which is that peach, and the
| | 02:30 | foreground color with the grid pattern.
| | 02:32 | The foreground color is that blue color.
| | 02:35 | I want to get rid of that.
| | 02:35 | So I'll select it all again.
| | 02:38 | Pull down the Format menu,
pick Borders and Shading.
| | 02:41 | To get rid of that, I need to do two things.
| | 02:43 | First, I need to remove
the fill by clicking No Fill.
| | 02:47 | Then under a Style for Patterns, I
need to select Clear and now it's gone.
| | 02:53 | When I click OK, it's disappeared.
| | 02:56 | The same techniques work for tables.
| | 02:58 | I'm happy to have a table open right here.
| | 03:01 | Maybe I want to make the
top row a certain shade.
| | 03:05 | So I select that row.
| | 03:07 | Then in the Tables Ribbon, I can
choose a color from the Shading menu.
| | 03:11 | So I'll pull down this menu, and I'll pick
a color, maybe one of these green colors.
| | 03:16 | Again, you want to pick a light color
so the text will show up in front of it.
| | 03:20 | I could also use the Borders and
Shading dialog again to create a pattern
| | 03:23 | fill like I did before.
| | 03:26 | I do want to mention one other slightly
related thing, and that's background color.
| | 03:30 | Background color isn't shading. Instead it's
a color that can be applied to an entire page.
| | 03:37 | Click the Layout button
to display layout options.
| | 03:40 | Now click the Color button under
Page Background, and a menu appears.
| | 03:45 | Choose the color that you want to
appear on the background of the page.
| | 03:49 | The entire page turns that color.
| | 03:52 | I want to caution you about using
this in documents that will be printed.
| | 03:56 | The problem is most printers cannot
print all the way to the edge of the page.
| | 04:00 | So if you print a page with a
background color, chances are that page will
| | 04:05 | have a white border around it.
| | 04:07 | I'm not saying it won't work for you.
| | 04:09 | I'm just telling you to
experiment with it before relying on it.
| | 04:12 | It really depends in your printer.
| | 04:14 | So as we've seen here, shading, including
pattern, shading can be applied to text,
| | 04:19 | paragraphs, and table cells.
| | 04:21 | Select first and then apply.
| | 04:23 | When used properly, this feature can
really improve the appearance of your documents.
| | 04:28 | But use it with care.
| | 04:29 | It could just as easily turn your
document into a tacky ugly mess.
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|
|
14. Working with Multimedia ElementsUsing the Media Browser to insert media| 00:00 | Word supports a wide variety of multimedia
elements that can be included in Word documents.
| | 00:06 | When used properly, multimedia
elements such as illustrations can help you
| | 00:11 | communicate your message or add
visual appeal to your documents.
| | 00:15 | You can also incorporate company images
such as logos into your Word documents
| | 00:20 | to emphasize branding.
| | 00:22 | Word's Media Browser offers one way to
import photos, sounds, movies and clip art
| | 00:27 | into your documents.
| | 00:29 | Let's take a look how this works.
| | 00:31 | Now I want to add two images to this document.
| | 00:34 | The first one is a photo of the
company's owner, which has been saved in
| | 00:38 | iPhoto on a Mac.
| | 00:39 | Word's Media Browser, which is new one
Office 2011, can access files stored in
| | 00:44 | iPhoto and iTunes on your Mac.
| | 00:47 | To open the Media Browser just click
the Media Browser button on the toolbar
| | 00:52 | or if you want, you can go into the
View menu and choose Media Browser to
| | 00:56 | display it or you can also press Ctrl/Command
+M. The Media Browser has six tabs of options.
| | 01:05 | We only really concerned with the first four.
| | 01:07 | iPhoto, which is showing right now,
accesses your iPhoto database, so
| | 01:12 | wou can find, select, and
insert photos without opening iPhoto.
| | 01:16 | It also works with Photo Booth.
| | 01:19 | So if you have any photos stored
there, you can also scroll down in this
| | 01:22 | list and find them.
| | 01:23 | I don't have any Photo Booth photos.
| | 01:27 | Audio access your iTunes database of
music, podcasts and other recorded sounds.
| | 01:34 | Movies look in all the usual places on
your hard disk where movies might be found.
| | 01:38 | Your Movies folder, iPhoto, Photo
Booth, and iTunes. It will list all the video
| | 01:43 | content available for use.
| | 01:46 | Clip Art accesses various categories of
clip art that comes with Microsoft Office.
| | 01:51 | You choose a category in this list here,
say maybe Household, to narrow down the
| | 01:57 | selection of images.
| | 01:58 | Now in our example will just use a photo.
| | 02:02 | Keep in mind that Audio, Movies and
Clip Art all work pretty much the same way.
| | 02:06 | So, I have the click the Photos
button it display iPhoto content and what I
| | 02:11 | wanted to choose I want to navigate to
the album containing the photo I want.
| | 02:15 | So if I scroll down this list here,
I could see some of my albums and the one
| | 02:19 | I want called Head Shots.
| | 02:22 | It only has one picture in it. That's it.
| | 02:24 | Now, if you have a lot of pictures in
here you can use Spotlight searching to
| | 02:28 | search for the one that you want.
| | 02:30 | You can also use the slider here to make
the thumbnail images larger and smaller.
| | 02:34 | So you can either fit more in a window or
make them, so you can actually see them.
| | 02:39 | The photo we want is the nice shot of
the owner of the company and we just want
| | 02:43 | to put this into our document.
| | 02:45 | So I am are going to put it near the
beginning of the document by dragging it.
| | 02:48 | We can put my mouse pointer on,
press the mouse button down, and I'll drag
| | 02:53 | add of the Media Browser and into the document.
| | 02:56 | And if you look closely you'll see an
insertion point, a blinking insertion point.
| | 03:01 | When it gets in front of the I in "In",
I am going to release the mouse button
| | 03:05 | and it pastes it in there.
| | 03:06 | Now, this is an exactly size we want
or in the position we want but we will play
| | 03:12 | around that and other videos of this chapter.
| | 03:14 | The point is, getting a photo or any
other multimedia elements into Word is as
| | 03:19 | easy as dragging it from the Media
Browser into the document window.
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| Inserting media from a file| 00:01 | If the picture or other multimedia
elements you want to use in Word is not in
| | 00:04 | the Media Browser, you can
import it from a file on disk.
| | 00:08 | Word supports a wide range of file
image types including JPEG, TIFF, BMP, PNG
| | 00:15 | and even Photoshop documents.
| | 00:17 | The rule of thumb is this.
| | 00:19 | If you can open it in Preview or QuickTime
on your computer, you can open it in Word.
| | 00:24 | In our example, we have scanned image
of the owner's signature that we want to
| | 00:28 | put at the bottom of this
document to add a personal touch.
| | 00:31 | We are going to use a Choose a Picture
dialog to locate, select, and insert it.
| | 00:36 | So I want to start off by scrolling down
to the end of the document and putting
| | 00:40 | the insertion point where
we want this file to appear.
| | 00:42 | So I have clicked down here and I have
got a blinking insertion point down here.
| | 00:46 | Now, in the Home Ribbon, I am
going to go up to the Picture menu and
| | 00:51 | choose Picture from File.
| | 00:52 | What comes up is a dialog that
allows you to choose a picture.
| | 00:57 | I am going to go into the Desktop, my
Exercise Files, and I am in Chapter 14.
| | 01:03 | That is where my picture is, and it's
called MAV Signature, and I'll choose
| | 01:09 | that and click Insert.
| | 01:15 | Word inserts that signature into the document.
| | 01:18 | Now, I want to point out that there are
other ways you can import a file from a
| | 01:22 | disk into a Word document.
| | 01:23 | For example, you can simply drag it from
the Finder window and into the Word document.
| | 01:28 | This usually works without
any problems for small images,
| | 01:31 | although you might get an
error message for larger ones.
| | 01:34 | Let's give it a try.
| | 01:36 | This is selected, so I'll press Delete
to get rid of it, and I'll open up the
| | 01:40 | Finder here, and here's my
folder containing the files.
| | 01:43 | I'll just drag this file out of
the Finder window and in to Word.
| | 01:47 | When the insertion point appears
where I want to go, I'll release the mouse
| | 01:50 | button and there it is. It's pretty easy.
| | 01:53 | You can also use Copy and Paste to
get an image in. So let's try that.
| | 01:57 | I'll delete it again and I'll go
back to the Finder and I'll open it up
| | 02:02 | by double-clicking it.
| | 02:03 | That's going to open it up in Preview.
| | 02:06 | It's got a transparent background.
That's why it looks like it's not on anything.
| | 02:10 | And I'll select that by pressing Command
+A, and that selects all, and then I'll
| | 02:15 | press Command+C to copy it.
| | 02:17 | It's copied to the Clipboard.
| | 02:18 | I'll go back to Word, click in the document,
press Command+V to paste it, and there it is.
| | 02:25 | Which way is right?
| | 02:26 | Well, all of them, they all work.
| | 02:29 | Which way works best for you?
| | 02:30 | Well, only you can decide that.
| | 02:33 | Use the method that you like best.
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| Formatting images| 00:00 | Once you insert an image into your
Word document, you can change its size and
| | 00:05 | apply other formatting
options to it. Let's take a look.
| | 00:09 | Our document includes this great picture
of the company owner but its way too big.
| | 00:14 | We need to reduce its size.
| | 00:16 | Along the way we will check out some
other formatting options. Size first!
| | 00:20 | I am going to start by clicking on the
image so that it displays its selection handles.
| | 00:25 | To resize an image without changing its
proportions, drag any corner of the image.
| | 00:31 | As you drag you will see a yellow box showing
you what the size is that you are dragging to.
| | 00:37 | So when the width gets to be
about 2 inches, you can stop.
| | 00:41 | That's close enough.
| | 00:43 | We also want to rotate this image a little bit.
| | 00:45 | So I am going to position the mouse pointer
on the rotation handle of top of the image.
| | 00:49 | That's what this green thing is.
| | 00:51 | When the mouse pointer is there, it
gets this little circular arrow on top.
| | 00:56 | I'll press the mouse button down
and I'll drag to the left.
| | 00:59 | And as I'll drag the number of degrees appears.
| | 01:03 | Now the reason is it's a high number
is because we're dragging to the left,
| | 01:07 | which is counterclockwise,
and it's counting down from 360.
| | 01:10 | When the whole number is around 355,
which is what it is here, release the mouse
| | 01:16 | button and it'll change.
| | 01:18 | Let's about 5 degrees tilted to the left.
| | 01:21 | Now clicking the Format Picture button
on the ruler displays a few more options.
| | 01:27 | You can use these menus here to
apply corrections to the picture.
| | 01:31 | These little icons show you what it
will look like with the correction applied.
| | 01:35 | You can also recolor the image, and
you can apply filters to the image.
| | 01:39 | Each of these menus also has a
command at the bottom that you can use to
| | 01:43 | fine-tune settings.
| | 01:44 | So you could choose this option
down here or if you were using Recolor,
| | 01:49 | you could use Picture Color options down here.
| | 01:52 | We don't want to do any of those things.
| | 01:54 | We are going to keep it simple.
| | 01:56 | If you want to crop a picture, you can
click the Crop button, that this one here,
| | 02:01 | and that puts crop handles around the picture.
| | 02:03 | If you want to crop out her crossed
arms there only need to do is position the
| | 02:07 | mouse pointer on one of these bottom bars,
press the mouse button down, and drag up.
| | 02:13 | And what'll happen is that the
bottom part will become shaded.
| | 02:17 | That's the part that won't show.
| | 02:19 | If I click the Crop button
again the picture gets cropped.
| | 02:24 | The area under Picture Styles makes
it easy to apply frames to a picture.
| | 02:28 | So that is what all about.
| | 02:30 | If I click this button here,
it displays a menu of different frames.
| | 02:35 | So if I wanted to put little frame
around this image, I'll keep it pretty simple,
| | 02:39 | just choose this one,
| | 02:40 | it's going to put a frame around the
picture a white border with a drop shadow,
| | 02:44 | a very faint drop shadow.
| | 02:46 | You can also use the Border menu to
change the line color and you can also
| | 02:51 | apply effects to it.
| | 02:52 | Shadows, reflections, glows, things like that.
| | 02:55 | I am going to keep this really
simple and leave it the way it is.
| | 03:00 | You can also set the transparency of
the image, just by dragging the slider.
| | 03:04 | Right now it's not transparent at all
but if I drag the slider it will become
| | 03:08 | lighter and lighter and lighter.
| | 03:11 | That doesn't really apply here but maybe
you might have something behind the picture
| | 03:14 | or in front of the picture,
| | 03:16 | and you want to be able to see the other thing,
you can make it more transparent, and you
| | 03:21 | can access all the pictures settings
and more in the Format Picture dialog.
| | 03:25 | With the picture selected put on the
Format menu and choose Picture, and you can
| | 03:31 | set options and all these different categories.
| | 03:34 | You would select a category and then use the
options in here to change the way it looks.
| | 03:39 | Make sure you click the different
tabs to change the different options.
| | 03:44 | And there are dozens of them in here.
| | 03:46 | For too many to cover in a
course, let alone a single video.
| | 03:49 | So you can explore these on your own.
| | 03:52 | Just remember that your best friend
might be the Undo command, so if you make
| | 03:55 | a lot of changes and click OK, don't like
what you see, you can just undo it and start again.
| | 04:02 | So as you can see Word goes far
beyond the basics to offer a wide range of
| | 04:06 | dormatting options for the images
you import in your Word documents.
| | 04:10 | Not only can you resize and crop
images but you can rotate them and apply any
| | 04:15 | combination of filters and special effects.
| | 04:17 | Word 2011 makes it unnecessary to
prepare images in another application.
| | 04:23 | Instead just bring them into Word,
work some formatting magic and the image
| | 04:27 | looks just the way you
need it to in your new document.
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| Wrapping text around an image| 00:00 | Another question I'm frequently
asked by Word users is how they can wrap
| | 00:05 | text around an image.
| | 00:07 | If that's something you want to know,
you have come to the right video.
| | 00:11 | Now we've got the company owner's image
inserted and formatted. Now we need to
| | 00:15 | position this so that
document text wraps around it.
| | 00:17 | We'll start by selecting the image.
Then in the Format Picture Ribbon, we want
| | 00:24 | to display the Wrap Text menu.
| | 00:26 | Let's take a look at the options. In Line
with Text is what's currently selected.
| | 00:31 | The image is treated like a big fat
character on the line of text in which it's inserted.
| | 00:37 | Square and Tight both wrap the text
around the image. We'll want to use one of
| | 00:44 | these for our example. Tight seems a
little bit better because the text is
| | 00:48 | closer to the rotated image
and the heading isn't affected.
| | 00:52 | Behind Text and also In Front of Text
either blocks the image or blocks the text.
| | 00:58 | Neither is appropriate for our example.
| | 01:02 | Top and Bottom puts the text above and
below the image. In this case all the text
| | 01:08 | is below. Through appears to do the
same as Tight, at least in this example.
| | 01:15 | The Edit Wrap Boundary option enables
you to set the boundary for text wrapping.
| | 01:20 | You can drag an existing point or you
can also click and drag on any of the red
| | 01:24 | lines to add a new point.
The Text Wrap changes.
| | 01:29 | You can get pretty creative with this.
| | 01:31 | It's very useful for odd shaped images.
| | 01:34 | If you do something you don't like,
you can just undo it or you can also turn
| | 01:38 | this option off by pulling down the
Wrap Text menu and choosing Edit Wrap
| | 01:43 | Boundary to turn it off.
For our example we will stick to Tight.
| | 01:48 | Now if you decide, you don't like the
position of the image, you can drag it to a
| | 01:52 | new position in the document. Maybe
the image might look better on the other
| | 01:56 | side, so let me drag it over there.
| | 01:58 | Now, with the image here, I might
want to tilt it the other way, so I can
| | 02:03 | position the mouse pointer on top of
that rotation handle and just tilt it to
| | 02:07 | the right about 5 degrees. like that,
and then of course now it's too high.
| | 02:12 | So I could just drag it down little bit.
| | 02:14 | So in general wrapping text around an
image is easy as selecting the image and
| | 02:18 | then choosing an option from the Wrap
Text menu on the Format Picture Ribbon.
| | 02:23 | Experiment with the options to
see which ones you like best.
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| Inserting and formatting a text box| 00:01 | A Text Box is similar to a graphic
element with Text Wrap enabled in that it
| | 00:05 | sits in its own layer in the Word
document and text wraps around it.
| | 00:09 | Text boxes are often used to call up
bits of text in the document. You'll see
| | 00:13 | them used in magazines and newspapers
as well as in corporate communications.
| | 00:18 | What I have here is a document laid out
with a two-column section in the middle.
| | 00:23 | I explained how to set up
multiple column text in the Page and
| | 00:26 | Section Formatting chapter.
| | 00:27 | What I want to do here is put a text
box in the middle of the page and repeats
| | 00:32 | some of the document text in it for emphasis.
| | 00:34 | Although you can do this with single
column text, I think it works best when you
| | 00:38 | set the text box between two columns.
| | 00:40 | Now in the Home Ribbon, you want to click
the text box button, which is this one here.
| | 00:46 | The mouse pointer turns into a text box pointer.
| | 00:49 | What we want to do is drag a box about 2
inches wide in the middle of the document.
| | 00:55 | As you drag, you'll see some
measurements up here. When you have got about 2
| | 00:59 | inches of width release the mouse button.
| | 01:02 | Now if you don't get the text box
exactly in the middle, don't worry about it.
| | 01:06 | I will show you how to move it later on.
| | 01:08 | An insertion point should appear
inside the text box. If it doesn't you can
| | 01:13 | click inside the text box to place it
there. You can then type in any text you like/
| | 01:18 | But instead of typing, we want to
copy and paste some text into the box.
| | 01:23 | In the document, we are going to
select from where it says 5% of our sales.
| | 01:28 | That's right over here, to the end of
the paragraph. So just select all that
| | 01:33 | until the end of the paragraphs.
| | 01:33 | Now, we want to copy that text, so we
will press Command+C, that will put in
| | 01:39 | the clipboard, then we click inside the
text box, make sure the insertion point
| | 01:44 | is blinking in there.
| | 01:45 | There it is and then I'll press Command+V
to paste it in there and there's the text.
| | 01:52 | Now let's format that text. We want a
bigger font in italics with bigger line
| | 01:56 | spacing. We also want it centered
in the box, and we can make all those
| | 02:01 | changes on the Home Ribbon.
| | 02:02 | So let's start off by selecting that text
and making the changes here. We'll make
| | 02:08 | it a 16-point font, we will also
make italic and we will also change the line
| | 02:14 | spacing to 1.5 and finally
we will make it Centered.
| | 02:19 | Now we can resize the text box by
dragging one of its selection handles.
| | 02:23 | As you can see the box isn't quite big
enough the way I drew it, so I can just
| | 02:26 | drag this down and
that will I'll resize the box.
| | 02:30 | You want the text box to be relatively
snug around the text. You can move the
| | 02:35 | box into position on the page by
dragging one of its borders. Make sure you
| | 02:38 | don't drag a handle. If you do you'll
resize the box. So I am going to drag
| | 02:43 | this little bit to the left and maybe a
little bit down and that'll put it in the middle.
| | 02:49 | Now we can use the Format Ribbon to
format the Text Box. So I'll click the
| | 02:53 | Format button here and I've got some
options I can use to format that text box.
| | 02:58 | There are number of shape styles I can
use. Just click this little button here
| | 03:02 | and you get a menu of different styles.
| | 03:04 | So you could choose something
plain with a colored border or you can
| | 03:08 | choose something shaded.
| | 03:09 | Maybe I will go with
something like this one here.
| | 03:12 | It's got like a gradient in it.
| | 03:14 | If I don't like the way that looks, I
could choose something else. Maybe I'll
| | 03:17 | go little bit plainer.
| | 03:18 | If you prefer to format it manually, you
can use the Fill menu and the Line menu
| | 03:23 | to set fill colors and also line colors.
| | 03:27 | You can also use the Effects menu to
add features like a Shadow or Reflection
| | 03:32 | or Glow, anything you like. I might
put a drop shadow around this, so I can
| | 03:37 | choose this one here.
| | 03:38 | It adds little bit of a shadow to it.
| | 03:42 | As you can see, it's pretty easy to get
a professionally looking text box that
| | 03:45 | you can use to emphasize important
points in your documents. If you think of a
| | 03:50 | text box as it's own little word
processing document, all you need to do is to
| | 03:54 | insert it into text and
format it so it meets your needs.
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|
|
15. Using Automatic Text FeaturesUsing AutoCorrect and AutoFormat As You Type| 00:00 | AutoCorrect is a Word feature that can
help you enter difficult characters and
| | 00:04 | correct typos and other
errors automatically as you type.
| | 00:08 | By default this feature is turned on
and configured with some useful settings.
| | 00:12 | Let's first take a look at how
AutoCorrect works, then I will show you how to
| | 00:15 | configure it and how to add
your own AutoCorrect entries.
| | 00:18 | Now, I am at the beginning of a
document ,which is at the beginning of the
| | 00:22 | paragraph, and I want to type in the word
"The," but I will purposely make two mistakes.
| | 00:27 | I will start with a lower case t
and I will spell the word wrong.
| | 00:31 | Watch what happens when I press the Spacebar.
| | 00:35 | This is Word's AutoCorrect feature in action.
| | 00:37 | It made two corrections.
| | 00:39 | First it realized that the word is
at the beginning of a sentence, so it
| | 00:43 | capitalized the t. Second, it knows
that "the" is not a word but that it's a
| | 00:49 | common misspelling or typo for the
word "the," so it replaces the word.
| | 00:54 | Note that I need to trigger the correction
by typing a space or some kind of punctuation.
| | 00:59 | Word won't correct a word unless
it thinks you are done typing it.
| | 01:03 | Now if you notice this change and you
don't like it, you can point to changed
| | 01:07 | word and see an AutoCorrect button.
| | 01:10 | If you click that button, you get a
number of options. Undo Automatic Corrections
| | 01:14 | will return it back to the way I typed it in.
| | 01:17 | Stop Auto-capitalizing the First letter
of Sentences turns off the feature where
| | 01:22 | it will automatically
capitalize the first letter of sentences.
| | 01:25 | Stop Automatically Correcting "teh"
removes that entry from the AutoCorrect
| | 01:30 | entries and then Control AutoCorrect
Options opens the dialog that you can use
| | 01:35 | to set up the options for this feature.
| | 01:38 | You can fine-tune the way this
feature works by setting its options.
| | 01:42 | Choose Word > Preferences and then in
the dialog that appears click AutoCorrect
| | 01:49 | and make sure you click the AutoCorrect
button. I will go through the options in
| | 01:53 | here one at a time so you can see how they work.
| | 01:56 | At the very-very top there is a
checkbox labeled Automatically correct spelling
| | 02:01 | and formatting as you type. This will
turn off all of these different features.
| | 02:06 | This dialog actually
covers four different features.
| | 02:08 | We don't want to do that.
| | 02:09 | We will leave that turned on.
| | 02:11 | Show AutoCorrect smart button shows
that button when you point to a correction
| | 02:16 | that enables you to change
it back to what you typed.
| | 02:19 | If you don't ever want to see
that you could turn this option off.
| | 02:23 | These four options are the kinds of
general changes that Word will make.
| | 02:27 | Corrects TWo INitial CApitals will
replace the two initial capitals.
| | 02:32 | For example if you typed in a capital T,
capital HE, it will replace that to
| | 02:37 | be just capital T, lowercase h,
lowercase e. Capitalize first letter of
| | 02:43 | sentences tells it to automatically
capitalize the beginning of each sentence
| | 02:47 | and we saw that in action.
| | 02:48 | Capitalize the names of days will
automatically capitalize the days of the week
| | 02:53 | when you type them out.
| | 02:54 | Word knows Monday, Tuesday,
Wednesday and it will make those changes.
| | 02:59 | Capitalize first letter of table cells
will automatically capitalize the first
| | 03:03 | letter that you enter into a table cell.
| | 03:06 | If you click the Exceptions button you
can use the AutoCorrect Exceptions dialog
| | 03:11 | to make exceptions to these built-in rules.
| | 03:14 | A bunch of them are already pre-programmed.
| | 03:16 | For example, the period at the end of an
abbreviation doesn't necessarily signal
| | 03:21 | the end of a sentence.
| | 03:22 | Common abbreviations are listed here.
