IntroductionWelcome| 00:00 | (MUSIC).
| | 00:04 | Hi, I'm Chris Grover. Author
of several books on Word and
| | 00:06 | Microsoft Office. But even
more importantly, I've actively
| | 00:10 | used Word in real world
situations since it was first released.
| | 00:14 | With each iteration of Word, I've not
only learned what is new for my own benefit.
| | 00:19 | I've built my skills to help
train many of my colleagues.
| | 00:23 | In this course, you'll get the benefit
of that experience in addition to learning
| | 00:27 | the basics for how to use Word 2010.
You'll gain some tips and tricks and also
| | 00:32 | discover how to avoid common pitfalls
people encounter when they're using this program.
| | 00:37 | New features like Word's Ribbon can be
disorienting at first, but it won't last
| | 00:41 | long as you discover how to make
Word work the way you like to work.
| | 00:47 | For example, you'll learn how to
quickly set up pages for your projects using
| | 00:50 | Margins, Tabs, and Styles.
Frequently used techniques like finding
| | 00:54 | and replacing text, checking spelling and
creating outlines are covered thoroughly.
| | 01:00 | These days, documents are likely to
include photos, charts, and other graphics.
| | 01:05 | So this course shows how to insert,
resize, and format those elements.
| | 01:10 | If you work with long document, you'll
learn how to add Footnotes, Tables of
| | 01:14 | Content, and Indexes. If you
collaborate with a team, you'll
| | 01:18 | see how to track changes and
add comments to a document.
| | 01:22 | You'll also learn the ins and outs of
printing, how to publish PDF files, and
| | 01:25 | how to transmit your finished work via
email, so you're ready when it's time to
| | 01:29 | share or publish your work. After
watching this course you'll be up
| | 01:34 | to speed on Word, and you'll be able to
handle the most common Word-related tasks.
| | 01:39 | So, are you ready to start?
| | 01:41 |
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1. Understanding Word and Its User InterfaceExploring the Ribbon| 00:02 | If you're new to Word, or you haven't
used one of the more recent versions of
| | 00:05 | Office, you need an introduction to the Ribbon.
| | 00:08 | The Ribbon is command
central for all your work in Word.
| | 00:10 | It's kind of like a supercharged
toolbar, it puts all the commands you most
| | 00:14 | frequently use in one place.
This lesson provides basic tips for
| | 00:18 | working with the Ribbon and things you
learn here you can apply to other Office
| | 00:21 | applications too. So, the
Ribbon is this part on the top of
| | 00:25 | the document window here include this large
barrel with all size of buttons and widgets.
| | 00:32 | Then it has the tabs here at the top
when you click on a tab it changes the
| | 00:35 | controls that are shown here.
These tabs really organize the controls
| | 00:40 | by activity so for example this Insert
tab gives you a way to insert pictures or
| | 00:45 | clip art into your document. The
Page Layout tab gives you a way to
| | 00:52 | change the margins, the page
orientation, size, that kind of thing.
| | 00:56 | References gives you a way to insert
different references into your document,
| | 01:00 | or you use things like a
table of contents or an index.
| | 01:05 | Mailings you'd use if you're doing labels
or envelopes or doing a mail merge project.
| | 01:11 | And Review gives you tools for checking the
spelling or looking up a word in the thesaurus.
| | 01:18 | The View tab gives you ways to look
at the document that's currently open.
| | 01:22 | It gives you different views of that document.
| | 01:24 | You can split the screen. You can
look at it as one page or two pages.
| | 01:29 | And then this first one that is over
here, the Home tab, that really puts the
| | 01:33 | real basic commands all in one spot.
You can get an awful lot of work done
| | 01:38 | just staying on that Home tab and using
the editing commands that are shown here,
| | 01:41 | or some of the formatting commands
that fill up the rest of this tab.
| | 01:48 | In addition to tabs you have groups so
down here at the bottom you see these are
| | 01:51 | the group names you have Clipboard group,
the Font group, the Paragraph group.
| | 01:57 | And then inside of the groups you have
different controls for applying those commands.
| | 02:02 | If you ever wonder what one of these
controls does the thing to do is to hold
| | 02:06 | your cursor over it, and after a little
moment or two you get a tool tip that appears.
| | 02:12 | So for example, this is telling me that
the B is the bold command gives a little
| | 02:16 | description of it. Make the selected text bold.
| | 02:20 | And it tells me what the shortcut key would be.
| | 02:23 | So in this case if I hold the Ctrl
key down and press B, that'll turn the
| | 02:26 | selected text to bold. Let's
give it a try, I'm going to select
| | 02:30 | these words here and we'll go up and turn
on the bold command you can see it turns
| | 02:35 | my text bold, and then it
highlights the button here.
| | 02:40 | So the button actually works
like a toggle for the selected text.
| | 02:43 | I can turn that bold on or
off just by clicking the button.
| | 02:48 | Now some of the other
commands are drop down menus.
| | 02:51 | You'll frequently see and use these
drop down menus, and you can tell what they
| | 02:54 | are by the little arrow button there.
That means this is a menu and that if I
| | 02:59 | click on that arrow button, little
triangle button, it'll open up the menu
| | 03:03 | and show me the options inside of it.
And as you can see when I point to a
| | 03:08 | different part of the menu, it
actually changes the text and formats it using
| | 03:12 | that selection. So it gives
you a little preview before
| | 03:16 | you even finally make the selection.
And if I want to make the selection all I
| | 03:21 | need to do is click on an
option and it'll use that text style.
| | 03:25 | Button over here for example does
the same thing only with font size.
| | 03:29 | I can preview the size and then
choose the one that works for my document.
| | 03:34 | In addition to buttons and drop down
menus sometimes you'll see panels like
| | 03:39 | this and then these work in a similar way.
| | 03:44 | These panels choose different heading
styles, and if I just point to a heading
| | 03:47 | style it shows it, and it gives you a
little bit bigger visual representation.
| | 03:52 | And often these panels can be expanded. You
see the button down here in the lower corner.
| | 03:57 | I can either scroll through the
panel to see different options.
| | 04:00 | Using those buttons. Or I can
use this button in the lower
| | 04:03 | right corner to expand the panel
and I can choose an option from there.
| | 04:09 | While most of the commands are on the
Ribbon, you can't squeeze everything that
| | 04:13 | you'll ever need into the Ribbon. So
sometimes you'll want to use one of
| | 04:17 | those old fashioned dialog boxes to get
at a specific command that might not be
| | 04:22 | quite as popular of a command. So if
see this little button in the lower
| | 04:28 | corner of a group, that is the
Expand panel and it opens up a dialog box.
| | 04:35 | So inside of this dialog box you have two
tabs indents and spacing line and page breaks.
| | 04:40 | So you choose a tab and then you can
choose one of the commands in here.
| | 04:44 | You can choose several commands make
several changes at once and then click OK
| | 04:48 | to enact those commands. Or you
can click cancel if you decide
| | 04:52 | that you don't really want to make any changes.
| | 04:55 | Now one of the concerns that people
have with the Ribbon is that it takes up so
| | 04:58 | much space that you could
use viewing your document.
| | 05:02 | There's a way to shrink down this part of
the Ribbon, so that all you see are the tabs.
| | 05:06 | The easy way to do that is just to
double-click on a tab and you can see all
| | 05:10 | the commands, widgets, and things disappear.
| | 05:14 | Then when you want to use one, all you
have to do is go up here and choose it
| | 05:17 | from the command. And then
after you choose it, the Ribbon
| | 05:22 | disappears again and all you see are the tabs.
| | 05:24 | If you want to bring these tabs, the
full Ribbon back to place, just double-click
| | 05:28 | on it again. And you've
got your full Ribbon staying
| | 05:32 | open all the time. So in this
lesson you learned how to use
| | 05:35 | the Ribbon. You saw that
the Ribbon provides buttons,
| | 05:38 | drop down menus and panels and dialog boxes.
| | 05:42 | You learned how to expand and
collapse the Ribbon while you do your work.
| | 05:45 |
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| Checking out Backstage view with the File tab| 00:02 | You probably notice that the blue File
tab, over here in the corner, looks a
| | 00:05 | little different than the other file
tabs, and there's a good reason for that.
| | 00:10 | The commands under the other tabs usually
affect parts of your document, while the
| | 00:14 | commands under the File tab
affect your entire document.
| | 00:18 | In other words the Computer file. So,
when I click on the File tab, it
| | 00:22 | takes me to this area that's
known as the backstage area.
| | 00:26 | And you've got commands over here,
like Save and Open, Close, and Print.
| | 00:31 | This lesson explores some of those
backstage features that you find under
| | 00:34 | the File tab. Initially,
when you come to the File tab,
| | 00:38 | you see the Info button is highlighted.
And it shows you information on your
| | 00:42 | document that's currently open.
Let's take a look at all of these from
| | 00:46 | top to bottom. These are
commands over here, and you
| | 00:49 | choose a command simply by clicking on them.
| | 00:51 | Sometimes that displays different information.
| | 00:54 | Here, and sometimes it does other
things. For example, the Save button.
| | 00:57 | If I click that, it saves all the changes
I've made in my current document, puts me
| | 01:02 | back in place, so that I can go right to work.
| | 01:06 | Now, the Save As command
works a little bit differently.
| | 01:08 | It brings up this Save As dialog box.
And you've probably seen boxes like this
| | 01:13 | before working in Windows. Over
here you have your folders, and you
| | 01:17 | can choose different folders. When
you select a folder over here, it
| | 01:21 | changes the display here. So, we
can see we've got a couple of Word
| | 01:24 | documents there, and I can save my document.
| | 01:27 | And usually use the Save As command
when you want to save your document under a
| | 01:31 | different name. If you
save your document under a
| | 01:35 | different name, the original still exists.
| | 01:38 | And then you've got this new document
that you saved under a different name,
| | 01:42 | and that's the one that remains open in Word.
| | 01:48 | Now, you can see up here in the Title bar,
we've changed the name of this document.
| | 01:52 | And it's still open here, where
we can work on the new document.
| | 01:56 | The Open command brings up a dialog
box that's similar, where you see your
| | 02:00 | folders and files. And you
can open and close these folders
| | 02:04 | using these triangle buttons over here.
And you can chose what's displayed in
| | 02:10 | here simply by selecting a folder.
And for the Open command, you want to
| | 02:15 | find Word documents, so
those are highlighted here.
| | 02:19 | Now the display of documents here
is controlled by this list over here.
| | 02:23 | So, right now it's set to show me my
Word documents, but I can use this menu to
| | 02:27 | choose other options. I
could see all the files that are
| | 02:31 | available here we see there's an Excel
file in there as well, or you can choose
| | 02:35 | different types of Word documents.
You could look up templates for example
| | 02:41 | or you could look up
documents from other programs.
| | 02:47 | To open a document you select it and
click the Open button, or you can just
| | 02:51 | double-click on the document and it opens.
| | 02:56 | Now, as you can see, you can have more
than one document open in Word at a time.
| | 03:00 | And when it opens more than one document,
you see them actually in separate windows.
| | 03:05 | This makes it easy to copy details from
one document and then paste it into another.
| | 03:10 | It's a very handy way to work with Word. To
close a document, you can go File and Close.
| | 03:16 | And that closes the currently active document.
| | 03:19 | And you can see it leaves the original
document that we were working here open
| | 03:22 | and ready to work on it. The
Info tab is a little bit different,
| | 03:26 | it displays information over here.
And it gives you information like the
| | 03:31 | size of your document, the number of
pages, how long you've been working on
| | 03:35 | it, who worked on it. And
then in the middle it gives you
| | 03:40 | options for sharing your documents
and collaborating with other people.
| | 03:45 | The Recent tab is really helpful
because often you'll be working on the same
| | 03:48 | document through the course of the week.
Or maybe you use the same document all
| | 03:52 | the time. Recent documents appear in here.
| | 03:56 | In recent places the folders that hold
those documents are shown over here so we
| | 04:00 | got a list of all the
documents that I've recently opened.
| | 04:05 | And I can just click on one of them to
open that document again and continue working.
| | 04:11 | Now if you want to use this feature
and you have a document that you'd always
| | 04:15 | like to appear on this list. You
can click on one of these Thumbtack
| | 04:19 | buttons and it pins your document to the list.
| | 04:23 | And these work like a toggle, you can
pin a document or you can just click on it
| | 04:26 | again to unpin it. And the same
thing holds true for these folders.
| | 04:31 | You might have folders that you're
constantly using, and it would be handy
| | 04:34 | just to be able to get at
them by clicking over there.
| | 04:37 | Under the Recent group you have new and
you use this to create a brand new document.
| | 04:45 | If I click on that we again see kind of a
busy display in here but don't be intimidated.
| | 04:53 | What you want to do a lot of the time is
just open a blank document and to do that
| | 04:56 | you can. Click on this button and then click
| | 04:59 | Create, or you can simply double-click
on that button and it creates a brand new
| | 05:03 | completely empty document. Ready
for you to do whatever it is you
| | 05:08 | want to do with it. I'm
going to go ahead and close that.
| | 05:14 | The other thing you'll find in the
new panel here are different types of
| | 05:17 | templates that come with Word. You can
use these to start creating new documents.
| | 05:23 | And they give you kind of a jump
start, because you don't have to create
| | 05:26 | everything from scratch. If you
have templates you use all the
| | 05:29 | time or if your company has specific
templates that they you to use, they're
| | 05:32 | probably under this My Templates group.
You can click that and then you'll see
| | 05:37 | the templates listed in here. And
that to choose a template, you just
| | 05:41 | select and then click okay, or you can
click Cancel if you don't want to choose
| | 05:45 | a template. Another handy
feature is to create a new
| | 05:48 | document from an existing document. So,
if you have a document that you want
| | 05:53 | to live intact, but you'd like to create a
new document that has many of those feature.
| | 05:59 | And maybe adapt it and change
it, you can use this command.
| | 06:03 | And it also opens up one of those
document windows where you can see your
| | 06:06 | documents and navigate you folders. And
then you can choose a document from this.
| | 06:15 | Let's see, create new creates a
duplicate, but it leaves the original intact.
| | 06:20 | You can see this doesn't have file name,
so I have to give this a new name when I
| | 06:24 | save it. The Print commands are under File as
| | 06:32 | well, so to print your
document, you go over here to Print.
| | 06:37 | It gives you a preview of your document
so you can see what it's going to look
| | 06:39 | like on the page. And if
there are several pages you can
| | 06:42 | click the buttons down here to
thumb through different pages.
| | 06:45 | And most of the time all you'll need to
do to print a document is to go File >
| | 06:48 | Print and then click the Print button.
If you want to print more than one copy,
| | 06:53 | you can go over here and use this Copy menu.
| | 06:56 | And you can click on these buttons to
choose the number of copies that you want
| | 07:00 | to print. And if your
office has more than one printer.
| | 07:04 | You might want to use this list over
here to choose the printer that you want to
| | 07:07 | use for your document. Save and
Send is similar to printing, it
| | 07:12 | saves your document but it
sends it off to somebody else.
| | 07:16 | So, it's a great command to use if you
want to email your document to a college.
| | 07:20 | You could just click this
button, Send Using Email.
| | 07:24 | And as long as your Outlook program is
set up properly, you're ready to go, it
| | 07:27 | attaches the current document to
your email and you can send it off.
| | 07:32 | And you can save to the web or you can
save to SharePoint if your office uses
| | 07:36 | SharePoint to exchange documents. The
last option I want to check out here
| | 07:42 | is the Help option. So,
File > Help you see this blue
| | 07:45 | question mark button and this is
the same as this button over here.
| | 07:50 | Click either one of them and
it brings up a little Help file.
| | 07:55 | And these Help files are actually stored
online, so it may take you a little while
| | 07:59 | depending on how fast your connection is.
And you can type in a topic such as margins.
| | 08:07 | Press Enter, and it shows
different articles that will help give you
| | 08:11 | information about how to
set and use your margins.
| | 08:16 | That's the backstage in Word. This
lesson explored all the backstage
| | 08:21 | features and you saw how to
Open, Save and Close documents.
| | 08:24 | You learned how you can find recently
opened documents and how to pin those
| | 08:28 | options to the list so there always available.
| | 08:31 |
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| Getting your document's info| 00:02 | In this lesson, we take a close look at
the Info Section for your Word documents.
| | 00:07 | There are some details in
there that are worth focusing on.
| | 00:10 | You'll see how to access the
information that Word stores with your files, and
| | 00:13 | you'll learn some tips for
sharing your files with your colleagues.
| | 00:18 | So to get to the Info Section, we go
backstage by clicking the File tab, and
| | 00:22 | then initially, you usually will see this
Info tab highlighted and the info in here.
| | 00:29 | So, this gives you a thumbnail of your document.
| | 00:31 | Then under this Properties group, you
see things like the size of your document,
| | 00:35 | how many pages there are, the number of
words, and how long you've been working
| | 00:39 | on it. You can change the title, or you can add
| | 00:44 | tags which will help you
look up the document later.
| | 00:48 | And you can add comments in this
section that won't appear in your document,
| | 00:51 | they'll just appear in the Info group.
Now, you'll also see times related to
| | 00:57 | your document. You'll see
when it was printed and when
| | 01:00 | it was created, and the
last time changes were made.
| | 01:04 | And under Related People, you see the
people that worked on your document.
| | 01:09 | Now, this section over here is really all
about sharing your document with other people.
| | 01:14 | It gives you control over what they see,
what kind of changes they make and that
| | 01:18 | sort of thing. So, the first
group up here is Permissions.
| | 01:23 | Now, if I click Permissions,
I see this little menu.
| | 01:26 | The first option on this menu,
let's me mark my document as final.
| | 01:30 | That means, this is all done. You
can read it, but you can't make any
| | 01:33 | changes to it. That's
exactly what marking your document
| | 01:36 | as final does. Now, if you
want people to see it and be
| | 01:40 | able to make changes but you don't
want everybody to be able to do that, the
| | 01:44 | thing to do is to encrypt
your document with a password.
| | 01:49 | And then, only people who have that
password will be able to open it and make changes.
| | 01:54 | You can also restrict the type of changes
that people can make by clicking on this button.
| | 02:00 | That opens this little panel over here
where you can choose what kind of changes
| | 02:04 | people make and who can make those changes.
| | 02:07 | And then, you can click on this button to
enforce those restrictions, so that only
| | 02:11 | certain people can make
certain types of changes.
| | 02:15 | Go back here to our Info tab. Now,
this last one is called Add A
| | 02:18 | Digital Signature. And you
use this when you want to send,
| | 02:22 | say, a contract or something to someone.
And you want them to be certain that this
| | 02:27 | document is coming from you and it hasn't
been changed by anybody else in the meantime.
| | 02:35 | Prepare For Sharing opens up another
menu and you can inspect your document to
| | 02:39 | remove personal information. Some
of this properties information, for
| | 02:43 | example, or maybe comments or things
like that from your document before you send
| | 02:47 | it off. So, suppose you've been working on a
| | 02:51 | document for a long time, and it's gone
back and forth in your office and people
| | 02:54 | have embedded comments in that.
During the review process, you might
| | 02:59 | want to remove those comments before
you send it off to the general world.
| | 03:05 | So, this Inspect Document command helps
you find those kind of details that might
| | 03:09 | be buried but not quite so
visible in your document.
| | 03:13 | Check Accessibility is to be used when
you're working with somebody that may
| | 03:17 | have special needs. So, for
example, if somebody is using a
| | 03:20 | screen reader when they
work with their computer.
| | 03:23 | You can make sure that your document
will work properly with their screen reader.
| | 03:29 | Now this last option, Check
Compatibility, you use this when you're
| | 03:32 | working with somebody who may
have an older version of Word.
| | 03:35 | If I click Check Compatibility, this
menu comes up and I can choose different
| | 03:40 | versions of Word. I can
make sure that my document will
| | 03:44 | work for them. So, if
there were any issues, they'd
| | 03:46 | appear in this middle section here.
Now, this last option down here,
| | 03:51 | Versions, is something that
you'd use if you have an emergency.
| | 03:57 | Word will automatically save your
document periodically as you're working
| | 04:00 | with it, even though you don't save it.
That way, if the power goes out, or
| | 04:04 | something like that happens. You
might be able to recover one of those
| | 04:08 | earlier saved versions of your document.
And you'd do that here, under the Info
| | 04:13 | tab and the Manage Versions group. So
in this lesson, you saw that the Info
| | 04:18 | section on the File tab keeps track of
information about your word documents.
| | 04:23 | For example, who made changes,
when those changes were made.
| | 04:26 | You also saw that when you share files
with other people, you can control what
| | 04:30 | they see, and you can control the
types of changes that they're able to make.
| | 04:35 |
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| Creating a document from a template| 00:02 | You can spend a lot of valuable time
creating a memo, an invoice, an agenda
| | 00:05 | for a meeting or a business report.
In addition to all the Boilerplate text
| | 00:11 | that you need, there's usually a lot
of formatting and positioning involved.
| | 00:15 | Now, if you doubt your design skills or
you just want to save some time, it's a
| | 00:19 | good idea to look at the
templates that come with Word.
| | 00:23 | These are pre-designed documents,
and you'll probably be surprised at the
| | 00:27 | quality of the design and
the variety that are available.
| | 00:31 | So, instead of starting off with a
blank document and formatting and entering
| | 00:36 | everything that I need, what I'm going to
do is go over to the File tab and then go
| | 00:40 | down to New and we see the
ways we can create a new document.
| | 00:47 | The first option here is Blank Document
and that creates a blank page like we saw
| | 00:50 | at the beginning of this lesson.
Now, these other options generally
| | 00:55 | involve Templates, so if you have
templates that you use all the time,
| | 00:58 | they'll appear in this Recent Templates group.
| | 01:02 | If you want to navigate back to
that first page, click on Home.
| | 01:07 | If your company has templates that they
prefer you to use, it's likely somebody
| | 01:10 | already stored them on your computer
and you'll find them in your My Templates
| | 01:14 | group here. To open one
of these templates, all I
| | 01:18 | need to do is double-click on the
template, or select it, and click then OK.
| | 01:23 | You could choose to not open
anything by clicking on Cancel.
| | 01:27 | So, these templates that are shown up
here, these are actually stored on the
| | 01:31 | hard drive on your computer.
However, the ones down here, these are
| | 01:36 | stored online, these are on Microsoft's website.
| | 01:40 | And as you could see, there are all
different types of templates here, you
| | 01:42 | could spend quite a bit of time just
going through and seeing the different
| | 01:44 | ones that are available. You have
templates for cards, so like for
| | 01:49 | birthday cards, or
greeting cards, or get well cards.
| | 01:53 | There templates for agendas,
and contracts, and envelopes.
| | 01:57 | Different ones for letterheads this,
whole folder of Letterhead Options and I
| | 02:01 | can look at them by just
double-clicking on that.
| | 02:04 | And when I click on one of these options,
you will see a little thumbnail of it
| | 02:07 | over here. You can see who
created the template, how
| | 02:11 | big it is, and then the stars over here
just give you an idea how popular that
| | 02:15 | template is, how many people liked it.
You can see the number of people that
| | 02:20 | voted and the average vote represented by stars.
| | 02:24 | So, you have all these different options here.
| | 02:26 | The other thing you can do if you want to
zero in on a template quickly is you can
| | 02:30 | type something in here, and it's
going to search on the Office.com website.
| | 02:35 | Now, you can also type Office.com into
your Web Browser and go look at them online.
| | 02:40 | If you're working away, it's
actually easier just to use it here.
| | 02:44 | So, you could put in something like
Resume Cover Letter, and just see what
| | 02:49 | comes up. Now, we have
all of these options for a
| | 02:55 | Resume Cover Letter. You can
see it goes on and on quite a bit.
| | 02:59 | Each of them has a little bit different
text and a little bit different layout,
| | 03:02 | and if you want to see them, again,
you could see a preview over here.
| | 03:07 | So, if I wanted to open one of these up,
I could just double-click on it, little
| | 03:10 | bit of time for it to download and
that's going to depend on how fast your
| | 03:13 | connection is to the Internet,
how much time that's going to take.
| | 03:19 | So here, we've got a letter format.