You can add or remove them as you like.
| | 03:28 | You can do the same thing for initial capitals.
| | 03:31 | I remember how frustrating it used to
be the type in the word genie capital G,
| | 03:35 | capital E, lowercase nie.
| | 03:38 | That was the name of an
online service a long time ago.
| | 03:42 | Word always corrects it for me.
| | 03:44 | That wasn't a correction. But if I
entered it here and added it to the list Word
| | 03:48 | would leave it alone.
| | 03:49 | So I would type it in like this and
add it and it's added to the list.
| | 03:54 | You can see IDs is already added.
| | 03:57 | You can also add other
corrections in this pane here.
| | 04:00 | Anything you add in here
Word would leave it alone.
| | 04:03 | When you finish making
changes in here, you can click OK.
| | 04:07 | Replace text as you type option turns
on the Automatic Text Replacement feature
| | 04:12 | that can fix typos and the like.
| | 04:14 | If you don't like this feature at all,
this is where you would turn it off.
| | 04:18 | If they're only certain things that
you don't want changed, you can remove
| | 04:22 | them from the list.
| | 04:23 | If you scroll down the list, you can see
that there are a lot of options in here.
| | 04:27 | They are all listed in alphabetical order.
| | 04:30 | In a lot of cases, there are
misspellings or typos that would automatically be
| | 04:35 | changed to a word that you might want.
| | 04:37 | So it's actually kind of
a useful feature to have.
| | 04:39 | But if you do want to delete an entry
from here you can select an entry and
| | 04:44 | click Delete and it will remove it.
| | 04:46 | So I have just deleted one of the
emoticon icons. If I typed in those characters,
| | 04:51 | it would not turn into little
smiley face because I just removed it.
| | 04:55 | You can also add items to this list.
| | 04:58 | This where you can tap into the true
power of Word. For example suppose every
| | 05:02 | time I typed TTOO I
really mean Two Trees Olive Oil.
| | 05:08 | I can enter that in these boxes and add it.
| | 05:11 | So for example I'll type in TT00 and
I'll type in this box right here, and then
| | 05:21 | when I click Add, it's added to the list.
| | 05:24 | Now when I click OK to go back to my
document, when I type in TTOO, press Space,
| | 05:30 | it automatically types in Two Trees Olive Oil.
| | 05:34 | If you do use this trick, make sure
that what you typed isn't something you
| | 05:37 | don't want replaced.
| | 05:38 | For example, I wouldn't type in the word
"too" instead of TT00 because every time I
| | 05:44 | type the word "too" it be would be
replaced and that's not a good idea.
| | 05:48 | The other thing you should keep in mind
here is that this is case sensitive, so
| | 05:52 | capital TTOO isn't the same as lower case ttoo.
| | 05:57 | You can also include formatted
text as an AutoCorrect entry.
| | 06:01 | Suppose that every time I typed Two
Trees Olive Oil in the document, I want it
| | 06:05 | to be bold, small caps, and green.
| | 06:08 | I'd start by entering the text in the
document and formatting it the way I like.
| | 06:12 | Well it's already entered here, so I
will just use this. I have selected it, I will
| | 06:16 | make it green and I am also going to
make it small caps, so I need to pull down
| | 06:21 | the Font dialog, turn on Small caps, click OK.
| | 06:26 | With it still selected, I will choose
Word > Preferences, click AutoCorrect, make
| | 06:32 | sure the AutoCorrect tab is selected,
and you will see that that text is already
| | 06:37 | in here. That's because it was selected.
| | 06:39 | I want to turn on the Formatted Text
option and it will display it exactly the
| | 06:43 | way I have had it formatted. And then I'll
type in TT00 here again and I'll click Replace.
| | 06:51 | It's telling me are you sure that
you want to replace the existing entry?
| | 06:55 | I say Yes, and now that becomes a new entry.
| | 06:58 | I will click OK. Back in the document.
| | 07:01 | I will type in TT00 and it
puts it in with the formatting.
| | 07:08 | Since the Auto Format as You Type
feature also replaces text as you type it,
| | 07:12 | let's take a look at that.
| | 07:14 | I am going to choose Word > Preferences,
I will click the AutoCorrect button, and
| | 07:19 | this time I will click Autoformat as You Type.
| | 07:22 | What we are concerned with here is
this middle group of options since they
| | 07:26 | actually change text.
| | 07:29 | There are six different options.
The first will change "Straight Quotation
| | 07:33 | Marks" and turn them into "smart quotation
marks" or what are sometimes known as curly quotes.
| | 07:38 | The second one we will
apply is superscript to ordinals.
| | 07:40 | So when you type in the number one
followed by st, it will change the st into a
| | 07:46 | superscript so looks a little nicer.
| | 07:49 | Fractions will turn fractions written
out like this with a slash mark into
| | 07:53 | a fraction character.
| | 07:55 | Symbol characters will turn double
dashes into either em dashes or en dashes.
| | 08:01 | Bold and Italic will turn them
into real bold and italic formatting.
| | 08:05 | So if you type in asterisk a word and then an
asterisk, it will turn that into a bold word.
| | 08:12 | If you typed underscore a word and then
an underscore, it'll turn that into italic.
| | 08:17 | Internet and network paths with
hyperlinks will automatically format any kind of
| | 08:22 | a URL or an e-mail address as a hyperlink.
| | 08:25 | It will turn blue with an underline and
if you click it it'll actually open up a
| | 08:29 | web browser or email program.
| | 08:32 | You could turn these on or off as you like.
| | 08:35 | Personally, I turn off the Internet
and Network Paths option because I really
| | 08:38 | don't like that happening in my documents.
| | 08:41 | This one doesn't really bother me
because I don't use this kind of thing in my
| | 08:44 | documents and then for the em dashes
and the fractions and the ordinals,
| | 08:47 | that's all really up to you.
| | 08:50 | The Straight Quotes option, usually
people have it turned on and it really does
| | 08:54 | make you documents look nicer.
| | 08:57 | When you are done setting options here,
just click OK and those changes will take effect.
| | 09:02 | So as you can see Word's AutoCorrect
and Auto Format as You Type features
| | 09:06 | will automatically change text as you type
it based on rules and settings within Word.
| | 09:12 | You have control over these settings,
so you can fine-tune them or simply
| | 09:15 | turn the feature off.
| | 09:17 | Overall, I think AutoCorrect
is one of Word's best features.
| | 09:21 | It's like having a typing assistant
help make sure my fingers type what I want them to.
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| Using AutoText and AutoComplete| 00:00 | Word's AutoText feature makes it
possible to quickly insert predefined snippets
| | 00:05 | of text using a menu command
or Word's AutoComplete feature.
| | 00:09 | I will show you some examples and then
we'll see how to configure this feature.
| | 00:13 | The most basic way to insert an
AutoText entry is to choose it from one of
| | 00:17 | the AutoText sub-menus.
| | 00:19 | So come on to the Insert menu, come
on down to AutoText and then choose
| | 00:24 | something from one of these menus.
| | 00:25 | There is a whole bunch of different
options in here and what you would do is
| | 00:29 | you would pick the one you want
and insert it in your document.
| | 00:32 | Now that's not very exciting or very
quick. After all I could have typed that
| | 00:37 | faster than the time it took to use my mouse.
| | 00:39 | That's where AutoComplete comes in.
As you start typing one of these things, a
| | 00:44 | yellow AutoComplete tip appears.
| | 00:48 | If you want the word or phrase that's
in the tip, just press Return when it
| | 00:52 | appears and it gets typed for you.
| | 00:54 | AutoComplete only appears when
you type in at least 4 characters.
| | 00:58 | If you ignore it and keep typing, it goes away.
| | 01:01 | Now you still might not be impressed
and I couldn't blame you. After all these
| | 01:07 | are just simple words and
phrases that are pretty quick to type.
| | 01:11 | But you can also configure
AutoText with longer entries.
| | 01:14 | For example, suppose you
often type the phrase "E-mail us at
| | 01:19 | info@twotreesoliveoil.com."
| | 01:22 | Wouldn't it be nice if Word could type that for?
| | 01:25 | What we'll do is we'll create a
new AutoText entry with that phrase.
| | 01:29 | You need to start by typing it into
any document and then select it, just
| | 01:35 | select it with the period.
| | 01:36 | Don't include the paragraph mark at the end,
unless you want that as part of the entry.
| | 01:40 | I am going to choose Insert > AutoText > New.
| | 01:45 | That displays the Create New AutoText dialog.
| | 01:48 | What we need to do here is we need to
give that a name and the name needs to be
| | 01:53 | at least 4 characters.
| | 01:55 | I am going to name it "E-mail us,"
which is almost what's in there.
| | 01:58 | Just edit it a little bit, and then click OK.
| | 02:01 | Now let's give it a try.
| | 02:03 | I am going to start typing E-mail us.
| | 02:08 | When the AutoComplete tip appears, I'll
press Return, and the text gets typed in for me.
| | 02:13 | As you might imagine, you could set up
entries of just about any length, making
| | 02:17 | it possible to store boiler plate text
within Word and call it up as needed.
| | 02:22 | Now if you've worked with AutoCorrect,
you might be thinking that these two
| | 02:25 | features are very similar. They are.
| | 02:28 | The difference is this.
| | 02:30 | AutoCorrect makes the change
without giving you an option.
| | 02:33 | AutoText with AutoComplete offers to
make the change, but requires you to
| | 02:37 | press Return to make it.
| | 02:39 | Now let's take a look at how you
can fine-tune the AutoText settings.
| | 02:43 | Choose Insert > AutoText > AutoText.
This displays the AutoCorrect dialog with
| | 02:51 | the AutoText tab selected.
| | 02:53 | The top checkboxes let you enable or
disable certain functions, so this checkbox
| | 02:58 | here, Show AutoComplete
tip for AutoText and dates,
| | 03:01 | if you turn that out off, that little
yellow AutoComplete tip won't appear.
| | 03:06 | The next three options refer to
inserting contacts from outlook.
| | 03:11 | If you wanted to create AutoText
entries, you can also enter them right here.
| | 03:15 | You would have the text already selected,
type in a name for it, and click Add.
| | 03:21 | If you wanted to remove an entry, for whatever
reason, you could select it and click Delete.
| | 03:28 | When you finish making changes in here,
don't forget to click OK to save them.
| | 03:31 | Now I will be the first to admit that I
don't make much use of AutoText either
| | 03:36 | alone or with AutoComplete.
| | 03:38 | I find the AutoCorrect feature much
more useful, but that's just me. Experiment
| | 03:43 | with it to see what you think.
| | 03:45 | I think you might come up with at least
a few ways to use AutoText to increase
| | 03:48 | your productivity when working with Word.
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|
|
16. Working with OutlinesBuilding an outline| 00:00 | Word's Outline feature is an
excellent tool for organizing your thoughts in
| | 00:04 | preparation for creating a long document.
| | 00:07 | I use this feature regularly when I
begin work on a book or even a lynda.com
| | 00:11 | course like this one.
| | 00:12 | In fact, as I sit here in the booth
recording this video, my Word Outline is in
| | 00:16 | front of me, helping me
remember what I am covering and when.
| | 00:19 | Of course, you don't need to create
a book length work to use an Outline.
| | 00:23 | You can use it for shorter works as well.
| | 00:26 | Anytime you need to organize material
with topics and subtopics, an outline is a
| | 00:30 | perfect way to start.
| | 00:32 | As you will see throughout this
chapter, Word's Outline feature has some
| | 00:35 | built-in tools that make
outlining very easy to do.
| | 00:38 | We will start by creating an outline
from scratch in a blank Word document.
| | 00:43 | If you don't have a new document
showing, pull down the File menu, choose New
| | 00:46 | Blank Document, or press Command+N to show one.
| | 00:50 | Then you need to click down here in the
Outline View button to switch to Outline View.
| | 00:54 | Now this outline is for marketing
report that we need to create for Two
| | 00:58 | Trees Olive Oil Company.
| | 01:00 | Let's start typing.
| | 01:02 | The very first thing we type is
going to be the first Level 1 heading.
| | 01:06 | That's the top-level heading of the outline.
| | 01:08 | Now we will press Return to go to the
next line and we want to put in another
| | 01:14 | heading under this, but it's a lower-
level heading. In other words it's under
| | 01:18 | Introduction. It's part of the
Introduction section of the document.
| | 01:22 | So what we can do here is press the
Tab key and what that will do is it
| | 01:25 | will indent us and bring us to the Level 2
heading, and we could type in that heading.
| | 01:31 | We press Return to go to the next line.
| | 01:34 | We can put in another Level
2 heading, which is Staff.
| | 01:38 | Now I'll press Return to go the
next line again, and now we want to put
| | 01:41 | a heading under staff.
| | 01:43 | So a third level heading, and we know
that we can do that by pressing the Tab key,
| | 01:47 | but you can also do that
by clicking one of these buttons.
| | 01:50 | The button we want here is the Demote
button, so I will click that once and
| | 01:54 | that's the same as pressing Tab.
| | 01:56 | We have two Level 3 headings under
this: Main Office and Palermo Office.
| | 02:03 | Now when I press Return, I get another
Level 3 heading, but I don't want to be
| | 02:10 | on Level 3 anymore. I want to go
back up to Level 2, and there is two
| | 02:13 | different ways I can do this.
| | 02:15 | I can press Shift+Tab and that will
bring me up, or I could also click the
| | 02:19 | Promote button, which is this button here.
| | 02:22 | So I am at Level 2, I will type in the next
heading, Feedback, and I will press Return.
| | 02:29 | Now I want to go back up to Level 1, so
I'll click the Promote button, just to
| | 02:34 | try something different, and we will
type in that heading Products and under
| | 02:39 | Products, we are going to indent again
to Level 2. I have Original Products and
| | 02:46 | I also have New Products and
I also have Planned Products.
| | 02:53 | That's enough for now. You get the idea.
You want to Tab to go to a lower level
| | 02:57 | heading or Shift+Tab to
return to a higher level heading.
| | 03:01 | Personally, I find using the Tab
keys a lot easier than clicking these
| | 03:04 | buttons, but if you like to click
buttons you can either promote or demote
| | 03:08 | with these buttons.
| | 03:10 | So far these are all headings and
Word has applied the various heading level
| | 03:14 | styles, but you could also
include body text in your outline.
| | 03:17 | For example, maybe after Purpose I
want to put some body text, so I want to
| | 03:22 | have like a paragraph of text right
under the heading before the next heading.
| | 03:26 | With my insertion point right after
the word Purpose, I can press Return.
| | 03:30 | That will give me new line, but that
gives me a heading line and I don't want one.
| | 03:34 | I want a body text line.
| | 03:36 | So I can click this button over here,
which demotes this to body text.
| | 03:41 | Click that and you will see the icon changes.
| | 03:43 | It's now a little box.
I can type in the body text.
| | 03:50 | "The purpose of this document is to
introduce the marketing team and products and
| | 03:56 | review the results of our recent market survey."
| | 04:00 | As you can see, you can actually
write your document in an Outline View by
| | 04:04 | providing body text for each of the headings.
| | 04:06 | Word formats this text using the normal style.
| | 04:09 | This should give you an idea of how
easy it is to enter and indent heading in
| | 04:13 | body text in the Outline format.
| | 04:16 | So far this is pretty simple stuff, but
where you really tap into the power of
| | 04:20 | Word's Outline feature is its
ability to rearrange outline components.
| | 04:24 | That's up next.
| | Collapse this transcript |
| Rearranging outline components| 00:00 | In the previous video, we saw how easy
it is to enter headings and even body
| | 00:04 | text in Outline View.
| | 00:06 | Now we will look at how you can
rearrange an outline as you change your mind
| | 00:09 | about its organization.
| | 00:11 | While you were waiting for this video to
start, I was very busy and built up our
| | 00:14 | outline to add more headings.
| | 00:16 | This is what I have got so far.
| | 00:18 | They're a bunch of changes that
we need to make to this outline.
| | 00:21 | First we have decided that the new
products need to be listed in alphabetical
| | 00:25 | order, and there are two ways
that we can change the order.
| | 00:28 | So that's this area down here.
| | 00:30 | One way we can do this is with the
Up and Down arrows up in the ribbon.
| | 00:34 | So I am going to click right in front of
Lemon-infused Olive Oil, because I want
| | 00:38 | that above Mandarin Orange-infused Olive
Oil and I will go up here to the Ribbon
| | 00:43 | and I will click this Up button, and
what that does is that moves that entire
| | 00:47 | heading up one notch.
| | 00:49 | Another way we can do this
though is by dragging and dropping.
| | 00:52 | So if I position my mouse pointer
on this little button in front of
| | 00:55 | Basil-infused Olive Oil and I drag up,
| | 00:59 | as I drag, you can see a line
where it will go when I release it.
| | 01:02 | I want it right up here at the top.
When I release it, it moves up there.
| | 01:06 | And I can do that again for the
Garlic Olive Oil, and that puts them
| | 01:10 | in alphabetical order.
| | 01:12 | Next we have decided that the Staff and
everything under it should be moved out
| | 01:16 | of the Introduction
section and into its own section.
| | 01:19 | And again, I can do that with buttons
or I can do that with drag-and-drop.
| | 01:22 | So what I need to do is I need to
click the button in front of Staff and that
| | 01:27 | selects Staff and everything under it.
| | 01:29 | And what I want to do is move it into
its own major section, so what I really
| | 01:32 | want to do is I want to promote it.
| | 01:34 | Now I can do that by either clicking
the Promote button like this or let me
| | 01:38 | just demote that and get it back there, I
can press Shift+Tab and that will move it out.
| | 01:43 | So either way will promote it.
| | 01:45 | And notice that it promotes them
all and it maintains the relationship
| | 01:48 | between all of them.
| | 01:49 | Now the problem here is we have moved it
out to Level 1 heading, but Feedback is
| | 01:54 | still part of the Introduction.
| | 01:55 | So what I need to do here is I need to move
Feedback up under Purpose, right above Staff.
| | 02:00 | So I am going to click on
that and I can just drag it up.
| | 02:04 | We have also decided that we need to
put Planned Products under New Products.
| | 02:08 | So again, I can click on this.
| | 02:10 | It selects everything under
it and I can drag it down.
| | 02:15 | Also under Planned Products, we
decide that we need some new sub-headings.
| | 02:19 | we want to separate the planned
products into food and nonfood items.
| | 02:23 | So what I need to do here is I need to
add some headings, then I need to move
| | 02:26 | some things under them.
| | 02:28 | So the two heading are going to go under
Planned Products. So I will click after
| | 02:32 | Planned Products, press Return to get
a new line, press the Tab key to get a
| | 02:37 | lower level heading,
and then type in that heading.
| | 02:40 | The first one is going to be Food and
the items that go under Food are going to
| | 02:45 | be not Olive Oil Soap, I don't usually
eat soap, but this olive oil here in the cake.
| | 02:49 | So what I need to do is to move
up the Strawberry-infused Oil, and then I
| | 02:54 | want to demote it, so I can just drag it over.
| | 02:57 | And I can do the same thing for
this cake. Move it up and drag it over.
| | 03:03 | And then under the Olive Oil
Cake, I want another new heading.
| | 03:05 | So I will just click
after that and press Return.
| | 03:09 | Now I want to promote this, so I will
press Shift+Tab and I'll type in Nonfood,
| | 03:16 | and then I can do the same thing with
these two items. I can demote them, or use a
| | 03:19 | shortcut. I can select them both and
press Tab and get them both at once.
| | 03:23 | Now did you see how easy it is to
modify an outline? Wwhen you drag a heading
| | 03:28 | with subheadings, everything moves
together. You can also use buttons on the
| | 03:32 | ribbon to rearrange things.
| | 03:34 | Either way, it's a great way to organize
your thoughts for preparing a document.
| | Collapse this transcript |
| Viewing outlines| 00:00 | By default Outline View shows the
entire outline and all of its text
| | 00:05 | including body text.
| | 00:06 | But Outline View does
offer other viewing options.
| | 00:10 | You can also work with an outline
in other views. Let's take a look.
| | 00:13 | Right now we can see all outline levels.
| | 00:16 | But if you only wanted to show only
certain levels, you can choose an option
| | 00:20 | from the Show pop-up menu, which is right here.
| | 00:22 | Notice it says All Levels. I can
choose three as an example and it only
| | 00:28 | shows up to Level 3.
| | 00:30 | Notice these gray lines here.
| | 00:32 | That's telling us there's
stuff under here that's hidden.
| | 00:35 | In this case it's some body text;
in this case it's Level 4 headings.
| | 00:39 | If I show up to Level 4,
you'll see those headings come back.
| | 00:43 | I can also go to Level 2 and only
show the two levels of headings.
| | 00:46 | Let's go back to All Levels.
| | 00:50 | You can also collapse or expand just
a single heading and its subheadings.
| | 00:54 | You just want to double-click
the plus button in front of it.