And the way these things usually work is,
| | 03:24 | anything inside of these brackets is
information that you need to fill in yourself.
| | 03:30 | So, I would click on that, type in
my name, (SOUND) and basically you're
| | 03:34 | filling in the blanks so you could go
through and fill in all the information
| | 03:38 | you want. And then you
can look at the text here,
| | 03:42 | you might want to use a lot of it but you
probably going to need to change at least
| | 03:46 | some of it so that it
matches what you're talking about.
| | 03:52 | But in this case, it gives you an idea of
what is expected, what should be included
| | 03:56 | in a Resume Cover Letter. Now,
when you open a template, the great
| | 04:01 | thing about it is it leaves the
original intact so that you can use it again,
| | 04:05 | basically starting from scratch.
But the document that you create from
| | 04:10 | that template, that's a new
document and you save that with a new name.
| | 04:15 | So, you're never changing that original
template, you're only creating a document
| | 04:20 | from it. And then after
you've made the changes so
| | 04:23 | that it suits what you want to do, you
save that document and it has everything
| | 04:26 | that you need in a single Word document.
After you've worked with Word for a
| | 04:31 | while, you may want to create your own
templates and that's not very hard either.
| | 04:36 | Suppose we made all the changes here and
we wanted to save this so that we could
| | 04:40 | use it as a Boilerplate
template for, in the future.
| | 04:44 | The thing to do would be to just
go here to File, then click Save As.
| | 04:49 | That opens up our File window here and we
don't want to save it as a Word document,
| | 04:54 | we want to save this as a Word Template.
So, we're going to come here and change
| | 05:01 | this Save As Type menu down here. We
go down here and we could change it to
| | 05:07 | Word Template, and then click Save. Now,
you notice when I make that change,
| | 05:12 | it changes where it's saving that file, up here.
| | 05:16 | You could see it's saving this template
under my user identity and that's where
| | 05:21 | Word expects to find templates and
that's where it saves them when you save a
| | 05:25 | document as a template. Now, if
you have a template that contains
| | 05:31 | Macros, you have to save
it in a different format.
| | 05:33 | This is the Standard Word Template, but
if you have a template that has Macros,
| | 05:38 | you want to save it as Word Macro Enabled
Template, and it ends with a .dotm extension.
| | 05:46 | If you're a Word developer, you can use
Macros to automate certain aspects of
| | 05:50 | your document, and then you would
create buttons or menus or things that would
| | 05:54 | trigger those Macros. But if
your going to use Macros, you do
| | 05:59 | need to save your document in
this Macro Enabled Template format.
| | 06:05 | So, in this lesson, you learned how to
create a new document from a template.
| | 06:09 | You explored a little bit of the variety
of the templates that are available and
| | 06:13 | you learned how to work with the
template, and then how to save a document
| | 06:16 | as a template.
| | 06:18 |
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| Opening documents| 00:02 | Opening documents in Word
is generally quick and easy.
| | 00:04 | This lesson covers the basics. It
also explains the difference between
| | 00:08 | Macro enabled documents and standard documents.
| | 00:11 | So here we've got a blank document open
in our Word window but suppose we want to
| | 00:15 | open an existing document that's
stored someplace on our hard drive.
| | 00:21 | The thing to do is to go over to the File
tab, click this Open button, looks like a
| | 00:25 | little folder opening up. And that
brings up a dialog box like this.
| | 00:31 | You've probably seen these before they
show you your folders and other items
| | 00:34 | along the left side here. And
then in the middle shows you the
| | 00:39 | contents of whatever you've selected.
So here we have the documents library
| | 00:44 | selected and in here we
see folders and documents.
| | 00:49 | Now these documents showing right now
are all Word files and that's because this
| | 00:54 | menu over here is restricting. The
view of what's in here, it's sort of
| | 00:58 | filtering out everything except Word documents.
| | 01:01 | Now we can change that, by using
the list, it pops up like this.
| | 01:06 | And we could choose all files, we could
choose different types of Word documents.
| | 01:12 | We could choose Text files down
here, or files from other programs.
| | 01:16 | If I change to All Files you can
see it shows us some different files.
| | 01:21 | We can see a couple of Text files are
in here, and there's a Excel file and a
| | 01:25 | special format in there. In any
case opening the document if is as
| | 01:30 | simple as just selecting it and then
clicking Open or you can double-click on
| | 01:35 | it and it'll open it right up. It'll
open your document in a new window,
| | 01:40 | as you can see here. Now,
let's look at opening a document
| | 01:44 | that isn't in the Word format. So I go
over here, File, Open, here's my menu.
| | 01:50 | Right now, we're set to show all files,
so let's look at one of the Text files.
| | 01:54 | You can tell this is a text file
because of the icon and depending on how your
| | 01:59 | computers set up, you may see
this .txt extension on the file name.
| | 02:05 | I click Open. And it's asking
me about converting this file.
| | 02:12 | It knows it's not a Word file, so it
wants to convert it to make it work
| | 02:15 | easily with Word. Usually
this first option, Windows
| | 02:19 | default, works just fine.
Especially for text files.
| | 02:23 | And there we have our new
document opened up in Word.
| | 02:27 | Now, text files have absolutely no
formatting to them, so at this time it
| | 02:31 | looks kind of ugly, but you could format this.
| | 02:35 | you could cut and paste on
to this into another document.
| | 02:40 | Now there's a special file format that's
worth considering and that is called the
| | 02:45 | Macro enabled documents. You'll
find that here on the list too.
| | 02:52 | Just a word about Macro enabled documents.
| | 02:54 | Programmers can build incredible
applications right inside of Word using
| | 02:59 | Macros and the Visual
Basic programming language.
| | 03:04 | It's actually called Visual Basic for
Applications, but they can customize
| | 03:08 | Documents to operate more like programs.
And it's very handy and they can create
| | 03:14 | some very powerful
applications that can save a lot of time.
| | 03:18 | Problem is that sometimes bad guys
use the same tools to cause trouble.
| | 03:23 | So Microsoft has a system to alert
you when a program has Macros in it.
| | 03:29 | And the first line of defense is that if
the standard file format this DOCX format
| | 03:34 | will not run Macros at all. So
you don't have to worry about Macros
| | 03:40 | if your file is using that DOCX format.
The only time you have to worry about Macros.
| | 03:45 | Is if your file is a Macro enabled document.
| | 03:49 | And it uses this .DOCM format.
Often if you get a file from somebody
| | 03:54 | else, and it as Macros. Word
will specifically ask you if you want
| | 03:59 | to enable Macros when you open that document.
| | 04:04 | This lesson showed how to open Word
files and how to open other files that are
| | 04:08 | compatible with Word. It also
explained the differences between
| | 04:12 | standard documents and Macro enabled documents.
| | 04:15 |
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| Saving Word documents to different formats| 00:02 | There's a saying in the computer
world that goes save early and save often.
| | 00:07 | It's good advice. What it
means is that you always want to
| | 00:09 | save your files, while
you're working repeatedly.
| | 00:13 | You never want to lose your work because the
power went out or some other disaster strikes.
| | 00:18 | This lesson shows how to save your work.
To standard Word formats, and it shows
| | 00:22 | you how to save it to
other popular file formats too.
| | 00:25 | So, suppose you're working away,
and you want to save your document.
| | 00:30 | You can look up here, and if your document
has a title like document one or document
| | 00:34 | four, that probably means
it's never been saved before.
| | 00:39 | So, the thing to do is to go over here,
and choose File, and then choose Save.
| | 00:44 | And if you've never saved a file before,
you'll see this window that shows you
| | 00:49 | your folders and other locations
on your computer or your network.
| | 00:54 | And then it shows you your
folders and files in here.
| | 00:57 | Whatever you select over here. So,
if I select the Documents library, it
| | 01:01 | shows the folders in my Documents
library and it shows the files that are already
| | 01:05 | in my Documents library. Now,
there's a file named Box down here
| | 01:10 | and Word automatically fill this in
with the first few words from my document.
| | 01:16 | A lot of times that's exactly
what you want for your file name.
| | 01:19 | However, you can change it to
anything else, if you'd like to.
| | 01:27 | Now this file format is in the Word .DOCX file.
| | 01:31 | That's the standard file for Word, and
it is a file format that doesn't let you
| | 01:35 | save macros. If you want
it to save macros with your
| | 01:40 | document, you'd have to
choose a different file format.
| | 01:44 | The way you change file format is
to click this Save As type menu.
| | 01:49 | And all these different options pop up
here, so that's the first one we just
| | 01:53 | saw, is Word Document. That's
the standard file format and it
| | 01:59 | puts a .DOCX suffix on the end of the file name.
| | 02:04 | So, if you're looking at file
names, you'll often see .DOCX.
| | 02:08 | Now, there's another file format for Word
documents that have macros, and that has
| | 02:13 | the extension or the suffix of .DOCM.
This is known as a macro enabled file format.
| | 02:20 | But let's look at some of these others.
There are a bunch of them, we won't go
| | 02:24 | through all of them, but let's look at
some of the common ones that you might
| | 02:26 | want to use. If you're
working with somebody that has
| | 02:30 | an older computer and probably using an
older version of Office, that's Word 97
| | 02:34 | to 2003 document format
would be a good option to choose.
| | 02:40 | You can also save files to, things like
PDF files now, these are sometimes called
| | 02:44 | Acrobat files. PDF is a way
that people can read a document.
| | 02:50 | But they probably can't do much editing with it.
| | 02:52 | So, let's go ahead and take a look at that.
| | 02:54 | I'm going to choose that option,
you'll see it displayed here.
| | 02:58 | All I have to do is click the Save
button, and it saves our document as a
| | 03:03 | PDF file. So, this is Adobe Reader, it's a free
| | 03:07 | program that people can get and a lot of
people already have installed on their computer.
| | 03:13 | And somebody could look at my document,
but they really wouldn't be able to make
| | 03:15 | a lot of changes. They might
be able to make some comments
| | 03:18 | and things to it. PDF is a popular file format.
| | 03:22 | Another popular file format for
exchanging text documents, it is a kind
| | 03:26 | of a bare bones text format. If you
want to save to a text format, you
| | 03:31 | pretty much do the same thing. You
choose Save, or Save As, then you go
| | 03:35 | open this list. And then we can
choose one of these text formats.
| | 03:40 | Plain text is the simplest of all. So,
I chose that, we've got our file name
| | 03:45 | and I'll click Save.
This little window opens up.
| | 03:49 | This is all about the inside of the file
formatting that different text files have.
| | 03:55 | 99% of the time, all you need to do is
just leave this button set to Windows default.
| | 04:01 | You don't have to worry about
these extra options down here.
| | 04:04 | Word gives you a little preview of
what your document's going to look like.
| | 04:09 | So, Text file is very basic, no
formatting, it won't let you include
| | 04:13 | charts or graphs or pictures in the file.
But all we need to do is click OK, and it
| | 04:20 | will save our file as a text file.
You can see now that we've saved it the
| | 04:24 | name of the file has changed
up here. It's myhomework.txt.
| | 04:29 | This is now a text file. We can
keep on working, and saving our work.
| | 04:34 | So, in this lesson you learned how
easy it is to name and save a Word file.
| | 04:39 | You also saw that you can save your
work in another file format, such as plain
| | 04:45 | text, HTML, or PDF.
| | 04:48 |
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|
|
2. Working with TextSelecting text| 00:02 | This lesson is all about the art of Selection.
| | 00:04 | Most of the time, when you want to
change something in your document, you have to
| | 00:07 | select the portion that you want to change.
| | 00:10 | This lesson shows how to quickly select
letters, sentences, entire paragraphs,
| | 00:14 | and more. Now you probably notice that when you,
| | 00:17 | working in your document, your cursor
changes depending on what it's over.
| | 00:21 | When it's off to the side like
this, your cursor shows as an arrow.
| | 00:24 | You move it over the Ribbon
and it's an arrow as well.
| | 00:27 | But when you move it over your document,
it changes to this I Beam character.
| | 00:31 | And the I Beam is handy because it's,
makes it really easy to position your
| | 00:35 | cursor in between particular letters.
And that's important because where the
| | 00:41 | cursor is, that's where the action is. (SOUND).
| | 00:45 | The cursor is also used to select
letters, so if you wanted to select
| | 00:49 | letters in the middle of a document, you
could Click and Drag and you could select
| | 00:54 | those letters in the middle. Now
if you keep on dragging beyond the
| | 01:00 | word, where it starts selecting a word at
a time and most of the time that's pretty
| | 01:04 | handy because usually you do
want to select complete words.
| | 01:10 | If you don't want to select a complete
word when you're dragging like that, the
| | 01:13 | thing to do is hold down
the Alt key while you drag.
| | 01:16 | And then the selection is
exactly what you choose.
| | 01:19 | Now if you want to select a word
individually, the thing to do is
| | 01:22 | double-click on the word,
and that selects the word.
| | 01:27 | If you want to select a sentence, the
thing to do is hold the Ctrl key down and
| | 01:31 | then click, and you select an entire sentence.
| | 01:36 | If you want to select an entire
paragraph, and you're inside of the
| | 01:40 | paragraph, the thing to do is triple-
click, and that selects an entire paragraph.
| | 01:48 | If you want to select just a line,
whether it's a complete sentence or not,
| | 01:52 | move your cursor over to the side
here and click to select the line, a
| | 01:56 | double-click selects the paragraph,
and a triple-click over here selects your
| | 02:00 | entire document. There's
another way to select a big block
| | 02:11 | of text, you can click at the beginning
where you want to start your selection,
| | 02:14 | and then scroll down. Hold the
Shift key down when you click
| | 02:18 | again, and that selects everything
between the beginning point where you
| | 02:22 | started and the end point where you clicked.
| | 02:26 | This is particularly helpful if you want to
select large body of text over several pages.
| | 02:32 | You don't have to Click and Drag the
whole way, you can click beginning and
| | 02:35 | then click the end. So, in
this lesson you saw several
| | 02:39 | different ways to select parts of your
document, you learned some of the handy
| | 02:42 | short cuts for automatically
selecting words, sentences, and paragraphs.
| | 02:47 |
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| Editing with Cut, Copy, and Paste| 00:00 | For most of us mere mortals, after we
write something, we need to make changes.
| | 00:05 | Editing usually entails deleting some
words, adding some words, and moving
| | 00:10 | other words around the page. In
this lesson, you learn how to use
| | 00:14 | Word's Editing tools, Cut, Copy, and Paste.
| | 00:17 | You'll see that there are three
ways to initiate these commands.
| | 00:20 | You can use the Ribbon, or you can use
Shortcut keys, or you can use a pop-up
| | 00:24 | Context menu. Last but not
least, you'll see how you
| | 00:28 | can speed things up by
using Drag and Drop Editing.
| | 00:33 | So, when you're editing a document like
this, you'll find that the major editing
| | 00:38 | commands are over here in
the Home Clipboard group.
| | 00:43 | That's where you'll find Cut, Copy, and Paste.
| | 00:47 | You'll also find the Format Painter here,
but we won't go into that right now.
| | 00:50 | When you want to make most
changes, you need to select something.
| | 00:54 | So, I can select a couple of words,
and then I can go over here and I can cut
| | 00:57 | them by clicking on that button. It
looks like a little pair of scissors.
| | 01:04 | And when you have something selected,
you'll notice that these buttons are highlighted.
| | 01:08 | If you don't have anything selected, you
can't use those commands because nothing
| | 01:11 | is selected. So, Cut
removes text from your document.
| | 01:15 | Copy leaves the text there, but it
copies the text to the Clipboard, and then you
| | 01:20 | can Paste it back in. So, if
I click Copy now, press Enter,
| | 01:25 | give myself a new line. And then
when I click Paste, you can see
| | 01:29 | it pastes it back into the document and
we have a copy of that first sentence.
| | 01:35 | I'm go back up here and Undo it.
There's an interesting thing about the
| | 01:40 | Clipboard, I'm going to copy a
couple more bits of text here.
| | 01:45 | The Clipboard actually stores several
copies of the last things that were cut
| | 01:50 | or pasted. And the way
to view that is to go over
| | 01:53 | here to the Clipboard group, and
then click this button that expands the
| | 01:58 | Clipboard into a dialog box, and it
shows what you've copied over here.
| | 02:04 | (SOUND). So, after you've copied several things,
| | 02:10 | you can choose which one you
want to paste into your document.
| | 02:19 | So, that's the way the Clipboard works.
Now, there are Shortcut keys for all of
| | 02:26 | these items. And if you
don't remember a Shortcut key,
| | 02:30 | you may remember that if you hold the
cursor over a control, it will give you
| | 02:34 | the name of the control, a little
text description, and the Shortcut key.
| | 02:41 | So, here we see that Ctrl + X
is the Shortcut key for Cut.
| | 02:45 | So, if I select a word and then hold the
Ctrl key down and press X, it cuts that
| | 02:50 | word out of my document. Now
there's shortcut keys for Copy,
| | 02:56 | that's Ctrl + C and for Paste, that's Ctrl + V.
| | 03:00 | Now these are standard Cut,
Copy, and Paste shortcut keys.
| | 03:04 | You'll find them in every Office
application, but you'll also find them in
| | 03:07 | lots of other applications, too. It's
their standard command, so if you're
| | 03:12 | going to remember any Shortcut key,
these are probably good ones to remember.
| | 03:17 | The other way you can get at the Cut,
Copy, and Paste commands is through a
| | 03:20 | Context menu. To display
the Context menu, select some
| | 03:24 | text, and then right-click on that text, and
you'll see this menu of all different options.
| | 03:31 | The reason it's called a Context menu
is that Word knows what you're doing and
| | 03:34 | it's showing you commands that makes
sense for the actions that you're doing
| | 03:38 | right now. Most of the
time, you're going to find
| | 03:42 | Cut, Copy, and Paste at
the top of the Context menu.
| | 03:45 | So, I can copy that, give myself a new
line, and I can right-click again and
| | 03:50 | paste it back in. Last but
not least, there's a favorite
| | 03:55 | Editing tool that I like to use a
lot and that's called Drag and Drop.
| | 04:01 | If you select some text like this and
you want to move it to a new location, once
| | 04:05 | it's selected, all you have to do is
click on it and you can drag it to that
| | 04:08 | new location. It's a really
quick and easy way to edit.
| | 04:13 | You can do it with sentences, you
can do it with individual words.
| | 04:18 | And once you get used to Drag and Drop
Editing, it just makes the whole process
| | 04:22 | so fast when you need to
rearrange sentences, words, or paragraphs.
| | 04:27 | So, in this lesson, you learned how
to use the tools in the Home Clipboard
| | 04:31 | group, Cut, Copy, and Paste.
You learned that there are common
| | 04:36 | Shortcut keys for each of these commands,
and that you can find the commands on the
| | 04:40 | Context menu by right-clicking.
| | 04:44 |
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| Formatting fonts| 00:02 | Word has all sorts of
font formatting capabilities.
| | 00:05 | You can choose a Typeface and its size.
You can make text Bold, Italic, or Underline.
| | 00:10 | You can change the color of your text.
This lesson shows how to use these tools,
| | 00:15 | which you'll find on the Ribbon,
in the Font group on the Home tab.
| | 00:19 | So, Home tab, and then this
is the Font group in here.
| | 00:24 | And these are all commands that affect the
appearance of your text in your document.
| | 00:32 | So, the thing to do is to select some
text and then you can make changes to it.
| | 00:37 | We'll just go through all
of these options one by one.
| | 00:40 | This first option here is the Font menu.
You can open up the Font menu and then as
| | 00:46 | you choose one of these options, you can
see it's displayed over here in the headline.
| | 00:55 | When you see a Font option that you like,
all you need to do is click on it, and
| | 00:59 | that applies that font to your document.
Now, the Font Size works the same way.
| | 01:06 | If I point to it, one of these Font Size
numbers, I get a preview of the size and
| | 01:10 | then all I need to do to make a
selection is click on that option.
| | 01:16 | These buttons down here affect the
Font Style, Bold, Italic, and Underline.
| | 01:24 | So, if I turn on Bold, you can see that
the button is highlighted when I have the
| | 01:27 | text selected or when the
cursor is inside of that text.
| | 01:31 | And I can turn Bold on and off
just by clicking that button.
| | 01:36 | And the same thing holds
for Italic or Underline.
| | 01:39 | The Underline has a little menu
button next to it, so that means there are
| | 01:43 | different Underline options. So, I
can use a double line or a dotted line.
| | 01:50 | Basically, we'll go without the underline.
| | 01:53 | Now, this button applies
a strike through the text.
| | 01:57 | That's good if you're trying to indicate
some sort of editing changes that you're
| | 02:00 | making to a document. And
then these 2 buttons, this is
| | 02:03 | Subscript and Superscript,
which would be helpful for numbers.
| | 02:07 | Or you might want to use Superscript,
if you are manually applying footnotes or
| | 02:11 | something like that. These two
buttons here increase the size
| | 02:15 | of the text or decrease the size of the text.
| | 02:19 | You don't have to worry about the number.
It just bumps it to the next option.
| | 02:23 | And over here, this is a
menu that changes the case.
| | 02:31 | You can make everything Lowercase, you
can make it entirely Uppercase, you can
| | 02:36 | have it where it capitalizes each word.
But down here is used to apply Text
| | 02:44 | Effects and you might not use it very
often unless you're doing something that
| | 02:48 | really supposed to have
some sort of graphic appeal.
| | 02:53 | If I open up this menu, I get all these
different graphic effects and I can just
| | 02:57 | point to one and then click on it to
make that selection or I can fine tune the
| | 03:01 | effects with these menus down here.
This menu controls the outline of the
| | 03:07 | text, the color of the outline,
and the weight of the outline.
| | 03:12 | This controls the Shadow effect it can
be an outside shadow or it could be an
| | 03:16 | inside shadow. I can make
the typeface reflective or
| | 03:22 | last but not least, I can
apply a Glowing effect to the type.
| | 03:30 | So, those are all visual options
that you can apply to your document.
| | 03:34 | This next one let's you highlight
your document as if you had one of those
| | 03:37 | yellow pens. So, if I
select some text and then click
| | 03:41 | the Highlighter, it highlights the text,
and the next time I come here, this line
| | 03:46 | will really jump out at me. You can
control the Font Color using this menu.
| | 03:53 | All you need to do is point to one of
the Color Swatches and click on it, and
| | 03:56 | that'll change your text to that color.
The last button that we have up here is
| | 04:01 | the Clear Formatting button. If I
click on that, it returns the text
| | 04:06 | to a standard, normal-style formatting.
And you could see, it still leaves the
| | 04:11 | Highlighting in place when you do that.
So in this lesson, you saw how easy it is
| | 04:15 | to change the appearance
of text in your document.
| | 04:19 | You select the text and then you can use
the buttons and menus in the Font group
| | 04:22 | on the Home tab.
| | 04:24 |
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| Quick formatting with the ruler| 00:02 | This lesson shows how to make quick
formatting changes to paragraphs in your
| | 00:05 | document using Word's ruler.
The ruler is not the only tool for
| | 00:08 | formatting paragraphs, but it may be the
easiest because it's such a visual tool.
| | 00:14 | Its particularly well suited to making
changes to a paragraph here and there.
| | 00:18 | So, if your working on a document like
this memo and you want to make changes to
| | 00:22 | paragraphs the indents or the margins
the thing to do is display the ruler.
| | 00:27 | When you first start
working, you're in the Home tab.
| | 00:30 | Well, the control for the Ruler is on
the View tab, so I click View, go over here
| | 00:33 | to the Show group, and I click the
check box next to Ruler, displays a ruler on
| | 00:37 | the top and along the left side of my document.
| | 00:42 | The check box works like a toggle
so you can turn the ruler on and off.
| | 00:46 | There's one other way you can turn the
ruler on and off too and that's over here
| | 00:49 | above the scroll bar you can
click this View ruler button.
| | 00:54 | Now if you want to change the margins,
you can use the Ruler to do that.
| | 01:01 | You look over here you see that the
gray area indicates the margin for this
| | 01:05 | document and then the white area
indicates the area where the text appears.
| | 01:10 | So, if I want to change that margin
the thing to do is hold my cursor.
| | 01:13 | Cursor over there. When it
turns to a double-headed arrow
| | 01:17 | and says top margin, I can drag the top
margin down to put it in a new location,
| | 01:22 | can undo that. So, if I
hold the cursor over the point
| | 01:28 | where the gray stops and the white
starts, that's when the margin cursor
| | 01:31 | will appear. You can see
the same thing happens up
| | 01:35 | here for the right margin. When I
see the double headed arrow I can
| | 01:39 | click and drag. And that changes
the margin for my entire document.
| | 01:43 | You can see both of these,
paragraphs are now using the new margin.
| | 01:49 | Go ahead and undo that. So,
these other widgets that you see in
| | 01:53 | here control the indents and you'll use
those to apply indents to a particular paragraph.
| | 01:59 | So, if I click on a paragraph, I don't
need to select the text, all I have to do
| | 02:02 | is have the cursor inside
the paragraph I want to change.
| | 02:05 | And then I can drag this button and
change the indent for the right indent.
| | 02:11 | You can see that changes this paragraph
but it doesn't effect the paragraph below.
| | 02:16 | Now over on the left indent, it's a
little bit more complicated cause there
| | 02:20 | are really two things you can do.
You can indent the first line of your
| | 02:25 | paragraph, and you can indent the
whole left side of the paragraph.
| | 02:30 | So to. Indent that first line.
| | 02:32 | All I need to do is have my cursor in
the paragraph, and I can drag this top
| | 02:36 | control wherever I want it. It
indents the first paragraph, leaves
| | 02:41 | that paragraph where it was. You
can make changes at any time If I
| | 02:45 | want to change the left side of the
paragraph, independently of that first
| | 02:50 | line, I can drag this other little,
triangular button, and drag it to a new location.
| | 02:57 | And I can create an indent
in any manner that I want to.
| | 03:00 | Now if you've got an indent like this
where you have the first line indented,
| | 03:04 | and you have the distance that you want
between the two of them, you may want to
| | 03:08 | move both of these indents at the same time.
| | 03:13 | The way to do that is to grab this little
square at the bottom, and just drag that
| | 03:17 | off to a new location, and that keeps the
relationship between the first line, and
| | 03:21 | the left side of the paragraph intact.
So, in this lesson you saw how to show
| | 03:28 | and hide the ruler, you learned
how to set margins and indents.
| | 03:32 | And you saw that the ruler is well-suited to
make quick changes to individual paragraphs.
| | 03:37 | If you're designing a template
or formatting multiple paragraphs.
| | 03:40 | Might be faster and more
efficient to use word styles.
| | 03:47 |
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| Using the ruler for tab stops| 00:02 | When you want to align words or numbers
in your document you should use the tab
| | 00:05 | character that's in the
upper left area of your keyboard.
| | 00:08 | If you try to align words by simply
pressing the Space bar and inserting
| | 00:11 | space characters you're
going to drive yourself crazy.
| | 00:15 | This lesson shows how to use
the preset tab stops on the Ruler.
| | 00:19 | Then you learn how to create and
manually position custom tab stops.
| | 00:23 | You'll see that Word offers
different types of tabs for different tasks.
| | 00:27 | So if you're working on a project
like this, a menu, you might want to line
| | 00:30 | things up so that they look nice and neat.
| | 00:33 | One of the thing that you can do when
you are going to work with tabs that will
| | 00:36 | make life easier for yourself
is to turn on a couple of things.
| | 00:40 | One is if you display the
hidden characters in your document.
| | 00:44 | And by hidden characters, I mean things
like; paragraph marks, tabs stops, and
| | 00:48 | even the space character. These
are all characters in Word and Word
| | 00:53 | sees them as characters but it doesn't
show them to you most of the time when
| | 00:56 | your looking at your document.
And it doesn't print them out, but
| | 01:00 | there's a way to see them while your
working and that is to go to the Home tab.
| | 01:05 | And in this paragraph group here click on
the Paragraph button and then that shows
| | 01:09 | these characters. Again,
these won't print out when you
| | 01:13 | print but you can see them when you're
working and that can make a little bit easier.
| | 01:17 | Here's a Paragraph mark.
These arrows here, these are tab
| | 01:20 | characters, and these little dots
in between these two words, those are
| | 01:24 | actually Space characters. You can
see what's going on inside the line.
| | 01:30 | It makes it easier to line things up.
So the tab character automatically uses
| | 01:36 | the tabs on the Ruler. That's
the other thing that you can do
| | 01:39 | when your working with tabs,
is to display the Ruler.
| | 01:42 | So, I'm going to go up here to View
and click on the Ruler button and that
| | 01:45 | displays the Ruler at the top of my document.
| | 01:49 | And if you see these little marks down
here that are just every half inch or so
| | 01:54 | at the bottom of the Ruler.
Those are preset tab stops, and
| | 01:59 | specifically they are Left tab stops, so
align something up with the left side of
| | 02:04 | that little tick mark. So if I
press the Tab key again, it's
| | 02:10 | going to this word salsa, on down the line,
and align at each half inch in my document.
| | 02:17 | If I want to remove tab characters, I
can just press the Backspace key, just like
| | 02:21 | you'd remove any character from your document.
| | 02:24 | So if I want to align Guacamole with
Salsa a thing to do is to select these
| | 02:28 | spaces in here. So I'll get
rid of them when I press the
| | 02:32 | Tab key it removes those spaces and
inserts a tab and it can line up my words
| | 02:36 | nice and neatly. Now there's a
problem when you get to numbers.
| | 02:43 | Because, numbers often have decimal points.
| | 02:47 | And you don't really want them
all aligning on the left here.
| | 02:49 | Because 1,595 is bigger then 795. So
there's a special type of tab that you
| | 02:55 | can use for that. It's
called a Decimal tab, and what it
| | 02:58 | does is, it aligns these
numbers on the decimal point.
| | 03:02 | And that would be pretty handy. So,
first I'm going to delete these Tab
| | 03:06 | characters that are in here. We'll
bring the prices right over by the items.
| | 03:16 | And I'm going to select all four of
these lines because I can set one tab step in
| | 03:19 | the ruler and it will
effect all these selected lines.
| | 03:24 | It's a two step process you want to
choose what kind of Tab stop you need to enter.
| | 03:29 | An then you position it over here on the
Ruler so to choose the type of tab stop I
| | 03:33 | want go over to this button here and
that's showing a right tab right now.
| | 03:40 | And if I click that button it changes it
to a different style tab, that's a Center
| | 03:44 | tab, that's a left tab
and here's my Decimal tab.
| | 03:49 | Now that I have a tab decimal
tab selected in there go over here.
| | 03:53 | And click and drag to position that
decimal tab exactly where I want it.
| | 03:58 | And you can see it stays in the Ruler
there and as I click on these other lines
| | 04:02 | you can see the decimal tab
is in those lines as well.
| | 04:06 | But it's not in these top lines, it's
just in those lines that we selected.
| | 04:10 | So now I can click between the price
and the item, press the tab once It will
| | 04:14 | align my price with the Decimal tab,
and it works for each one of these items.
| | 04:21 | All I have to do is press the tab once
and it goes right to the spot where I
| | 04:25 | wanted it. So you see
when I put the decimal tab in
| | 04:28 | here It removed all those preset
tab tick marks that are in here.
| | 04:33 | That's why only one tab
character moves it into position.
| | 04:37 | Now, after the decimal tab,
those tick marks are still there.
| | 04:40 | So, you could still use
those to position other words.
| | 04:49 | So you saw that there are several
different types of tabs in here.
| | 04:52 | Let's go down and take a look at how they work.
| | 04:55 | This is a Left tab and it aligns the left
side of the text and then it flows off to
| | 04:59 | the right. Now, this is a
Right tab, it aligns the
| | 05:03 | right side of the text and
it flows off to the left.
| | 05:08 | This is a Center tab and it centers
the text on the tab mark and even if I
| | 05:14 | deleted a word in here or two,
it still keeps my text centered.
| | 05:22 | So in this lesson you saw how to display
tab characters in your document and how
| | 05:26 | to use the preset tab stops on the Ruler.
You learned how to manually position tabs
| | 05:32 | on the Ruler and you explored the
different types of tabs that are available.
| | 05:35 |
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| Quick formatting with the Format Painter| 00:02 | The best tools, the ones that you use
all the time are often the simplest, and
| | 00:05 | that's the case with Word's Format Painter.
| | 00:08 | It's practical, powerful,
and really easy to use.
| | 00:12 | This lesson gets you started. You
use the Format Painter when you have
| | 00:16 | some text that's formatted, and you'd
like to copy that format to other text.
| | 00:22 | So the thing to do is to select the text
that is formatted, and you go up here in
| | 00:25 | the Home tab, in the Clipboard Group
there's the Format Painter and it looks
| | 00:28 | like a little paintbrush there. And
you click that once, then you go over
| | 00:34 | here and you can paint this
other text with that format.
| | 00:38 | One easy way to paint a whole line
is just to click there on the side.
| | 00:41 | You could see it formats the
second line exactly like the first one.
| | 00:46 | You can also use it just to format a
little bit of text, so we could just take
| | 00:50 | a couple a words in here and
format those words that way.
| | 00:55 | And then, the other thing that you can do
with the Format Painter is, you can take
| | 00:58 | the source formatting from one place and
copy it to several different places and
| | 01:01 | they don't have to be contiguous. The
thing to do is, select the text that
| | 01:06 | has the format you want, double-click
on the Format Painter, and you'll notice
| | 01:10 | that it stays highlighted when I do that.
And then I can Copy my format to other
| | 01:16 | paragraphs or other words. And it
keeps on working until I come up
| | 01:21 | here and turn it off. So, in
this lesson, you saw how to use
| | 01:25 | the Format Painter. You can
use it to copy formatting from
| | 01:27 | one bit of text to another. You
also learn that you can lock the
| | 01:31 | Format Painter on by
double-clicking on its button.
| | 01:34 |
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| Checking spelling and grammar| 00:02 | Word can keep you from sending off
letters, memos, and reports with glaring
| | 00:05 | errors in them. Initially,
word checks your spelling and
| | 00:08 | grammar as you type. It puts
wavy underlines below the words
| | 00:12 | and phrases that are suspect. So if
you have a document like this, and
| | 00:16 | you've been working on it. You
might discover that it has these
| | 00:20 | little underlines in different colors.
The red color usually mean that that word
| | 00:25 | is misspelled. So the thing
to do is just go right-click
| | 00:28 | on that word, and the Context menu appears,
and up at the top of the Context menu.
| | 00:34 | You see the suggested spelling for
the word, and then you see these other
| | 00:37 | options you can ignore the suggestion.
You can always ignore the suggestion and
| | 00:42 | you can add the word to your
dictionary. So if this was a company name or
| | 00:47 | something you might want to add that
word to your dictionary or you might want to
| | 00:49 | ignore it all the time. If the
word was deliberately misspelled
| | 00:54 | you might choose Ignore. And it
would just ignore this instance of
| | 00:58 | the spelling and the red line would disappear.
| | 01:00 | However, the thing to do in this case
is to click on the proper spelling and it
| | 01:05 | pops the proper spelling into place.
Now here's another word that's underlined.
| | 01:10 | This appears to be a blue under line.
Usually that's reserved to formatting
| | 01:14 | issues but in this case its suggesting a
different word here and if I right-click
| | 01:18 | on it you can see it suggesting that this
should be its with an apostrophe and that
| | 01:22 | is actually the case.
Sometimes we have dialog like this word
| | 01:28 | make suggestions that
you don't want to agree to.
| | 01:32 | Here is a green wavy underline.
And that's a grammar error.
| | 01:36 | And a grammar error, is that it's not
really a complete sentence but people
| | 01:39 | don't speak in complete sentences. So
if your working on your novel, you may
| | 01:43 | want to look at this grammar error.
Right click on it and just say you know
| | 01:47 | ignore than once. And so the
green wavy line, which is a
| | 01:51 | grammar error disappears and my word
stays like that and I won't be bothered
| | 01:55 | by that underline as I go through my document.
| | 02:00 | Here's one more grammar error down here.
You can open up the grammar window by
| | 02:04 | clicking on that option there. At
the top of this box, it tells you that
| | 02:10 | it's a subject verb agreement. You
and is don't agree with each other.
| | 02:14 | It should be you are. So that's
the type of error that we have here.
| | 02:19 | And the option we have is to ignore it
this once, or always ignore the rule will
| | 02:23 | never care about subject-verb agreement.
Or we can click down here and choose Change.
| | 02:31 | If we'd like more information on
this, we can click the Explain button.
| | 02:34 | That brings up this other window with an
explanation of the grammatical issue at question.
| | 02:41 | So we can say here we can click on
Change and that changes our sentence.
| | 02:48 | Some people don't like it when Word
underlines these words as they're typing.
| | 02:53 | They find it annoying and there is a
way to turn off the automatic spell and
| | 02:56 | grammar checking. To do
that you go over to File.
| | 03:01 | You see the backstage area here.
Down at the bottom, we have options.
| | 03:06 | We click that button it brings up this window.
| | 03:09 | And it shows a lot of fine tuning
things that you can do in Word also, it's
| | 03:13 | different options. Now the
ones that we want to look at are
| | 03:17 | the Proofing options. And you
can see again, there are lots of
| | 03:21 | little boxes and you can explore these
and see if you can fine tune Word to work
| | 03:24 | the way you want to work. If you
want to turn off spelling as you
| | 03:29 | type, you deselect this button. You
can do the same thing with grammar,
| | 03:33 | by deselecting the check mark in this box.
| | 03:36 | If I click OK, now, I won't
get checking as I go along.
| | 03:40 | For example, if we repeat
this error it doesn't mark it.
| | 03:46 | But I can still use grammar and spelling
checking, I just need to run it manually.
| | 03:51 | The thing to do is to go up here to
Review, and then you have your Spelling
| | 03:54 | and Grammar Check in here. If I
click this button, it runs the
| | 03:58 | spelling and grammar check, and
you can see it pops up the error.
| | 04:02 | This is that sub-verb agreement
error again, that we just typed in.
| | 04:07 | So in this lesson you saw how to use
words spelling and grammar suggestions
| | 04:10 | out of the box where check spelling as
you type it if that annoys you, you saw
| | 04:14 | how to shut off the
automatic spelling and grammar check.
| | 04:18 | In that case you can use the buttons
on the Ribbon to check your document.
| | 04:22 |
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| Finding and replacing text| 00:02 | Computers do some things
much faster then we humans.
| | 00:05 | That's certainly the case
with finding text in a document.
| | 00:08 | This lesson shows how to find words and
phrases, and you'll also learn how to use
| | 00:12 | Microsoft Word's Find and Replace feature.
| | 00:15 | This comes in really handy
when you have a long document.
| | 00:18 | This document's about seven pages long,
and it would be sort of tedious to go
| | 00:22 | through and look for every instance of a
word of phrase, but we can do that using
| | 00:26 | Word's Find tool. So, the
way to get to it is click the
| | 00:30 | Home tab, look down here at the end and
you'll see Find and Replace, and these
| | 00:34 | are the two commands that
we're going to work with now.
| | 00:39 | If I click Find, it opens up this panel
over here and it shows the last search
| | 00:44 | that we've done and you'll notice it has
3 tabs this last tab here is related to
| | 00:49 | the find feature. So I can
just delete that word and put in
| | 00:56 | a new word that we want to search for.
So I'm typing in inn, the word for inn,
| | 01:01 | and then I can click this button or I
can just press the Enter key and Word goes
| | 01:05 | through and highlights each instance
where it finds the letters inn in my document.
| | 01:14 | You see the highlighted words here.
Now it found inn inside of a word as well
| | 01:18 | as it found it as a single word in these cases.
| | 01:22 | Over here you see a list and this
list is the text where it found my word.
| | 01:28 | And I can just click on this text and it
takes us automatically to that instance.
| | 01:32 | If I hold my cursor over that, it
explains that instance is on page three.
| | 01:37 | So, what if we really didn't want to
look for cases where I N N was inside of
| | 01:43 | another word. We need to
fine tune our search a little
| | 01:48 | bit and the way to do that is to go
over here to this little menu button here.
| | 01:52 | Open the Menu button and choose Advanced Find.
| | 01:56 | And that opens up this dialog box.
You'll notice it has a couple of tabs at
| | 02:00 | the top. One of them is
Replace and one is Go to.
| | 02:03 | It's another related search feature.
Sometimes this box won't be expanded all
| | 02:10 | the way. You can expand it to see more options
| | 02:13 | using this less or more button. And these
options down here are kind of interesting.
| | 02:18 | For one thing you can use this menu to
search up or down through your document
| | 02:22 | or search all, search your entire document.
| | 02:25 | And then you could check these
little boxes for different things that you
| | 02:28 | want to do. So in our case we want to find whole
| | 02:31 | words only so we could check that
box and then continue our search.
| | 02:37 | And we could click Find Next and it
finds inn, and as we go through you'll notice
| | 02:41 | it's only finding inn, it's not finding
those three characters inside of another word.
| | 02:49 | You can also use the match case feature.
If you're searching for a name, you might
| | 02:54 | want to use that. And you
can use some other interesting
| | 02:57 | features that help you make close matches.
| | 03:01 | So, wild cards. You may have
used wild cards in other programs.
| | 03:05 | Where you use the question mark to match
any character in a word, or you can use
| | 03:09 | the asterisk to match any
number of characters in a word.
| | 03:14 | If you can't remember what wild cards
Find and Replace uses, you can find them
| | 03:18 | by clicking on the Help button up here.
That opens up a new window, Word Help,
| | 03:24 | and if you just type the word that
you're Need help on, such as wild cards.
| | 03:31 | After a little bit of search, you'll get
a couple of articles in here and you can
| | 03:35 | click on one of these articles. This
one is related to what we're doing,
| | 03:41 | find and replace text. And if
we scroll down, we will see, down
| | 03:45 | here, it has our wild card characters.
Question Mark, Asterisk and a number of
| | 03:52 | other ones that you can use In your searches.
| | 03:59 | We'll go with the simple ones.
Now type in the word part.
| | 04:02 | And then I'm going to use
the asterisks wild card.
| | 04:05 | That'll match any characters.
It could be one character.
| | 04:09 | It could be three characters.
It'll find everything that has.
| | 04:12 | The letters P A R T in it. So if I
click Find Next, we find the word party.
| | 04:18 | Click Find again, we find
just the single word part.
| | 04:23 | Hit one more time and we find particular.
So that's how find works with wildcards.
| | 04:29 | Let's look at one other option, Sounds Like.
| | 04:31 | This is strictly an ear thing. You
can spell a word phonetically and
| | 04:37 | Word will try to find
that word in your documents.
| | 04:41 | For example, I can type in T E Z U R,
tezur, and we'll see if it comes up with
| | 04:46 | our word. And it does, it finds Treasure Island
| | 04:51 | based on the letters. T-R-E-Z-U-R
using the, Sounds Like, function.
| | 05:00 | You notice the other tab in here is
Replace, and it can do Search and Replace
| | 05:04 | in one action. You can also
get to that dialog box using
| | 05:09 | the Replace button over here. It
opens up the same dialog box that
| | 05:14 | we've got here. So let's go
in here and let's search for
| | 05:19 | the word Inn and let's replace it
with motel and we'll search down.
| | 05:27 | If I go to the beginning of my document.
Make sure that everything's turned off
| | 05:32 | over here so we're just looking for the
whole word and we're going to replace it
| | 05:37 | with motel. I click Find
Next, it jumps to inn and
| | 05:42 | now all I have to do is click Replace and
you can see that it replaces that word in
| | 05:47 | with motel and it jumps to the next instance.
| | 05:53 | I can replace that. If I get
impatient, I don't have to go
| | 05:56 | through them one by one.
I can click replace all.
| | 06:00 | And it makes all those replacements and it
reports back to me how many changes it made.
| | 06:06 | This lesson introduced Word's
powerful Find and Replace tools.
| | 06:10 | You learned how to use the Replace All command.
| | 06:13 | And you also learned how to find near
matches using the Sounds Like and Wild
| | 06:17 | Card Match options.
| | 06:19 |
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|
|
3. Setting Up Your DocumentChoosing page orientation and size| 00:00 | When you first start Word, you see a page
in Portrait Orientation, that is the page
| | 00:04 | is taller then it is wide. It also
comes in the standard page size, 8.5x11.
| | 00:12 | Now sooner or later, you'll come across
a project where you want to change those
| | 00:15 | settings, and this lesson shows you how.
So, if you start off, you've got an empty
| | 00:19 | page here, a blank page, the
bane of writers everywhere.
| | 00:24 | And to change the page size and the
orientation you should go to the Page
| | 00:28 | Layout tab over here. And then
in the Page Setup Group, you see
| | 00:32 | a lot of things that help you set up the
page when you're setting up a new document.
| | 00:37 | And orientation is certainly one of the
important things, and then size is also
| | 00:41 | important over here. If you
want to get a more complete view
| | 00:44 | of your page, you can go
down here to the Zoom level.
| | 00:48 | Click on that and you can bring up
this Dialog Box, and you see different
| | 00:52 | percentages of Zoom that you can enter in here.
| | 00:56 | But if you do Whole page, that
automatically sets it so that we can get
| | 01:00 | a feeling for the size
and orientation of our page.
| | 01:04 | Now orientation is easy to
change, there are just two options.
| | 01:06 | Go up here and you have Portrait,
which is what we're looking at now.
| | 01:10 | You also have Landscape, which gives you,
a page that's wider than it is tall.
| | 01:16 | And size is almost as easy, the only
difference is you've got a gazillion options.
| | 01:21 | Letter is the standard page
size in the US, it's 8.5x11.
| | 01:26 | But in some cases you might
use 8.5x14, the legal page size.
| | 01:30 | Stationery is often this executive size,
and you have a couple of the European
| | 01:35 | sizes in here. You'll notice
you also have envelope, all
| | 01:39 | you have to do is click on an
Option and you get to see that page size.
| | 01:43 | Go back to Letter, go to Legal.
And if none of those sizes match what
| | 01:52 | you're trying to do, down here you
notice you have postcard and double postcard.
| | 01:57 | But if those don't match what you want
to do, go down to the very bottom of this
| | 02:01 | menu and click More Paper Sizes.
And then you get this window where you
| | 02:07 | can just type in a size that you want,
so, suppose you're doing a little
| | 02:10 | pamphlet that happens to
be 5x5, a square pamphlet.
| | 02:15 | You just put those numbers in there, and
as you make the changes you see a little
| | 02:19 | preview down here, you click OK,
you've got your new page size.
| | 02:25 | So, that's all there is to it, in
this lesson, you saw how to change the
| | 02:28 | orientation and page size for a document.