| | 00:56 | So I am going to double-click this
and I have collapsed that and if I
| | 01:00 | double-click it again, it comes back.
| | 01:03 | And that doesn't just work
on the first level heading.
| | 01:06 | it also can work on lower level headings.
| | 01:08 | So double-click on the little plus
and it collapses it or brings it back.
| | 01:16 | If your document has a lot of body
text you might find it useful to hide all
| | 01:20 | lines except the first line.
| | 01:22 | To do that, you just turn on this check box.
| | 01:24 | Then any time there was body text,
only the first line of the body text will
| | 01:28 | show in Outline View.
| | 01:30 | If this Formatting bugs you, if you
don't want to see blue text or you don't
| | 01:34 | want the italics or whatever, you can click
this button here and it gets rid of the formatting.
| | 01:41 | It's still formatted, the styles are
still applied, Levels 1, and 2 and 3,
| | 01:45 | the headings, body text, but you
don't have to look at all that.
| | 01:48 | I'm going to turn that back on.
| | 01:50 | Now this is Outline View, which has
all the tools that you need to work with
| | 01:54 | your outline, but once your outline is
finished, you might want to switch to
| | 01:58 | Draft or Print Layout View to enter
your body text and finish the document.
| | 02:02 | So let's view how this looks like in Draft View.
| | 02:06 | Notice that there is a page break
here and you are probably wondering why
| | 02:10 | is there a page break?
| | 02:10 | There is only four lines on this page.
| | 02:12 | The reason for that is that Word
automatically formats its heading levels to
| | 02:16 | stay with the next line.
| | 02:18 | So all of these are headings and
they are all told to stay with the next line
| | 02:22 | and of course in order to stay
with the next line, it can have a page
| | 02:25 | break between them.
| | 02:26 | So Word puts the page break
anywhere it can and in this case it puts it
| | 02:30 | right after the first time it's allowed to
have a page break, which is right after normal.
| | 02:34 | You can get around that by changing
the formatting and the headings just to
| | 02:38 | show you how to do that.
| | 02:39 | You would make sure that a heading is
selected, pull-down the Format menu,
| | 02:43 | come to Paragraph and over in Line and Page
Breaks, you would want to turn off this option.
| | 02:48 | Now if you turn off that option and make
that part of the styles for each of the
| | 02:53 | headings you wouldn't
have these weird page breaks.
| | 02:56 | Now I talk about styles and
changing paragraph settings in other chapters.
| | 03:01 | So if you're interested in doing that,
you can look at up in those videos.
| | 03:04 | So this is what it looks like in Draft View.
| | 03:06 | This is what it looks like in Page Layout
View and again you still have that page break.
| | 03:11 | We could scroll through and we could
see the other pages of the document.
| | 03:18 | You can work with your document in
Print Layout View and you can also work with
| | 03:22 | it in Draft View or you can
work with it in Outline view.
| | 03:25 | It really doesn't matter.
| | 03:27 | If you work in Draft or Print Layout
View and then later on you decide that you
| | 03:31 | want to rearrange your topics, the
easiest way to do it is to go back to Outline
| | 03:35 | view and just drag them
around and I do this all the time.
| | 03:39 | I also find it handy as I work with a
long document like a book, to go a heading
| | 03:43 | only view to get the big
picture of the book's organization.
| | 03:46 | So as we have seen here, Outline View
has additional tools for viewing your
| | 03:50 | outline in a variety of ways.
| | 03:52 | But just because you created the
document in Outline view, it doesn't
| | 03:56 | mean you're stuck there.
| | 03:57 | When you're ready to write the text of
your document, you can do it in the view
| | 04:00 | you prefer, Draft or Print Layout View.
| | 04:03 | Outline View is always available as
a tool for reorganizing or reviewing
| | 04:07 | your document structure.
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| Numbering outline headings| 00:00 | In some cases you documents might be
very structured, requiring special numbering
| | 00:05 | for each heading level.
| | 00:06 | If you have ever manually entered and
then revised heading numbers in a document
| | 00:10 | that's created and then rearranged,
you know what a pain this can be.
| | 00:14 | Fortunately, Word can handle automatic
numbering for outlined levels. Let's take a look.
| | 00:19 | Now suppose the heading 1 level
of this document is a chapter name.
| | 00:24 | Within each chapter the Level 2 heading
should be labeled as an uppercase letter.
| | 00:28 | The next level needs numbers and if
there is a Level 4 heading, it gets another
| | 00:33 | number after a period.
| | 00:35 | This is kind of complex but it's
not beyond Word's capabilities.
| | 00:39 | One way you could number the headings
on an outline is with the Multilevel List
| | 00:43 | button on the Home Ribbon.
| | 00:45 | Position the insertion point on any
heading in the document, right now you can
| | 00:49 | see it's blinking right here at the
very beginning, and then choose one of the
| | 00:52 | options from the Multilevel List button menu.
| | 00:55 | So I am going to pull down that
menu and I will try one of these.
| | 00:58 | Let's try Article 1, Section 1.
This one here looks kind of complex and what
| | 01:03 | you'll notice here is that it puts these
headings in, the text and the numbering,
| | 01:08 | roman numerals here, sections with
decimal points and other numbers, letters
| | 01:13 | inside parenthesis, little
lowercase roman numerals down here.
| | 01:17 | That's just one example.
| | 01:19 | Let's try another one.
| | 01:21 | Let's try this one here.
| | 01:22 | And you see again it uses numbers,
numbers with decimal points, and
| | 01:26 | then different levels.
| | 01:29 | Now this is great but the
format that we want isn't here.
| | 01:32 | So what we are going to need to
do is to create our own format.
| | 01:35 | So to do that, pull down the Format menu,
come down to Bullets and Numbering, and
| | 01:41 | make sure Outline Numbered to select it.
| | 01:43 | What we will do is we will select
one that closest to one that we want.
| | 01:47 | Since we want that starts with the
chapter number, we will use this one because
| | 01:50 | that's pretty close.
| | 01:52 | Select that and click Customize.
| | 01:55 | The Customize Outline Numbered list
dialog enables you to set numbering options
| | 01:59 | for each level of heading you need.
| | 02:02 | We are four levels of headings in our
documents, so we will set them for levels
| | 02:06 | 1 through 4 and that's what you see right here.
| | 02:08 | So we will go through these one at a time
and we will make changes for each level.
| | 02:13 | The first one we want to work on is
Level 1 which is selected and we want the
| | 02:16 | Word Chapter which is there and the
chapter number and this is the number style
| | 02:20 | we want, which is exactly what we want.
| | 02:22 | But right after chapter number we want a colon.
| | 02:25 | So we will click in this
little box and type in a colon.
| | 02:29 | What we also want to do is we want
to set some more advanced options.
| | 02:33 | So we will click this button to expand it.
| | 02:35 | We want to make sure that this is
linked to Heading Level 1 and we want to
| | 02:39 | follow it with a space.
| | 02:41 | This is actually set
up the way we want already.
| | 02:43 | So that's fine. We are done with Level 1.
| | 02:45 | We will click the number 2 and now for this
particular level we want uppercase letters.
| | 02:51 | So we will choose a number style,
which is an uppercase letter.
| | 02:55 | We want to follow that by a period,
so we will click up there, type in a
| | 02:59 | period, down here it's got to be
linked to Heading Level 2 and we want to
| | 03:03 | follow that with a space.
| | 03:05 | You can see as we do this it's all being
built up right in here in the preview area.
| | 03:10 | For Heading Level 3 we want numbers.
| | 03:12 | So we will choose a number style from here.
| | 03:14 | We want to follow that with a
period so we will type in a period.
| | 03:19 | It's going to be linked to Heading Level
3 and we want to follow that with a space.
| | 03:23 | Now Heading Level 4 is a
little bit more complex.
| | 03:27 | We want to start with the same
number as the previous heading.
| | 03:31 | So what we need to do here is choose
the Previous level number, which is Level
| | 03:35 | number 3. We are working on Level 4, but we
want that number from Level number 3, so
| | 03:40 | we select that. We want a period
between that and the actual item number.
| | 03:45 | We want a regular item number so it
looks like that, we have got 1.1 right now,
| | 03:50 | and we want a period after that.
| | 03:52 | Down here we want a link to Heading
Level 4. We want to follow that with a space.
| | 03:58 | So if you see here, this
is what we have got so far.
| | 04:00 | We don't care about the other heading levels
because we are not using them in our document.
| | 04:04 | So we should be good to go.
| | 04:06 | Let's click OK and sure
enough we have got what we want.
| | 04:09 | Chapter numbers 1, 2, 3, 4, then
A, B, AB it starts over each time.
| | 04:16 | We have got number for each third level
heading and then down here at the level
| | 04:20 | 4 headings we have got the leading
number from the previous item followed by the
| | 04:24 | number of the current item.
| | 04:26 | Here again, 2.1, 2.2, see how that works.
| | 04:30 | Now what's very cool about this is
that if you rearrange your outline, the
| | 04:34 | numbering changes automatically.
| | 04:36 | So for example, maybe I want
Chapter 2 to go after Chapter 3.
| | 04:40 | Well normally I'd have to manually
renumber it but if I just drag it down they
| | 04:44 | renumber themselves.
| | 04:46 | And that even goes for any other level.
| | 04:48 | So if I move this around again it's renumbered.
| | 04:50 | Do this here, renumbered. very cool.
| | 04:55 | Now this is a rather complex
example of how this feature can be used.
| | 04:59 | The key points to remember here are to
set each level individually and link it
| | 05:04 | to the heading style.
| | 05:05 | This ensures that making changes
through the outline will renumber the
| | 05:08 | headings appropriately.
| | 05:10 | If you set it up right, you will
never have to renumber an outline again.
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|
|
17. Using Word's Writing ToolsChecking spelling and grammar| 00:00 | One of the great things about word
processors is their built-in spelling checkers.
| | 00:05 | Word has a good one and you can
configure it to work as you type or run it
| | 00:08 | manually when you're
finished with your document.
| | 00:11 | I love Word's spelling checker and
I admit that I rely on it too much.
| | 00:15 | Mostly to catch typos made by fingers
that type faster than my mind thinks.
| | 00:19 | I wouldn't be surprised, however, if my
dependence on Word's spelling checker was
| | 00:23 | the cause of my deteriorating spelling skills.
| | 00:27 | Word also has a grammar checker that
can work in the background as you type or
| | 00:30 | be running in conjunction
with a manual spelling check.
| | 00:33 | I am not nearly as fond of the grammar checker.
| | 00:35 | I intend to keep it turned off. Why?
| | 00:37 | Well, I am a writer and I write for a living.
| | 00:40 | I don't need a computer
algorithm questioning my grammar.
| | 00:43 | I am not saying my grammar is perfect.
| | 00:45 | I just don't like being
bugged by Word's commentary on it.
| | 00:49 | If you'd like some grammar tips as you
write, you might want to leave it turned on.
| | 00:53 | That said let's see how these two features work.
| | 00:55 | Now I have opened up a document
called Spelling and Grammar, which I have
| | 00:59 | purposely peppered with errors.
| | 01:02 | By default Word's spelling and
grammar checkers are turned on, configured to
| | 01:05 | check spelling as you type.
| | 01:07 | If this feature hasn't been turned off
in your copy of Word you should see the
| | 01:11 | same green and red squiggly underlines as I do.
| | 01:14 | If you don't see any at all,
you need to turn these features on.
| | 01:18 | To do this, pull down the Word menu
and choose Preferences and then click
| | 01:22 | Spelling and Grammar.
| | 01:24 | We want to make sure that Check
spelling as you type and Check grammar as
| | 01:28 | you type are turned on.
| | 01:30 | These are global in Word and they're
not set on a document by document basis.
| | 01:34 | While we are in here let's look at a
few more important settings. Hide spelling
| | 01:39 | errors in this document will remove
the red squiggly underlines from any
| | 01:43 | potential spelling errors
that Word finds in this document.
| | 01:46 | You probably don't want to turn that on
unless you plan to ignore the spelling
| | 01:50 | checke'rs automatic checking feature.
| | 01:52 | These ignore options here are also important.
| | 01:56 | If you want Word to include words in
upper case and words with numbers and
| | 01:59 | Internet addresses and spelling checks,
you should turn these checkboxes off.
| | 02:04 | I keep them turned on. I don't want
to be bugged when Word can't recognize
| | 02:08 | an acronym or a URL.
| | 02:09 | Now under Grammar you can tell where
to show possible grammar problems in
| | 02:14 | Notebook Layout View as well as other views.
| | 02:17 | I don't recommend that unless you commonly
take notes in full grammar perfect sentences.
| | 02:22 | Hide grammatical errors in this
document will remove the green squiggly lines
| | 02:26 | from under potential grammar
errors in the current document only.
| | 02:30 | That's a good way to ignore the grammar
checker without actually turning it off globally.
| | 02:34 | We leave this as is.
| | 02:37 | The Check grammar with spelling
option turns on the grammar checker with a
| | 02:40 | manual spelling checker.
| | 02:42 | Leave that turned on.
| | 02:43 | We will take a look at that later on.
| | 02:45 | If you've made any changes in the
dialog, just click OK to accept them.
| | 02:49 | Now this document has a bunch of
potential errors and Word is flagging them.
| | 02:53 | Red underlines are potential spelling errors.
| | 02:56 | Green underlines are potential grammar errors.
| | 02:59 | I keep saying potential, because it's
up to you to decide whether they really
| | 03:03 | are errors and what should be done about them.
| | 03:05 | Now the way I usually work with the
spelling checker is to right-click or
| | 03:09 | Ctrl+Click on each marked word.
| | 03:11 | A menu comes up with options.
| | 03:14 | Let's try that for this word here.
| | 03:16 | I am going to right-click on
it and here's a menu of options.
| | 03:20 | At the top of this menu will
always be suggested corrections.
| | 03:23 | In this particular case, we only have
one suggested correction and it happens
| | 03:27 | to be the right word.
| | 03:29 | Below that you see Ignore and Ignore All.
| | 03:32 | Ignore will ignore this occurrence of the word.
| | 03:35 | Ignore All will ignore every
occurrence of this word in the document.
| | 03:39 | You might want to use that if a word
is spelled correctly, but you don't want
| | 03:43 | add it to the dictionary.
| | 03:45 | The Add option will add that current
word to the dictionary and I have to
| | 03:50 | caution you about this.
| | 03:51 | If you add an incorrectly spelled word
in the dictionary, Word will never flag
| | 03:56 | it again as incorrect.
| | 03:58 | So be really careful about
what you add to the dictionary.
| | 04:01 | The AutoCorrect option is kind of cool,
because what we'll do is it'll add this
| | 04:06 | word to your AutoCorrect settings.
| | 04:08 | If you select this option, it'll
correct the new document, add it to
| | 04:11 | AutoCorrect's settings, and then from this
point forward anytime you type this word
| | 04:16 | exactly as it's spelled in the
document right now, it will automatically be
| | 04:20 | corrected to the correct spelling.
| | 04:23 | That's really useful if this is a common
typo or common spelling problem they've
| | 04:27 | got, because it will automatically
correct it for you and not bother you again.
| | 04:31 | The spelling option will open up the
Spelling and Grammar dialog, so you can use
| | 04:35 | that to do the check.
| | 04:36 | We are not going to use that right now.
| | 04:38 | What I want to here is just select
the correct spelling and it will replace
| | 04:42 | it in the document.
| | 04:44 | I can do that again with the next problem here.
| | 04:46 | So I am going to right-click on that
to see what's bugging Word about that.
| | 04:50 | Now the word very is spelled correctly here,
but Word is flagging it as a repeated word.
| | 04:56 | Well, the author of this letter could
be very, very happy, or she could have
| | 05:00 | just made a mistake.
| | 05:01 | If you click Ignore, this option will stay.
| | 05:04 | If you click Delete Repeated Word, it goes.
| | 05:08 | In this particular
instance I am going to ignore it.
| | 05:10 | Notice that the red underline goes away.
| | 05:13 | Word won't bother us again
about this word in the document.
| | 05:16 | You can deal with grammar problems the same way.
| | 05:19 | For example, there is a
grammar problem right here.
| | 05:21 | It's a little bit difficult to see, but the
word an is underlined with the green squiggly.
| | 05:26 | So I can right-click on that
to see what's bugging Word.
| | 05:30 | It says that it should
replace the word an with and.
| | 05:34 | And if I look at that I can see
sure enough that looks right to me.
| | 05:37 | It's probably just a typo.
| | 05:39 | So I will choose "and," and it will replace it.
| | 05:42 | Now if you have had trouble seeing
these marks especially in long document, you
| | 05:46 | can click the Spelling and
Grammar status button in the status bar.
| | 05:50 | That's this thing right here.
| | 05:52 | If there is a red x, Word has a problem.
| | 05:55 | If not, Word thinks everything is okay.
| | 05:58 | Click the button to display a
menu of options for each word.
| | 06:01 | So when I click this, it will go
to the next problem just right here.
| | 06:05 | You can then click the
option that you'd like to fix it.
| | 06:07 | So in this particular
case, it looks at the typo.
| | 06:10 | It should be the word year,
which is right up here.
| | 06:12 | I can click it to replace it.
| | 06:15 | You can also choose
Tools > Spelling and Grammar.
| | 06:18 | Pull down the Tools menu > Spelling and
Grammar, or you can press Option+Command+L
| | 06:23 | to open the Spelling and Grammar dialog.
| | 06:26 | This in effect begins a manual spelling check.
| | 06:29 | It highlights the first problem it finds.
| | 06:31 | Now here is a good example
of Word's grammar knowledge.
| | 06:34 | In this particular case, it's
flagged the word goes in this sentence.
| | 06:39 | Should it really be "go,"
which is what it's suggesting?
| | 06:41 | The subject is 5%, not sales.
| | 06:45 | I think its okay as it is, but then
again I never said my grammar was perfect.
| | 06:49 | In this particular
instance I'm going to ignore it.
| | 06:51 | So I will just click Ignore.
| | 06:55 | Next it finds the spelling problem crackr
and you are sure enough that is spelled wrong.
| | 07:00 | Here is the suggestion
down here. Cracker is fine.
| | 07:03 | So I can make sure it's
selected and click Change.
| | 07:06 | Finally, it moves down to the bottom of
the document where it finds the name of
| | 07:10 | the person who wrote the letter
and that name is spelled correctly.
| | 07:14 | In fact, it's there twice and
spelled currently both times.
| | 07:17 | In this particular instance, this is
likely to be a name or word that we use
| | 07:21 | over and over in Word.
| | 07:22 | So we will probably want
to add it to the dictionary.
| | 07:25 | You can click the Add button.
| | 07:27 | It adds it to the dictionary,
removes the red line, and it completes
| | 07:31 | the spelling check.
| | 07:32 | I will click OK here.
| | 07:34 | Now the Spelling and Grammar check is
complete and I addressed all the problems
| | 07:38 | that Word identified.
| | 07:40 | But is that all the
problems there were? Actually, no.
| | 07:44 | This document has an error
in that Word didn't find.
| | 07:47 | If you look up here in the first paragraph,
you will see the words they are, they'e.
| | 07:50 | It really should be their.
| | 07:56 | Word didn't see this as a problem,
but it's wrong and that's my point.
| | 08:01 | Word can be a good spelling and
grammar checking assistant, but it's no
| | 08:05 | substitute for proofreading by a person
with real-life spelling and grammar skills.
| | 08:10 | If a misspelled word spells another word
Microsoft Word probably won't catch it.
| | 08:15 | It's up to you to make sure
your documents are error-free.
| | Collapse this transcript |
| Using reference tools| 00:00 | The Reference tools pane of Word's
Toolbox includes a handful of features you
| | 00:04 | can refer to as you write. Let's take a look.
| | 00:07 | If the Toolbox isn't displayed, you can
click the Toolbox button on the toolbar.
| | 00:11 | That's this one here, and then just
click the Reference tool icon to display
| | 00:16 | those options. Or you can pull down the
View menu, and choose Reference tools.
| | 00:21 | We will start by typing a word into the
search box at the top of this window here.
| | 00:26 | So I am going to type-in the
word Company and press Return.
| | 00:30 | We'll look at the Thesaurus first.
| | 00:34 | A thesaurus is a reference guide
that you use to find the right word for
| | 00:37 | something you want to say.
| | 00:39 | When you search for a word, the
Thesaurus area fills with meanings and synonyms.
| | 00:44 | Meanings are one-word definitions for the word.
| | 00:48 | Synonyms are other words
that mean the same thing.
| | 00:51 | When you select a different meaning,
the list of synonyms changes accordingly.
| | 00:55 | So if I click this, we get different words here.
| | 00:59 | Again, I could change this,
and it has different words here.
| | 01:02 | When you find a word that you like, you
could select it and then click Insert to
| | 01:07 | put it into your
document at the insertion point.
| | 01:10 | If you find a word that's close to what
you want but not exactly, you can select it
| | 01:14 | and click Lookup to look that word up.
| | 01:17 | And again that brings up meanings and synonyms.
| | 01:21 | You can do that repeatedly to look up a
bunch of different words that are related.
| | 01:26 | Either box. Word keeps track of the words
that you look up and it puts them up here in
| | 01:31 | the Spotlight menu.
| | 01:32 | So I can go back to any of these words that
I like just by selecting it from the menu.
| | 01:37 | This makes it easy to backtrack if you
start getting too far off your original word.
| | 01:41 | Now the Dictionary area should show the
meaning of a word that's being looked up.
| | 01:46 | The Dictionary requires access to
Word's online features, so you might have to
| | 01:50 | click a link in the window to enable it.
| | 01:52 | So I will click this link here, and
that will turn on the online features.
| | 01:56 | While the dictionary won't
help you find the right word,
| | 01:59 | it can help you determine whether
the word you want to use is right.
| | 02:03 | Here is the list of definitions
that's come up with for company and if I
| | 02:07 | click the disclosure triangle next to one of
those definitions, it provides more information.
| | 02:12 | The Bilingual Dictionary, which also
requires internet access, will provide
| | 02:16 | words and phrases in another
language along with their meanings.
| | 02:20 | Now, of course there is a limited
amount of screen real estate here.
| | 02:22 | So you might have to close up the
Dictionary or the Thesaurus or both to open this up.
| | 02:27 | Just click the disclosure triangle
beside it and it opens up and you can see it.
| | 02:32 | You choose the starting
language, which of course is English.
| | 02:34 | That's the language I speak. And then
a destination language, which is the
| | 02:38 | language you want to translate to.
| | 02:40 | So in this case I am translating
company into French and these are different
| | 02:44 | words in French that mean the same thing.