You learned that Word offers many of the
| | 02:33 | standard sizes for paper and envelopes,
but you can choose custom sizes too.
| | 02:38 |
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| Setting up margins| 00:02 | For most documents, margins are a
pretty straightforward business.
| | 00:05 | Word provides a list of standard margins,
that you'll probably be happy with most
| | 00:09 | of the time. However, when
you need to create custom
| | 00:12 | margins, or some kind of fancy margin for
a bound booklet, Word won't let you down
| | 00:16 | there either. This lesson
explores some of the options.
| | 00:21 | So, when you want to work with margins,
you want to be over here on the Page
| | 00:24 | Layout tab, and here's your Margins menu.
You might also want to go down here and
| | 00:30 | change your view to Whole Page View.
That way you can see your entire document
| | 00:36 | in one screen. So, to change
the margins to one of these
| | 00:40 | standard margins, is pretty simple.
Suppose I want to go to the Wide Margin,
| | 00:45 | I can click on that. And my
document immediately changes to
| | 00:49 | the Wide Margin. This would
be a good one if you plan on
| | 00:52 | having a lot of notes in the margins.
The Narrow Margin really fills up the
| | 00:57 | page, gets you more words on a
page, so you'll use less paper.
| | 01:03 | Normal is the most popular margin,
probably, it's one inch all the way
| | 01:07 | around, and a lot of Offices
use that as their standard.
| | 01:12 | Now, if the sizes that you see in here
don't work for you, then the thing to do
| | 01:15 | is go down here to Custom
Margins and click this button.
| | 01:20 | You bring up the Page Setup
dialog box which has three tabs.
| | 01:24 | The first one is margins here.
You'll notice up at the top here, you
| | 01:27 | have Top, Bottom, Left, and Right margins.
| | 01:31 | So, suppose we do press releases, and
the standard for our press releases is one
| | 01:35 | and a half inches all the way around, all
you need to do is go in here, and you can
| | 01:40 | type in the margins. Or you
can use these Scroll buttons in
| | 01:47 | the menu to scroll up to your margin.
And that sets the margin for the page.
| | 01:54 | If I click OK, we're using the new margins.
| | 01:59 | Now, you gave a couple of extra things here.
| | 02:03 | You have Gutter and Gutter Position.
And that's used when you have a booklet
| | 02:07 | that's bound together. The
Gutter is the area that's devoted to
| | 02:12 | the binding. So, let's look
at mirror margins and what
| | 02:17 | this does is it creates the same
margin on both of these facing pages.
| | 02:24 | So, you have the same
outside margin for both pages.
| | 02:27 | You have the same inside margin for both
pages and those might be slightly different.
| | 02:32 | You might want your inside
margin to be a little bit less.
| | 02:36 | On the other hand, you need room for the
binding, so you want to create a gutter
| | 02:41 | for your booklet. And you can
see down here, it's creating
| | 02:47 | a space for that binding. And
then when I click OK, I go to my
| | 02:52 | document and I see my
page with the new settings.
| | 02:58 | In addition to mere margins,
you have two pages per sheet.
| | 03:04 | So, the concept here is that you're
going to print on one sheet, and then you'll
| | 03:07 | cut it along the middle of the
page and you'll get two pages.
| | 03:11 | Often, you'll want to have a
Landscape orientation to give you two pages.
| | 03:17 | Make a little booklet, and here, we
can see what our sort of tall, thin pages
| | 03:23 | look like. Another option
is Book Fold and this is
| | 03:29 | similar to the two page per sheet version.
| | 03:31 | We could give ourselves a little gutter here.
| | 03:34 | In the Book Fold format, you have a page
on each sheet and the assumption is not
| | 03:39 | that you'll cut the page, but that
you'll fold it and that you'll fold several
| | 03:43 | pages together and create a little booklet.
| | 03:48 | In all of these options, you have an
opportunity to create an outside and a
| | 03:53 | inside margin of different sizes. (BLANK_AUDIO).
| | 04:03 | If you're working in Book Fold, you
might want to go over here and see two pages.
| | 04:09 | So this is the View tab and
it's usually set to one page.
| | 04:13 | We could also see two pages at a time. (SOUND).
| | 04:16 | So, this lesson showed how to choose
standard margins from the Page Layout Settings.
| | 04:22 | You also learned that you can choose
custom margins of almost any dimension.
| | 04:27 | If your masterpiece is going to be
bound or printed on both sides of the page,
| | 04:31 | there are options to handle that, too.
| | 04:33 |
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| Setting up headers, footers, and page numbers| 00:02 | Information at the top and bottom of
your pages makes it easy for readers to
| | 00:05 | navigate your document and
understand what the contents is.
| | 00:10 | For multi-page documents, you
usually want something like a title, a page
| | 00:14 | number, and maybe other information
such as a date or the author's name.
| | 00:20 | This lesson shows how to use Word's
Pre-Designed Page Headers and Footers.
| | 00:25 | So, we have a document like this, there's
automatically room at the top and at the
| | 00:29 | bottom of the page, to put a little bit
of helpful information for your readers.
| | 00:34 | And to insert a Header or a Footer, you
go to the Insert tab over here and then
| | 00:39 | you'll see the Header and Footer section
that includes menus for Header, Footer,
| | 00:44 | and Page Number. Inserting
a header is pretty simple.
| | 00:50 | Click the Menu button and you get a
pretty good display here that shows you
| | 00:53 | what these different headers look like.
They each have names, and some of them
| | 00:58 | are pretty elaborately designed as you can see.
| | 01:03 | All you need to do to insert a header
into your document is just click on one
| | 01:07 | of these options and it
automatically inserts that header.
| | 01:12 | Sometimes, you'll need to add more
information and when you do, you'll see
| | 01:14 | these brackets and then you
could type more information here.
| | 01:18 | (SOUND). So now, we have a title of the document
| | 01:22 | and we've got a page number here. To
go out of the Header, I double-click
| | 01:29 | on the body text again. That
sort of dims the Header down because
| | 01:34 | you're not going to be editing
that as your working in your document.
| | 01:38 | But if you scroll down to the other
pages, you see we have our title on each
| | 01:42 | page, we have the page number on each page.
| | 01:46 | (SOUND). When you're in
your Header, I'm going to
| | 01:49 | double-click to go back into my Header.
You'll notice that these two special tabs
| | 01:55 | appear up here and you have Header and
Footer tools and you've go this Tables
| | 02:00 | tools, this is actually created by a table.
| | 02:05 | But the one we're
interested in is Header and Footer.
| | 02:08 | Sometimes, you'll want a different
first page, often this first page won't have
| | 02:12 | the standard header on it. If
that's the case, you can click on
| | 02:17 | Header, and it takes the header off of
that page, but it remains on the other
| | 02:22 | pages in your document. If
you're working with a document that
| | 02:27 | has phasing pages, you might want
to have different odd and even pages.
| | 02:32 | And if I check that box, we still have
the header on this page, but we could add
| | 02:38 | a different type of header on these other pages.
| | 02:43 | So, every right-hand page, the
Header appears in that position.
| | 02:49 | Now, for each of the Headers,
there's a matching Footer, generally.
| | 02:57 | Now, if you want to remove a
header, you can do that, too.
| | 03:02 | I'm going to go back to my body text here.
| | 03:05 | Go back over here to my Insert commands
and you can see down at the bottom here,
| | 03:09 | is a Remove Header option. If I
click on there, it (UNKNOWN) the
| | 03:14 | header out of my page and
it's not on any of the pages.
| | 03:18 | Let's add another header to this document.
| | 03:21 | These headers generally are matching so
if I choose Alphabet here and it has the
| | 03:26 | title Treasure Island, then for my
Footer, I might want to insert a matching
| | 03:31 | document so I might want
to choose Alphabet there.
| | 03:37 | So now, we have a Header, which is at
the bottom here and a Footer which is up
| | 03:42 | above on this other page. Now,
we could type in text here perhaps
| | 03:48 | we want to put the
author's name in here. (SOUND).
| | 03:54 | So there, you have a header and footer
that have kind of the same visual look to
| | 04:00 | them and that works pretty well often.
I'm going to go back and remove those
| | 04:08 | headers and footers. Sometimes,
you want to create your own.
| | 04:12 | You won't be happy with the pre-
designed ones that Word offers.
| | 04:15 | And you want to create
your own header and footer.
| | 04:16 | You can do that simply by double-
clicking in the Header or the Footer space, then
| | 04:20 | you can type in any words that you want.
So, we have author, here, we have the
| | 04:27 | title, then we have the author. (SOUND).
| | 04:31 | And then, we might want to have
the page number on this far end.
| | 04:38 | Well the problem is, if I use one
of these Automatic Insert Page Number
| | 04:42 | options, I could put a page number at the
bottom of the page using one of these and
| | 04:46 | that would be just fine. But if
I want to put that page number at
| | 04:52 | the top of the page, it's going to
erase the header that I have here already.
| | 04:56 | So, instead of using the Header and
Footer options, I need to use a special
| | 05:01 | option, a click part that
will display my page number.
| | 05:07 | And it's a little bit harder to get at
than it should be, but we can go down
| | 05:11 | here and click on Field. That
opens up this box with fields which
| | 05:17 | has all sorts of automatic little bits of text
and numbers that you can add to your document.
| | 05:23 | I'm going to go down here to Page, and
I'm going to choose that Number Style,
| | 05:28 | and then click OK, and there's my page number.
| | 05:33 | And I could even put the word page in
front of it with a hyphen if I want to.
| | 05:39 | And now, if I scroll through my
document, my heading appears on every page.
| | 05:46 | So, in this lesson, you saw how to use
Word's Pre-Designed Headers and Footers
| | 05:50 | to insert information and page
numbers onto every page in your document.
| | 05:55 | You also learned how to create your
own headers and footers and page numbers.
| | 05:59 |
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| Creating multicolumn pages| 00:02 | Word makes it easy to create
multiple columns on a single page.
| | 00:06 | In this lesson, you see how to change
the format to one or more columns per page.
| | 00:10 | So, sometimes you want to have a layout
that looks more like a pamphlet or a news
| | 00:15 | paper, where you have more
than one column on a page.
| | 00:20 | And that's pretty easy to do in Word,
simply go up here to the Page Layout tab,
| | 00:25 | Click on that. Then in the
Page Setup Group, you'll see
| | 00:29 | there's a menu that's devoted columns.
Click on that, and you can choose the
| | 00:33 | number of columns that you
want, so let's just look at two.
| | 00:38 | So, here we have a document with two
columns on the page, and what happens of
| | 00:41 | course is when you get to the bottom of
this column, the text continues on this page.
| | 00:47 | And as you're typing, if your working in
this format, you can keep typing away and
| | 00:50 | Word will automatically
bump you to the net column.
| | 00:54 | And then at the end of the page, it will
go back over to the left column here, you
| | 00:58 | can just keep on working in that manner.
When you're working with multiple columns
| | 01:04 | sometimes you might want to go to a
Landscape Orientation, or maybe even a
| | 01:08 | bigger page size to fit
more columns on the page.
| | 01:13 | So, now that we're in Landscape,
let's look at a three column layout.
| | 01:18 | And it works the same way, the text flows
from one column to the next, and then on
| | 01:22 | to the next page. So, it's
pretty easy just to use the
| | 01:26 | automatic settings. But
sometimes you may want to customize
| | 01:30 | it, and in that case use the Columns
Menu again go down here to More Columns,
| | 01:34 | you'll see this little dialog box that
is dedicated to working with Columns.
| | 01:41 | So, you can either click on one of these
to choose the type of columns, these sort
| | 01:45 | of preset columns, or you can use this
Number Box to change the number of columns.
| | 01:51 | And you have the opportunity to
create columns that are equal width
| | 01:56 | automatically, Or you can deselect that
box, and you can create columns that are
| | 02:01 | different widths. And when
you have the settings the way
| | 02:10 | you like, and the spacings between
the columns the way you want them.
| | 02:13 | You can click OK, go to your
document and there's your new setup.
| | 02:18 | So, in this lesson, you saw how to
use the Page Layout Commands to create
| | 02:23 | multiple columns of text per page,
and you saw how to use the dialog box to
| | 02:28 | customize those choices.
| | 02:32 |
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| Adding page and column breaks| 00:02 | Usually you don't want to leave one
word or one line stranded at the top or the
| | 00:05 | bottom of a page or a column. Also
you usually want to make sure that
| | 00:09 | your headings appear
directly over a few lines of text.
| | 00:13 | You don't want them stranded on a page either.
| | 00:15 | You can control these options
using Page Breaks and Column Breaks.
| | 00:20 | This lesson shows you how. The
probably the easiest way to apply a
| | 00:24 | page break in your text when you're
typing along is to use the shortcut key.
| | 00:30 | So for example, if we want this line to
appear at the top of this page, we would
| | 00:34 | press Ctrl+Enter. And that
inserts a page break in here and
| | 00:39 | forces it so that this line
always appears at the top of a page.
| | 00:45 | And that's great when you're working
along and often it works just fine.
| | 00:48 | I'm going to copy this text Copy
and then we'll Paste it in again.
| | 00:56 | And this is what happens sometimes
when you've inserted manual page breaks in
| | 01:01 | your document. You've got a
whole bunch of extra space
| | 01:06 | here that you didn't know was going to
appear until you started making changes
| | 01:10 | and adding some text in there. So
the problem is, you want to be able to
| | 01:16 | see where those page breaks are, because
that explain what's going on with your document.
| | 01:21 | And like a lot of commands, you can see
where page breaks are by using this Show
| | 01:26 | Hide control. You click on that.
| | 01:29 | And you can see there's a page
break inside of your document.
| | 01:33 | You can also see the paragraph marks.
So if we wanted to bring this text back
| | 01:37 | together again, we would
want to delete the page break.
| | 01:42 | And you can do that simply with your
Backspace key if you're in front of the
| | 01:45 | page break. You can just
delete it and it brings that
| | 01:49 | other text back up. And that's
the way that you can delete a
| | 01:53 | page break. Now there's
another feature called Column
| | 01:56 | Break that you use with columns. So
let's go to page layout and we'll turn
| | 02:00 | this document to two columns. So
now we've got two columns of text, and
| | 02:06 | suppose we wanted this paragraph
to begin at the top of this column.
| | 02:11 | The thing to do there would be to insert
a column break, and you can do that with
| | 02:15 | the shortcut key as well. You
hold the Ctrl key and the Shift key
| | 02:20 | down and you press Enter. That
bumps the text that was down here up
| | 02:25 | to the top of the next column. And
because we are showing our hidden
| | 02:29 | characters, you can see that
the column break is in there.
| | 02:33 | And if you wanted to delete it, you can
delete it just like a regular character.
| | 02:36 | So with my cursor on this side of it, if
I press the delete key it, it deletes the
| | 02:40 | column break and brings it back up.
Now you're not dependent on short cut
| | 02:45 | keys to insert your page breaks, but if
you're typing along, that might be the
| | 02:49 | easiest way to do it. You can
also insert page breaks with this
| | 02:54 | page layout group here. You could
see there's a breaks menu over here.
| | 02:59 | You can tell it's a menu by
the little triangle button.
| | 03:02 | You click on that, you see
Page Break and Column Break.
| | 03:06 | If you click on those options, that
will insert a page break or a column break
| | 03:10 | just as if you did it with the shortcut key.
| | 03:13 | Now, there are some things that you can
do to fine tune the way text breaks in
| | 03:19 | your document. And those are usually related to
| | 03:24 | paragraphs, so they're located in the
page layout paragraph group over here.
| | 03:29 | If you click this Expand button down in
the lower right corner for paragraphs.
| | 03:34 | You'll see a dialog box. It has
two tabs, the second one relates
| | 03:37 | to page breaks. Now, when
you first start Word, it
| | 03:41 | automatically turns on widow and orphan control.
| | 03:45 | So it is automatically keeping single
lines of a paragraph from being stranded
| | 03:50 | at the bottom or the top of a page. If
you don't like that behavior, you can
| | 03:56 | turn this off and you
can use manual page breaks.
| | 04:00 | Keep With Next is something
that you'd use with the heading.
| | 04:04 | So, let's go look at our heading.
And you might want to use it with this
| | 04:09 | heading, for example. So, I'm
going to go back in here, we'll
| | 04:14 | turn on Keep With Next, and click OK.
And you can see that there's a little
| | 04:20 | square there indicating that this
paragraph has some special formatting to
| | 04:24 | it and this heading here will always
be attached to this paragraph here.
| | 04:31 | If this paragraph bumps over to the next
column or the next page for some reason,
| | 04:35 | this paragraph will go along with
it. So that's the Keep With Next.
| | 04:42 | Keep Lines Together, if you don't want to
break a paragraph over a page break or a
| | 04:46 | column break, you would use Keep Lines Together.
| | 04:49 | And if you have something like a major
heading, you might want to always start
| | 04:54 | on a fresh page. And in
that case you can use this Page
| | 04:58 | Break Before and that will, every
time you use that heading, it will always
| | 05:02 | start on a brand new page. So
this lesson shows how to add page and
| | 05:07 | column breaks. It also
showed that you can use hidden
| | 05:11 | characters to view page and column breaks.
| | 05:14 | Which is handy when you're trying to
figure out what goes on with your document.
| | 05:18 | You also learn how to access the dialog
box that controls automatic page breaks
| | 05:22 | in your document.
| | 05:24 |
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| Setting line spacing and paragraph spacing| 00:02 | As writers we also want to
encourage readers to read our work.
| | 00:05 | Often if something looks too dense and
hard to read, people avoid reading it.
| | 00:09 | And one way you can enhance
readability is by adding a little extra line or
| | 00:14 | paragraph spacing. Naturally
Insurance companies and those
| | 00:18 | folks that write the terms for
credit cards can skip this lesson.
| | 00:21 | You have a document and it has a
reasonable amount of space between the lines.
| | 00:25 | But this still looks pretty dense and
think, and some people might avoid it
| | 00:28 | just thinking it's too hard to slog through it.
| | 00:31 | You can make it a little easier for them
with line spacing, so you can go here to
| | 00:36 | the Home tab. And then in
the Paragraph Group, this
| | 00:40 | little control here gives you
tools for Line and Paragraph Spacing.
| | 00:45 | So, it's a Menu, I can
click on it to open up the Menu.
| | 00:48 | And then as I drag through these
different options, it spaces out the
| | 00:52 | lines in that paragraph, so
I could choose one of these.
| | 00:58 | And that affects the spacing between
all of the lines within this paragraph.
| | 01:03 | Now there are similar commands to put
space between one paragraph and another.
| | 01:07 | You'll also find those on the same
menu, you can choose Add Space Before
| | 01:12 | Paragraph, and you can also
choose, Add Space After Paragraph.
| | 01:18 | So, you can see we've given ourself a
little bit more room, between each of
| | 01:22 | these paragraphs. So, that's
the quick and easy way to make
| | 01:26 | these changes. You could
also fine tune or customize
| | 01:30 | those options, using the Paragraph Dialog Box.
| | 01:34 | So to get to that, you click the
Expand button down here, in the lower right
| | 01:38 | corner, It springs up the Paragraph Dialog Box.
| | 01:43 | And down in this section
here, you'll see the Spacing.
| | 01:46 | Here's the line spacing that we just
set that gives you Double Spacing, and all
| | 01:49 | the different options. And
if you wanted to use a custom
| | 01:53 | spacing, you could choose exactly and
then you can type the number in here for
| | 01:56 | your custom spacing. The
before and after spacing is
| | 02:01 | controlled by these two boxes here, and
you can select it and type in a number,
| | 02:06 | or you can use the scroll
keys to change the number.
| | 02:11 | Get a little preview down here as you
make these changes, and when you click
| | 02:16 | okay it puts those changes into action.
So, in this lesson you saw how to change
| | 02:21 | the line spacing, and the
spacing between paragraphs.
| | 02:25 | Line spacing can be controlled by menus
on the Home tab, and you can also use the
| | 02:29 | Dialog Box from the Paragraph Group.
| | 02:33 |
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| Changing tabs with the Tabs dialog box| 00:02 | Word gives you lots of ways to use
and set tab stops in your document.
| | 00:06 | If you've got some serious alignment
chores where you want to align numbers
| | 00:10 | one way and bits of text another.
It's probably time to turn to the special
| | 00:15 | tab dialog box. This
lesson shows you how to use it.
| | 00:19 | Now you'd use tabs in a document like
this one, where you want to line up text
| | 00:22 | and maybe numbers and maybe some other things.
| | 00:25 | And when you're working with tabs, it
always helps to turn on the hidden characters.
| | 00:31 | And you can do that by going to the
Home tab and then clicking this button.
| | 00:36 | Now you can see your paragraph marks and you
can see your tab stops within your document.
| | 00:41 | Keeps a little bit better way to
sloth out what's going on here.
| | 00:45 | So for example, here's a tab right here
and it's being used to align this graphic
| | 00:49 | and it's aligning it on the
right edge by the margin here.
| | 00:53 | If you look really closely you can see
that there's a left tab indicator right there.
| | 00:59 | There's a manual tab set in there which
pushes this graphic over to end right at
| | 01:03 | the margin there. Let's look
at another paragraph in here.
| | 01:08 | You don't see any manual
tabs set in the ruler up here.
| | 01:12 | These are all the default tabs. You
can see the default tabs by little
| | 01:16 | tick marks at the very bottom of
the ruler show the default tabs.
| | 01:21 | So all these words are lined up just by
pressing the tab a couple times so the
| | 01:24 | cursor gets where you want it,
and then typing in the word.
| | 01:29 | So there are two default
tabs between these words.
| | 01:31 | But there's just one here because this is
a longer word, and those default tabs are
| | 01:35 | every half inch. In here,
we've got some decimal tabs.
| | 01:42 | There's a decimal tab
their and a left tab there.
| | 01:46 | So that's the way you can go through and
check how each paragraph has its tab set.
| | 01:52 | And each paragraph is set
individually in this case.
| | 01:56 | To really fine-tune these settings you
might want to go to the tab dialog box.
| | 02:01 | And you could find that
go to the home tab there.
| | 02:04 | And then the paragraph group and then
click the Expand button to expand the
| | 02:08 | Paragraph dialog box. This is
kind of buried because you need
| | 02:11 | to click one more time at the
Tabs button down at the bottom here.
| | 02:16 | And you get this dialog box that is
devoted to tabs and it shows the tab
| | 02:22 | location in here and then if you select a tab.
| | 02:29 | It'll tell you what type of tab it is.
So this is a decimal tab, and this button
| | 02:32 | down here shows us that
it has a leader character.
| | 02:37 | That's these little dots in between here.
You can use different types of leaders
| | 02:41 | with your tab stops, and for
example, we could change this to dashes.
| | 02:47 | And then if we click the
set button, it sets that.
| | 02:52 | And we can see that we've changed
our leader in this line to dashes.
| | 02:56 | Go up and look at it one more time,
this Tab dialog box again, and now it's
| | 03:03 | showing us that there are two tabs.
There's a tab and we're looking at this
| | 03:10 | line here. There's a, if
I click on that, it tells
| | 03:13 | us that's a decimal tab set
at three point five inches.
| | 03:16 | If I click on this one, this is Left Tab.
There's no leader character, and it's set
| | 03:22 | at 4.5 inches, and that's the tab that's
controlling this text that's right here.
| | 03:27 | So, if you want to delete a tab using
this dialog box, you select the Tab and
| | 03:32 | then you can click the Clear button.
If you wanted to delete both of these
| | 03:38 | tabs, you could click Clear All.