| | 02:47 | I could choose a different language
and it will look it up in that language.
| | 02:51 | Of course the Translation tool goes a
step further by enabling you to translate
| | 02:56 | phrases or entire documents.
| | 02:59 | So maybe I want to translate a phrase.
| | 03:01 | I can select that phrase, and I can
copy it, and then I can paste it up here in
| | 03:06 | the search box, paste it in.
| | 03:08 | Command+V, press Enter, and what it's
done is it's translated that phrase in
| | 03:14 | this case from English to French.
| | 03:16 | I could also go to Greek if
I'd like, or even to Dutch.
| | 03:22 | Remember, and this is important, the
Translation feature uses a machine driven
| | 03:27 | translation service.
| | 03:29 | The resulting translation might not be correct.
| | 03:32 | Don't rely on machine-generated
translations in mission-critical situations.
| | 03:37 | You could be seriously embarrassed.
| | 03:39 | Now, the Web Search feature, which is at
the very bottom here, takes whatever is
| | 03:44 | in the search box and uses the
Bing search engine to search for it.
| | 03:48 | So what it's done here is it's
searched for the phrase in here, and it knows
| | 03:52 | that can be found on a web page, which is
the web page for Two Trees Olive Oil Company.
| | 03:57 | So that's one of the returns for
it and there is another one here.
| | 04:02 | So what you can do in the search results
here is you can click the link to go to
| | 04:07 | that reference on the web.
| | 04:08 | You can basically type-in any search
phrase here and it will automatically
| | 04:12 | search with Bing when you press Return.
| | 04:15 | In all, the Reference Tools pane of the
Toolbox can be handy when you're working
| | 04:19 | on documents even if you don't
have a need for multilingual text.
| | 04:23 | The Thesaurus, Dictionary and Web
Search features can put the information you
| | 04:27 | need at your fingertips without leaving Word.
| | Collapse this transcript |
| Inserting footnotes and endnotes| 00:00 | One of the things I hated when I was in
high school and college was typing term papers.
| | 00:05 | Back in those days before we all had
computers on our desks, I had to use a
| | 00:08 | typewriter to manually type the entire
document, which could be 10 or 20 pages long.
| | 00:14 | It wasn't the document
typing that got me down though.
| | 00:16 | It was the footnotes.
| | 00:18 | You see as I typed each page, I had
to remember to leave enough room at the
| | 00:22 | bottom for all the
footnotes related to that page.
| | 00:25 | I clearly remember typing the same page
three times when I failed to leave space
| | 00:29 | for footnotes in the first and second try.
| | 00:32 | Nowadays, including
footnotes in a document is a breeze.
| | 00:36 | Simply indicate in the document where
you want the footnote marker to go and
| | 00:39 | enter the footnote text in the pane of the window.
| | 00:42 | Word automatically does all the rest.
| | 00:44 | Formatting the marker, putting in the
divider line, and entering the formatted
| | 00:48 | footnote at the bottom of the page.
| | 00:50 | If you prefer endnotes, which none of my
professors wanted to see, Word can do those too.
| | 00:55 | Let's take a look.
| | 00:57 | We'll put a few footnotes and
endnotes into this document.
| | 01:00 | So what I want to do here is I want to
start by putting a footnote right after
| | 01:03 | the end of this quote.
| | 01:04 | That's this paragraph here that's indented.
| | 01:07 | So I'll click after that, because that's
where the footnote marker is going to go.
| | 01:10 | I'll click the Document
Elements tab to display those options.
| | 01:15 | Then I want to click the Footnote
button, because I'm inserting a footnote.
| | 01:19 | Word does two things.
| | 01:21 | It places a tiny
footnote marker beside the text.
| | 01:24 | You could see it right here.
| | 01:25 | It also opens a pane at
the bottom of the window.
| | 01:29 | The numbers are already in there in the pane.
| | 01:31 | All I need to do is type in the footnote text.
| | 01:37 | This great quote comes from the
President of BS Company, who really knows
| | 01:42 | his business speak.
| | 01:43 | Now let's create another one on the same page.
| | 01:47 | I'm going to click the Close button to close
the Footnotes pane and get it out of the way.
| | 01:51 | I am going to go down to the word
"portals" and click right after that to
| | 01:55 | position the insertion point there.
| | 01:57 | This is going to be another footnote.
| | 01:58 | So I'll click the Footnote button again.
| | 02:00 | It's going to open up the pane again.
| | 02:03 | I can type in the footnote.
| | 02:05 | This is a really important thing to remember.
| | 02:08 | Now let's go to the third
page and enter another one.
| | 02:13 | So let's scroll down.
| | 02:14 | We'll leave the pane open this time.
| | 02:15 | We'll scroll down to the third page right here.
| | 02:21 | Right after the word
materials, I'm going to click here.
| | 02:24 | Position the insertion point,
and again I'll click Footnote.
| | 02:27 | We'll type in a footnote here.
| | 02:30 | It's going to be "Compellingly matrix cutting
-edge synergy rather than emerging portals."
| | 02:35 | In case you're wondering, I have a
dashboard widget that writes the stuff up for me.
| | 02:42 | So far we have three footnotes.
| | 02:44 | Let's create an endnote just for fun.
| | 02:46 | Let's go down to the next paragraph.
| | 02:49 | We're going to put a footnote
right here after initiatives.
| | 02:54 | So I'm going to click right after that word.
| | 02:56 | This time, I'll click the Endnote button.
| | 02:58 | You'll see that the pane changes.
| | 03:01 | Now it's only showing endnotes.
| | 03:03 | What I want to do here is click
right after that and type in the endnote.
| | 03:09 | We need to show what an endnote looks like.
| | 03:11 | So here is one to look at.
| | 03:13 | I want to point our here that you can
change this pane so that it shows all
| | 03:18 | footnotes, all endnotes,
and then other information.
| | 03:21 | So if I wanted to switch to my display
of footnotes, I could just select this
| | 03:24 | option and see the footnotes.
| | 03:26 | I want to close this again
to get it out of the way.
| | 03:30 | Let's take a look at what this
document would look like when we printed it.
| | 03:33 | I'm going to come down here,
and click the Print Layout button.
| | 03:37 | What that'll do is it'll turn our document into
regular Print Layout View, so we can preview it.
| | 03:42 | I'll go to the very first page
here and start scrolling down.
| | 03:46 | Actually, it might be easier just to
change the magnifications so you can see a
| | 03:49 | whole page at a time.
| | 03:50 | What you're seeing here is the document and
here are your footnote markers. They're very tiny.
| | 03:56 | But your footnotes are
at the bottom of the page.
| | 03:58 | This of course is footer.
| | 04:00 | If we go to the next page, we can
see that there are no footnotes here.
| | 04:06 | But if you remember we put
one on page 3, and there it is.
| | 04:09 | We also put an endnote on page 3.
| | 04:12 | But that endnote is not appearing here.
| | 04:14 | Instead, that should appear
at the end of the document.
| | 04:16 | So if we scroll to the end,
sure enough we see that endnote.
| | 04:19 | I'm going to go back to the first
page and go back to the view where we
| | 04:23 | can actually read this.
| | 04:25 | There are a few things to keep in mind for this.
| | 04:28 | First of all, footnotes are numbered
with Arabic numbers, and endnotes are
| | 04:31 | numbered with lowercase Roman numerals.
| | 04:34 | If you insert another footnote or
endnote, Word will renumber the other
| | 04:38 | footnotes and endnotes accordingly.
| | 04:40 | So we'll just do that in this view.
| | 04:41 | We'll put one right here.
| | 04:43 | Notice we've got footnote number 1 right here.
| | 04:46 | We've got footnote number 2 here.
| | 04:48 | Also if you point to them,
it'll show you what the footnote is.
| | 04:51 | I'm going to click the Footnote button.
| | 04:55 | What it's done is its Print Layout View now.
| | 04:57 | So it brought us to the bottom of the page.
| | 04:59 | So we can enter the footnote right
in the page and it's re-numbered the
| | 05:03 | other footnotes after it.
| | 05:04 | So we could type in our footnote.
| | 05:09 | This is the footnote.
| | 05:11 | As you're seeing we can also insert footnotes
or endnotes in Print Layout View, which is good.
| | 05:16 | You can also delete a footnote or endnote.
| | 05:18 | To do that, all you need to do is
delete its marker from the document.
| | 05:22 | So maybe I want to delete the one I just put in.
| | 05:24 | I can scroll up, find it in the
document, select it, just drag right over it,
| | 05:29 | and press Delete.
| | 05:31 | When you delete it from the document, if you
scroll down now, you'll see that it's gone.
| | 05:36 | If you want to use a custom footnote or
endnote marker, you'll need to use the
| | 05:40 | Footnote and Endnote dialog.
| | 05:41 | So I'll just click
anywhere in the document here.
| | 05:44 | I'm going to pull down the Insert
menu and I'm going to choose Footnote.
| | 05:48 | That brings up the
Footnotes and Endnotes dialog.
| | 05:51 | What you can do here is you can
tell it what you want to insert.
| | 05:54 | You can also change the format for
the item that you want to insert.
| | 05:57 | You can use custom marks.
| | 06:00 | You can type in acustom mark here.
| | 06:02 | You can use the Symbol dialog to
choose a custom mark if you like.
| | 06:07 | You can also use this dialog to
convert footnotes into endnotes, or
| | 06:11 | endnotes into footnotes, or you
could just swap them both if you've got
| | 06:14 | them both in your document.
| | 06:15 | Word will do all that automatically for you.
| | 06:20 | That's footnotes and endnotes in a nutshell.
| | 06:22 | It's pretty simple.
| | 06:23 | I think I would have killed to
have this when I was in college.
| | Collapse this transcript |
| Using the Word Count feature| 00:00 | Here is another old day story for you.
| | 00:02 | I seem to be full of them lately.
| | 00:04 | Back when I started writing,
I was often paid by the word.
| | 00:08 | Often I was given a maximum word count,
because that's all my editors could fit
| | 00:11 | into their magazines.
| | 00:13 | These days, I occasionally get
word count restrictions, even for
| | 00:16 | online publications.
| | 00:18 | This is why I need to be able
to count the words in my documents.
| | 00:21 | Word has a flexible Word Count
feature that you can use to get document
| | 00:25 | statistics like word and sentence count.
| | 00:27 | It can also count the number of words
in a document and tell you on the fly,
| | 00:32 | which words your insertion point is hanging
around with as you type. Let's take a look.
| | 00:38 | The first thing I want to
point out here is thesStatus bar.
| | 00:41 | Down in the Word area, you see the
number or the word I'm on, which is 0
| | 00:45 | because I'm right at the very beginning of
the document, and the total number of words.
| | 00:49 | As I move the insertion point that
should update and tell you what word
| | 00:53 | you're currently on.
| | 00:55 | Now if you're not seeing this, if you
don't have a status bar showing or if
| | 00:58 | you're seeing a Word Count showing,
you need to turn these things on.
| | 01:02 | So pull down the Word menu, come down
to Preference, or press Command+Comma to
| | 01:07 | display the Word Preferences window.
| | 01:10 | Then click the View button.
| | 01:12 | Underneath the Window area, make
sure that Status bar and Live Word Count
| | 01:17 | are both turned on.
| | 01:19 | That's what's going to give you the status
bar and Word Count at the bottom of the page.
| | 01:22 | When you've got those turned on, click OK.
| | 01:25 | You'll see them down there.
| | 01:27 | Live Word Count also works with selections.
| | 01:30 | So if I select some text, it'll
tell me how many words are selected.
| | 01:34 | In this instance here, I've
go 28 of 2003 words selected.
| | 01:39 | You could try that again
with a smaller selection.
| | 01:42 | You see has it 3 of 2003
now. But there is more.
| | 01:46 | We can pull down the Tools menu
and we can choose Word Count.
| | 01:51 | We'll have a Word Count dialog
that provides a lot more information.
| | 01:54 | It's telling me that I've got
1 page. I've got only 3 words.
| | 01:59 | Now the reason it says 3 words is
because I've got all the words selected.
| | 02:03 | It's telling how many characters are
selected, how many characters (with
| | 02:06 | spaces), how many
paragraphs, and how many lines.
| | 02:09 | Let me click OK to get rid of this.
| | 02:11 | Make sure nothing is selected.
| | 02:14 | I'll pull down the Tools menu.
| | 02:15 | Pick Word Count again.
| | 02:16 | Now you'll see a more realistic
number for the whole document.
| | 02:20 | I've got 9 pages, 2003 words, tons of
characters with and without spaces, 104
| | 02:26 | paragraphs, and 279 lines.
| | 02:30 | With this checkbox turned on, it will
Include footnotes and endnotes in that calculation.
| | 02:36 | This document happens to have
footnotes and endnotes, but if I turn it off,
| | 02:39 | you'll see how it adjusts.
| | 02:43 | That's all there is to it.
| | 02:44 | If you need to know how many words
there are in your document, Word's got you covered.
| | Collapse this transcript |
| Compiling a table of contents| 00:00 | If you've created a long document, one
that's more than 5 or 10 pages, you might
| | 00:05 | want to include a table of contents.
| | 00:07 | Not only does it help readers find the
content they're looking for, but it makes
| | 00:10 | you look like a real document creation pro.
| | 00:13 | Best of all, creating a table of
contents takes only seconds. Really!
| | 00:18 | Well, it takes only seconds if you use
Word's heading styles to format heading
| | 00:21 | throughout your document.
| | 00:22 | Now if you have no idea what I'm
talking about, you either skipped or slept
| | 00:27 | through the chapters about applying
styles in Word's outlining feature.
| | 00:30 | Word's outlining feature will
automatically apply heading styles to your outline
| | 00:34 | as you build it and modify it.
| | 00:36 | It makes very good sense to create
a document with the outline feature or at least
| | 00:40 | using the heading styles if you
know it will need a table of contents.
| | 00:44 | Now the document here was
created with Word's outlining feature.
| | 00:48 | All of its headings have been
formatted with Word heading styles.
| | 00:51 | So it's all ready for its table of contents.
| | 00:54 | You want to start by positioning the insertion
point where you want to table of contents to go.
| | 01:00 | Normally, that'll be at the beginning of
your document and that's where I am right now.
| | 01:04 | If you have a title page or some
other front matter, it will be after that.
| | 01:08 | Let's display the Document Elements Ribbon.
| | 01:11 | Just click that button there.
| | 01:13 | In the Table of Contents area you can
click this little arrow to display a menu of
| | 01:16 | different table of contents styles.
| | 01:18 | What we want to do here is click one of
the automatic table of contents styles,
| | 01:23 | because we want Word to
automatically create this for us.
| | 01:26 | So I'll click this one here, the Modern one.
| | 01:28 | What Word does is it goes through
the document and it built your table of
| | 01:33 | contents, and sure enough if you look
up here at the beginning of the document,
| | 01:37 | you'll see the table of contents.
| | 01:39 | I told you it only takes seconds.
| | 01:41 | The table of contents is
formatted based on the button you clicked.
| | 01:45 | It uses a variety of TOC styles
that you can redefine if you want to.
| | 01:50 | Let's just pull down the Style pane of the
Toolbox here so you can see what I am talking about.
| | 01:54 | If I scroll down in here, you will see
that there are three TOC styles and they
| | 02:03 | correspond to the styles here.
| | 02:05 | So if you wanted to change the way this looks,
you would actually redefine these styles.
| | 02:10 | And I tell you how to
redefine styles in another video.
| | 02:14 | The table of contents is inserted into
your document as a special Word field.
| | 02:18 | When you click it, you can
see the tab up on the top.
| | 02:21 | Clicking the arrow in this label displays
a menu that you can use to work with this.
| | 02:26 | Update Table will go through your
document and update the table of contents for
| | 02:31 | any changes you might have made in the headings.
| | 02:34 | Remove Table of Contents will
take it out of your document.
| | 02:38 | If you like to work harder to create your
table of contents, you can do it manually.
| | 02:42 | What you would do instead is
choose one of the manual styles up here.
| | 02:46 | Let me pick one of these, just
something that looks a little different.
| | 02:49 | And you see what it's done is, it's
replaced that automatic one with a manual one.
| | 02:54 | All this is, is a box that's your table
of contents and it's got placeholder text.
| | 03:00 | You would have to go in here manually,
click each placeholder, and type in the
| | 03:04 | information you want
including the correct page number.
| | 03:07 | And you'd build you table of
contents up this way again.
| | 03:11 | Again, it uses the table
of contents styles here.
| | 03:14 | So you would apply the right style
to get the right formatting here.
| | 03:17 | This can take a long time if you
document is lengthy and has many headings.
| | 03:22 | Personally, I would go with the
automatic table of contents anytime.
| | 03:25 | You can customize an
automatic table of contents.
| | 03:28 | Let's get rid of this one
here and we'll insert a new one.
| | 03:32 | So we are going to pull down the
Insert menu and pick Index and Tables.
| | 03:36 | This displays the Index and Tables
dialog and what I want to do here is make
| | 03:40 | sure I click the Table of Contents button.
| | 03:42 | You've got the same formats that we had
before from that menu, but now you can
| | 03:47 | make additional changes in here.
| | 03:49 | For example, maybe you only want
to show two levels on your table of
| | 03:52 | contents instead of three.
| | 03:54 | You can click this button here, make it two,
or you can just type in the number two.
| | 03:58 | Then when you choose the format you want and
click OK, it'll make it just those two levels.
| | 04:05 | You can also, in this dialog, choose
Options and you can map out different styles
| | 04:12 | to your table of contents.
| | 04:13 | So, if you didn't use heading styles,
like we did here and you used other
| | 04:16 | styles, maybe styles that you created,
you can map those into the table of
| | 04:21 | contents level and generate
your table of contents that way.
| | 04:24 | Again, this is a lot more difficult
than just using the heading styles.
| | 04:29 | So you can see Word's table of contents
feature is very quick and easy to use if
| | 04:34 | you planned ahead and
properly formatted document headings.
| | 04:37 | If not, you can insert a manually
generated table of contents and modify the
| | 04:41 | placeholder text as needed.
| | Collapse this transcript |
|
|
18. Working with Other Users in WordAdding comments| 00:00 | One of the reasons Microsoft Word
is so popular in the workplace is its
| | 00:04 | collaboration features.
| | 00:06 | Simply said, Word makes it very easy for a
document to be worked on by multiple people.
| | 00:12 | One way people can collaborate on a
document is by entering comments in the document.
| | 00:17 | Comments make it possible for multiple
people to provide input, ask questions,
| | 00:22 | and provide answers in the document, all
without changing the document contents.
| | 00:27 | Comments don't print unless you want them to
and they can be easily removed at any time.
| | 00:31 | Now this is the outline for a report
being drawn up by the Marketing department.
| | 00:37 | The author of this document
wants some input from coworkers.
| | 00:41 | To enter a comment in a document you
can either select the text you want to
| | 00:44 | comment on or simply place the insertion
point where you want the comment to appear.
| | 00:49 | I am going to select the word Staff.
| | 00:51 | Now we want to click the Review
button up on the Ribbon and then we want to
| | 00:55 | click the New button under Comments.
| | 00:58 | A comment bubble appears.
| | 01:01 | What you want to do is enter
your comment in the bubble.
| | 01:03 | The blinking insertion
point is already in there.
| | 01:06 | So maybe I'm going to type in
maybe this should go after products.
| | 01:11 | Let's try it again, this time in Draft View.
| | 01:14 | So I will switch over to Draft View and
this time I'm going to click right after
| | 01:18 | the words Main Office.
| | 01:19 | I will click New up in the Ribbon.
| | 01:22 | The Reviewing pane of the sidebar appears.
| | 01:25 | We are going to enter another comment.
| | 01:27 | You will see the comment is right here.
| | 01:28 | We will enter new comment for that.
| | 01:33 | Don't forget Ellen Smith.
| | 01:35 | Now when you're finished making the comments,
you'd save the document and then you
| | 01:39 | probably pass it on to the next
person who needs to review it.
| | 01:43 | We happen to have a version of this
document that's been reviewed by different people.
| | 01:47 | So I am going to close this document.
I am not going to save the changes.
| | 01:51 | In here is our document that's
got multiple reviewers in it.
| | 01:54 | As you can see the comments
are color-coded by the commenter.
| | 01:58 | You can use buttons on the
Review Ribbon to scroll through them.
| | 02:01 | So I will click the Review Ribbon
here and I can use the Next button to
| | 02:05 | scroll through each one.
| | 02:07 | It's basically just highlighting them
and putting the insertion point in there.
| | 02:11 | You can also use the Delete
button to delete a selected comment.
| | 02:15 | So maybe this comment here, it's really
not appropriate. Maybe I don't want to
| | 02:18 | have this in here at all.
| | 02:20 | I can click the Delete
button and it gets removed.
| | 02:24 | The Comment feature is designed to
discuss a document, not make changes to it.
| | 02:28 | When a document circulates for comments,
multiple people can add their opinions,
| | 02:33 | ask questions, and answer
questions on their own schedule.
| | 02:36 | Word has collaboration feature for
when a document needs to be edited
| | 02:40 | by multiple people.
| | 02:42 | That's the Track Changes
feature and it's up next.
| | Collapse this transcript |
| Tracking changes| 00:00 | Word's Track Changes feature is another
way for people to collaborate on a document.
| | 00:05 | It makes it possible for multiple
editors to fine-tune the contents and
| | 00:08 | formatting of a document while keeping track
of what changes were made and who made them.
| | 00:14 | In this video, we'll take a look at
Word's Track Changes feature and see how
| | 00:18 | you can use it to modify a document and
later review document changes to finalize it.
| | 00:22 | So now here is an example, we have just
received this document by email from the
| | 00:27 | owner of the company.
| | 00:28 | She wants us to review it and make
any changes we think are necessary.
| | 00:32 | Afterwards, we'll pass it on to another
member of the marketing department for her changes.
| | 00:36 | Eventually someone will review the
changes and decide which ones to keep.
| | 00:40 | Now in order to review
changes, we need to track them.
| | 00:44 | We do this by turning on
the Track Changes feature.
| | 00:46 | So click the Review button on the
Ribbon and then this area here where it says
| | 00:51 | Track Changes, click that so it says On.
| | 00:54 | Now let's see what needs to be changed?
| | 00:57 | Over here it says, "With the advent of."