The tabs are removed from there.
| | 03:43 | You won't see the change until you click OK.
| | 03:45 | So, that removed our tabs from this paragraph.
| | 03:49 | Let's look at one more thing that
you can do with that Tab dialog box.
| | 03:54 | So, I'm opening up the paragraph dialog
box, and then clicking the Tabs button.
| | 03:59 | And here we are. We're in
this paragraph that's using
| | 04:03 | default tab stops and currently those
tab stops are set at every half inch.
| | 04:08 | But we can make a change to that.
We can change that to every three
| | 04:11 | quarters of an inch. Go in
there and just select what's in
| | 04:14 | there and type in a new number.
And then if I click OK, it's going to
| | 04:19 | change the spacing for those default tabs stops.
| | 04:24 | And you can see it expands the
distance between all of these items.
| | 04:30 | So, in this lesson you saw how to
use the controls in the Tab dialog box.
| | 04:34 | To add and remove tabs. You
also examine some of the different
| | 04:38 | types of tab stops that are available in Word.
| | 04:40 |
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4. Changing the ViewChanging views: Draft, Print, Layout, Outline, Reading, and Web Layout| 00:00 | Word provides different document
views and as in most things, a change in
| | 00:03 | perspective can make all
the difference in the world.
| | 00:07 | You might want to use Outline
View when you're planning a project.
| | 00:10 | Draft View when you're cranking
out the words fast and furious.
| | 00:13 | And then go to Print Layout View when
you're getting close to the end and you
| | 00:16 | want to visualize the printed page. Now,
when you first start up Word, you're
| | 00:22 | in the Print Layout View. And
in Print Layout View, you see the
| | 00:26 | edges of the page and you see the margins
and your see document pretty much as it's
| | 00:30 | going to look when it gets printed out.
The View controls are down over here and
| | 00:37 | this is Print Layout View and you can
see that that button is highlighted.
| | 00:42 | Now over on the other side of this bar
there are a couple interesting tools.
| | 00:45 | One shows you the page
number and the number of pages.
| | 00:48 | If you click on that it brings up this
dialog box, which in addition to having
| | 00:52 | Find and Replace commands on
there, it has this Go To command.
| | 00:57 | And you can go to a specific page by
selecting Page here, and typing in the
| | 01:02 | page number. And then
click Go To and you jump right
| | 01:05 | to that page. And these
are some of the other things
| | 01:08 | you can search and jump to, sections, lines,
bookmarks, comments, that sort of thing.
| | 01:13 | So, the Page Layout View is pretty
handy if your document has pictures.
| | 01:19 | The pictures will be displayed
in place in Page Layout View.
| | 01:24 | Now, back in the olden days when
computers weren't nearly as powerful as
| | 01:27 | they are today, there was another view
that was really important that was called
| | 01:30 | Draft View. And Draft
View was kind of a minimalist
| | 01:34 | view of your document and it doesn't
show pictures or graphics if you have them.
| | 01:39 | And Draft View is handy
when computers were slow.
| | 01:42 | These days you might not even notice the
difference between working in this Print
| | 01:47 | Layout View and Draft View. But
if you want to see a simplified
| | 01:51 | version of your document. You
can go over here, on the far end of
| | 01:55 | these five views, and click on Draft View.
| | 01:58 | And you see this view. You don't see your page.
| | 02:00 | You don't see margins.
You see a bit of formatting.
| | 02:03 | And you'll see the pages breaks
as this dotted line across here.
| | 02:07 | If you don't see page breaks,
click on these two tools over here.
| | 02:11 | And Word will recalculate the pages
and display page breaks for you.
| | 02:16 | So the other views that you have over
here, you have Zoom commands, where you
| | 02:20 | can Zoom In and Zoom Out. And here
you see your Zoom as a percentage.
| | 02:26 | If you click on that, it brings up
a dialog box where can choose these
| | 02:30 | different Preset View settings.
Now another tool that's kind of handy
| | 02:36 | when you're working away is the Outline View.
| | 02:41 | And it really gives your
document a different look.
| | 02:44 | Outline View takes each
heading level, and displays it.
| | 02:48 | So heading one, this would be a heading
two and this would be a heading three.
| | 02:53 | And you can hide and expand different
parts of your documents by clicking on
| | 02:57 | these buttons with the plus sign in them.
So, here is heading three and it shows
| | 03:03 | several paragraphs that
are inside of that section.
| | 03:08 | Now, you can also use the
controls up here to change the View.
| | 03:12 | For now we're just looking at level two
headings and it's showing us the major
| | 03:14 | parts of the book and the chapter numbers.
| | 03:17 | So, Outline View is great when
you're first planning something, when you
| | 03:20 | want to move things around or your want
to hide certain parts of your document
| | 03:24 | and focus on other parts of it.
It's really a great brainstorming tool.
| | 03:30 | But you can look at any document in
Outline View and as long as it uses the
| | 03:34 | standard heading one, heading two,
heading three, headings that Word
| | 03:38 | provides, you'll see it
organized in this matter.
| | 03:43 | There's another special view that you
might want to use every once and awhile.
| | 03:46 | And what it does basically is, it
turns your Word document and Word work area
| | 03:51 | into a Kindle. This is called
the Full Screen Reading View.
| | 03:57 | And it displays your document as pages.
And it's easy to flip to another page.
| | 04:04 | You just move your cursor to the edge
and when you see the little hand mark.
| | 04:07 | You can flip to a different
page and go back and forth.
| | 04:11 | You can't do editing in this view,
other than you can add comments and you can
| | 04:16 | highlight parts of your document, so
it really is meant just for reading.
| | 04:24 | So it's a great view to use if you want
to review a document but you don't want
| | 04:27 | to inadvertently make any changes to it.
To get out of Full Screen Reading View,
| | 04:34 | you can click the Close button up here or
you can just hit the Escape key and it'll
| | 04:37 | take you back to one of your other views.
So this is the Full Screen Reading View
| | 04:44 | here, and that's Print Layout View.
And there's one last view that we haven't
| | 04:49 | talked about and that is the Web Layout View.
| | 04:52 | So when we click on Web Layout View, it
shows us our document as it would appear
| | 04:56 | in a web browser. And most
documents are going to do
| | 05:00 | something like this. They're
going to have these really long
| | 05:03 | lines that go from border to border,
and that's not all that helpful.
| | 05:07 | But the time when Web Layout View is
helpful, is if you have saved a page from
| | 05:11 | the Internet. You can
open that page up in Word and
| | 05:15 | view it in Web Layout View, so let's
switch over to a different document.
| | 05:21 | This was taken from the Video2brain
website and it's a little newsletter that
| | 05:27 | goes out. And you can
see that the, the text here
| | 05:30 | is contained by a table that's holding
both the pictures and the text, keeping
| | 05:34 | it from spreading across the page like that.
| | 05:38 | Now you can actually edit in Web Layout
View, and I'll take a little bit of this
| | 05:43 | and we'll change the formatting a little
bit, we'll change it to bold and italic.
| | 05:49 | So, you can do all sorts
of editing in this view.
| | 05:53 | Right now we're looking at it as pages
because we're still in the Print Layout View.
| | 05:58 | But if we go over here to Web Layout
View, it shows us the same document as a
| | 06:02 | web page. So now there
are no page breaks, it just
| | 06:05 | scrolls down and we see the
entire web page in this view.
| | 06:09 | And again you can make your editing
changes and do whatever you want in this view.
| | 06:14 | You can also save it either as a word
document or you can save it as a web
| | 06:19 | page, which would be the .htm or .html format.
| | 06:27 | So, while you might not want to design an
entire website in Word, you can certainly
| | 06:32 | edit web pages in Word and
make changes to individual pages.
| | 06:37 | So in this lesson you saw that Word gives
you five different views of your document.
| | 06:41 | For most documents you'll probably work
in Print Layout View or maybe Draft View.
| | 06:46 | Outline View is great for
planning and organizing random ideas.
| | 06:49 | Use full screen reading when you want to
read, but not make changes to a document.
| | 06:54 | And the Web Layout View displays your
document as it would appear in a web browser.
| | 06:59 |
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| Working in Outline view| 00:02 | If you like most riders, you either
love creating outlines or you hate them.
| | 00:05 | I'm going to confess I'm one of those
who love using outlines, specially when I'm
| | 00:09 | developing a project. Outlines
are great for putting ideas down
| | 00:13 | quickly and then rearranging those ideas so
they make sense and tell a complete story.
| | 00:18 | Word's outline view gives you easy-to-
use tools for building an outline, and it
| | 00:22 | makes it really easy to move
from outline mode to writing mode.
| | 00:27 | This lesson focuses on the
mechanics of working in outline view.
| | 00:32 | Now right now, we're not in
outline view, we're in print layout view.
| | 00:36 | So, you can see the beginning of this project.
| | 00:38 | Really, it's a list of birds. So
under birds of prey, we have Hawks and
| | 00:43 | Eagles and Falcons, and other
types of birds within groups.
| | 00:48 | For example, in hawks, we have the
Cooper's Hawk, and the Red-tailed Hawk,
| | 00:51 | and the Northern Goshawk.
There's really no structure to this.
| | 00:54 | It's just a list. The ideas were jotted down.
| | 00:57 | Everything's at the same level and
there's no distinction but there are some
| | 01:01 | natural categories here. And
if you were doing this in text
| | 01:04 | without working in outline view what you
might want to do to create some structure
| | 01:08 | would be to use some headings. Some
different formatting, to give some
| | 01:14 | visual structure to this. kind of raw list here.
| | 01:17 | And you might do that using Word styles.
And the styles are on the home tab.
| | 01:22 | And there's a big group of styles. And
you can see that there are a bunch of
| | 01:25 | headings for styles. There
are from one through eight
| | 01:29 | different types of headings. So you
could use those to categorize your group.
| | 01:34 | So birds of prey could be heading one.
And then hawks which is a sub group of
| | 01:38 | birds of prey could be heading two.
And then Cooper's Hawk which is a type of
| | 01:43 | hawk could be heading three. So
now we have applied some formatting
| | 01:47 | that let's us know where these
things are in their hierarchy.
| | 01:52 | And that's helpful on the printed page.
Now when you do that kind of formatting
| | 01:57 | using Word styles like this, you are
actually creating an outline, and you can
| | 02:01 | see that by going over here to the view tab.
| | 02:07 | And here we see our five
document views and here's outline view.
| | 02:11 | So if we switch to outline view you
can see that we have a structure here.
| | 02:14 | We have birds of prey and under
that we have hawks and Cooper's Hawk.
| | 02:19 | By applying those headings we
actually created structure to our document.
| | 02:24 | And we could continue to do that
with some of the rest of these.
| | 02:26 | Under Cooper's Hawk we have a paragraph
that describes that so we don't need to
| | 02:29 | do anything with that. But this
Red-tail Hawk should be aligned
| | 02:33 | with Cooper's Hawk. And we
click in Cooper's Hawk and then up
| | 02:36 | in this little menu box here. You
can see that it is assigned Level 3,
| | 02:41 | just like it was heading
three over on the other side.
| | 02:45 | So, if we assign Level 3 to Red-tailed
Hawk, it should be at the same level as
| | 02:50 | the Cooper's Hawk. We can do
that same one with this one
| | 02:55 | Level 3. Now, we have our
hawks all at the same level.
| | 02:59 | Eagles are another category.
Eagles should be lined up with the hawks
| | 03:03 | group here, and we could do
that by giving it Level 2.
| | 03:07 | But there are actually three ways
you can assign levels to these groups.
| | 03:11 | You can use Menu, you can use Arrow
buttons, or you can click and drag.
| | 03:16 | So let's look at using the Arrow buttons.
When you click on these arrows, this
| | 03:20 | one's called Demote. So if we
click that way, it will give the
| | 03:23 | eagles a higher number,
which is not really what we want.
| | 03:28 | But you can see it changes the
level, and that's shown in there.
| | 03:30 | What we want to do is go the other direction.
| | 03:32 | So we're going to use the Promote
button. And move eagles over there.
| | 03:37 | And here we've got our three types of eagles.
| | 03:41 | We can use the button to do that.
Okay, now we're down to falcons.
| | 03:45 | Falcons is a new category.
Let's look at clicking and dragging.
| | 03:49 | So, we can click this dot next to
falcons, and just drag it to the position
| | 03:54 | where we want it. And we can
do the same thing with Owls,
| | 03:59 | and Hummingbirds are actually a brand new
category, so we want to drag it one more
| | 04:05 | step over. So we have
these major categories, birds
| | 04:11 | of prey and Hummingbirds. And
we've got a couple of Hummingbirds we
| | 04:14 | want to deal with here. You can use the arrow.
| | 04:17 | So you can see how quick and easy it is
to promote and demote the categories in
| | 04:22 | your outline. You can
also move things up and down
| | 04:26 | through this list. So, for
example, suppose we want to put
| | 04:29 | our Hummingbirds at the top of the list.
We can click that Round button next to
| | 04:34 | them and then just drag them up to the
top of our list, and now Hummingbirds are
| | 04:38 | above birds of prey. If you're
writing away with your hands on
| | 04:43 | the keyboard there's a quick way to
promote and demote your categories.
| | 04:47 | So say we want to add seabirds and
we want to choose a place for it.
| | 04:53 | You can use the Tab key to demote items
or you can use Shift+Tab, and this is on
| | 04:58 | your keyboard, Shift+Tab to demote an item.
| | 05:04 | Press Enter to give ourselves a new line and
then we can press Tab to add types of seabirds.
| | 05:10 | So that's promotion and demotion.
These double button here promotes an item
| | 05:13 | to heading one level. While the
double arrows on the right side
| | 05:18 | here demote and item to body text,
and body text is always attached to the
| | 05:21 | heading that's directly above it.
These buttons here move items up and down
| | 05:27 | throughout your list. So if we
collapse our birds of prey and
| | 05:31 | we use this button, we can
move it up above the Hummingbirds.
| | 05:40 | And these Plus and Minus
buttons expand and collapse a group.
| | 05:45 | So if you click Plus it'll expand our
birds of prey and if we click Minus it
| | 05:48 | contracts it. The other quick way to expand and
| | 05:51 | collapse something is
really to double-click on it.
| | 05:54 | And a lot of times working
with an outline is mouse works.
| | 05:57 | So a lot of times you'll have your hands on
the mouse and the keyboard at the same time.
| | 06:01 | So the most common actions really are to
drag items to position and use the mouse
| | 06:05 | to expand and collapse items. Now
the other thing that's really great
| | 06:11 | about outlines is you can show
and hide parts of your document.
| | 06:15 | You use this menu over here
which gives you a list of levels.
| | 06:19 | So I can choosel Level 2 and I'll
just see Level 2 in my document.
| | 06:25 | I could choose Level 1. Or I
can choose all levels, which also
| | 06:29 | shows the paragraph text. Now
sometimes when you're doing this
| | 06:33 | structure, you really don't need the
visual formatting that you get with hummings.
| | 06:37 | You might just want to see your text, and let
the position of the text indicate the level.
| | 06:43 | So, there's an easy way, just.
Click this box and you turn off all the
| | 06:47 | formatting in your outline.
Everything's formatted the same way but
| | 06:51 | you see the structure by
the positioning of the items.
| | 06:55 | The other item here limits the text
that's shown in paragraphs showing just
| | 06:59 | the first line in this paragraph
instead of the entire paragraph.
| | 07:04 | That keeps your outline at a manageable size.
| | 07:07 | So in this lesson, you saw how to
view your document in the outline view.
| | 07:11 | You learned that you can change the
level for a word or phrase using the tools in
| | 07:15 | the outline tab. And you
learned that you can turn the
| | 07:19 | formatting for the outline on and off.
The show level menu gives you an easy way
| | 07:24 | to zero in on parts of your
document and hide other parts of it.
| | 07:30 |
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| Splitting the window| 00:02 | Writing and editing isn't
necessarily a linear process.
| | 00:05 | In the middle of working away, you might
realize that you have written what would
| | 00:08 | be a perfect opening paragraph, in
that case you'll want to move it.
| | 00:12 | In situations like that, it can be
helpful to see two parts of your document
| | 00:16 | at once. Welcome to the
Split Command and some of
| | 00:19 | the other features that let you see
different parts of your document at the
| | 00:23 | same time. So here we have a document, it's a
| | 00:27 | Newsletter and suppose you wanted to
take a graphic and put it in one of these
| | 00:31 | opening paragraphs up here. But
the graphic we want is way down
| | 00:35 | toward the end of our document, you
could scroll down there and Copy it, then
| | 00:38 | scroll back up and Paste it. But
there's an easier way, and that's to
| | 00:43 | split the window so that we can see
two parts of our document at once.
| | 00:48 | There are a couple ways you can split
the window, you can do it with this control
| | 00:52 | that's up here on the View tab in the
Window group, you can click on Split and
| | 00:55 | you see this bar up here in your
document, you can just position it
| | 00:59 | wherever you'd like. Just
click and that bar stays in there,
| | 01:05 | and you now have two independent
scroll bars over here that let you control
| | 01:09 | different places in your document. To
remove the split, you can just click
| | 01:14 | the same button, which is now
turned into a remove split button.
| | 01:19 | Now, the other way you can create a split
is, you can drag it from the top of this
| | 01:23 | scroll bar here, you can just drag a
split right down there a and that does
| | 01:26 | exactly the same thing as the button does.
| | 01:31 | Let's go down here, and we'll
look at one of these thumbnails.
| | 01:34 | I'm going to right-click on it and then Copy it.
| | 01:39 | I'm going to go back up here to my other
page, scroll it independently, go in here
| | 01:44 | and I'm going to right-click
again and then choose Paste picture.
| | 01:50 | And now we've pasted that picture into
our document, we still have the original
| | 01:53 | one and we can see both
of them at the same time.
| | 01:56 | Naturally, you can do the same thing
with text, you could copy a paragraph or a
| | 02:00 | line of text, and bring it
up here and take a look at it.
| | 02:04 | Once it's in there, we might want to
format our picture a little bit, we could
| | 02:08 | choose Wrap around the picture and
then we could drag it into place, and that
| | 02:13 | doesn't look too bad. So that
is a handy way to see two parts
| | 02:18 | of your document at once. Now
there are a couple of other controls
| | 02:23 | up here that are interesting, one
is New Window and one is Arrange all.
| | 02:28 | I'm going to remove this split, if
we click on New window it opens up the
| | 02:32 | document again in a separate window and
you can do the same kind of editing from
| | 02:36 | window to window on this. You
could copy a section out of this and
| | 02:42 | paste it in different place in the other window.
| | 02:45 | But you have to keep in mind, when you
do the New window command, you're just
| | 02:48 | looking at a single document in two
different windows, so any changes you
| | 02:51 | make will be reflected in both, and
they'll be saved with the single document.
| | 02:58 | Now, the other command that's in here, the
Arrange all, is just an assistance command.
| | 03:02 | If you click that, it will place both
of your windows on the screen, evenly
| | 03:06 | divided, so that you can see
and work with both of them.
| | 03:10 | In this lesson you saw how to split
Word's windows so that you can view two
| | 03:13 | different parts of your document at once,
you also saw that you can have the same
| | 03:16 | document open in two separate windows.
| | 03:20 |
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5. Formatting Words and ParagraphsUsing Word styles and style sets| 00:02 | Word has a well-developed method
for formatting text and paragraphs.
| | 00:06 | It's not hard to format text as you're
typing along, but for larger projects and
| | 00:09 | for consistency, you want to
learn how to use Word Styles.
| | 00:14 | This lesson is an introduction to
Styles and shows you how to quickly apply a
| | 00:17 | style to text. And then it
shows you how to Style Sets,
| | 00:21 | where you can quickly make
major visual changes to a document.
| | 00:25 | Here's a document where some styles
are applied but we still need to assign a
| | 00:29 | style to this title here which is
the title of the book, Treasure Island.
| | 00:34 | So, you'll find all your style details
on the Home tab and then over here in the
| | 00:38 | Style group. The major
part of this is a big list of
| | 00:43 | styles that are standard styles
that Word uses for all documents.
| | 00:50 | So, you have Normal, which
is your normal paragraph text.
| | 00:53 | That would be text like this down here.
Then you have a bunch of different types
| | 00:57 | of Headings that you can use. You
have a Title and a Subtitle and then
| | 01:01 | different styles for certain things.
Emphasis strong, quote, etc., etc.
| | 01:08 | But these are all styles that
Word understands and can use.
| | 01:13 | So, for example, we want to assign
the Title Style to this title, Treasure
| | 01:16 | Island, the title of the book. All
you have to do is, put your cursor in
| | 01:21 | the paragraph, and then click Title.
And you could see that changes that makes.
| | 01:26 | It changes the color of the text, it
changes the font, it adds some features
| | 01:30 | like this underline. In some
cases, it may change the indents
| | 01:34 | for the text. There are a
lot of things that can be
| | 01:37 | affected by a style, and most often,
they're applied a paragraph at a time.
| | 01:42 | So, you can see, now that we've applied
this, when our cursor is in that text,
| | 01:46 | you can see that Title is highlighted.
We move down to one of these other blocks
| | 01:51 | of text, you could see that this block of
text has the Subtitle Style applied to it.
| | 01:57 | And when I put my cursor in this one, you
don't see the style that's applied to it.
| | 02:02 | To get to that, you have to open up this
menu and see more, see this complete list
| | 02:06 | of styles. And we see that it has the Heading 1
| | 02:11 | style, and so forth, it's
Heading 2, and this is Heading 3.
| | 02:19 | And then, this is just regular paragraph text.
| | 02:22 | So now, we have our styles. And
you can see, they all sort of hang
| | 02:25 | together, they all have the same sort
of color theme going on and things look
| | 02:28 | pretty good. If we wanted
to make major changes to our
| | 02:32 | document, we could have an entire
book formatted applying those styles.
| | 02:38 | But we can change the formatting in
an instant by changing the Style Set.
| | 02:43 | So, if you go over here and open up this
menu, you see a sub menu with Style Set,
| | 02:48 | Colors, Font, Paragraphs, Spacing.
And then in each one of these, there are
| | 02:54 | menus off to the side here. Now,
Style Set combines Colors, Fonts,
| | 02:59 | and Paragraph Spacing together into named
Style Sets, which is sometime called Themes.
| | 03:06 | So, to make a major change to this
document, all I have to do is point to a
| | 03:10 | different theme. And you
could see it changes the color,
| | 03:14 | it changes the formatting, it changes the font.
| | 03:18 | And all you have to do is point to these
to preview them and then if you like one,
| | 03:22 | you can click on it, and it's
changed the style for your document.
| | 03:27 | If you use the styles that Word gives
you in this group here when you format your
| | 03:32 | document, you can make major changes
quickly using different Style Sets over here.
| | 03:38 | In addition to that, you can
fine tune these Style Sets.
| | 03:41 | Suppose I don't want blue for that,
suppose I'd rather have a green color or
| | 03:45 | something else, you can go over here to
Colors, and change these colors in your
| | 03:49 | Style Set without changing anything else.
We're just changing the colors here.
| | 03:55 | And the same thing with some of these
other Features and Styles Sets, we could
| | 04:02 | change the fonts. You'll see
the fonts are grouped into two
| | 04:07 | categories, one for the Heading. So,
Cambria is the Heading Style, and
| | 04:12 | Calibri is the Body Text Style. We
could go through here and make our changes.
| | 04:24 | Choose a new style and the
paragraph spacing operates in the same way.
| | 04:28 | You have categories here such as Compact
and Type and Open and Relaxed that change
| | 04:33 | the spacing for your document. So,
in this lesson, you saw how to apply
| | 04:38 | a style to a paragraph. And you
also learned that once you have
| | 04:42 | styles applied to your document, you
can dramatically change the formatting by
| | 04:47 | choosing different Style Sets.
| | 04:50 |
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| Aligning paragraphs| 00:02 | The controls for aligning
paragraphs are simple and straight forward.
| | 00:05 | The biggest issue with paragraph
alignment is to make sure you choose a
| | 00:08 | style that's appropriate for the text.
A bad alignment choice can make your
| | 00:13 | words hard to read. So, if you
want to align a block of text,
| | 00:16 | you apply it, a paragraph at a time. So,
this heading would be a paragraph, so
| | 00:21 | would this heading. And this
would be considered a paragraph.
| | 00:24 | All of these are considered paragraphs.
And you can see that they're paragraphs
| | 00:27 | if you turn on the hidden characters.
And you can see the paragraph marks
| | 00:31 | assigned to each one. Now,
the Alignment options are on the
| | 00:34 | Home tab. And they're all
in this paragraph section
| | 00:37 | in here. And here you can see four different
| | 00:40 | Alignment options. And
you apply them all the same.
| | 00:43 | It's very easy to do. So if I
wanted to center this paragraph I
| | 00:47 | would put the cursor in the
paragraph I don't have to select the text.
| | 00:52 | And then click on the Center
option and that centers that paragraph.
| | 00:56 | This option aligns it to the right
and then this option gives you justified
| | 01:00 | paragraphs so that both
edges of your text are aligned.
| | 01:05 | The most common option is this first one,
and if you hold your cursor over there
| | 01:10 | you can see Align Text Left.
Sometimes that's also called Ragged Right
| | 01:15 | because the right side of the text
just ends up where it ends up, there's no
| | 01:18 | effort to make a straight line along there.
| | 01:22 | It is actually the easiest
alignment format for most people to read.
| | 01:26 | It makes it easy for them to track across
the line and find the next line that they
| | 01:29 | have to go to and keep on reading. The
Center option works well for headings.
| | 01:37 | Like these two guys, where
you don't have a lot of text.
| | 01:41 | But if you used a Center option on a big
body of text, it makes it really hard for
| | 01:45 | your eye to track from one line to the next.
| | 01:49 | That would be a very difficult
option to use for body text in a document.
| | 01:54 | And this other one probably the least
used one is called Align Text Right and
| | 01:58 | that would be very unnatural in most things.
| | 02:02 | You might want to use it
for something like this.
| | 02:04 | You could use it for a caption
down here and that's not too bad.
| | 02:07 | Just three lines of text and it
wouldn't be too hard for somebody to read that,
| | 02:10 | but it would be awfully hard for
them to. Navigate a paragraph like this.
| | 02:15 | This last option is fairly common for
body text and that's to justify both
| | 02:20 | sides of the text. So if I
choose that and click on that
| | 02:24 | option you can see that this edge
is aligned and this edge is aligned.
| | 02:29 | And it does that by creating spaces
in between the words and the letters a
| | 02:33 | little bit. So it makes a
little bit of adjustments
| | 02:36 | all the way through. So that
makes justified text work well if
| | 02:39 | you have a lot words on a line. If
you have fewer words, there are fewer
| | 02:44 | options to use for spacing, and
that can result in some awkward gaps.
| | 02:50 | So if you want to use justified text,
thing to do is just apply it, and then
| | 02:53 | look at your paragraph and make sure you
don't have any big gaps between the text.
| | 02:58 | And if everything looks okay,
then go ahead and use it.
| | 03:01 | It's also a fairly readable option.
So in this lesson, you learned how to
| | 03:06 | apply alignment to paragraphs. And
the lesson also explained where you
| | 03:11 | might use some of the different options.
| | 03:13 |
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| Adding bullets and numbers to lists| 00:02 | In text, if you want to set a list off
from the body text, you're likely to use
| | 00:06 | a bullet. It's a little
dot that indicates each of
| | 00:09 | the items on the list. At
they're priority, there's some sort of
| | 00:13 | hierarchy to your list you may
want to use letters and numbers.
| | 00:17 | And that way, people can reference the
items by their identifying character.
| | 00:21 | This lesson shows how to apply
bullet's and numbers to your paragraphs.
| | 00:26 | You've got a document like this one, and
you have some items that you want to set
| | 00:29 | off from the rest. You might
want to add bullet's to them.
| | 00:33 | So, let's look at our hawks here. We
have Cooper's Hawk, Redtail Hawk and
| | 00:37 | the Northern Gosh Hawk. So, I
select those I go up to the Home
| | 00:40 | tab, and then up here in the
Paragraph group, the first two items.
| | 00:45 | Here are bullet's and here are numbers,
and each of these are drop down menus.
| | 00:51 | And the item at the top is one that you
recently used, and that's probably the
| | 00:55 | one that you most frequently use. So,
to apply bullet's to this list, I
| | 01:01 | could just go and I could
choose from the list up here.
| | 01:05 | Or if the one I want is showing in
the menu, then I can just click on that
| | 01:08 | button and there I have
applied bullet's to my paragraphs.
| | 01:13 | And you can see some neat things are
happening here one it indents everything.
| | 01:17 | And you can see the indents here on the
ruler, and it creates a hanging indent
| | 01:22 | for the paragraph. So, the
bullet hangs out over here, and
| | 01:27 | the paragraph aligns along that line.
This is really convenient and has a nice
| | 01:31 | clean look to it and it makes
your documents look professional.
| | 01:36 | Now, there are other options besides the
big heavy dot, and you can choose those
| | 01:41 | other options in this menu here. So,
if you wanted circles instead of dots
| | 01:46 | or squares, some sort of special
character, you can choose any of these
| | 01:50 | items, and they all look sharp. And
are applied evenly to the paragraphs
| | 01:55 | that you have selected. Now,
doing numbers is really just as easy.
| | 02:00 | All you have to do is click on the numbers,
and it creates numbers for your paragraphs.
| | 02:05 | And you can see again by looking at
the ruler here, you can see you have your
| | 02:09 | hanging indents. So, the
paragraph on this long block of
| | 02:13 | text looks nice and tidy,
and everything works great.
| | 02:18 | If you want to remove the numbers or the
bullet's, all you have to do is deselect it.
| | 02:23 | And see it's highlighted here,
showing the numbers are in effect.
| | 02:27 | I can turn that off, sort of
toggle it off using the button there.
| | 02:32 | So, it's very easy to turn
numbers or bullet's on or off.
| | 02:37 | Now, you notice that the Numbers
menu gives you special options, too.
| | 02:41 | There are different ways
that the numbers are formatted.
| | 02:44 | So, you can have numbers with a period or
number with a parentheses, or you can use
| | 02:48 | letters, even Roman numerals numbers.
So, you have several different options
| | 02:53 | depending on the style that
you want for your document.
| | 02:56 | And the other thing you can do with
numbers is you can create a multi-level list.
| | 03:00 | You do that like this. Here, you
have got a few different levels
| | 03:03 | of thing. You have got
Birds of Prey, you have got
| | 03:05 | Hawks which are sub-level, and then we
have three hawks, that are types of hawks.
| | 03:10 | So, I'm just using the Tab key to
position each of these items, and then
| | 03:15 | I'm going to select them all. And
then, I'll use one of these lists
| | 03:22 | that are multi-level lists. And
you can see it applies a handy
| | 03:29 | reference form to the list. And
it's based on the tabs that were used
| | 03:34 | to position the list to begin with. So,
before you use a multi-level list,
| | 03:39 | you need to insert the tabs to
position the items horizontally where you want
| | 03:43 | relative to their position
in the multilevel system.
| | 03:49 | And then, you apply one of the
options off of this menu here.
| | 03:53 | You can see there are
quite a few different ones.
| | 03:56 | Some are, have sort of a legal
feeling or a reference book feeling to them.
| | 04:00 | But you can choose one that's
appropriate for your document.
| | 04:04 | So in this lesson, you saw how to apply and
remove bullet's and numbers in your paragraphs.
| | 04:08 | You also explored some of the different
styles that are available in both bullet's
| | 04:12 | and numbers.
| | 04:13 |
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| Understanding styles| 00:02 | You can manually make changes to your
text and paragraphs by adjusting the font
| | 00:06 | and the spacing and the indents and
all those other formatting details.
| | 00:11 | If you want to quickly make one paragraph
match another you can use Format Painter
| | 00:14 | to copy and paste the formatting. But
that process can get a little tedious
| | 00:19 | if you're working on a really long
document or if you're trying to achieve
| | 00:22 | consistency among several different documents.
| | 00:26 | Word has a better way to consistently
format your text and it's called Styles.
| | 00:31 | Styles groups several formatting
definitions into a single style that you
| | 00:35 | can apply to your text. We've
got a document here which is a
| | 00:39 | novel, and entire novel, and
it's got different parts of it.
| | 00:44 | We have titles, we have headings, we
have chapter headings and we've got this
| | 00:48 | dedication page here. And right
now everything sort of has the
| | 00:52 | same look. And it would
be best to distinguish some
| | 00:56 | of these elements using formatting. Now,
if you're going to do that manually,
| | 01:02 | you'd probably go to the Home tab, use
the Formatting and the Font group here to
| | 01:05 | change the typeface and maybe the font size.
| | 01:09 | You might want to make this all
caps using some of these details.
| | 01:13 | And then you'd go to the next
bit of text and you'd format that.
| | 01:19 | But that can get, a little bit tedious.
You'd use the Font group here and the
| | 01:22 | Paragraph group there. Well,
every document that you open up has
| | 01:26 | some predefined styles and styles will
group several of those formatting details
| | 01:31 | into a single style. So, for
example there is a Title style,
| | 01:37 | that would be great to use
for the title of our book.
| | 01:41 | So, if we go over here to the Styles
group, again we're on the Home tab here,
| | 01:44 | and we can scroll through this
list and see different styles.
| | 01:48 | Or if we want to see all the styles at
once, we can click that and open up the
| | 01:52 | the list, and in here there's a Title style.
| | 01:55 | So, I can use that, and it changes
that paragraph of text in several ways.
| | 02:01 | And we've got a new font that's being
used, it changed the size of our font,
| | 02:05 | and it put this nice rule here to set
the title off from the rest of the text.
| | 02:11 | And that looks great. And we
could do the same thing here with
| | 02:15 | the Authors line. We might
want to use the Subtitle for that.
| | 02:19 | You could see how I am doing this. I
am just clicking in the paragraph and
| | 02:22 | then I am pointing to one of these
styles and it shows me a preview.
| | 02:26 | And then when I click on it, it
actually applies that style to the paragraph.
| | 02:32 | So, there are two ways that you can
apply styles, probably the most common way is
| | 02:36 | to apply styles paragraph by paragraph.
But there are some styles that work well
| | 02:41 | with just bits of text,
bits of selected characters.
| | 02:44 | So, suppose we want to make our author's
last name standout from the rest of the
| | 02:48 | text in the paragraph, we can select our text.
| | 02:53 | And then choose emphasis, or intense
emphasis, or one of these other styles,
| | 02:57 | subtle emphasis. There's
several different styles that we
| | 03:01 | could choose. And then just click on it.
| | 03:03 | And it only applies it to the
text that we've pre-selected.
| | 03:07 | So, the point here is that there are two
ways you can apply styles to a paragraph,
| | 03:12 | or you can apply styles to selected text.
And then it's applying it on a character
| | 03:18 | by character basis.
Naturally there are some things you
| | 03:22 | wouldn't do when you apply styles as a
character basis, you're going to effect
| | 03:25 | the indents and things like that. So,
if we wanted to continue here on our
| | 03:30 | sort of opening page for our novel, this
is all a dedication, and there are styles
| | 03:34 | you might want to use here to. We
could use a heading style for the
| | 03:40 | first line. We might want to use a quote for the
| | 03:44 | dedication in here. We'll
use the intense quote there.
| | 03:50 | And then this is sort of a few verses in here.
| | 03:54 | And I'm going to use a quote for that line.
| | 03:59 | And I'm going to use quote for this as well.
| | 04:02 | And you can see that even though there
are several different lines in here, it
| | 04:06 | applied the formatting to all the lines and
that's because it's all just a single paragraph.
| | 04:12 | I'm going to go up here and
click the Show/Hide button.
| | 04:14 | And you can see there's a paragraph mark here.
| | 04:17 | You can see at the end of each of
these lines we have this little arrow
| | 04:21 | character, that is the invisible
formatting mark for a line break.
| | 04:27 | This entire block of text here, is
considered a single paragraph and that's
| | 04:30 | the same with the one down here. I just
click on Quote and we've got our formatting.
| | 04:36 | Now we could continue and format
some more things in the document.
| | 04:39 | This is the next page and it has three
different headings and then it goes on
| | 04:43 | into the body text that you'd use
for the major part of this novel.
| | 04:49 | You can see here our novel is divided into parts.
| | 04:53 | Each part is going to
have several chapters inside.
| | 04:55 | And the chapter will have a chapter
number and it will also have the text,
| | 04:59 | the title for the chapter. We
might want to use three different
| | 05:04 | heading styles for this section, that
is going to be used repeatedly throughout
| | 05:07 | our novel. And we can quickly do that.
| | 05:11 | Do Heading one. Heading two, and Heading three.
| | 05:15 | You can see these all have a good
consistent look, they look different from
| | 05:21 | the body text, and be an attractive
thing to use all throughout the novel.
| | 05:31 | In this lesson you learned how to
quickly apply formatting text to a paragraph
| | 05:36 | using styles. You saw that
you can also apply styles to
| | 05:40 | selected text within a paragraph.
Styles make it easier to apply consistent
| | 05:45 | formatting throughout a document.
And they can make it easy to develop a
| | 05:50 | company image by using consistent styles
with different documents such as reports
| | 05:54 | or memos or letters.
| | 05:57 |
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| Modifying a style| 00:02 | You need styles to give consistent
formatting to different elements in your document.
| | 00:06 | But styles aren't written in
stone. You've got some flexibility.
| | 00:10 | There are two options. You
can override style formatting,
| | 00:13 | changing selected bits of text here and
there in your document, or you can modify
| | 00:17 | the style definition itself. And
in that case, every chunk of text
| | 00:22 | that uses the style will
reflect the changed definition.
| | 00:27 | This lesson shows both operations.
So what we're looking at here is our
| | 00:30 | novel, but we've split the screen here,
dragging this bar up and down, so that
| | 00:34 | we're looking at two parts
of the novel At the same time.
| | 00:39 | We see our Chapter one, the beginning
of Chapter one here, and the beginning of
| | 00:43 | Chapter two down here. We can
see that the beginning of each of
| | 00:47 | these chapters, we have some heading formatting.
| | 00:50 | So, this is styled with Heading two, and
then the title down here, is styled with
| | 00:54 | Heading three. And that's
the same with Chapter two.
| | 00:59 | Yeah, if I wanted to change some text,
suppose I want to change chapter 1 here,
| | 01:04 | I could just select that text and I
could turn off bold, I could pump the text up
| | 01:09 | in size, I could change the color Those
changes that I'm making only affect the
| | 01:14 | text that I have selected there. It
didn't make any change in this Chapter
| | 01:23 | Two Heading, so that's because I'm
overriding the style format in this
| | 01:27 | specific instance right here, and it's
just making that change to that one instance.
| | 01:34 | Now the other option I have, is to make
a change to the style definition and if I
| | 01:38 | do that it will make changes to every bit
of text that has that style definition in it.
| | 01:45 | So, we're going to do that with this
next line down here, the text line.
| | 01:48 | And see this is Heading 3. Got
my cursor in the paragraph and you
| | 01:53 | can see the highlight around the
definition, indicating that that's the
| | 01:56 | style that is applied to this paragraph.
I'm going to right-click on that And then
| | 02:02 | choose "modify" from this menu,
because I'm modifying the style definition.
| | 02:07 | We get this Modify Style
box that appears up here.
| | 02:10 | There are a few things at the top
here. We have the name and the style.
| | 02:16 | And it's based on the normal paragraph.
And what that means, is that some of the
| | 02:21 | formatting is coming from the
normal paragraph style definition.
| | 02:25 | After my heading, the paragraph that
usually follows is going to be the normal
| | 02:29 | paragraph, that's just the
body text of the document.
| | 02:34 | And then down here I've got some of
the really common formatting things that
| | 02:37 | you're most likely to want to change.
So we have typeface, type size bold,
| | 02:43 | italics, underline. We've
got a Color menu in here.
| | 02:47 | We have Alignment options here.
Spacing options in here and some of the
| | 02:52 | Indent options. And then
we've got a little preview box
| | 02:55 | that while we're making changes, in here it
shows us what those changes would look like.
| | 03:00 | So for example, if I want to change
the size, I could bump this up to 16, you
| | 03:04 | could see a glimpse of what that
would look like in our preview box here.
| | 03:09 | And it's building the definition down here.
| | 03:12 | We have the things that
describe the way this style is defined.
| | 03:16 | Is that we have the font and the headings
and the size and the bold Italic formatting.
| | 03:21 | The line spacing. All those
things are included here in
| | 03:24 | this definition. If I'm happy
with the changes that I've made.
| | 03:29 | I can just click the OK button here.
It changes the size of my text, that was
| | 03:34 | the only change that we made, but you can
see the change not only appeared here, it
| | 03:37 | appeared down in this other heading
three formatted paragraph as well.
| | 03:43 | So now throughout my document, for every
heading three, it will now use this new
| | 03:47 | font size that I gave it. Let's
go back to that box just a second.
| | 03:53 | If you don't see the tools that you need
to make the changes that you want in this
| | 03:57 | first group of formatting
tools, go down here to format.
| | 04:02 | And for example you can choose the font.
That'll bring up your Font box which will
| | 04:07 | give you a bunch more options. Same
thing if we wanted to do paragraph changes.
| | 04:13 | We could bring up our Paragraph box,
giving us alignment options, indent
| | 04:17 | options and spacing options
including line breaks and other things.
| | 04:22 | So you can get everything you want, this
is list is a pretty good size down here.
| | 04:27 | But the options you most frequently use
would be these font paragraph and maybe
| | 04:31 | the tab and border occasionally.
The rest of these are pretty specific
| | 04:35 | like numbering, and then this one
gives you a way to assign a shortcut.
| | 04:41 | Key to an option. But
generally, if you're just making
| | 04:44 | modifications, you can use this group
or these first 2, font and paragraph
| | 04:48 | dialog boxes to make your changes.
And you can make changes to your style
| | 04:53 | that will be reflected throughout the document.
| | 04:57 | So in this lesson you saw how to override
the style formatting by making changes to
| | 05:01 | select bits of text. You also
learned that you can modify the
| | 05:05 | style definition to change the
appearance of each bit of text that uses that
| | 05:09 | particular style.
| | 05:11 |
| | Collapse this transcript |
| Creating a style| 00:02 | Word comes with quite a few standard styles.
| | 00:04 | And a lot of the time it's best to go
ahead and use the standard pre-designed styles.
| | 00:09 | There's a lot of variety there
and they're pretty well thought out.
| | 00:13 | Sometimes however you may want
to create your own custom style.
| | 00:16 | And once you create a new style you
can apply it to any paragraph in your
| | 00:20 | document just as if it were one
of the previous eye in styles.
| | 00:24 | This lesson shows you how. So here
we have our novel, and, it uses a
| | 00:28 | few different styles. You can
see this chapter number is using
| | 00:33 | the Heading 2 style, and that's
the same down here in chapter two.
| | 00:38 | We've split the screen so we can look at the
beginning of two chapters at the same time.
| | 00:43 | This is the chapter title in
text, it's using Heading 3.
| | 00:46 | Three and the same thing down here.
Well suppose we want to create a custom
| | 00:51 | style for this bit of text in here. So
the thing to do is to create a new style.
| | 00:57 | And the way to do that is to go up here
we're on our Home tab where we see our styles.
| | 01:02 | And over in here we've got the Expand
button where we can open up our Styles
| | 01:07 | panel a little bit. This
gives us a different view of the
| | 01:11 | styles that we're using, and you notice
down here at the bottom you've got three
| | 01:15 | little buttons. We've got
New Style, Style Inspector and
| | 01:20 | Manage Styles. What we want
to do is click the New Style
| | 01:25 | button here, and that opens up a dialog box
where we can create a new style from formatting.
| | 01:33 | And looks a lot like the box
that you use to modify a style.
| | 01:37 | Couple of differences, one it doesn't
really have a name right now it says
| | 01:40 | style one which is sort of a generic name.
| | 01:43 | We're going to give it a different name.
We're going to call it Chapter Title?
| | 01:47 | And what type of style is it? It
can either be a paragraph style or it
| | 01:52 | can be a character style or it can be
linked or it can be applied specifically
| | 01:57 | to listed tables. We're going
to leave this Paragraph style.
| | 02:04 | We want this style
applied to an entire paragraph.
| | 02:08 | Right now it's based on chapter three.
It's using some of the formatting from
| | 02:12 | chapter three and we can
override things that we want to change.
| | 02:15 | That works well for me. And the
style for the following paragraph
| | 02:19 | this is asking us most frequently after
you're done using this style and you hit
| | 02:23 | the Return key. What's the
next style you want to be
| | 02:27 | automatically be selected?
Well we'd like to have the normal
| | 02:31 | paragraph automatically selected.
It's most likely going to be just the
| | 02:36 | body text after we use this style. So,
those are our initial properties that
| | 02:41 | we've got set there. Now the
most frequent formatting options
| | 02:45 | are shown in this little
box up here to begin with.
| | 02:48 | This is our preview kind of a thumbnail
example of how our style's going to look.
| | 02:53 | But we can change the type face, we can
change the font size we can change the
| | 02:57 | style whether it's bold, italic or underline.
| | 03:01 | We can choose a different color, we can
change the alignment and the line spacing
| | 03:05 | we can change some of the
indent options over here.
| | 03:09 | So I say, these are the most common
formatting things that you might want to use.
| | 03:13 | So, let's go ahead and, let's turn off
the bold, let's bump up the type size.
| | 03:19 | And let's give it a color, let's make it blue.
| | 03:24 | Let's center our text. So
you've got some other options in this
| | 03:28 | menu down here. If I click
this open you can see we've
| | 03:31 | got Font, Paragraph, Tabs,
Borders and some other options.
| | 03:35 | The most common ones that you'd
use are pretty close to the top.
| | 03:39 | You can bring up the Font dialog box and
make other changes in here, for example
| | 03:43 | let's make a Border change.
Let's go down here to Borders.
| | 03:49 | Brings up this dialog box where you
have Borders, Page Border, and Shading.
| | 03:53 | We want to use this first option, Borders.
| | 03:56 | We can choose a style. We've
got our color already selected,
| | 03:59 | that's going to match our typeface. And
then we can decide where to put the border.
| | 04:04 | We could put the border above it.
Below the text or on either side of it.
| | 04:10 | What I want to do is. I
want to have a border that goes
| | 04:14 | underneath our text and
we'll apply it to the paragraph.
| | 04:19 | And I click OK. And here's our style.
| | 04:23 | You can see, we've got our color, our
centered text, it's, the size is bigger.
| | 04:28 | And you can see how much different it
is from the style that we had previously.
| | 04:32 | And if we look over here, we can see
chapter title is in the name there, and
| | 04:36 | you'll also see it up in here. Now,
that makes it easy to apply this
| | 04:41 | style to other paragraphs. And
we'll have to go ahead and do that if
| | 04:46 | we want to make this document
consistent all the way through.
| | 04:50 | So, if I just click on Chapter Title, it
applies the new formatting to my paragraph.
| | 04:57 | So in this lesson you learned how to
create a new Custom style according to
| | 05:01 | your own specification. Once
you've created a new style, it
| | 05:06 | appears in the Styles panel.