What we want do is select "the advent
| | 01:03 | of" and press Delete.
| | 01:05 | So it should just say when we
are done, "with modern machinery."
| | 01:08 | So what Word has done here, is it's
removed the text that we told it to delete
| | 01:13 | and it's also put in this little
balloon here that explains what it did.
| | 01:17 | It deleted that text.
| | 01:19 | If we inserted some text,
that text would appear in there.
| | 01:22 | So we are going to select where it
says "Not to mention" in here. "Not to
| | 01:28 | mention," but we are also going to
select that w, because we want to start
| | 01:31 | sentence with the word We.
| | 01:33 | So we'll select everything including
this lowercase w, and we'll type in an
| | 01:37 | uppercase W. So now the sentence is
correct, but it showing us here that we
| | 01:43 | deleted "Not to mention w," and we
inserted this uppercase W. Inserted characters
| | 01:49 | will appear in the document
with an underline under them.
| | 01:52 | Right over here where we see we have a
comma after the word benefits, and maybe
| | 01:56 | we don't think that comma belongs there.
| | 01:58 | So we can select that comma and
press Delete and it gets deleted.
| | 02:02 | And again, another balloon
says exactly what was done.
| | 02:05 | Now that's enough to give you an idea
of how the Track Changes feature works.
| | 02:10 | As you can see it notes all the
changes in the document as they are made.
| | 02:13 | Now normally you'd save this document
and you would pass it on to another Word
| | 02:18 | user for their input.
| | 02:19 | We are just going to close it right now.
I am not going to save it. I have the
| | 02:23 | same version of this document already
back from editors, and you can see some
| | 02:27 | other editors have put their hands on it.
| | 02:30 | In this particular case, we've got
edits from number of different people and
| | 02:34 | what we want to do is go through these
edits and decide which ones to keep and
| | 02:38 | which ones to get rid of.
| | 02:39 | There are three different people who
made changes to the document and there is
| | 02:43 | three different colors here.
| | 02:44 | For each name, it shows the name of
the person and the date and the time that
| | 02:48 | the change was made.
| | 02:50 | Let's click the Review button on the
ribbon to get some additional options, and
| | 02:54 | you can see here under Tracking, there
was a number of different ways we can
| | 02:57 | look in this document.
| | 02:58 | Right now, we are showing the Final
Showing Markup, so we have got the final
| | 03:03 | document showing and all
the markup that appears.
| | 03:05 | So inserted words appearing here, but also
we could see what was deleted and changed.
| | 03:11 | If we choose Final, it just shows us what it
would look like if we accepted all the changes.
| | 03:17 | If we show Original Showing Markup,
it shows all the changes made in here.
| | 03:22 | In other words, it actually strikes
through the words that have been deleted and
| | 03:25 | then shows the inserted text.
| | 03:29 | And if we show Original, it shows what
it looks like before we made any changes.
| | 03:33 | Let's go back to Final Showing Markup.
| | 03:37 | The second menu here lets you choose
additional options about what should show.
| | 03:42 | We don't have any comments in this document.
| | 03:44 | We do have insertions and deletions.
| | 03:46 | If we were to turn off this
option, any markup for insertions and
| | 03:50 | deletions would disappear.
| | 03:51 | You definitely want to show
that so I will turn it back on.
| | 03:55 | You can also turn off changes for formatting.
| | 03:58 | You can turn off Markup Area Highlight.
| | 04:01 | You can also specify which
reviewers you want to see.
| | 04:04 | So if I wanted to not see any revisions
by me, I could turn myself off here, and
| | 04:09 | then I would only see the other ones.
| | 04:12 | You can also use that feature to
highlight specific people, only one person, just
| | 04:16 | turn off the other person, or
again you can see All Reviewers.
| | 04:22 | If you choose Preferences, you bring up
the preferences for Track Changes, which
| | 04:26 | don't quite fit in the resolution
we're showing here, but you could see the
| | 04:29 | Cancel and OK buttons on the bottom.
| | 04:33 | The main options here are mostly colors.
| | 04:35 | How you would show things with underline,
strikethroughs and borders so you can
| | 04:39 | choose different formatting for how
you want to show different elements, and
| | 04:43 | then you can also choose specific
colors for different types of things.
| | 04:47 | By default, it's set to By Author,
which will makes a different color for each
| | 04:51 | author, but if you wanted all insertions
to appear in bright green, for example,
| | 04:56 | you can do that as well.
| | 04:58 | These options here let you track
what gets moved around, how it gets
| | 05:02 | highlighted, whether it's with the
strikethrough or double underline, and also
| | 05:06 | table cell formatting changes.
| | 05:09 | The Balloons area down here lets you
determine how you want the changes to display.
| | 05:14 | If you aren't seeing the balloons in your
document, you might want to turn this feature on.
| | 05:18 | It's a really handy way to see the changes.
| | 05:21 | If you make any changes in this dialog,
you can click OK or press Return to save
| | 05:25 | them. That dismisses the dialog.
| | 05:28 | Now if you want to see a summary of
all the changes in the document, you can
| | 05:31 | display the Reviewing pane.
| | 05:33 | So what I am going to do here is click
the Review pane button, and that will
| | 05:37 | display the sidebar with the Reviewing
pane showing, and you could see a summary
| | 05:41 | of all the changes right here.
| | 05:42 | This is especially handy if
you've got a really long document.
| | 05:47 | There are a few ways you can review the changes.
| | 05:49 | One way is to use buttons up in the
Ribbon to move from one change to the next.
| | 05:53 | The Next button will go
from one change to the next.
| | 05:56 | Previous will go to the previous one,
and then you can use these buttons here,
| | 06:00 | Accept or Reject, to accept
or reject the current change.
| | 06:05 | So for example here, if I go to the first
change, Stacy Oliveri says delete the word also.
| | 06:12 | If I accept it, it will actually
remove that word from the document and it'll
| | 06:17 | also remove the revision mark.
| | 06:18 | Then I go on to the next one, and
there are some changes here, and I can
| | 06:22 | accept those as well.
| | 06:23 | Maybe I want to change this to
have, and then also remove the -ed.
| | 06:28 | So we could change the tense of this
sentence, and then he is mentioning
| | 06:32 | delete and grandchildren.
| | 06:33 | Well maybe we don't want to do that.
| | 06:36 | So we can click the Reject
button and it leaves it in there.
| | 06:38 | So you can go through the
whole document this way.
| | 06:42 | Another way you can do it is to look
over here in this area and there is two
| | 06:45 | tiny buttons over here on the balloons.
| | 06:48 | The first one accepts the change;
| | 06:50 | the second one rejects it.
| | 06:52 | So if I want to accept the change, I
can click the checkmark, and that accepts it,
| | 06:57 | removes the bubble.
| | 06:58 | The next example maybe I want to
reject the change, so I can click that X and
| | 07:02 | reject it and move on to the next one.
| | 07:05 | You can also use options up here on the
ribbon to either accept all the changes
| | 07:10 | in document, or Reject them all.
| | 07:13 | So if you want to get through the
document quickly, you have a lot of
| | 07:17 | confidence that the changes are good,
| | 07:18 | you could just accept them
all and be done with it.
| | 07:20 | When you finished adjusting all
the changes, the document is done.
| | 07:25 | Word's Track Changes feature is at the
heart of its collaboration feature set.
| | 07:30 | As you can see, it makes it possible to
edit a document without losing sight of
| | 07:34 | the original version.
| | 07:35 | A decision-maker can take
responsibility for the final review and decide which
| | 07:40 | changes are accepted and rejected.
| | 07:42 | This is true collaboration.
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| Merging and comparing documents| 00:00 | Although the Track Changes feature of
Word can work like a charm when the same
| | 00:04 | document is edited by multiple people,
every once in a while there might be a
| | 00:08 | glitch where someone modifies a
different copy of the document.
| | 00:12 | That's the situation we have here.
Two copies of the same document, each
| | 00:17 | marked up separately.
| | 00:19 | Fortunately, the Merge
Document feature can help.
| | 00:22 | It enables you to emerge two revised
documents to get all revisions grouped
| | 00:26 | together on one copy of the document.
| | 00:29 | Let's see how it works.
| | 00:30 | We'll start by going up to the
Tools menu and choosing Merge Documents.
| | 00:35 | This displays the Combine Documents dialog.
| | 00:39 | Word wants to know which two
documents need to be merged.
| | 00:42 | So what I am going to do is I am going
to merge Markup 1 and Markup 2 together.
| | 00:47 | So I need to find those.
| | 00:48 | I'll click the Browse button here, I'll
go into the folder where it lives, and
| | 00:53 | I want Markup 1, which is this one, and I
also want Markup 2 which is this one here.
| | 01:01 | Word automatically pulled up the names
of the first editors from each document,
| | 01:05 | and it enters them into these two boxes.
| | 01:08 | You can live them set as is.
| | 01:10 | If you click the disclosure triangle
in the dialog, you can expand a
| | 01:14 | set additional options.
| | 01:15 | For example, you can toggle checkboxes to
determine which changes should be marked.
| | 01:20 | We'll leave them all turned on.
| | 01:23 | To prevent either document from being
change, we want to make sure the New
| | 01:27 | document option is selected here, then click OK.
| | 01:31 | Word combines the two sets of revisions into
one document, and that's what this is here.
| | 01:37 | In cases where editors of both
documents have made the same change, Word
| | 01:42 | displays the change made in the first document.
| | 01:44 | So we've got an example of that here.
| | 01:47 | In this particular document, someone
deleted "the advent of," okay, and if we look
| | 01:52 | in this document here, we'll see that
someone also deleted "the advent of," but if
| | 01:57 | you look in this document here, it
shows person who did it in document 1.
| | 02:01 | You can now use the Review tools to
review and either accept or reject each
| | 02:06 | change all in one document.
| | 02:08 | So you basically wouldn't need to look
at those other two documents anymore.
| | 02:11 | All your changes are right here.
| | 02:12 | Let me close these. I am
not going to save any changes.
| | 02:18 | Now sometimes you'll send out a
document for editing and for one reason or
| | 02:21 | another, the recipient neglects to
turn on the Track Changes feature.
| | 02:25 | When the document returns, there is
no way to see what changes were made.
| | 02:29 | And this is a perfect example.
| | 02:31 | This is the original document and
this is the edited document, and by just
| | 02:36 | looking at it without going through it
word for word, it's really difficult to
| | 02:39 | see how it's changed.
| | 02:41 | That's where Word's Compare
Documents feature can help.
| | 02:44 | You can use it to compare the
contents of two similar documents.
| | 02:49 | What we'll do is we'll go up to the
Tools menu, come down to Track Changes, and
| | 02:53 | choose Compare Documents, and this time
we've got the Compare Documents dialog
| | 02:59 | and again, it wants to know which
two documents we want to compare.
| | 03:03 | So I want to compare Owner Message Draft,
I'll pick that in here, and then from
| | 03:09 | this one I'll pick Owner
Message Final, click that there.
| | 03:12 | Now it lets us enter into this side the
name or initials of whoever you want to
| | 03:18 | identify with the changes.
| | 03:19 | So if you know that someone named
Maria Langer made the changes, you can put
| | 03:23 | that name in here or you can
actually put in really anything you'd like.
| | 03:27 | To fine-tune the comparison settings,
you can click the disclosure triangle and
| | 03:31 | you have the same options as we had before.
| | 03:34 | Make sure New document is
selected down here and click OK.
| | 03:39 | Word creates a new document that uses
the Track Changes feature to note the
| | 03:44 | changes between the original
document and the revised one.
| | 03:47 | You could treat these changes as if
they were recorded with the Track Changes
| | 03:51 | feature turned on, to
review, accept and reject them.
| | 03:55 | And the previous video
explains how to do that.
| | 03:58 | These two features,
| | 03:59 | Merge Documents and Compare Documents,
are part of Word's collaboration toolkit.
| | 04:05 | Merge Documents makes it possible to
take two copies of the same document,
| | 04:09 | each with a different set of revisions, and merge
the changes into one document for final review.
| | 04:15 | Compare Documents makes it possible
to see the differences between two
| | 04:18 | documents, using the Track
Changes feature to call up the changes.
| | 04:23 | Use these features as necessary to
manage revisions in the documents you need to review.
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| Sharing documents with others| 00:00 | One of the ways to share a document with
other Word users is to send it to them by email.
| | 00:05 | You can do this from right within Word.
| | 00:08 | You email the Word document with
the Share submenu under the File menu.
| | 00:12 | So, I'm going to pull down the File
menu, come down to Share, and you'll see
| | 00:15 | that there are several options here.
| | 00:18 | Save to SkyDrive enables you to save it
to a Windows Live SkyDrive account, if
| | 00:23 | you have one of those accounts.
| | 00:26 | That's basically a storage
space where you can store documents.
| | 00:30 | Save to SharePoint will save it to
your company's SharePoint Server.
| | 00:34 | So if your company has a SharePoint
Server, you can use this option to save it
| | 00:38 | to a shared hard drive.
| | 00:40 | E-mail (as Attachment) will create an email
message and attach the Word document to it.
| | 00:45 | I'm going to use that one in a moment,
but E-mail (as HTML) will actually take
| | 00:51 | the contents of the document and
paste it into the body of an email message,
| | 00:55 | using HTML for formatting.
| | 00:58 | If you want to share this document in a
way for other Word users to be able to
| | 01:02 | open it, modify it, put their comments
on it, then you definitely want to use
| | 01:06 | the Attachment option for email.
| | 01:08 | So I'm going to choose that option here,
and what it does is it launches your
| | 01:13 | default email program,
if it's not already running.
| | 01:17 | In our case, our default program is Outlook.
| | 01:19 | So it's launched Outlook.
| | 01:21 | It's also created a brand-new email
message and it's attached that file to it.
| | 01:27 | You could see it here in the attachment area.
| | 01:29 | In order to send this to someone else, what
you need to do is fill in the rest of the form,
| | 01:34 | To, Subject and maybe a
message body, and then send it.
| | 01:37 | So maybe I'll send this to greg@twotrees.
| | 01:39 | Here he is right here, and the subject
of the message might be Marketing Report.
| | 01:47 | I don't need to make any changes
down there, but maybe I'll just make a
| | 01:53 | little comment down here.
| | 01:55 | Here's that report for your review.
| | 01:58 | Then when you click the
Send button, it gets sent.
| | 02:01 | I want to point out here that you can
also use the Print dialog to attach a PDF
| | 02:06 | of a document to an email message.
| | 02:08 | So, the way you do that is you pull
down the File menu, come down to Print, and
| | 02:15 | then down here under PDF you choose Mail
PDF, and what Word would do is it would
| | 02:21 | create a PDF format file of the
document and it would attach it to an email
| | 02:26 | message and open that up in
your default email application.
| | 02:30 | Emailing a Word document file makes it
possible for another Word user to make
| | 02:34 | changes to the document.
| | 02:36 | This is handy if you're working on a
collaborative project and you need input
| | 02:39 | from other Word users.
| | 02:41 | Emailing documents saves time, money, and paper.
| | Collapse this transcript |
|
|
19. Creating Letters, Envelopes, and LabelsUsing letter templates| 00:00 | Word offers several ways to create a letter.
| | 00:03 | You could simply open a blank document
window and start typing like I've done
| | 00:07 | here or if you wanted a fancier look
you could use the Word Document Gallery to
| | 00:13 | choose one of several pre-
formatted letterhead templates.
| | 00:16 | Let's take a look at how this works.
| | 00:19 | In Word, I'm going to pull down the
File menu and choose New from Template or
| | 00:23 | press Shift+Command+P. Word
brings up the Word Document Gallery.
| | 00:28 | Now, we could scroll through all the templates
that are in here, but there is a quicker way.
| | 00:33 | We can click Stationery under Print
Layout View and it will display only
| | 00:38 | Stationery Templates, which are
basically letters and envelopes.
| | 00:42 | The one I want to work with
is called the Plaza Letter.
| | 00:45 | So I'll select that.
| | 00:46 | Over here on the right-hand side, you
could set options for it ,including the
| | 00:51 | colors, just pick a color theme, and the fonts.
| | 00:55 | You could pick a different collection of fonts.
| | 00:57 | I'm going to leave this set as default
and I do want to point out that if you're
| | 01:01 | not seeing this pane, you can click
this button up here to hide or display it.
| | 01:06 | Once you've got this set the
way you like, click Choose.
| | 01:10 | Word creates the document, providing
whatever information it has such as your
| | 01:15 | company name and address.
| | 01:16 | In this particular document,
it put my company name up here.
| | 01:20 | I could zoom in a little bit to see it better.
| | 01:23 | So, it's up here on the header and if I
scroll down, this information down here
| | 01:28 | in the footer is my company address
and phone numbers and all this other
| | 01:32 | information that I've provided.
| | 01:33 | Now, you might wonder how
Word knows this information.
| | 01:37 | The way it knows it is because it's in the
User Information pane of Word Preferences.
| | 01:43 | To set this information up for
yourself, pull down the Word menu, choose
| | 01:47 | Preferences or press Command+Comma, and
then click the User Information button.
| | 01:52 | And what you can do here is type in
your name and your initials, the company
| | 01:57 | name, your address, phone number,
email address, all this information.
| | 02:02 | Word will use this in
templates when it needs to.
| | 02:05 | If you make changes in there,
be sure to click OK to save them.
| | 02:09 | Now it's your turn to do some work.
| | 02:11 | Your job is to replace
placeholder text with real text.
| | 02:15 | You want to just select the placeholder,
for example the date up here, and then
| | 02:19 | type in the new text.
| | 02:25 | You can do that for each field in the document.
| | 02:28 | The recipient name and title, if there
is a title, and then just go through each
| | 02:37 | one and just fill it in with some information.
| | 02:42 | If there's a field that you don't need,
you could just select it and press Delete.
| | 02:47 | Make sure you get the recipient name in here
and you can put your title in here as well.
| | 02:54 | Now, the whole middle of the
document is placeholder text.
| | 02:57 | So you'd select it, press Delete, and
then start typing. You get the idea.
| | 03:05 | Now if you have trouble dealing with
the placeholder text, you can use the
| | 03:09 | Letter Wizard to fill in
most of that stuff for you.
| | 03:12 | The Letter Wizard takes
templates to the next level.
| | 03:15 | It enables you to choose a template to
get the overall style of the letter and
| | 03:20 | then it prompts you for the
information you need to include.
| | 03:23 | When you click OK, it puts that
information into the template.
| | 03:27 | All you do is provide the
body text and you're done.
| | 03:29 | So let's give this a try.
| | 03:31 | We'll pull down the Tools menu and
choose Letter Wizard, and you'll see the
| | 03:37 | Letter Wizard appears.
| | 03:39 | The way you use the Letter Wizard is
you select these buttons one at a time and
| | 03:43 | then you provide the
information you need in each field.
| | 03:46 | Now, it knows that we currently have a
document type displayed, but we don't
| | 03:50 | have to use the same one.
| | 03:51 | We could choose a different one from here.
| | 03:54 | So maybe I want to use the, let's
scroll down a little bit more, maybe we want
| | 03:57 | to use the Forefront Letter.
| | 04:01 | So I could select that.
| | 04:04 | You can then choose a letter style.
| | 04:06 | It could be Full block, Modified block,
| | 04:08 | you could look in here and see
what it looks like, or Semi-block.
| | 04:11 | I'm going to go with Full block.
| | 04:14 | If you want the date to appear, make
sure that top checkbox is turned on and
| | 04:18 | you've typed in the date.
| | 04:20 | You can use this menu here
to change the date format.
| | 04:24 | This option here enables you to include the
header and the footer with the page design.
| | 04:28 | What that means is that this little
block up here and then the footer with the
| | 04:31 | information in the bottom of the footer,
| | 04:33 | with this turned on that'll appear.
| | 04:36 | If you turn that off, that
won't be included in the letter.
| | 04:39 | If you're using pre-printed letterhead,
you would turn this option on and then
| | 04:43 | you'd tell Word how far the letterhead
came down into the top of the document.
| | 04:48 | That doesn't apply to us,
so we can turn that off.
| | 04:53 | For recipient, you would click on the
Recipient button and then you can either
| | 04:57 | use your address book to find somebody.
| | 05:00 | You can just pick anybody in here.
| | 05:04 | I've inserted that person in here,
or you can type the information in.
| | 05:09 | Word will also keep track of the last
bunch of people that you used this for and
| | 05:13 | it'll display it in a menu here.
| | 05:14 | That's not working now, because
it's the first one we've done.
| | 05:17 | For the salutation, you could
choose the type of salutation you want.
| | 05:21 | Informal, just the first name, Formal,
Business, or Other. I'll use Informal.
| | 05:30 | Next, I'll click Other Elements and I
can put other lines into this document.
| | 05:35 | For example, if I wanted to put a
reference line in here, I can select different
| | 05:39 | options from here and then
type more information in.
| | 05:43 | So I've typed in Marketing Proposal, and you
could do that for any or all of these fields.
| | 05:50 | If you want to send courtesy copies to
someone else, you can click this button
| | 05:54 | here and you can choose one or
more people to add courtesy copies to.
| | 05:59 | So, I'll just put these two
people here and close this.
| | 06:03 | Next, you can have your sender information.
| | 06:06 | If the sender is not you, you can enter
the information in here or you can also
| | 06:09 | use the address book.
| | 06:10 | Now, the sender is me.
| | 06:12 | So I'll just put myself in here.
| | 06:17 | You can also specify what
kind of closing you want.
| | 06:19 | So it could be Sincerely, Thank
you, Cordially, whatever you like.
| | 06:24 | Maybe I will do Best wishes.
| | 06:26 | Then I can include my job
title if I want, just type that in.
| | 06:32 | Every time I add something to this,
it'll come down to the bottom here.
| | 06:36 | I'm not going to put my company
name in, because that should be
| | 06:38 | included automatically.
| | 06:40 | You can put the weiter or typist's
initials, this is kind of an old throwback to
| | 06:43 | the old days, and if you have
enclosures, you can say how many you've got.
| | 06:47 | Now, when you click OK, what it does
is it creates this letter and I'll zoom
| | 06:53 | back out so you can see it.
| | 06:54 | It's used that letterhead.
| | 06:56 | It's got the address information in
here, and it's got the name of the
| | 06:59 | person it's going to.
| | 07:01 | The opening, the body letter it took
from the last one we did, and then the
| | 07:07 | closing and some other information.
| | 07:09 | Now, what I want to point out here is that
the formatting of this is not quite right.
| | 07:14 | There's a lot of extra spacing in here
and that's just the way Word does this.
| | 07:18 | If you wanted to clean this up, you
might want to strip out the paragraph marks
| | 07:22 | and put them in as line breaks.
| | 07:23 | So for example, there's too much space in here.
| | 07:26 | What I can do is I can click in front
of the address, press Delete, and then if
| | 07:31 | I press Shift+Return, I get a new line without
a new paragraph and I can do that again here.
| | 07:37 | That eliminates all the extra
spacing that you might have in here.
| | 07:40 | So, as you can see the Letter Wizard
isn't perfect, but you can edit its results
| | 07:45 | to get a document that
looks the way you want it to.
| | 07:48 | Whether it's worth the bother of
dealing with the Wizard's forms and then
| | 07:50 | modifying it afterwards is really up to you.
| | 07:53 | In general, Word's letter templates
are handy for creating attractive letters
| | 07:57 | that take full advantage of
Word's styles and formatting features.
| | 08:01 | You might find them useful when a
plain letter just isn't interesting enough.
| | Collapse this transcript |
| Creating envelopes| 00:00 | If you're going to mail a letter, you
might want to use Word to address the
| | 00:04 | envelope. That will give your
correspondence a polished look.
| | 00:07 | If the letter is already written and
includes an inside address, you've already
| | 00:11 | done most of the work. Let me show you.
| | 00:15 | I've got a letter here that I wrote
using the Normal template with a centered
| | 00:19 | image at the very top, and this course
tells you everything you need to know to
| | 00:22 | create a letter just like this.
| | 00:25 | What we want to do here is use this
inside address on the envelope, so I'll
| | 00:29 | start by selecting the inside address,
then I'll pull down the Tools menu, and
| | 00:35 | I'll choose Envelopes.
| | 00:37 | Word displays the Envelope dialog
with the fields already filled in.
| | 00:41 | You have a few options.
| | 00:43 | You can click the Font button here to
change the font for the addressee.
| | 00:47 | This works just like the Font dialog I showed
you in the video about text formatting.
| | 00:52 | You can just change the font.
| | 00:53 | you can change the size, the style,
whatever you want to do in here.
| | 00:57 | When you finish making changes, just click OK.
| | 01:00 | You can do the same
thing for the return address.
| | 01:03 | You can also fine-tune the position,
which is something you are not likely to
| | 01:07 | need to do, but I'll show you how it works.
| | 01:09 | Just click the Position button and
then what you can do here is enter
| | 01:13 | measurements into each of these
boxes to shift the delivery address or
| | 01:18 | the return address.
| | 01:19 | So just as an example for the delivery
address, I can move it over to one side
| | 01:23 | or the other. You see how it's shifting
every time I click, or I can move it up
| | 01:29 | or down, and you can do the
same thing for the return address.
| | 01:32 | This is in case you have, maybe a
pre-printed envelope and you want the
| | 01:35 | information to print in a certain place,
but most times you're not going to need
| | 01:39 | to do this. I am going to click
Reset here and then click OK.
| | 01:44 | If you want to include a barcode you
would turn on this checkbox and then you
| | 01:47 | can also turn on this checkbox
to have an FIM-A barcode included.
| | 01:53 | These are two Postal Service things,
and you might be able to get discounts
| | 01:56 | if you include them on your letters.
You need to check with the Post Office about that.
| | 02:01 | Under Return address you have a
couple of options. You can either use your
| | 02:05 | address from Word's user information or
you could type in an address by turning
| | 02:09 | off this checkbox. You can also use
your contacts list to put in an address.
| | 02:13 | I don't want to do that.
| | 02:16 | If you click Omit, that won't put any
address at all in there, and you might say
| | 02:21 | to yourself, "well, right now there's no
address in there, so I just let it go
| | 02:25 | like that," but in reality if you don't
click Omit, Word may print something in there.
| | 02:30 | It may print in a
placeholder on the envelope.
| | 02:32 | So if you don't have anything in
there, you do want to turn on Omit.
| | 02:35 | I am going to Use my
address, the way I had it set.
| | 02:38 | Now here is where it can get a little
tricky. By default, Word prepares a number
| | 02:43 | 10 business envelope. If you need to
use a different envelope size, you need to
| | 02:48 | click the Custom button. You can then
choose a different envelope size from this
| | 02:52 | pop-up menu here, and there is a whole
bunch in here, including European and
| | 02:56 | Japanese sizes, and then you can also
choose options regarding the feed method.
| | 03:02 | Now, normally your printer won't need
this and my advice is not to go into this
| | 03:06 | dialog unless you need to.
| | 03:08 | In other words, print it without going
in here. If it doesn't work the way you
| | 03:12 | expect then go in here and make changes.
| | 03:14 | But the feed method determines
whether it gets fed in with the top of the
| | 03:18 | envelope first or the side of the envelope
first, and then where exactly the feeder is.
| | 03:24 | And every printer is different so I
can't really advise you on any of these.
| | 03:28 | You also have options for Face up and
Face down, depending on how the printer
| | 03:32 | prints, and you can also use this
checkbox to rotate the envelope so that it
| | 03:36 | prints it a different way.
| | 03:37 | It prints some hundred 180 degrees
from the way it would normally print.
| | 03:41 | I am going to click Cancel here, because I
don't want to one make any of those changes.
| | 03:46 | If you decide not to use the
custom settings, make sure it says Uae
| | 03:49 | settings from your printer.
| | 03:51 | Now you have a bunch of options down
here. If you want to make this envelope
| | 03:56 | part of the active document, you could
turn on this checkbox and then when you
| | 04:00 | click okay it'll be added as
another page to your document.
| | 04:03 | It will actually be added as a separate section.
| | 04:07 | When you click Print, it'll open the
Print dialog and let you print, and when
| | 04:12 | you click OK, it'll simply create the document.
| | 04:15 | What I am going to do here is keep
this Insert this envelope into the active
| | 04:19 | document turned on, so we could what
that looks like, and I'll click Print.
| | 04:25 | What Word does is it opens up the Print
dialog for your printer. Of course, your
| | 04:29 | printer might not look like this one.
Every printer is going to look different,
| | 04:33 | and also your dialog might be collapsed.
| | 04:35 | It might look more like this instead.
You can click this disclosure triangle to
| | 04:39 | open it up and see the preview.
| | 04:41 | You would choose the printer that you
want to use, you'd set options in here, and
| | 04:45 | then you click Print.
| | 04:46 | Now I don't want to print this
print, so I am going to click Cancel.
| | 04:50 | But what you'll see here if you look at
the document, we'll go to Whole Pages,
| | 04:56 | it has created the envelope right here,
and if I scroll down I can see the
| | 05:01 | letter is right here.
| | 05:02 | So now I have both documents together
in one document file, and there is a
| | 05:08 | section break between them, and if I
wanted to print this out now I can send it
| | 05:13 | to the printer. I could put an envelope
in the printer first, let print on the
| | 05:17 | envelope first, and then it would print
on the plain paper head for the letter.
| | 05:21 | I don't usually use this feature of
saving the envelope as part of the file.
| | 05:25 | I usually print directly to the printer
and then I usually throw away the letter
| | 05:29 | document that Word creates.
| | 05:31 | If you often send letters to the same
recipient, you might want to save the
| | 05:34 | document so you can open
and print it at any time.
| | 05:37 | That's all there is to creating envelopes.
| | 05:39 | I use this feature all the time.
| | 05:42 | It's a lot more professional than
addressing the envelopes my hand, and it only
| | 05:45 | takes a minute to do.
| | 05:46 | The trick is to do it one or two
time, so you get the hang of it.
| | 05:50 | Once you've been able to do it one or
two times successfully by feeding the
| | 05:53 | page in properly, working with your printer,
you should be stepping up that point forward.
| | 05:58 | I should also mention that you can use this
feature without selecting an address first.
| | 06:02 | If you pull down the Tools menu, you
can choose Envelopes, you can clear out
| | 06:07 | whatever is in here, if there is
anything in there, and you could type in any
| | 06:10 | address you like, and then when you
click Print or OK, it'll print that envelope
| | 06:15 | or it will just let you save
that envelope for later use.
| | 06:18 | This makes it possible to create
envelopes to anyone on the fly.
| | Collapse this transcript |
| Creating labels| 00:01 | Word's Label feature is designed to work
with most standard label sizes from all
| | 00:06 | popular label vendors.
| | 00:08 | You can use it to create any kind of
label. For our example we're going to
| | 00:12 | create a sheet of Return
address labels for Two Trees.
| | 00:16 | Right now I am in the Word Document Gallery.
| | 00:18 | you can get here by pulling down the
File menu and choosing New from Template or
| | 00:22 | pressing Shift+Command+P. We want to
create labels so down under Templates I am
| | 00:28 | going to choose Labels and you'll see
that we have a Label Wizard. So I'll
| | 00:33 | select that and then click Choose.
| | 00:35 | Now all this does is it opens up a new
document window and it displays the Labels dialog.
| | 00:42 | In the Labels dialog, begin by entering
the text you want to appear in the label,
| | 00:47 | exactly as you want it to appear.
| | 00:49 | Turning on the Use my address check box
automatically adds your address to that
| | 00:54 | field and that's what I want to do, but
I don't want to have my name up here.
| | 00:57 | I just want to have the company
name, so I'll just delete that out.
| | 01:00 | You could also click the Contacts button to
choose one of your contacts to put in the label.
| | 01:05 | I don't want to do that
so I'll click Close here.
| | 01:08 | To format the text you want to click
the Font button and make changes as
| | 01:11 | desired. So maybe I'll change this
font and I'll make it a little bit bigger.
| | 01:17 | Any options you want to change here, Font,
Font Style, anything you can do in here.
| | 01:21 | When you're finished, click OK.
| | 01:23 | So now it's a little bit bigger.
I also have an extra line in there I want
| | 01:27 | to get rid of, okay.
| | 01:28 | Next, you want to choose the
type of label that you want to use.
| | 01:32 | Click the Options button here
and that displays Label Options.
| | 01:36 | You need to start off by telling it
what kind of printer you have and you
| | 01:40 | probably will have Laser and ink
jet, which is the default setting.
| | 01:44 | And then you need to choose a label product.
| | 01:46 | Basically these are the
brand names of the labels.
| | 01:49 | As you can see it offers a lot of
different options. I am going to choose Avery
| | 01:53 | standard because that's what my labels are.
| | 01:55 | Now the label we are going to use is
Avery standard 5160-Address and there
| | 02:01 | are a lot to do for labels in here, you need
to scroll down until you find the one you want.
| | 02:05 | They are in numbered order so it's pretty
easy to find. The one we want is this one here.
| | 02:11 | If you wanted to create a custom label
size you can click New Label and then
| | 02:15 | enter the information about the label.
| | 02:17 | This is a pretty advanced feature, but if
you need to do it you can do it in here.
| | 02:22 | I am going to click Cancel
because I don't want to do that.
| | 02:24 | I am going to click OK and that
brings us back to the Labels dialog.
| | 02:29 | If you want a dull page of the same
label, select that option, and that is what I want.
| | 02:34 | Otherwise if you want to print a
single label you need to tell Word which
| | 02:39 | label on the page you want to print.
| | 02:41 | If you're planning to print labels one
at a time, I highly recommend that you
| | 02:45 | print the ones on the bottom of the sheet first.
| | 02:48 | That'll help avoid printer jams.
| | 02:50 | What you would do is select this option
and then count the number of columns and
| | 02:54 | rows to your label and enter the values in here.
| | 02:58 | I want return address labels so I
want them all to be the same on the whole
| | 03:01 | sheet, so I'll just turn that option back on.
| | 03:04 | When you're all done, click OK
and Word creates a sheet of labels.
| | 03:10 | Now what you might want to notice
here is that Word uses its table feature
| | 03:14 | to set up the labels.
| | 03:15 | Each label is a table cell and I
could show you that by pulling down the
| | 03:19 | Table menu, choosing Gridlines, and you can
now see the grid lines around the table cells.
| | 03:26 | These gridlines will not print
so don't worry about showing them.
| | 03:29 | It's very important that you don't
change the structure of the table if you want
| | 03:33 | the labels to print properly. So don't
try to remove cells or columns or change
| | 03:38 | the column widths. If you do that
it'll completely screw up the labels.
| | 03:42 | If you put more text in than what fits
in a cell, you can either reduce the Font
| | 03:47 | size or you can remove some of label contents.
| | 03:50 | Changing the font size is pretty easy.
You could just select the entire document
| | 03:54 | by pressing Command+A and then you
could choose a different font size. So maybe
| | 03:58 | I'll bring that back down to 12 points.
| | 04:02 | If you need to change label contents,
you'll have to change each cell individually.
| | 04:08 | When you're ready to
print, just print the sheet.
| | 04:11 | The Label feature is powerful and flexible.
| | 04:14 | We've just touched upon its most basic use.
| | 04:17 | Browse through the list of label
styles. You see that you can use labels to
| | 04:21 | create folder labels, Rolodex
cards, business cards and more.
| | Collapse this transcript |
|
|
20. Controlling Privacy and SecuritySetting Document Security options| 00:00 | Sometimes we create documents that we
need to keep private. Maybe they contain
| | 00:05 | company secrets, or maybe they've got
some embarrassing information we wouldn't
| | 00:08 | want others to discover.
| | 00:11 | Either way, we sometimes need to
protect documents from prying eyes.
| | 00:15 | Other times, we may need to
create documents to share with others
| | 00:18 | but we want to prevent others
from modifying the document.
| | 00:21 | So how can you protect your documents?
| | 00:24 | Let me tell you about some of Word's
security and document protection features.
| | 00:28 | One way to protect the
document is to password-protect it.
| | 00:32 | Word offers two kinds of password protection.
| | 00:34 | Let's go to up underneath the Word
menu and choose Preferences, or press
| | 00:39 | Command+Comma, and then in
here we want to click Security.
| | 00:45 | The top two boxes here enable you
to enter passwords for the document.
| | 00:50 | You can use either of them or both of them.
| | 00:53 | Password to open requires a
password to open the file.
| | 00:57 | If you type a password into this box,
anyone who wants to open the file after
| | 01:01 | it's saved must provide
the password to open it.
| | 01:04 | I'll type one in here to try it out.
| | 01:06 | I'm just going to type in
test, so I don't forget it.
| | 01:10 | The Password to modify box requires
anyone who wants to make changes in the
| | 01:15 | document to enter a
password to make those changes.
| | 01:18 | I'll type one in here too so we can try it out.
| | 01:21 | I'll make sure it's different. I'll use test2.
| | 01:23 | Now you don't have to use them both.
| | 01:26 | You can use either one.
| | 01:28 | I do recommend using different
passwords if you do use both. Let's click OK.
| | 01:34 | Word wants us to confirm that we
know the password to open the document.
| | 01:39 | Now if you remember, that password was test.
| | 01:41 | So I need to type that in.
| | 01:43 | This warning in the box is
very important by the way.
| | 01:46 | It's telling you that if you lose or
forget the password, you can't recover it.
| | 01:50 | You'll be locked out of the file.
| | 01:51 | So don't lose or forget
the password. I'll click OK.
| | 01:55 | Now it wants to know the password to modify it.
| | 01:58 | If you recall, I put it test2.
| | 02:00 | So I'll type that in.
| | 02:02 | Again, you don't want to forget
this password. I'll click OK.
| | 02:05 | Now the document doesn't look
like anything is different about it.
| | 02:08 | We're going to save the document, File
> Save, or press Command+S. That saves
| | 02:15 | those changes, those
security changes to the document.
| | 02:18 | Now we'll just close.
| | 02:19 | I'll press Command+W to close it.
| | 02:21 | Now I'm going to reopen that
document, which is right here by
| | 02:24 | double-clicking it.
| | 02:26 | The first thing Word wants from me
is the password to open the file.
| | 02:30 | If I don't have the password, if I
type in a wrong password, something
| | 02:35 | like that, and click OK,
| | 02:37 | it's going to tell me that the password is
incorrect and Word can't open the document.
| | 02:41 | We'll need to click OK.
| | 02:43 | Click OK again, and try again.
| | 02:47 | So the password is test. I'll type that in.
| | 02:50 | I'll click OK.
| | 02:52 | Now it's telling me that the
file is reserved by Maria Langer.
| | 02:55 | That's me, because I'm the one
who saved it with the password.
| | 02:58 | I have a couple of different options here.
| | 03:01 | I can either enter the correct password,
or I can click the Read Only button,
| | 03:05 | which will open this is as a read-only document.
| | 03:07 | We'll talk about that a little bit later
on, or I can just not open the document
| | 03:12 | at all if I click Cancel.
| | 03:13 | Well, I'm going to type in that
password, which was test2, and click OK.
| | 03:19 | Now we've opened up the document, and
we have full access to the document.
| | 03:22 | We can edit it, make changes to it,
save it, and do anything we like with it.
| | 03:26 | Now to remove that password, you need
to go back into the security preferences
| | 03:30 | and delete the password. So let's do that.
| | 03:32 | Go into the Word menu, choose
Preferences or press Command+Comma, and then down
| | 03:38 | here click Security.
| | 03:39 | What I need to do to get rid of those
passwords is just delete them from here.
| | 03:43 | So I've selected them and
delete them. Now they're gone.
| | 03:47 | Now there is another option here and
that's the Read-only recommended checkbox.
| | 03:53 | Let's see what that does.
| | 03:54 | What I'll do is I'll turn it on. I'll click OK.
| | 03:57 | Then I'll save the document.
| | 04:00 | I'm just going to press
Command+S. That'll save it.
| | 04:03 | Then I'll close it Command+W. Now let's
double-click the document to open it again.
| | 04:09 | When you open the document, a dialog
like this comes up and recommends that the
| | 04:13 | document be opened as a read-only document.
| | 04:16 | If I click Yes, Word opens the document
and up here in the title bar you can see
| | 04:22 | that it says Read-Only.
| | 04:24 | If I try to make changes to this
document and save them, I pull down File menu,
| | 04:29 | choose Save, it tells me
that This file is read-only.
| | 04:33 | So the only thing I can do here is I can
save the document with a different name.
| | 04:37 | If I click OK, it'll display the
Save As dialog and then I can use that
| | 04:43 | dialog to save the file.
| | 04:44 | So in other words, I can't change
the original file or at least I can't
| | 04:48 | save changes to it.
| | 04:50 | But I can save changes
with a different file name.
| | 04:53 | The original file is left untouched, but
I can make a copy with a different name.
| | 04:57 | Now I don't want to do this.
| | 04:58 | So I'm just going to click Cancel here.
| | 05:01 | Let's close this document
again and open it again.
| | 05:05 | You'll see here that it
really offers two options.
| | 05:08 | When I clicked Yes,
it opened it as a Read-only file.
| | 05:12 | But this is just a recommendation.
| | 05:14 | I can actually click No and the
file opens without being read-only.
| | 05:19 | You don't see that up there.
| | 05:20 | So now if I wanted to save the file, File > Save,
it will let me save changes to the document.
| | 05:27 | So the Read-only recommended
checkbox is just a recommendation.
| | 05:32 | Let's turn that off.
| | 05:33 | I'll go into the Word menu, choose
Preferences, click Security, and I'll turn that off.
| | 05:39 | I want to make sure I save
changes to this. So I'll click OK.
| | 05:45 | File > Save. Save the document. Close it.
| | 05:49 | Now when I reopen it, it
shouldn't prompt me anymore.
| | 05:51 | So that option is turned off.
| | 05:53 | Once again, this document
is completely unsecured.
| | 05:57 | Now let's look at the
document protection options.
| | 06:00 | These options also allow you to set a
password, although you don't have to.
| | 06:04 | Let's pull down the Word menu,
choose Preferences, and Security.
| | 06:10 | If I click Protect Document here,
it offers four different options to
| | 06:14 | protect the document.
| | 06:16 | Track changes works with
Word's Track Changes feature.
| | 06:20 | As we saw in another video, that's
an editing feature that keeps track of
| | 06:24 | changes made to a document, so they can be
later accepted or rejected by a decision maker.
| | 06:29 | Comments works with Word's Commenting feature.
| | 06:32 | That enables document readers to
enter comments in the document.
| | 06:36 | We saw that in our earlier video too.
| | 06:38 | Forms works with Word's Form feature.
| | 06:41 | That allows a Word document
to be used as a fillable form.
| | 06:45 | Then Read-only prevents
any changes to the document.
| | 06:48 | The Password field is optional.
| | 06:50 | If you don't provide one, anyone who
can come back into Security preferences,
| | 06:54 | and unprotect the document.
| | 06:56 | So let's give this a try.
| | 06:58 | We'll choose Comments.
| | 07:00 | So we'll protect it for comments.
| | 07:02 | That means that after we save this
document, the only thing someone can do with
| | 07:05 | it is make comments on it.
| | 07:07 | We'll skip the password. I'll click OK.
| | 07:11 | Then I'll click OK to dismiss this dialog.
| | 07:14 | Remember in order to save changes to the
document we have to actually save the documents.
| | 07:18 | So I'll just press Command+S.