And you can apply it to text and
| | 05:11 | paragraphs just like the
built-in, pre-designed styles.
| | 05:16 |
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|
|
6. Adding Media to DocumentsAdding photos| 00:02 | There's a saying about a
picture being worth a thousand words.
| | 00:04 | In a lot of cases, a picture can provide
strong support for the words on the page.
| | 00:09 | Now, Word gives you lots of ways to
add visual elements to your document.
| | 00:13 | This lesson shows how to Find, Insert,
and Format a photo from your computer's
| | 00:17 | hard drive. You have a
document like this that's just
| | 00:21 | calling out for a picture. This one
really wants a dog in the picture.
| | 00:25 | What you do is you go to the Insert tab
up here and then you've got Illustrations
| | 00:30 | group in here. This first
one, Picture, is used to find
| | 00:35 | images that are stored on your hard drive.
| | 00:38 | So, when I click this, we get
this Insert Picture dialog box.
| | 00:43 | And it's like a lot of the boxes where
you can navigate through your Computer,
| | 00:47 | and your Favorites, and your Libraries,
and your Disk Drives, and Folders.
| | 00:52 | And if you want to open up a folder,
you can double-click on the folder to see
| | 00:55 | what's inside. A lot of
times, your pictures will be
| | 00:59 | stored in this My Pictures folder,
and that's where we find our dog.
| | 01:03 | I'm going to click on him and then I can
click Insert or I could just double-click
| | 01:07 | on the dog. That's
usually the fastest way to bring
| | 01:10 | him into your Document. When he
comes into the document, he's got
| | 01:14 | this little frame around him and
it has handles around the edges.
| | 01:18 | If you want to re-size the picture, the
best thing to do is to grab one of the
| | 01:21 | handles at the corners, because
that re-sizes him proportionately.
| | 01:25 | If we drag one of these on the side or
the top and bottom, it tends to distort
| | 01:30 | the picture. So, we drag
from the side, it looks like
| | 01:33 | he needs to go on a little bit
of a diet. I'm going to Undo.
| | 01:39 | Get him back to his nice shape here. Now,
the other thing that you can do with
| | 01:43 | the picture is you can grab this green
dot, the handle at the top here, and you
| | 01:46 | can rotate him if you want to.
It's not particularly what we want for
| | 01:51 | this image. But in a lot
of cases, that might be a
| | 01:54 | handy thing to do. And you
can get to some formatting
| | 01:58 | options if you right-click on the picture.
| | 02:00 | We'll scroll down the list you'll see cut
and paste some of the usual suspects there.
| | 02:04 | But down here, you'll see Wrap Text and
that's one that you'll probably want to
| | 02:08 | use a lot of times. You get
several different choices, you
| | 02:12 | can have them in line in text, just on
the line with the text or square have the
| | 02:15 | text wrap around him.
That's always a good choice.
| | 02:20 | Tight does the same thing, except it
really fits the text around each and
| | 02:24 | every edge of the picture. Through,
let's the text show through the image.
| | 02:30 | And look at some of the other options here.
| | 02:37 | Top and Bottom forces the text above and
below, behind the text, in front of the
| | 02:43 | text, so you have several
different options you can work with.
| | 02:50 | I'm going to use the square because
it makes a nice tight frame, and then I
| | 02:53 | could just drag my picture
where I want them in my document.
| | 02:58 | I think that looks pretty good, maybe
get it a little closer to the margin there.
| | 03:03 | There's my dog. And that's
all it takes to drop a picture
| | 03:07 | into your document. So, in
this lesson, you learned how to
| | 03:11 | insert and format a photo in your document.
| | 03:14 | You learned how to position and re-
size visual elements on the page.
| | 03:17 | Now, you can do the same kind of shaping
and controlling how the text wraps around
| | 03:22 | your picture with other
things besides photos as well.
| | 03:26 |
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| Inserting clip art and shapes| 00:02 | You can insert your own photo and artwork
into your documents but sometimes you may
| | 00:06 | not have the perfect image. Now if
that happens, it's time to take a
| | 00:10 | look at the artwork that comes with Word.
This lesson shows how to use Word's clip
| | 00:15 | art, shapes and arrows. So
I've got a document here, and It's
| | 00:19 | kind of a work in progress, it's a
list of birds, and its going to include
| | 00:23 | descriptions of different types of
birds, and its going to group birds into
| | 00:27 | different categories. It might
be nice to have a drawing of a
| | 00:33 | bird here, not any specific bird but
just kind of a general bird of prey might be
| | 00:38 | nice at the top of this section. So,
the thing to do is to go up to the
| | 00:43 | Insert tab. Look here in
your illustrations where you
| | 00:47 | see a few different options. The
one that we want is Clipart because
| | 00:51 | we don't already have
that image on our hard drive.
| | 00:54 | We want to. Search through the offerings that
| | 00:57 | Microsoft gives us when you buy word or
any of the Office programs, they often
| | 01:01 | come with clipart. If I click
on the Clipart button there,
| | 01:06 | it opens up this panel and initially it
shows what I searched for last time so
| | 01:10 | evidently I was in chili
pepper mode last time I was in here.
| | 01:16 | But we want to look for hawks. So
I'm going to type in hawks, and then I
| | 01:20 | could just click the go button here, but
I can refine my search a little bit too.
| | 01:26 | I can go in here, and I
can choose the type of media.
| | 01:29 | If I want to just look through
everything, I can click all types of
| | 01:32 | media, or I can Select
one of the options in here.
| | 01:36 | I don't want audio and I don't
video and I don't want photographs.
| | 01:39 | I'm just going to limit
this search to illustrations.
| | 01:43 | Now I'm going to click Go and it goes
through my list and it comes up with
| | 01:47 | things that have the hawk
key word. Now some of these.
| | 01:52 | Evidently are aircraft.
Some of them are very stylized.
| | 01:57 | But anything that has that hawk name
attached to it is going to pop up in here.
| | 02:02 | I kind of like this first 1,
actually. I'm going to double-click on it.
| | 02:08 | And it automatically
inserts it into my document.
| | 02:12 | Now, these drawings are pretty flexible.
You could make it really big if you want
| | 02:15 | to and it still stays nice and sharp, it
doesn't get that pixelated look that you
| | 02:19 | see sometimes with some images.
That has to do with the way the file
| | 02:24 | format of this particular picture was saved in.
| | 02:27 | I don't really want it that big.
Even a little bit smaller than that.
| | 02:34 | Now you can resize it by dragging the corners.
| | 02:37 | That resizes it proportionally.
You can drag the edges if you want to
| | 02:40 | stretch it in one direction or another.
You can spin it around as we saw with
| | 02:44 | other things and that
wouldn't be too bad for our hawk.
| | 02:48 | We could spin him around a little bit.
And you can Right Click to choose picture
| | 02:52 | formatting options. Especially
important is the way that the
| | 02:58 | text wraps around the image. So,
something like that works well for
| | 03:02 | our hawk. Now the other thing that you'll notice
| | 03:05 | when you have a picture selected in here
is you get the Picture Tools tab, which
| | 03:10 | is this colorful tab up here. It's
a special tab that appears when you
| | 03:16 | select your artwork. And kind
of moving from left to right,
| | 03:20 | you can see it gives you several
options. You can control the brightness and
| | 03:24 | contrast of your image. That would
work if it's a photographic image.
| | 03:28 | This is a very contrasty image, so
it doesn't do much for us right now.
| | 03:32 | You can choose color options.
We might want to do that.
| | 03:35 | We can choose this. Reddish-
brown might be good for our hawk.
| | 03:40 | You can compress the picture.
Again, for more complicated graphics,
| | 03:44 | that will help you have a smaller
file size overall if you have a picture
| | 03:48 | inserted into it. You might
want to use this if you know
| | 03:52 | that you're going to be emailing this
document with its pictures to another location.
| | 03:57 | You can Change Picture, and this opens up
a File folder window where we could swap
| | 04:03 | our bird for a dog or we could swap out
that picture and choose a different picture.
| | 04:10 | And you can reset pictures so if you make
changes to the picture, if you click this
| | 04:14 | button, it will change it back to
It's previous formatting or color.
| | 04:20 | Now the picture styles up here apply
automatic borders and other effects to
| | 04:24 | the picture. So we can
give it a kind of card effect,
| | 04:28 | where it looks like it's
floating above the image.
| | 04:32 | This is all done with Basically
differently types of borders around the picture.
| | 04:37 | This is a nice effect, the shadow
effect, I kind of like that one.
| | 04:43 | Sort of a blurred image. If you
want to see more options, you can
| | 04:46 | open it up and you can see all sorts of
different, really framing and formatting
| | 04:50 | options that you can add to your
picture. You just need to point to it.
| | 04:55 | If you're happy with
something, then you can click on it.
| | 04:57 | These predesigned effects are really made
from the tools that are over on this side
| | 05:01 | over here. For example,
the picture board and you
| | 05:04 | can choose different colors over
here. Picture effects, you can choose
| | 05:10 | reflection and shadow. Shadow
effects are often really Handy to
| | 05:14 | make a picture look like
it's set out from the page.
| | 05:21 | And picture layout, if you have a more
complicated image, or if you're using
| | 05:25 | smart art, you can use
these picture layout options.
| | 05:29 | These other options over here
are used to position the picture.
| | 05:33 | If you have several elements on the page,
you can make sure that the element that
| | 05:37 | you want is above or below the other
elements where it might hide part of
| | 05:40 | another element, and that includes text.
Your text wrap options are all showing up
| | 05:47 | on this menu over here. You
can resize your image by eye just
| | 05:50 | using these handles, or if you have
specific dimensions that you want to use
| | 05:55 | to size or crop your image, you
would use these controls over here.
| | 06:04 | So, that's your clipart. Now,
let's look at one other option that
| | 06:08 | we've got in here in our
Insert tab and that is shapes.
| | 06:12 | These are really kind of basic sort of
shapes that you can just click and pop
| | 06:17 | the shape into your document. Now,
you can format these shapes using
| | 06:22 | similar tools to the ones that we
saw with the pictures and you can.
| | 06:26 | Resize them and rotate them. One
of the shapes that's handy for a lot
| | 06:30 | of documents are the arrows. We
go in here you can find an arrow.
| | 06:36 | And you can click and drag to
position the arrow on your page.
| | 06:41 | After you have your arrow you can
select it and you can choose different colors
| | 06:46 | for your arrow and different widths and
sizes, and the arrows are pretty flexible.
| | 06:53 | You could drag one end of the arrow
and point it to a different location.
| | 07:01 | So when my cursor shows this line with
arrows on both ends, that means I can
| | 07:05 | drag this end of the arrow
and point to a different object.
| | 07:11 | And that works on both sides. So
in this lesson you learned how to
| | 07:16 | search through Word's
clipart to find the perfect image.
| | 07:20 | You saw that you could format the
image and add other visual effects.
| | 07:24 | You also explored some of the shapes
and arrows that Word provides and saw how
| | 07:27 | easy it is to stretch and resize
them to work with your project.
| | 07:32 |
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| Working with SmartArt| 00:02 | One of the biggest issues with adding
graphics to a document is that you can
| | 00:05 | spend just loads of time adjusting and
formatting and tweaking all the little details.
| | 00:11 | If you're not a graphic artist by
nature, it can be even more of a time sink.
| | 00:16 | Now, that's where Word's Smart Art can help.
| | 00:19 | Smart Art gives you lots of images and
things that you might want to use, and
| | 00:23 | they're very flexible. Let
me show you how they work.
| | 00:28 | Suppose you have a memo like this that's
going out to your staff and you want to
| | 00:32 | pop an organizational chart into it.
You can go up here to the Insert tab and
| | 00:38 | you could use one of these shapes, but it'd
be a better option to use Smart Art actually.
| | 00:44 | You click on Smart Art, you get this
little box where you can see different
| | 00:49 | types of art and this button at the top
shows all the art together, but you can
| | 00:54 | zero in on lists or processes. You
get a little thumbnail of the image
| | 01:01 | over here, but if you click on that,
you'll see a little bit larger preview
| | 01:05 | over there. And there are
a lot of different styles
| | 01:10 | and all you have to really do is go
through here and pick one that works for
| | 01:14 | your project. I'm going to
go with this Hierarchy group
| | 01:20 | here and I think I like this guy right there.
| | 01:24 | I think that one is going to work
for us. So, I'm going to click OK.
| | 01:28 | And now, that pops in
raw image into my document.
| | 01:33 | Still some more needs to be done. I
need to provide text in all of these
| | 01:36 | places where it says text and you may
recall that where there are brackets and
| | 01:40 | templates and other things, that often
means this is your job here, you need to
| | 01:43 | put something in here. We can re
-size our image a little bit if
| | 01:51 | we want to. So, you have
some of the other standard
| | 01:55 | formatting options but one of the first
things you want to do is to put your text
| | 02:00 | in place so we could put the big
kahuna at the top of our chart here.
| | 02:08 | We might want to make this a lesser kahuna.
| | 02:12 | And then, we could put numbers in
these other ones just as placeholders while
| | 02:17 | we're working with it. So, there's our chart.
| | 02:22 | It's just that easy to add text to it.
You can see it creates an outline over here.
| | 02:27 | You can add text here, or you can
add text over here if you want to.
| | 02:31 | You can eliminate and element,
so I'm going to select that.
| | 02:36 | I could format it, re-size it, make
these things just like you would any other
| | 02:40 | image, but I can also right-
click and cut that element out of it.
| | 02:44 | You can see our chart just
really quick reformatted itself.
| | 02:49 | The lines changed, the everything else
changed to accommodate the change that I
| | 02:53 | made to it. And that's
the area where you'll really
| | 02:56 | save a lot of time when you work with Smart Art.
| | 03:00 | It is smart in terms of knowing
how to add and remove elements to it.
| | 03:06 | Suppose we wanted to add another element,
(SOUND) we could do that just by typing
| | 03:13 | it in there. So, in addition to the text and
| | 03:18 | restructuring our chart, we have the other
options that you would have in formatting.
| | 03:25 | So, you can add special effects, you can
select several elements in the chart, and
| | 03:31 | you could change their appearance with
fills, outlines, and things like that,
| | 03:37 | Shadow effects. So, in this
lesson, you saw how to add
| | 03:44 | Smart Art to the printed page.
You learned how to add and remove
| | 03:49 | elements from a Smart Art chart and you
saw how to perform other re-sizing and
| | 03:56 | formatting tricks.
| | 04:00 |
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| Working with WordArt| 00:02 | If you are designing a logo, a
letterhead, or maybe even just a fancy
| | 00:05 | heading for your page, you may be
interested in using WordArt to tackle the job.
| | 00:11 | In this lesson, you learn how to add
WordArt to the page, and you can explore
| | 00:14 | some of the fancy formatting
options that are available.
| | 00:19 | So, pretend we're
developing a logo for a company.
| | 00:22 | We've got our turtle logo here, the
company is Turtle Transport Limited and
| | 00:27 | we want to add the name of the company.
So I'm going to go up here to Insert and
| | 00:32 | then here we've got our illustrations
group and that's where we got our turtle.
| | 00:38 | But we want to add words
and we want to add clip art.
| | 00:42 | Now, we could use things from here, but
the Word Art option is over here in the
| | 00:46 | text box. So, if I click
on this menu, it opens up
| | 00:50 | a kind of visual menu here, where we
can see different options for different
| | 00:53 | styles of text. You've got,
sort of, 3D effects and you
| | 00:57 | have some shadow effects. I'm
going to go with this mirror effect,
| | 01:02 | down here, and it adds the
Word Art box to our page.
| | 01:08 | Gives us this not so subtle hint that
we've got something to do here, which is,
| | 01:13 | add the name of our company. And
you can see we've got this box.
| | 01:22 | We can drag it around on the
page as you would other artwork.
| | 01:25 | When you see this cross with the four
arrows on it that means that you're in
| | 01:28 | move mode and you can move things around.
We can resize the box with the handles
| | 01:33 | but you'll notice that
doesn't really resize the text.
| | 01:37 | What you need to do if you want the text
at a different size, is you need to treat
| | 01:40 | it just like you would any other text.
Select the words, and go up here and you
| | 01:45 | can choose different text
sizes from your menu over here.
| | 01:51 | Now once we have our art selected, we can
see that we've got some drawing tools up here.
| | 01:59 | So if I click on the Format tab, it gives
us some of the drawing options that we saw.
| | 02:04 | With other artwork you can
change the fill and outline.
| | 02:08 | You can change the styles
again using these other options.
| | 02:12 | Just point to one and if you're happy
with that then just go ahead and click on it.
| | 02:16 | You can change the text direction. And
that's one special thing with WordArt
| | 02:22 | that is pretty handy. So you can
rotate the text in a different manner.
| | 02:26 | You can change it's direction. You
can do alignment chores in that menu
| | 02:34 | as well. So, those are
some of the things you can do.
| | 02:38 | I'm going to go back here a little bit.
The other options that are kind of
| | 02:42 | interesting are all of these visual effects.
| | 02:44 | Now these styles that you see in this
panel here are made up from choosing
| | 02:49 | Colors, choosing Outlines, and then
choosing some of these special effects in here.
| | 02:56 | So in the special effects group you'll
see different Shadow options, you'll see
| | 03:01 | Reflections, our first image used
reflection a little bit, glow makes your letters...
| | 03:09 | It's kind of like a shadow but it goes
all the way around it and you can choose
| | 03:11 | different colors for the glow. You
can use Bevel Outside or Bevel Inside
| | 03:16 | for different shape effects.
You've got some 3D rotation effects,
| | 03:22 | which are pretty snazzy and give your
text a really three dimensional look with
| | 03:27 | that perspective and different feeling to it.
| | 03:32 | And then down at the bottom you
have some interesting effects.
| | 03:35 | These are called transform. You
can actually shape the word so they
| | 03:38 | follow different paths. You
can create arches and curves and
| | 03:41 | circles and things with your words.
So I'm going to choose one of those and
| | 03:45 | show you how that works. So,
this is kind of a nice arch.
| | 03:49 | It's almost a western effect that
wouldn't look too bad with our turtle here.
| | 03:56 | You can stretch to create more of an arch
if you want to, or you could compress it
| | 04:01 | to create a sharper angle. So,
those are some of the ways that
| | 04:06 | WordArt will let you stretch
and bend your text on the page.
| | 04:12 | In this lesson you learned
how to add WordArt to the page.
| | 04:16 | You learned how to create special
effects such as drop shadows and mirroring and
| | 04:20 | beveled edges. And you
learned that you can make the
| | 04:23 | text follow a path such as a curve or an arch.
| | 04:26 |
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| Adding tables to documents| 00:02 | If you want to organize elements in your
document in rows and columns, that's the
| | 00:05 | time to insert a table into your document.
| | 00:10 | Tables give you a quick and easy way to
position and group text and numbers on a grid.
| | 00:15 | So, we had a memo like this, that we're
putting out, and we decide that we want
| | 00:20 | to include some details, maybe
some expense details in this.
| | 00:25 | And we'd like those organized in
a reasonable fashion so people can
| | 00:28 | understand it, we might want to use a table.
| | 00:32 | So, the thing to do is to go up to the
Insert tab here and then use the Table Option.
| | 00:38 | If click on this, I can open up a menu
and you see this kind of odd little grid
| | 00:41 | and what it is, is you can choose the
number of cells and rows you want in your
| | 00:45 | table, so the highlighted cells there.
And then you could see it's actually
| | 00:51 | building the table down in my document.
So, there are two ways that you get to
| | 00:56 | visualize this before you even make a decision.
| | 00:59 | All I have to do is click on the
option and it inserts the table into my
| | 01:02 | document, my cursor is there
flashing away and I'm all ready to go.
| | 01:07 | So, I want the months across the top but
I'm going to skip this first cell and to
| | 01:11 | move from one cell to
another, I can use the Tab key.
| | 01:16 | Or I can hold Shift + Tab to move backwards.
| | 01:19 | If I just want to move up and down, I
can use the Arrow Keys, and that's the way
| | 01:22 | you navigate through your table.
If you want to enter some text or
| | 01:28 | numbers, all you have to do is
type, the Tab, type, and Tab.
| | 01:36 | And let's see, let's put our expense
items in here, Phone, Gas, and Electric.
| | 01:49 | And I can go ahead and enter my expenses.
So, you get the idea how easy it is to
| | 01:56 | create a Table and once you have
the Table in place, it automatically
| | 02:00 | organizes your text. You
could just write in those cells.
| | 02:05 | If I needed to put extra text in
this cell, I could hit Enter and I could
| | 02:08 | continue to put other numbers in here. So,
the table itself is very flexible and
| | 02:15 | you also will have options for
aligning and formatting text.
| | 02:20 | If we wanted to highlight a row, we could
select it and we could just use our usual
| | 02:24 | font formatting items here.
We could make the text, Bold.
| | 02:29 | We could increase the Size. So,
you have all those options within
| | 02:33 | your Table. If you want to
delete a Table, you can go
| | 02:36 | up here, when you see this arrow on
the corner, if you select that little box
| | 02:40 | with the arrow, you can see
that selects my entire table.
| | 02:45 | And if I press Delete, it
removes the text from the Table.
| | 02:49 | And if I choose Cut, it cuts
the table out of my document.
| | 02:56 | And there's one other way to pop a table
into your document that's particularly handy.
| | 03:02 | And that's to copy data from
Excel right into your document.
| | 03:08 | So the thing to do is open Excel and
then load the spreadsheet that has the
| | 03:11 | information that you want to copy. Now,
I've already done that so I'm going
| | 03:16 | to go to my Excel worksheet here. You
can see here's my worksheet floating
| | 03:21 | on top of my memo and this is the Excel program.
| | 03:24 | And I could just Click and Drag
to select some of these cells.
| | 03:28 | And then I could right-click and copy,
then I'm going to click the Title bar of
| | 03:34 | my memo. And we're back in Word over here, and
| | 03:39 | then I can right-click and Paste. I
can use any of these Paste options here.
| | 03:45 | This one uses the formatting
that was in the spreadsheet.
| | 03:49 | This option uses formatting that is
already in my Word Document here, and
| | 03:54 | then you can create lengths
and do some other options here.
| | 03:59 | I am just going to chose this first
one using the formatting from this
| | 04:02 | spreadsheet, and you could
see, it puts my text in here.
| | 04:07 | You can see there's some alignment going
on here, but what you don't see is that
| | 04:10 | Table grid. I'm going to
go turn that on using the
| | 04:13 | Table Tools up here, go over to the
Layout tab and I'm going to say View Grid Line.
| | 04:21 | Now, you see these lines
that were part of the table.
| | 04:24 | These lines won't print, there is a way
that you can add a grid with printing lines.
| | 04:30 | But right now, were just using these
for organization, we could see where the
| | 04:34 | cells begin and end, and that's how
you insert an Excel text into there.
| | 04:39 | Once the text is in here, you could go
ahead and edit the text and the numbers
| | 04:43 | so it's independent of the
Excel spreadsheet at this point.
| | 04:48 | It's just as if you typed
this text into your document.
| | 04:51 | So in this lesson, you learned how to add
a table to your document using the Insert
| | 04:55 | Table command, you saw that you could add
text and navigate from one cell to another.
| | 05:01 | And you also learned that you can copy
and paste data from Excel directly into
| | 05:05 | your Word Document.
| | 05:07 |
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| Editing tables| 00:02 | Once you have a table in your document,
your probably going to want to make some
| | 00:05 | changes eventually. Your going
to want to edit the text, you
| | 00:08 | might want to remove or add columns.