That'll save the changes.
| | 07:21 | Then I'll close the document and reopen it.
| | 07:25 | At first, it seems like
nothing has really happened.
| | 07:29 | But if I try to make changes to this
document, for example maybe I want to
| | 07:32 | insert a paragraph right in front of this.
| | 07:34 | I put my insertion point in
front of this first paragraph.
| | 07:37 | If I press Return, I'm not getting a new line.
| | 07:42 | If you look down at the bottom of the
screen in the status bar area right down
| | 07:45 | here, you'll see that it says, this
command is not available because the
| | 07:49 | document is locked for edit.
| | 07:51 | If I start pulling down menus,
you'll see that a lot of options are gray.
| | 07:56 | Now one option I could pick
from the Insert menu is New Comment.
| | 07:59 | If I select that, at the insertion point of
the closest word it puts in a comment box.
| | 08:06 | Then I can type in a comment here on the side.
| | 08:08 | Again, we covered commenting in another video.
| | 08:10 | Of course, we can always turn this
option off, because if you remember, we
| | 08:16 | didn't put a password on it.
| | 08:17 | So if I go into the Word menu, choose
Preferences, and then click Security,
| | 08:22 | I can click Unprotect Document.
| | 08:26 | It turns off the document protection.
| | 08:28 | Now, if I click OK and then click
somewhere in the document, I can start
| | 08:33 | making changes again.
| | 08:34 | So if you're serious about protecting
the document against changes, maybe only
| | 08:39 | allowing comments or
revisions, things like that.
| | 08:42 | You really ought to use
a password to protect it.
| | 08:44 | Otherwise, anyone who has
knowledge of Word can just turn that off.
| | 08:48 | So that's a few ways you can protect the
contents of your documents, either from
| | 08:52 | unauthorized access or from changes.
| | 08:54 | If you use a password, don't forget it,
or you may lock yourself out of your own document.
| | Collapse this transcript |
| Using Privacy options| 00:00 | Although most people worry about
other seeing the contents of a private
| | 00:03 | document, there are cases when information
about a public document needs to be kept secret.
| | 00:09 | For example, in the news recently,
a reporter discover the name of the original
| | 00:13 | author of a political document by
looking at the author information stored
| | 00:17 | within the document's metadata.
| | 00:18 | The exposure was very embarrassing for
the people who published the document,
| | 00:23 | even though the document itself was public.
| | 00:25 | What's in this information, where
is it stored and how can you strip it out?
| | 00:29 | Listen up and I'll fill you in.
| | 00:31 | I am going to start off by choosing File >
Properties to display the Properties
| | 00:37 | dialog for this document. If you look
in the Summary tab here, you'll see that
| | 00:42 | the author information
appears right in the dialog.
| | 00:45 | A Word user can optionally add
additional information in the various fields and
| | 00:50 | also in the other panes of this window.
| | 00:52 | The information here is coded into the
Word document file. Even if you manually
| | 00:57 | remove it from this dialog it may
still exist in the Word file. If change
| | 01:01 | tracking was enabled at any time, a
record of who edited the file might also be
| | 01:06 | coded into the file.
| | 01:07 | So how do you get rid of this information?
| | 01:09 | Well, there is a two privacy options
to help protect your private information.
| | 01:14 | I am going to click Cancel here, go under
the Word menu, choose Preferences and
| | 01:20 | then click Security.
| | 01:22 | These two privacy options help protect
your private information. The first one,
| | 01:27 | Remove personal information from this
file and save, strips out any personal
| | 01:32 | information in the file.
| | 01:34 | We'll turn that one on and click OK, and
we'll save the file. I will just press Command+S.
| | 01:40 | Now let's look at the Properties dialog again.
| | 01:44 | I'll pull down File, choose
Properties, and you'll see sure enough all the
| | 01:49 | information here is gone.
| | 01:51 | It's also removed from wherever else
it may have been coded into the file.
| | 01:56 | Let's look at the other option. I'll
click Cancel here, pull down the Word menu,
| | 02:01 | choose Preferences and click Security again.
| | 02:05 | This other option, Warn before printing,
saving or sending a file that contains
| | 02:10 | tracked changes or comments, can help
prevent embarrassment when a document
| | 02:14 | containing editing notes is released as final.
| | 02:17 | So let's turn this on to see how it works.
| | 02:19 | I'll just turn it on there, click OK,
now we're back in the document.
| | 02:24 | We'll save the file, Command+S.
| | 02:27 | Now let's add a comment.
| | 02:29 | I am just going to click in front of
this word here, pull down the Insert
| | 02:32 | menu, choose New Comment.
| | 02:35 | There is my little comment window
and I'll just type in a comment.
| | 02:38 | Now I am done working with this
document and I want to save it, so I will pull
| | 02:43 | down File and choose Save.
| | 02:46 | This dialog appears.
| | 02:49 | It says the Document being safe
contains comments. Continue with save?
| | 02:53 | So it's warning us that
this document contains comments.
| | 02:56 | If you did not want to save the document
with comments you can click Cancel,
| | 03:00 | you can remove the comments and then you
could save it again, and if there's no
| | 03:04 | comments left this dialog shouldn't
appear. But if you click OK, it will save
| | 03:10 | the document with the comments.
| | 03:12 | It's not preventing you from saving it.
| | 03:14 | it's just warning you that
the document has comments.
| | 03:18 | This same dialog would appear also if
you tried to print the document or if you
| | 03:22 | wanted to the e-mail the document to someone.
| | 03:25 | These two options in the Security
preferences pane help prevent personal or
| | 03:30 | editing information from getting out
to people who shouldn't see it.
| | 03:33 | They protect your privacy.
| | Collapse this transcript |
|
|
21. Printing DocumentsSetting Page Setup Options| 00:00 | There are several steps to printing a
document, although not all of them are required.
| | 00:05 | Setting Page Setup options are good example.
| | 00:08 | Page Setup options determine some
very basic settings for your document,
| | 00:12 | including paper size and orientation.
| | 00:16 | In many cases you set these options
before you start creating your document, but
| | 00:20 | since Word can reform your document
after a Page Setup change, you can change
| | 00:25 | these options at any time. But if
you're creating a document with standard
| | 00:29 | settings, you might not need to
change Page Setup options at all.
| | 00:33 | There are two ways to access Page Setup options.
| | 00:36 | One way is on the Ribbon.
| | 00:38 | We want to click the Layout tab
and look in the Page Setup area.
| | 00:42 | The Page Setup area is right here.
| | 00:44 | The two options we're concerned with
are Orientation and Size. Orientation
| | 00:49 | enables you to specify whether the
document should be printed in Portrait or
| | 00:53 | Landscape mode. Just pull down the
menu and you'll see the two options.
| | 00:59 | Portrait mode is the default
setting for most document types.
| | 01:03 | One exception might be envelopes
that are usually printed sideways.
| | 01:07 | If you change this option, your
document will reformat accordingly.
| | 01:11 | So let's make it Landscape and see what happens.
| | 01:15 | What happened is this, is it made
it Landscape view, but because it's
| | 01:19 | in Landscape view now,
| | 01:20 | it doesn't all fit on one page, so it's
showing us the two pages side by side.
| | 01:25 | Keep in mind that if your document
includes headers or footers that include tab
| | 01:29 | settings, they might require some adjustment.
| | 01:31 | Let's set that back
the way it was, Portrait.
| | 01:35 | The next option, Size, enables
you to specify a paper size.
| | 01:40 | In the US the default paper size is
US Letter but you can choose from among
| | 01:45 | many other different standard paper sizes.
Just pull down this menu and you will see them all.
| | 01:49 | Again, if you change the paper size,
the document will reformat accordingly.
| | 01:55 | So if I pick a smaller size for example,
you see that the documents layout changed.
| | 02:00 | Let's bring that back to Letter.
| | 02:03 | Now both of these options are also
available in the Page Setup dialog.
| | 02:08 | Choose File > Page Setup to view it.
| | 02:10 | It's right down here.
| | 02:11 | You want make sure that the Page
Attributes option is chosen from the Settings menu.
| | 02:16 | That's this right here.
| | 02:18 | You can then specify four different options.
| | 02:22 | Format For enables you to
choose your preferred printer.
| | 02:25 | Normally you don't need to do this.
You can leave it set for any printer,
| | 02:29 | just one of the options.
| | 02:31 | The only reason you might want to change
this is if you know that your printwe was
| | 02:35 | a specific printer and it has certain
limitations, such as minimum margin sizes.
| | 02:40 | Paper Size is the size of the
paper as I've already discussed.
| | 02:44 | Just pull down this menu and you'll
see all the options available to you.
| | 02:48 | You can also create a custom size.
Choose Manage Custom Sizes and then you can
| | 02:53 | use this dialog to create a new paper
size. Just click the plus, type in a name
| | 02:59 | for it, and then you can
specify paper size measurements.
| | 03:05 | So maybe this is going to be 6x10,
and then I can set the margins and
| | 03:11 | other information here.
| | 03:12 | When I click OK, that now becomes
a paper size and it's listed here.
| | 03:17 | Now I don't want that. I'll put it back to
US Letter, but that's just one of the options.
| | 03:23 | Orientation determines whether the
document will print in Portrait or Landscape
| | 03:27 | view, as I have already discussed.
| | 03:30 | Scale enables you to change
the print size of the document.
| | 03:34 | You can enter a percentage in this box to
increase or decrease the scale of the document.
| | 03:38 | Now the only time I've ever used this
feature is when I want to create a wallet
| | 03:43 | sized cheat sheet of a price list
I needed to consult frequently.
| | 03:47 | I shrink it down, printed it, and then cut it
out and put it in my wallet. That's page setup.
| | 03:53 | Keep in mind that if you plan to create
a document in Landscape view or using an
| | 03:56 | unusual paper size, you'd be better off
setting Page Setup options before you
| | 04:01 | start formatting the document. That
might save some reformatting later on.
| | 04:06 | But in general Page Setup options are
the kinds of options you probably won't
| | 04:10 | need to set very often at all.
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| Previewing a document| 00:00 | Before printing your documents,
it's a good idea to preview them.
| | 00:04 | In many cases if your document has a
serious formatting problem, you'll catch it
| | 00:09 | when you preview it.
| | 00:10 | You can then fix it before you
print, possibly saving a lot of paper.
| | 00:14 | To preview your document within Word,
you can use Print Layout View, which
| | 00:18 | is showing right here.
| | 00:19 | If it's not showing on your screen, you
can click the Print Layout button at the
| | 00:23 | bottom or you could also pull down
the View menu and choose Print Layout.
| | 00:27 | Once you've got the document in Print
Layout View, you can go to Full Page View.
| | 00:32 | Just Whole Page here and what that will
do is it'll enable you to will you see
| | 00:37 | the entire page at once.
| | 00:38 | So if it's a serious formatting
error, it should jump right out at you.
| | 00:42 | I'm going to scroll through this document
to see all the different pages, there we go.
| | 00:48 | That's a problem right there.
| | 00:49 | For some reason this page
ends right after this heading.
| | 00:53 | Now, we don't want it to do that.
Let me just see what comes on the next page.
| | 00:57 | Yeah, that's the information
that should appear on this one.
| | 01:00 | So this is telling me
that there is a problem here.
| | 01:02 | So if I go back in, zoom out to
maybe 100% and then I could turn on the
| | 01:09 | non-printing characters, I could see
that sure enough there's a page break here
| | 01:14 | and I don't want that.
| | 01:15 | So I can select that page break, I
could press Delete and I've removed it.
| | 01:20 | Now, I'll go back to Whole Page View
and go through the rest of the documents,
| | 01:24 | making sure everything else is okay.
| | 01:26 | So Print Layout View offers a way to
preview your document while you're within Word.
| | 01:33 | So you can go in there and you can make
changes to fix any problems you might find.
| | 01:37 | We found a problem with the page break
that we weren't expecting, but if you had
| | 01:41 | problems with your margins in here or
page orientation or headers and footers
| | 01:46 | not being centered properly, they
would all call out to you in this view,
| | 01:50 | even if you had it zoomed out to this level.
| | 01:53 | What's nice about zooming out to
this level is that you could see the
| | 01:55 | entire page at once.
| | 01:57 | So Word's Print Layout View is an
excellent tool for checking document
| | 02:01 | appearance and layout before printing.
| | 02:03 | In our example, previewing the entire
document before printing may have saved
| | 02:07 | some time and paper. Isn't it worth a
moment to preview your documents before
| | 02:11 | sharing them with others?
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| Printing to a printer| 00:00 | Many times when you create a Word document,
you want to print it to share with others.
| | 00:05 | As you might expect you do this with
the Print dialog, let's take a look.
| | 00:09 | I'm going to go up to the File menu,
choose Print, or you can press Command+P, and
| | 00:14 | that'll open up the Print dialog.
| | 00:17 | The Print dialog can have
two different appearances.
| | 00:20 | It could be collapsed like this or
it could be expanded to full size.
| | 00:25 | If it's not expanded to full size,
just click this disclosure triangle,
| | 00:28 | and it'll expand it.
| | 00:29 | I'm going to need to move it up
a little so we could see it all.
| | 00:32 | Now in many cases you probably won't
need to change a thing in this dialog and
| | 00:36 | you'll just click Print to
send the document to the printer.
| | 00:39 | But let's take a closer
look at some of these options.
| | 00:43 | First, if you have multiple printers,
you want to make sure the printer you want
| | 00:46 | to print to is chosen from this menu.
| | 00:50 | Not only will this ensure that the
printed document appears where you
| | 00:53 | expect it to, but it'll make sure that the
document is formatted properly for that printer.
| | 00:59 | Copies enables you to print
multiple copies of the document.
| | 01:03 | If you print more than one copy and
you want Word to collate it for you, make
| | 01:07 | sure the Collated checkbox is turned on.
| | 01:09 | If you print just one copy, how the
checkbox is set really doesn't matter.
| | 01:14 | In the page's area here you can
specify which pages should print.
| | 01:19 | If you only wanted to print part of
the document, you could select that part
| | 01:22 | first and then choose Selection.
| | 01:25 | So if I had just a selection in the
document, the Selection option here would be
| | 01:29 | black and I could turn that
on and just print my selection.
| | 01:33 | Otherwise I could print the Current
Page, the Current Page is where your
| | 01:36 | insertion point is, or I could print a range
of pages by entering values in these two boxes.
| | 01:43 | If I wanted to print multiple ranges of
pages, for example maybe page 1 through
| | 01:48 | 2 and then 5 through 7, I could use
this option here and type that range in.
| | 01:53 | 1-2, comma, 5-7, will print those pages.
| | 01:59 | I'm going to leave this set to All.
| | 02:01 | Now, the preview area shows
thumbnails of each document page.
| | 02:06 | You can use the arrow buttons to scroll
through the pages for one final look at
| | 02:11 | the document before you print.
| | 02:13 | Just click that button and it will
go through every page that will print.
| | 02:17 | If you don't want to see this preview, you can
turn off this checkbox here and it won't show.
| | 02:22 | Personally I think it's a
good idea to have it turned on.
| | 02:25 | Clicking the Page Setup button by the
way will take you back to the Page Setup
| | 02:29 | dialog where you could change
page orientation and scaling options.
| | 02:33 | We'll cover that in another video.
| | 02:35 | Now, what we're looking at
here is the Copies & Pages option.
| | 02:39 | That's what's chosen from this menu.
| | 02:42 | You can also choose Microsoft Word from
this menu and it'll display options that
| | 02:46 | are specific to Microsoft Word.
| | 02:47 | For example, you could tell
it what you want to print.
| | 02:51 | Normally it'll print the Document,
but you could print the Properties,
| | 02:54 | you can print the document showing any revision
marks that you've put in here or comments.
| | 03:00 | You can also print the list of styles,
Auto Text entries, and key assignments.
| | 03:04 | All these different
things are available from here.
| | 03:07 | Most of the time you're
going to just choose Document.
| | 03:10 | If you only wanted to print odd or even
pages, you can use these print options
| | 03:15 | here to choose odd or even pages
and it will just print those pages.
| | 03:20 | If you click Word Options, it brings
you into print options for this document
| | 03:25 | and you could set different options
here to determine what should be updated
| | 03:29 | before it prints, wjat to include
with the document, things like that.
| | 03:33 | I'm going to click Cancel here.
| | 03:36 | This menu has a bunch of other
lists of categories of settings and you
| | 03:40 | can choose any of them.
| | 03:41 | For example, Layout, Paper Feed is another one.
| | 03:45 | Most of these are printer specific, so
I'll let you explore them on your own.
| | 03:50 | Right now I'll keep it set to Copies &
Pages, which is what shows up by default.
| | 03:54 | When you're ready to print,
click the Print button.
| | 03:56 | Word sends the document to the
printer and it closes the Print dialog.
| | 04:01 | Printing is a very straightforward process.
| | 04:03 | You just open the Print dialog, check
or change the settings, and click Print.
| | 04:08 | In most cases you won't need to change a thing.
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| Printing to PDF| 00:00 | PDF or Portable Document Formatted
files are specially formatted files that can
| | 00:05 | be opened by Preview, Adobe
Reader and other free applications.
| | 00:10 | This file format preserves all
the formatting of your document.
| | 00:13 | Best of all, you don't need
Microsoft Word to open and read a PDF file.
| | 00:17 | That means you can share it with anyone.
| | 00:20 | PDFs are widely used in
place of printed documents.
| | 00:23 | Why print a document and mail or
fax it when you can e-mail a PDF?
| | 00:28 | Then the recipient can decide
whether they need to print it themselves.
| | 00:32 | Sending documents as PDFs
saves time, money, and paper.
| | 00:36 | Now it's easy to save a document file
in Word as a PDF. Let's give it a try.
| | 00:41 | Go to the File menu and choose Print or press
Command+P and that'll open up the Print dialog.
| | 00:49 | Down at the bottom here, there is a PDF
menu and that's what we are concerned with.
| | 00:53 | Display that menu and choose Save as PDF.
A Save dialog like this one appears.
| | 01:00 | If it's a smaller version of this
dialog like this, you can expand it to show
| | 01:05 | additional options for the directory.
| | 01:07 | We want to enter a name and
choose a location for the file.
| | 01:11 | So I want this file to go into the Chapter 21
folder actually, so I will just go over
| | 01:17 | here and I'll give it the same name
Marketing Report 19.pdf and if I am worried
| | 01:24 | about security, I can click
the Security Options button here.
| | 01:27 | I can then use these checkboxes to
indicate that I want the document to be
| | 01:32 | password protected for opening, copying, and
printing, or any combination of those things.
| | 01:38 | So if you turn on one of these things,
for example, you want the document
| | 01:41 | password protected so you have to
enter a password to open it, you can turn on
| | 01:45 | that checkbox and enter the same
password twice, and we won't use all of these.
| | 01:49 | We will just use the top one here.
| | 01:51 | So I will put a password in this to
test and I got to put the same thing in twice.
| | 01:55 | Click OK and then you can
click Save to save the document.
| | 02:00 | Now let's see what that document looks
like. I am just going to hide this for a
| | 02:03 | moment, and here it is, right here.
I am going to double-click it and what
| | 02:08 | happens is because I put a
password on this it's password protected.
| | 02:12 | So I need to type in a password, test,
press Return, and it will open the document.
| | 02:20 | Now in this example it opened up in
Preview because that's the default PDF
| | 02:23 | Reader on this computer.
| | 02:25 | You might have Acrobat installed on
your computer as a default reader. In that
| | 02:29 | case it might look a little bit
different when it opens because it will be
| | 02:32 | opened in a different application but
the contents of the document will remain
| | 02:35 | the same. They will be formatted
just the way you formatted them in Word.
| | 02:39 | Now I want to show you
one another way to do this.
| | 02:42 | I've got my document open again.
We will pull down the File menu and choose
| | 02:48 | Print and there is an
option down here called Preview.
| | 02:52 | If you click this button, Word will
generate, on the fly, a preview of the
| | 02:57 | document in PDF format, and it should
look familiar because it opened up in the
| | 03:02 | Preview application and it looks just
like the one we have just looked at.
| | 03:06 | I want to point out that although
Word has created this document and it's
| | 03:10 | displaying this document,
| | 03:11 | it hasn't saved it anywhere.
| | 03:14 | But if you decide that you want to
keep this document, you can save it
| | 03:18 | from within Preview.
| | 03:19 | You just pull down the File menu,
choose Save As, give it a name, give it a
| | 03:25 | location and click Save, and that's another
way to create and save a PDF from within Word.
| | 03:32 | PDFs are great for saving your Word
document files in a format that can be
| | 03:35 | opened and read by just about anyone,
or secured as necessary against prying eyes.
| | 03:41 | Why I use PDFs for is to distribute
documents that I don't want the end
| | 03:45 | recipient to change, for example,
maybe invoices or contracts.
| | 03:49 | As you can see, the Print dialog
makes creating PDFs quick and easy to do.
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|
|
22. Using MacrosUsing Word's Macro Recorder| 00:00 | Word's macro features uses VBA or
Visual Basic for Applications to create
| | 00:05 | programs that can be used within Word 2011.
| | 00:09 | This feature was available in Word
2004, but was removed, much to the
| | 00:13 | disappointment of Mac Word users, in Word 2008.
| | 00:17 | Now it's back, giving Word users the
ability to automate repetitive tasks
| | 00:21 | within their documents.
| | 00:23 | VBA and Word's macro
feature are not simple topics.
| | 00:26 | They're extremely complex.
| | 00:28 | Entire books have been written about them.
| | 00:31 | So rather than go off on a tangent
about a powerful feature that's beyond the
| | 00:35 | needs of most Word users, I'll focus on
the basics: using Word's Macro Recorder.
| | 00:40 | In our example, we frequently receive
plain text files from a client that we
| | 00:45 | need to incorporate into
formatted Word documents.
| | 00:49 | Unfortunately, the text we receive
includes paragraph marks at the end of each
| | 00:53 | line, two spaces between sentences, and
straight quotes rather than smart quotes.
| | 00:59 | We can use Words Find and Replace
feature to fix all of these problems, but
| | 01:04 | doing so each time a file
arrives is time-consuming and tedious.
| | 01:07 | Word's macro feature can help.
| | 01:10 | Now if you think this
sounds far fetched, it isn't.
| | 01:13 | I get files like this from someone I
work with all the time and this is one of
| | 01:17 | the ways I deal with them.
| | 01:18 | There are two main things to
remember about using the Macro Recorder.
| | 01:22 | First, you can't use the mouse to
select anything within your document.
| | 01:27 | Word will not recognize mouse selections.
| | 01:30 | Any selection must be done with
keyboard keys or other commands.
| | 01:34 | Second, the Macro Recorder will record
everything you do, including mistakes.
| | 01:40 | For that reason, it's a good idea to plan
out the macro thoroughly before you begin.
| | 01:45 | So let's give this a try.
| | 01:47 | I'm going to pull down the Tools menu, come
down to Macro, and choose Record New Macro.
| | 01:53 | In the top box here you want
to put in a name for the macro.
| | 01:58 | So I'll just call it reformat.
| | 02:00 | The name could be anything you like,
but it can't include any spaces.
| | 02:04 | Down below this box here
you could put a description.
| | 02:07 | I'm not going to do that for this.
| | 02:09 | We don't really need it.
| | 02:09 | And you can use this pop-up menu to
determine where the macro should be stored.
| | 02:14 | If you expect to use the macro
regularly in all your documents leave it set to
| | 02:18 | All Documents (Normal).
| | 02:21 | In this area up here you can assign
the macro to either toolbars or keyboard.
| | 02:26 | We'll assign it to a keyboard shortcut.
| | 02:28 | So I'll click the Keyboard button and
I get the Customize Keyboard dialog.
| | 02:33 | The macro was already selected at the
top of the dialog, so all I need to do is
| | 02:38 | put a keyboard shortcut in here,
and the way I do it is I type it in.
| | 02:42 | Now I could type in Command+A but as you can see
here that's already assigned to something else.
| | 02:48 | So what I need to do is find a keyboard
shortcut that's not assigned to anything.
| | 02:52 | I'm just going to press Delete to
get rid of that and I know that
| | 02:55 | Command+Option+Shift+A is
not assigned to anything.
| | 02:59 | You can see it says
unassigned, so I'll use that.
| | 03:02 | I'm going to click Assign and then click OK.
| | 03:06 | From this point forward, Word
is recording all the steps I do.
| | 03:11 | The first thing I want to do is I want to
apply the Normal style to the entire document.
| | 03:15 | I can't select the document by dragging
because I can't use the mouse, so I
| | 03:19 | need to use a shortcut key
or a menu command for that.
| | 03:22 | I know that pressing Command+A will
select the entire document. So I'll do that.
| | 03:28 | Next I want to apply the Normal style.
| | 03:30 | So I'm going to pull-down the Format
menu, choose Style, make sure Normal is
| | 03:36 | selected here, and then click Apply,
and that applies the Normal style to
| | 03:41 | the entire document.
| | 03:42 | Now at this point you may be seeing
squiggly red underlines and squiggly green
| | 03:47 | underlines under text.
| | 03:49 | That's just the automatic spelling
and grammar checkers doing their job.
| | 03:52 | You can ignore them.
| | 03:54 | The next thing I want to do is position my
insertion point at the beginning of the document.
| | 03:59 | Again, I can't click.
| | 04:00 | I need to use the keyboard.
| | 04:02 | So I'm going to press the Up key on
the keyboard and because the document is
| | 04:05 | completely selected,
| | 04:06 | that will position my
insertion point at the beginning.
| | 04:10 | Next, I'm going to start using Find and
Replace to make some changes in this document.
| | 04:14 | I want to keep the spacing between
paragraphs like you see here, and that
| | 04:19 | spacing is created by pressing Return twice.
| | 04:21 | There are two paragraph marks in
a row, and I want to keep that.
| | 04:26 | Later I'm going to tell Word to strip out
the paragraph marks at the end of each line.
| | 04:30 | Now I don't want it to take up the ones
I want to keep, so what I'm going to do
| | 04:33 | is replace them with something else first.
| | 04:36 | So we'll start off by opening
the Find and Replace dialog.
| | 04:39 | I'll pull down the File menu, come down to
Find and choose Advanced Find and Replace.
| | 04:45 | that will open up this dialog.
| | 04:47 | I'm going to pull it aside a little bit
so we could see what we're doing here.
| | 04:50 | Make sure you click the Replace tab,
because we want to replace things.
| | 04:56 | The first thing we want to
replace is those double paragraph marks.
| | 05:00 | We want to put in a replace with
phrase that's going to be not found anywhere
| | 05:04 | else in the document.
| | 05:06 | So to type in a paragraph mark
in the Find and Replace dialog,
| | 05:10 | it's ^p, and I want to find two
consecutives ones, so I'll type in ^p again.
| | 05:15 | I'm going to press Tab to go to the
Replace with box, and in then I want to type
| | 05:20 | in characters that will not be
found anywhere else in the document.
| | 05:24 | So I'll put in something like three @ signs.
| | 05:27 | Then I'll click Replace All.
| | 05:28 | Word has made 30 replacements.
| | 05:31 | I can press Return, which clicks OK,
and that brings you back to this dialog.
| | 05:37 | The next thing I want to do is replace
the single paragraph marks that are left.
| | 05:41 | Those are the ones that
are at the end of each line.
| | 05:43 | I want to replace those with a space.
| | 05:45 | So I'm going to come up to the Find
with box. I'm going to type in ^p. That's
| | 05:52 | the single paragraph mark and
I'll replace that with a space.
| | 05:55 | So I'll type in a single space and Replace with.
| | 05:58 | And again, click Replace All.
| | 06:00 | 77 replacements is fine, click OK.
| | 06:04 | Now I want to replace those @ signs I
typed in with two consecutive paragraph
| | 06:09 | marks to get it back the way it was.
| | 06:11 | So I'll find one, two, three @ signs,
and select in the bottom box, make
| | 06:17 | sure you select the space that's in
there, and you want to replace that with
| | 06:20 | two paragraph marks.
| | 06:21 | So it's ^p^p. And Replace All again, and
sure enough it's starting to look better.
| | 06:29 | Click OK.
| | 06:31 | Now I want to go through and
replace any instances of two consecutive
| | 06:34 | spaces with one space.
| | 06:36 | So two spaces there, one
space there, Replace All. Great!
| | 06:41 | Made some changes. Click OK.
| | 06:44 | Now I want to replace the
straight quotes with curly quotes.
| | 06:48 | In Word in order to do that you make
sure that curly quotes or smart quotes is
| | 06:52 | turned on, which they are by default, and
then you type in the quote you want to replace.
| | 06:56 | So I want to replace single with single,
and again, make sure the spaces are
| | 07:01 | selected and deleted when you
put those in. Click Replace.
| | 07:05 | It only made one
replacement in the whole document.
| | 07:08 | Click OK and then again for the double,
double quote, double quote. Replace All.
| | 07:14 | It made eight replacements and we're done.
| | 07:17 | So I could dismiss this dialog and
that's starting to look pretty good.
| | 07:22 | The last thing we want to do
is save this as a Word document.
| | 07:25 | Remember it was originally a text document.
| | 07:27 | So I'm going to go over the File menu,
choose Save As, and then in this dialog
| | 07:33 | that appears, I want to choose the
folder I wanted to go into, which is folder
| | 07:37 | CH22 in my instance.
| | 07:39 | I want to choose the Format I
want, which is Word Document.
| | 07:43 | I don't want to save it as a text file.
| | 07:44 | We put in the file extension, so it
won't overwrite the existing file in there.
| | 07:49 | They have different file extensions.
And I can click Save and now I'm done.
| | 07:54 | So I need to turn off the Macro Recorder.
| | 07:57 | I want it to stop recording and save that macro.
| | 08:00 | Pull-down Tools, come down to
Macro, choose Stop Recording.
| | 08:05 | Now it's done, we can give it a try.
| | 08:07 | So I'm going to close this document,
get rid of this, get rid of this.
| | 08:11 | I'm going to erase the one that we
just had. I'm just going to delete it so
| | 08:17 | it doesn't interfere.
| | 08:19 | And then I'm going to open this up in Word.
| | 08:21 | I'll just drag it on top of Word's icon.
| | 08:23 | When you open a text file in Word it
asks file conversion information. This is a
| | 08:28 | Mac OS file with this kind of formatting here.
| | 08:31 | So I'll just click OK and that will
open it up and now we'll try the macro.
| | 08:37 | If you remember the keystroke, it was Command
+Option+Shift+A. That's the one we gave it.
| | 08:41 | Again, you can give it anything you like.
| | 08:43 | I'm going to press that. Word does the job.
| | 08:47 | Let's scroll up to the beginning
of the document and it's all done.
| | 08:53 | Now that took a few minutes to do, but
we saw how quickly Word could do it again.
| | 08:58 | It's a real timesaver once you set it up.
| | 09:00 | It's just one example of how you can use
Word's Macro Recorder to automate tasks.
| | 09:06 | Again, you need to think all your
steps in advance and make sure you can
| | 09:09 | complete them without
using the mouse to select text.
| | 09:12 | Once your macro is saved to the
Normal template it will be available in all documents.
| | Collapse this transcript |
| Understanding macro security| 00:00 | Unfortunately the ability to include
macros, which are programs within Word
| | 00:05 | documents, also introduces the security issue.
| | 00:09 | Bad guys can use Word's macro feature
to write and deliver malicious software.
| | 00:13 | These so-called Word macro viruses can
create quite a nuisance for people who
| | 00:18 | don't realize their computers are infected.
| | 00:21 | Fortunately, Word offers a way to screen
Word documents for macro code and deal with it.
| | 00:26 | That's the Macro Security option.
| | 00:28 | If you go under the Word menu and
choose Preferences or press Command+Comma, you can
| | 00:34 | click the Security button.
| | 00:36 | This is the option I'm talking about.
| | 00:39 | With this checkbox turned on, Word will
automatically warn you if you attempt to
| | 00:43 | open any document, not just the
current one, containing a macro.
| | 00:48 | Let's try it out and see.
| | 00:49 | I'm going to click OK here, I'm going to
close this window, and I'm going to open
| | 00:54 | up this document here.
| | 00:57 | The file contains a macro so
Word is offering three options.
| | 01:02 | Enable Macros lets you open
the file and use the macros.
| | 01:06 | You would select this option if this
is a document from a trusted source or
| | 01:10 | maybe one of your own documents.
| | 01:12 | Do Not Open does not open the document at all.
| | 01:15 | Select this option if you have serious
concerns about the safety of the document.
| | 01:20 | Disable Macros opens the
document, but it disables the macros.
| | 01:25 | This makes it possible for you to see
the document's contents, but not have to
| | 01:29 | worry about macro virus infections.
| | 01:31 | Use this option if you don't trust the
document source or you don't need the macros.
| | 01:36 | Now it's unfortunate that we have to
worry about things like this, but that's
| | 01:40 | the way the world is these days.
| | 01:42 | The Macro Security feature will help
protect your computer from Word macro viruses.
| | 01:47 | My advice is to keep it enabled all the time.
| | Collapse this transcript |
|
|
23. Customizing WordCustomizing toolbars and menus| 00:00 | You can customize Word's toolbars and
menus to add or remove buttons and commands.
| | 00:05 | You do this with the Customize Toolbars
and Menus command. Let's take a look.
| | 00:10 | I'm going to pull-down the View menu,
come down to Toolbars and choose
| | 00:14 | Customize Toolbars and Menus.
| | 00:16 | Word displays the Customize Toolbars
and Menus dialog as well as the toolbar
| | 00:22 | like version of its menu bar,
which you can see up here.
| | 00:26 | To customize a toolbar you need to
toggle its checkbox on to display it.
| | 00:30 | So right now we're looking at the
Standard toolbar, which is up here. We've also
| | 00:35 | got that menu bar which is editable
right here. If we wanted to we could turn on
| | 00:40 | the Formatting or Database toolbars.
| | 00:42 | We could also create our own new toolbar.
| | 00:45 | To do that, just click the New button and
then type in a name for the toolbar. Click OK.
| | 00:51 | Now the toolbar is turned on and it's
appears in this list and if you look
| | 00:57 | really carefully you can see it right
here. I'm just going to move it up next to
| | 01:01 | the other toolbar so you could see it better.
| | 01:03 | Once a toolbar is showing you can
rearrange or remove buttons by just dragging them.
| | 01:08 | So for example up here on the main
toolbar, the standard toolbar, maybe I never
| | 01:13 | use the Format Painter. I'll just
drag it off that toolbar, drop it in the
| | 01:17 | document, and it disappears.
| | 01:20 | Maybe I want to rearrange some of
these icons and put Cut after Copy. I could
| | 01:25 | just drag it and they are rearranged.
| | 01:27 | I can also do the same thing with the
menu bar. I wouldn't do with the main menu
| | 01:32 | bar up here. Instead I would do with
the menu bar that looks like a toolbar.
| | 01:36 | That's the one I can add it.
| | 01:38 | So maybe I'll pull-down the Insert menu,
maybe I never work with Charts at all.
| | 01:42 | I could just drag it off of that
menu and release it and it's gone.
| | 01:46 | I can also rearrange things. Maybe I want to
take that Caption option and put it above Footnote.
| | 01:53 | Again it's changed.
| | 01:56 | You can also add commands to a toolbar or menu.
| | 01:58 | Click the Commands button in the
Customize Toolbars and Menus dialog and what
| | 02:03 | you see here is a list of categories of
commands and then the commands that go with them.
| | 02:08 | So for examples if I click Tools, I'll
see the Tools commands and I can take one
| | 02:14 | of these commands and I can
add it to a toolbar or menu.
| | 02:17 | So maybe I want to use this
Hide Grammar Errors command.
| | 02:21 | I can drag that out of this window
here and I can add it to my custom toolbar
| | 02:25 | if I like or I can add it to the standard
toolbar if I like or I can even add it to a menu.
| | 02:32 | So maybe I want to put it on the Tools menu.
| | 02:34 | Just come up to this Tools menu here,
position it where I want it to go, release
| | 02:38 | the mouse button, and it's added.
| | 02:41 | And you could do this for as many
commands as you like. Just rearrange them,
| | 02:46 | move them on or off the menus, add them
from this dialog onto the menus or the toolbar.
| | 02:52 | Now, by default all of your
changes are saved to the Normal template.
| | 02:56 | That's what this is all about down here,
but you can save them to the current
| | 02:59 | document. Just select Document1 or the
name of the document from this menu and
| | 03:04 | then what you'd want to do is
save this document as a template.
| | 03:08 | That would make your changes available
in only documents based on that template,
| | 03:12 | rather than all new documents.
| | 03:14 | So in other words, if you didn't
apply it to the normal template these changes
| | 03:18 | would only apply to the new
template that you created.
| | 03:21 | When you click OK, the changes are applied.
| | 03:24 | Here is my toolbar with its custom button.
| | 03:27 | If I pull-down the Insert menu, you'll
see that things are rearranged in here,
| | 03:31 | commands are gone, and you could also
see my changes to the standard toolbar,
| | 03:36 | including that new button I added.
| | 03:38 | Now there are some additional options
to look at in here, so let's take a look.
| | 03:44 | Customize Toolbars and Menus, we need
to go back to the Toolbars and Menus tab,
| | 03:50 | and we got several options down here.
Show Icon and Text displays both an icon
| | 03:56 | and the name of the button in the toolbars.
| | 03:58 | So if I turn that on you'll see
that this is also names of buttons.
| | 04:02 | I've turned that back off.
| | 04:05 | Show ScreenTips for toolbar
commands displays that little yellow box of
| | 04:10 | information about a
command when you point to it.
| | 04:13 | Show shortcut keys in ScreenTips
enables you to skip this shortcut keys for a
| | 04:18 | specific button that when you point to it.
| | 04:20 | So let's take a look at that.
I've turned it on. I'll click OK.
| | 04:23 | Now we'll go up to the menu.
I'll point to the Save button.
| | 04:27 | It tells you what the command does, that's
ScreenTip, and it also tells you the shortcut key.
| | 04:31 | Let's go back into that dialog again.
We'll turn that back off and then the last
| | 04:39 | option to Show typefaces in font menus.
| | 04:43 | And what that does is it displays the
font menu with each font shown in its own
| | 04:47 | typeface, so you can see
what each font looks like.
| | 04:51 | To store a toolbar menu bar to its
default settings, what you need to do is
| | 04:55 | click it in this list to select
it and then click the Reset button.
| | 05:00 | So right now I'll be resetting that
menu bar back to its default settings.
| | 05:04 | It asks Are you sure? OK.
| | 05:07 | And I'll do that same thing for the
standard toolbar and that will bring back
| | 05:10 | the Format Painter and
rearrange the buttons again.
| | 05:13 | Again you reset OK.
| | 05:16 | Now for your custom toolbar you have
two options. If you don't want to see it
| | 05:20 | you can always turn it off
and it won't be displayed.
| | 05:23 | It's still around, it's still available,
it just doesn't show. But if you decide you
| | 05:28 | never want to use it again, you can
click the Delete button and then just
| | 05:32 | confirm that you want to
delete it and it's gone forever.
| | 05:34 | Again when you click OK
all your settings are saved.
| | 05:39 | This feature can help you customize Word,
so it includes only the commands that
| | 05:42 | you use, organized in a way
that best meets your needs.
| | 05:46 | Taking advantage of this feature can
help make you more productive, but be aware
| | 05:50 | of this. If you make significant
changes on your copy of Word you could find
| | 05:55 | yourself at a loss when you're
sitting at someone else's desk with there's.
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| Customizing Word's shortcut keys| 00:00 | Word makes extensive use of
shortcut keys for accessing menu commands.
| | 00:05 | You can customize shortcut keys to
remove the ones you don't use, change the
| | 00:09 | ones you do use, and add new ones for
commands that don't already have them.
| | 00:14 | Choose Tools > Customize Keyboard to
get started. This dialog works a lot
| | 00:21 | like the commands tab of the
Customize Toolbars and Menus dialog discussed
| | 00:25 | in the previous video.
| | 00:26 | You want to start by choosing a
category of command, maybe the Edit commands,
| | 00:31 | and then scroll down to
find the command that you want.
| | 00:34 | So I'll scroll down this list.
I'm looking for EditPaste.
| | 00:39 | There it is, select it.
| | 00:41 | When the command is selected, you
could see its shortcut key, if it has one, in
| | 00:46 | the middle of the dialog.
| | 00:47 | And this particular command has two.
You could remove a shortcut key by
| | 00:52 | selecting it in a list and clicking the
Remove button. So maybe I don't want F4
| | 00:56 | to be for the Oaste command, so I can
select it and click Remove. It's gone.
| | 01:01 | This frees up that key for another command.
You can add a new shortcut if you like.
| | 01:06 | Just click in this box down here and
type in the shortcut key that you want.
| | 01:11 | Maybe I decide that Command+P works better.
| | 01:14 | Well sure enough Command+P is of
course is for the Print command.
| | 01:18 | It says right here that
what it is for is Print.
| | 01:21 | If I click the Assign button that
shortcut key will be moved off of the Print
| | 01:25 | command and on to the Paste command.
| | 01:28 | It will get added to this list.
| | 01:31 | Now by default, all changes are saved in
the normal template, but you could save
| | 01:36 | them to the current file. Just choose
the current file from this menu, and then
| | 01:40 | you'd want to save this file as a template.
| | 01:43 | From that point forward the changes
will only take place in documents created
| | 01:48 | from that template, not the Normal one.
| | 01:50 | If you always want these changes to
take effect, you would save them to
| | 01:54 | the Normal template.
| | 01:56 | Now it might be handy to have a list
of all of Word's commands and shortcut
| | 01:59 | keys, especially if you're
going to start changing them.
| | 02:02 | Word makes this pretty easy
| | 02:04 | although not too obvious
to do. Let's click OK here.
| | 02:08 | That will save all of our settings.
| | 02:09 | We're going to go up to the Tools menu,
come down to Macro and choose Macros.
| | 02:16 | Where it says Macro is in,
| | 02:18 | we want to choose Word commands.
| | 02:21 | And then in this list where it says
Macro name, type in the word List and that
| | 02:25 | will get you quickly to the List area.
| | 02:27 | We want them called
ListCommands, then click Run.
| | 02:33 | Word asks which commands do you want,
Current menu and keyboard settings or All
| | 02:37 | Word commands? We will take just
the Current menu and keyboard settings.
| | 02:41 | I'll click OK and Word creates a cell table
full of commands, modifier keys, keys,
| | 02:49 | and then the menu they're
under, and this is quite a list.
| | 02:52 | It goes on for 12 pages.
| | 02:54 | Now to restore keyboard shortcuts to
defaults, you need to go back into the
| | 02:59 | Tools menu, choose Customize Keyboard, and
then click the Reset All button at the bottom.
| | 03:06 | Word asks that are you sure
you want to make this change?
| | 03:09 | Click Yes and it will restore all
those commands that the way they were.
| | 03:14 | Of the three kinds of customization I
cover in this chapter, I think this one
| | 03:18 | is the most useful.
| | 03:20 | Use it to add shortcut keys for
the commands you use most that don't
| | 03:23 | already have shortcuts.
| | 03:25 | This could make your work with
Word faster and more efficient.
| | 03:29 | Just remember that your shortcuts would
likely differ from everyone else's, thus
| | 03:33 | slowing you down when you need to work
with someone else's Word installation.
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| Customizing the Ribbon| 00:00 | You can also customize Word's Ribbon
to show or hide tabs and rearrange the
| | 00:05 | order in which they appear in various views.
| | 00:07 | To get started, choose Ribbon Preferences
from the menu at the far right end of the Ribbon.
| | 00:15 | The options at the top control
the general operation of the Ribbon.
| | 00:20 | Turn on the ribbon enables the Ribbon.
| | 00:22 | If you turn this off, the
Ribbon won't show at all.
| | 00:26 | Expand ribbon when document opens,
displays additional options on the Ribbon
| | 00:30 | depending on the type of document that's open.
| | 00:33 | Hide group titles hides the titles of
option groups along the top of the Ribbon.
| | 00:38 | The Customize area let's
you set customization options.
| | 00:43 | You can use the Appearance menu to
choose between two different color schemes:
| | 00:47 | Word Blue and Graphite, which is gray.
| | 00:51 | You can then use the scrolling list to
toggle which Ribbons and groups should
| | 00:55 | appear in each view and to
rearrange the tabs that do appear.
| | 00:59 | So we've got different views here.
| | 01:01 | we've got Print Layout View. If we
scroll down here, you've got Publishing
| | 01:05 | Layout View, and we've
also got Notebook Layout View.
| | 01:08 | So these are the different Views.
| | 01:10 | The checkboxes are for the different
tabs on the Ribbon and then underneath of
| | 01:15 | them are also some groups.
| | 01:17 | So you can elect to turn on
certain hidden groups if you like.
| | 01:22 | So maybe under the Home
Ribbon, I'll turn on these two.
| | 01:25 | They'll add it to the Home Ribbon.
| | 01:26 | Also you can scroll down and you can
change the order in which different tabs appear.
| | 01:32 | So you just grab one with your mouse
and drag it up or down and you can change
| | 01:38 | the order, and you could do this for
the whole Ribbon under different views.
| | 01:42 | When you've got it set the way you like,
click OK, and that will save your changes.
| | 01:48 | So for example, here under the Home tab,
I've added these two groups, and I also
| | 01:53 | changed the order in which these groups appear.
| | 01:57 | You can also change the order in which
Ribbon tabs appear by dragging the Ribbon.
| | 02:01 | Choose Customize Ribbon Tab Order, and then
you've got these little handles now that appear.
| | 02:08 | You can drag a tab into a new position,
or if you want to remove a tab from the
| | 02:14 | Ribbon, you could click its
Close button and that'll remove it.
| | 02:18 | When you're all finished, click
Done and the Ribbon is changed.
| | 02:23 | To reset the Ribbon, choose Customize
Ribbon Tab Order from the menu at the far
| | 02:28 | right end again, and then click the
Reset button up here, and then Ribbon gets
| | 02:34 | reset to its original settings.
| | 02:35 | So as you can see, it isn't difficult
to reconfigure the Ribbon so it displays
| | 02:40 | the tabs and groups you want to see
in the order you want to see them.
| | 02:44 | You can use this feature to customize
Word's Ribbon so it looks and works
| | 02:48 | the way you want it to.
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ConclusionGoodbye| 00:00 | Well, that about covers what I need to
share with you about Word 2011 for Mac.
| | 00:04 | It should be enough to get you
started tapping into the power of Word to
| | 00:08 | create great documents.
| | 00:10 | There's more about Microsoft Office
to explore right here at lynda.com.
| | 00:13 | We've also got great new video courses
covering Excel, PowerPoint, and Outlook,
| | 00:19 | and if you're looking for more
advanced topical material, you might want to
| | 00:23 | check out some of the Office
for Windows project courses.
| | 00:26 | Office for Windows is so similar to
Office for Mac that much of the Windows
| | 00:29 | material can easily apply
to the Mac version of Office.
| | 00:33 | Take a look and see for yourself.
| | 00:35 | I hope you enjoyed this
course and got a lot out of it.
| | 00:38 | It was a real pleasure to share
what I know about Word with you.
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