And you also might want to format your
| | 00:13 | table so that it looks good and helps to
tell the story that your trying to tell.
| | 00:19 | So here we've got our document, and we
have a table already in it, but it needs
| | 00:23 | a little bit of work. Some of
the things that you want to do
| | 00:27 | include formatting, and some
of the things include editing.
| | 00:31 | If you want to make changes to the text
in your document, you can just select the
| | 00:34 | text like you would anything else. And
then if I start typing a new word, my
| | 00:39 | new word is going to appear in
that cell. So that's easy enough.
| | 00:44 | Sometimes you're going to
want to resize the cell.
| | 00:47 | So something's going on here where our
dollar signs aren't fitting on the same
| | 00:51 | lines with the numbers. And that
doesn't look very good, so what
| | 00:56 | we want to do is make this cell a little
bit wider so that everything fits in on
| | 01:00 | one line. And you could do that by clicking and
| | 01:05 | dragging the edges of the cell. When
I put my cursor over the edge of the
| | 01:10 | cell like that, I can click that and then
drag it to expand the size of that cell.
| | 01:17 | And naturally some of these others are
going to change size too to accommodate
| | 01:20 | it, but that actually worked pretty well.
Sometimes when you have a table in your
| | 01:24 | document like this, you don't see these
grid lines, so you don't see the edges
| | 01:28 | that you can click and drag. You
can show and hide the grid lines in
| | 01:33 | your table by making sure that your in
the cell so that you see the Table tools
| | 01:38 | tab up here, go over to Layout. And
then you can click this button which
| | 01:45 | shows and hides the grid
lines these are lines that do not.
| | 01:51 | Print in your document, even if you have
them showing when you're working in Word,
| | 01:54 | they don't print when you go
to print out your document.
| | 01:58 | If you want lines that print, you have
to specifically add them, and you can do
| | 02:02 | that on the Design tab, under Table tools here.
| | 02:06 | Now this gives you an option to
choose several different border styles.
| | 02:11 | The quickest and easiest way to make
changes to the formatting and the borders
| | 02:15 | and things like that in your document
is to go up here and chose some of these
| | 02:18 | table styles. So if we
want a grid all the way around
| | 02:23 | it that actually prints, I
could chose that first option.
| | 02:26 | Some of these other options add colors
and different ways that they add colors
| | 02:31 | and bands around your table. Give
it a different visual effect and you
| | 02:36 | can go through this list, you can
see there are all sorts of options.
| | 02:40 | And as usual, all you have to do is point
to one and then click to make that selection.
| | 02:47 | And it chooses the formatting
and inserts it into your document.
| | 02:51 | Even after you've done that, you can go
through here and make formatting changes
| | 02:55 | to individual cells. So if you
want to select a row or column
| | 02:59 | you move your cursor to the top edge here.
| | 03:02 | So if I wanted to select a column I
could do that, and it selects all the text in
| | 03:07 | that column. Then I can
make changes to the font style
| | 03:12 | and things like that, so I can
highlight parts of my text in here.
| | 03:18 | You can also use the same thing once you've
selected a row or column to delete something.
| | 03:24 | So say we want to take the
maintenance hours out of this table.
| | 03:27 | Now I've selected the whole table.
I'm going to right-click on the
| | 03:31 | selection, and if I go up here you can
see some of the common editing commands
| | 03:34 | that you'd use, and one of those.
Because I have a column selected one of
| | 03:39 | those is the lead column. If I
click on that it removes the column
| | 03:43 | makes my whole table a little bit
smaller, removes the information.
| | 03:48 | you can do the same thing with
rows go off to the side here.
| | 03:52 | Click to select the entire row and then
choose Delete Rows and it deletes the row.
| | 03:59 | If you want to remove the entire table,
you need to go up here and select the
| | 04:03 | little button over here in the
corner to select the entire table.
| | 04:09 | And then you can choose
Delete Table from the same area.
| | 04:13 | So, in this lesson, you saw how to edit a
table, how to format the contents of the
| | 04:17 | table, and how to work with the table
that is already inserted into your document.
| | 04:23 |
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| Adding charts| 00:02 | When you're trying to show the story
behind some numbers, there's nothing
| | 00:05 | better than a chart or a graph. Now,
Word borrows some of the features
| | 00:10 | from its number-crunching sibling
Excel to bring charting power to the page.
| | 00:15 | We've got a document like this memo, and
you want to insert a chart into it, you
| | 00:21 | can put your cursor in place, go up
here to the Insert tab, and then in the
| | 00:26 | Illustrations group choose Chart. If
I click on that, this window opens up
| | 00:33 | and it shows me lots of
different types of charts.
| | 00:37 | So here we've got your Column chart, one
of the most common charts that you'd use,
| | 00:42 | and Line charts, Pie charts, Bar charts,
and you can go through here and chose
| | 00:46 | specific groups. We've got
Area charts, Surface charts,
| | 00:53 | Donut charts, some of them are 3D layout.
So, you got quite a bit of variety here
| | 00:59 | and the trick is to choose the ones
that match your numbers and tell the story
| | 01:04 | that you want to tell. I'm
going to choose this Column chart
| | 01:10 | that is 2D just for
simplicity's sake, and I click OK.
| | 01:16 | And that brings up a
spreadsheet where I can enter my data.
| | 01:24 | This is the part where I was
saying it borrows things from Excel.
| | 01:28 | So, it gives me a little preview over here.
| | 01:31 | My chart is going to be the items that
appear in this group in here, it got some
| | 01:36 | instructions down here, it says, to
re-size chart data range, drag lower
| | 01:40 | right corner of the range. So,
you can see, there's a little blue
| | 01:46 | corner button there, and I can choose
this to drag my chart to a different
| | 01:51 | size, adding either rows or cells just by
dragging it in one direction or the other.
| | 01:59 | So, we can see when we add in this
direction, it actually adds more series
| | 02:03 | up here and it can add
more rows along that way, too.
| | 02:08 | What I want to do is, I want to go for
the first quarter of the year, so I'm
| | 02:12 | going to do January, February, and March.
And I navigate this chart just as you
| | 02:18 | would a table that you've inserted into Excel.
| | 02:22 | You use Tab to move to new cells.
You can use the Up and Down Arrows to
| | 02:26 | move up and down the cells.
You can use Shift + Tab to move
| | 02:29 | backwards, so it makes it easy just to
keep your hand on the keyboard and keep
| | 02:33 | typing away. I'm going to
put some Expense categories
| | 02:37 | in here. So, we're going
to put Phone, Down Arrow,
| | 02:41 | Gas, Down Arrow, Water, Down Arrow, Electric.
| | 02:48 | There's my office expenses. I'm
going to re-size this to get rid of
| | 02:52 | couple of those rows, we don't need those.
| | 02:56 | I can select these and make sure my
months are aligned over my numbers.
| | 03:02 | And I can type in some
numbers in here. (BLANK_AUDIO).
| | 03:23 | Now I have things entered into my table.
And the thing to do is to go back to my
| | 03:26 | Word Document and you can
see it built my chart for me.
| | 03:32 | So we've got a legend over here that
shows what these colored bars mean in
| | 03:36 | terms of months. We got our
expenses down at the bottom,
| | 03:40 | Phone, Gas, Water, Electric. We
got a scale along the side here that
| | 03:45 | shows us our numbers. We go
back to our Excel worksheet, we can
| | 03:49 | make changes to it. For example,
we could take these numbers,
| | 03:53 | and we could format them as dollars. We
could format it just like you would in
| | 04:00 | Excel, if you're familiar with Excel.
Then when I go back to the chart, you can
| | 04:06 | see it's showing dollars on
my number scale over here.
| | 04:09 | So, you can go back and make changes there.
| | 04:12 | And you can also make changes to your
chart by clicking on it and choosing some
| | 04:16 | of these options that you would with
other graphic elements that you insert
| | 04:20 | into your document. If you
wanted to re-size this chart, for
| | 04:25 | example, we could just drag on the corner
of it, we could make it bigger or smaller
| | 04:28 | so that it fits into the
space that we want it to fit into.
| | 04:33 | So, in this lesson you saw how to
insert a chart in your document.
| | 04:37 | You also learned how to insert words
and numbers into the Data Table that works
| | 04:41 | behind the scenes.
| | 04:43 |
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| Formatting charts| 00:02 | After you've added a chart to your
document, you have lots of options for
| | 00:05 | editing and formatting the graphic.
This lesson shows how to add new elements
| | 00:09 | to your chart and how to change its appearance.
| | 00:12 | So, we've got a memo here and
we've got our chart in place.
| | 00:18 | This was the initial formatting that it
came with it, it keeps track of our expenses.
| | 00:23 | Now, suppose I want to change
some of this underlying data.
| | 00:27 | The thing to do is to click on the
chart and then right-click and go Edit Data.
| | 00:33 | When I click that button, it brings up
the Excel spreadsheet that holds the data
| | 00:37 | for my chart. Let's say, I
want to add three more months.
| | 00:43 | We'll have half the year in here
instead of just the first quarter.
| | 00:47 | Choose the cell where I want to add the
data, and I can add April, May and June.
| | 00:51 | You could see this blue line expands as I
do that and it creates a larger data area
| | 00:59 | for my chart. Instead of
typing in numbers, I'm just
| | 01:05 | going to quickly copy these numbers over there.
| | 01:09 | It'll sort of repeat the data. I want
to align these on the right-hand side.
| | 01:15 | Let's make another change to the text.
Let's make this row bold so that the
| | 01:21 | texts for our month comes out
bold. Okay, I'm done with that.
| | 01:28 | I'm going to go back and click on my Word
document, and we can see that, here's our chart.
| | 01:35 | We've got our months that we added in
there, and they're shown on our legend
| | 01:38 | over here. And it's that
easy to add additional data
| | 01:43 | to the chart and you can keep on making
changes and expanding it by going back to
| | 01:48 | the Excel spreadsheet
and typing in the new data.
| | 01:54 | Now, the other kind of changes that
you might want to make to your chart is
| | 01:57 | really changing the appearance of the chart.
| | 02:00 | And as long as you have the chart
selected, right now, it's not selected
| | 02:03 | but if I click in my chart this Chart
Tools tabs appear up here and there are
| | 02:06 | three different tabs you've got.
Design, Layout, and Format.
| | 02:12 | So, in Design, you can choose things like
the colors that you're using for your chart.
| | 02:17 | If we wanted to go from the multi-color
to shades of blue, I could click there,
| | 02:21 | and you have other color options.
This Chart Layout options that are over
| | 02:27 | here actually add
additional elements to the chart.
| | 02:31 | So, I could choose an option like this one.
| | 02:35 | And now, it's showing the data table
along with the chart and it added a title
| | 02:40 | over here. So, you can
choose any of these options.
| | 02:45 | And it will make visual changes to your
chart that you can turn on and off just
| | 02:50 | by using the different options.
That's a thing you can do if you want to
| | 02:57 | change something specific on your chart.
You can right-click and then choose
| | 03:02 | Format Chart Area and this brings up a
dialog box where you can select different
| | 03:08 | items in the chart. And then,
use these controls to make
| | 03:14 | changes to the chart. So, you
can choose to create shadows for
| | 03:18 | the entire chart. You can
see, this formats the entire
| | 03:23 | chart as opposed to individual
elements inside of the chart.
| | 03:30 | The Layout tools give you
options such as grid lines.
| | 03:34 | You can see these lines that go
across my chart here from the number scale.
| | 03:38 | And you can turn those on or off and you
can choose either Horizontal or Vertical
| | 03:45 | grid lines. So within
the chart, you have lots of
| | 03:50 | different layout possibilities. You
could turn labels on your Elements on
| | 03:55 | and off using the Data Labels menu. And
you can position where the numbers appear.
| | 04:01 | You turn your legend on and off or you
can choose where to position your legend.
| | 04:07 | So, if I want the legend at the top, I
can choose that option and it'll show my
| | 04:10 | legend across the top, which is kind
of nice with the way these months are
| | 04:13 | associated down here. Now
you can see the Chart Title was
| | 04:18 | turned on when I choose one
of the Pre-formatting Options.
| | 04:21 | You can turn that on and off. If
you have the Chart Title on, you can
| | 04:26 | edit the text in the title just by
selecting the text and then typing in the
| | 04:30 | words that you want to appear. The
Formatting Options give you different
| | 04:36 | Color Options and different
Appearance options that you can choose.
| | 04:41 | And they work very similar to the options
that you'd use with Clipart or the other
| | 04:45 | graphic elements. And over
on this side of the Formatting
| | 04:50 | Options, you can choose the
size of the overall chart.
| | 04:53 | You can size it specifically using inches
over here or you can size it by dragging
| | 04:57 | the corners or the edges of the chart. So,
in this lesson, you've learned how to
| | 05:03 | make changes to a chart after
you've added it to your document.
| | 05:07 | You could change the data in your
underlying Excel table to add or remove
| | 05:11 | rows and columns of data to your chart.
The Chart tools include specific tabs for
| | 05:18 | Design, Layout, and Format.
| | 05:21 |
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|
|
7. Working with Long DocumentsInserting footnotes and endnotes| 00:02 | Scholarly publications use footnotes and
endnotes to provide additional background
| | 00:06 | information without breaking up the
flow of the narrative on the page.
| | 00:11 | Using the reference number in the text,
readers interested in more details can
| | 00:14 | read the footnotes, while others
can keep on reading the page text.
| | 00:19 | Word makes it easy to add notes,
managing their placement as you make changes to
| | 00:24 | your text. So, here's
our novel, Treasure Island.
| | 00:29 | It would be a good candidate for things
like footnotes, tables of contents and indexes.
| | 00:35 | Here on the first paragraph, on the
first chapter, there's sort of a vague date,
| | 00:40 | right here, 17 -- that
takes place during the story.
| | 00:45 | Now, it might make some other readers
interested in when Robert Louis Stevenson
| | 00:49 | was born and when this book was published.
| | 00:54 | That would be a perfect candidate for
a footnote and it's not something that
| | 00:57 | you'd want to put right
in the middle of the text.
| | 01:01 | It's something you just want people to
be able to refer to, at least, if they're
| | 01:04 | interested in. So, as usual,
to create a footnote for
| | 01:08 | this word here, which is actually a
number, just put my cursor right at the
| | 01:13 | end of the text. Then I go
up here to my References tab.
| | 01:19 | Click on References. And you
can see we have two options.
| | 01:22 | We have Insert Footnotes and Insert Endnote.
| | 01:25 | Now, the difference between these two
footnotes go at the bottom of the page.
| | 01:29 | And if the reference moves to another
page, the footnote will keep track and
| | 01:33 | keep positioned at the bottom of
the page where that reference occurs.
| | 01:39 | This is really handy for you as the
writer because you don't have to do any
| | 01:42 | of the housekeeping to make sure your
footnote and your endnotes stay together
| | 01:45 | and figure out where the page
breaks are and all that stuff.
| | 01:50 | Word does all of that for you.
Endnotes are a little different.
| | 01:53 | Endnotes, all of the endnotes
appear at the very end of the document.
| | 01:57 | And it's really just a matter of document
style whether you want to use a footnote
| | 02:02 | or an endnote. We're going
to insert a footnote, and
| | 02:06 | most of the things that we're talking
about will apply to endnotes as well.
| | 02:12 | The process is really pretty simple. I
put my cursor there at the end of the
| | 02:15 | word where I want my footnote. I
click Insert Footnote and it jumped to
| | 02:20 | the bottom of the page where I
can go ahead and type in my text.
| | 02:31 | Robert Louis Stevenson was born in 1850
and Treasure Island (SOUND) was published
| | 02:41 | in 1883. So, here's the footnote.
| | 02:47 | That's how it looks at the bottom of the page.
| | 02:48 | It's got this nice little
rule automatically put in place.
| | 02:51 | Keep it separate. Now, if
we scroll back up here to our
| | 02:54 | footnote, you can see, we
have a little one character.
| | 02:59 | If there were more than one footnote,
obviously, the numbers would keep going up.
| | 03:03 | And if a reader, as they're reading the
book, wants to look at the footnote, all
| | 03:07 | they really have to do is move their
cursor over that footnote and the little
| | 03:10 | popup, but kind of like tool tip popup
text shows the reference of the footnote.
| | 03:16 | They don't even have to
scroll to the bottom of the page.
| | 03:19 | So, end notes work pretty much the same way.
| | 03:21 | The main difference is they just put
the note at the very end of the document.
| | 03:26 | If you decide that the foot note isn't
needed any longer, the thing to do is
| | 03:30 | just delete it as you would any other character.
| | 03:34 | For example, you could put the
cursor behind the reference mark.
| | 03:37 | And then, hit the
Backspace key a couple of times.
| | 03:40 | And that removes the reference in the foot note.
| | 03:43 | And we scroll down to the bottom of the
page, we see that it removed the footnote
| | 03:46 | as well. So, in this lesson, you saw how to mark
| | 03:49 | and insert a footnote. And
you also learned how to remove a
| | 03:52 | footnote when it's no longer needed.
| | 03:55 |
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| Adding a table of contents| 00:00 | If you use Word's standard heading styles
for your document, you can automatically
| | 00:05 | generate a table of contents. This
lesson shows you how to create and
| | 00:11 | update a table of contents. When
you work in Word, you might assign
| | 00:15 | headings to different parts of your document.
| | 00:20 | In this case, this is the novel Treasure Island.
| | 00:22 | The book is divided into different parts and
then inside of those parts we have chapters.
| | 00:27 | The chapters have some text
that is the chapter title.
| | 00:30 | And the way this document is
formatted currently, you can see that it's 100
| | 00:34 | pages or so. You can see that the parts use the
| | 00:38 | Heading 1 style, while the
chapters use the Heading 2 style.
| | 00:43 | There are a couple of good reasons why
you would want to use Word's standard
| | 00:47 | heading styles for your document.
And creating a table of contents is one
| | 00:52 | of them. The other
feature in Word that works hand
| | 00:55 | in hand with these standard
heading styles is the outline.
| | 00:59 | So, while it may be tempting sometimes
to create your own styles for parts of you
| | 01:03 | document, in the case of Headings there
are some real benefits to going ahead and
| | 01:07 | using the styles as
they're defined by Microsoft.
| | 01:12 | So, the table of contents is one, and
we'll see why in just a second here.
| | 01:17 | So, if you go through this whole
document and we could jump forward to Chapter 2,
| | 01:23 | we can see that it's set up the same way,
uses Heading 2 as the style for Chapter 2.
| | 01:31 | And it works that way throughout the book.
| | 01:33 | I'm going to go back to the top of the
beginning, I'm going to hit the Home key,
| | 01:38 | Ctrl+Home, to jump back
to the top of the document.
| | 01:43 | You could see this is sort of our title page.
| | 01:45 | We're not worried about that. And
then, I've left a blank page here for
| | 01:48 | the table of contents. It's
often good to use a blank page when
| | 01:51 | you're generating a table of contents.
That just keeps it separate from the rest
| | 01:55 | of your document. So, this
is where we want to put our
| | 01:59 | table of contents. And to
insert it, we're going to go to
| | 02:03 | the References tab. In the
References tab, we see table of
| | 02:07 | contents, footnotes, and index, and
some of the standard things that you would
| | 02:11 | insert into some of the more
complex documents that you create.
| | 02:16 | Now, the Table of Contents menu is here,
and it shows you several different styles.
| | 02:18 | I'm going to go down here to this
command, Insert table of contents, and
| | 02:20 | just click on that. This
dialog box pops up, and it shows me
| | 02:23 | the style that this Table of Contents will use.
| | 02:26 | So, we'll have a Heading 1, Section,
then we'll have Heading 2, Section.
| | 02:41 | So, this'll be our parts of our
book and this'll be our chapters.
| | 02:45 | And that's going to work just fine for us.
| | 02:47 | We'll leave Show Page Numbers checked. So,
it'll show the page numbers along the side.
| | 02:52 | And Right Align the page
numbers and that's fine too.
| | 02:55 | So, I'm going to go ahead and
click OK. And as quick as that.
| | 03:01 | Here we've got our table of
contents, everything generated.
| | 03:05 | And it's using those heading references
that we had before, taking the text from
| | 03:09 | those heading references, popping it in
here, assigning a page number based on
| | 03:13 | the pages. And just generates
the whole thing that easily.
| | 03:19 | Now, most of the time you'll want to
generate your table of contents when your
| | 03:22 | through with your document, so you don't
have to keep updating it as you make changes.
| | 03:28 | Updating it isn't that difficult but
it does require going in here, selecting
| | 03:33 | your table of contents. As you
can see, if I put my cursor in
| | 03:38 | here, it selects the entire table of contents.
| | 03:42 | And then clicking this
button over here to update.
| | 03:45 | And you can say, Update The Page
Number Only or Update The Entire Table.
| | 03:49 | So, if you had inserted some text, you
might want to update the page numbers only.
| | 03:54 | And click that, and it would
update any changes in the document.
| | 03:58 | Now, if you want to remove the table of
contents, you can just select it, press
| | 04:03 | Delete, and remove the table of contents.
And you can see it removed the table of
| | 04:08 | contents and the page
break that we had in there.
| | 04:12 | So, that's how you remove it. So,
in this lesson, you saw how to format
| | 04:16 | your documents, so that it uses the
heading styles to create a table of contents.
| | 04:23 | And you saw how to update the
table of contents when needed.
| | 04:26 | And you also saw how to delete the table
of contents if you don't want it anymore.
| | 04:30 |
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| Adding an index| 00:02 | Indexing a publication in
many ways is a fine art.
| | 00:05 | Someone who understands the subject
matter needs to carefully choose the
| | 00:08 | elements in the manuscript
that needs to be indexed.
| | 00:12 | And they really need a reader's point of
view to understand the subject and how to
| | 00:16 | create helpful for index entries.
And that's something I can't help you
| | 00:21 | with but I can show you the mechanics of
marking an index in your Word document.
| | 00:26 | And I can show you how to automatically
generate an index from those references.
| | 00:31 | So here, we've got Treasure Island, our novel.
| | 00:33 | We might want to index some of these
things, not necessarily the type of
| | 00:37 | documents that would have a complex
index, but just for the exercise, let's
| | 00:41 | go ahead and do it. Here's
the kind of famous pirate song
| | 00:46 | that goes on throughout the novel, 15 men
on a dead man's chest, yo, ho, ho, and a
| | 00:49 | bottle of rum. Let's go
ahead and select that phrase and
| | 00:54 | then I'm going to go up here. We're
going to go over to the References
| | 00:59 | tab, where we find our Table of Contents,
Footnotes, and over here, we find our index.
| | 01:05 | To mark an index entry, all I need to do
is click on that button, and it marks the
| | 01:09 | entry and it pops up this Entry dialog
box, where I can insert some information.
| | 01:17 | We don't really need to repeat the text there.
| | 01:20 | I'm going to name this entry Pirate Song.
I'm going to give it a sub-entry, which
| | 01:27 | would be Bottle of Rum.
Now, we can go down here.
| | 01:33 | If our entry is on the current page,
we can leave button set that way.
| | 01:38 | We can use a Cross-Reference if we
want to cross-reference this entry with
| | 01:41 | another one. If this
reference runs over more than one
| | 01:46 | page, we can choose this and
mark the pages that it runs over.
| | 01:51 | Then the rest of this is really just formatting.
| | 01:53 | So, I'm going to make it simple and
just use my two entries here, I'm going to
| | 01:58 | leave it at current page and I'm
going to click Mark and it marks my text.
| | 02:04 | Now, the dialog box stays open so you
can go ahead and keep marking entries and
| | 02:08 | that's pretty helpful. You notice
there was a change over here, too.
| | 02:13 | We've got, here's our
song and we have it marked.
| | 02:17 | And there's this sort of code that was
popped in here, which is the code for the
| | 02:22 | index entry and they start with xe.
If you're working along, you might find
| | 02:29 | these codes a little annoying and you
can see what happened here is that Word
| | 02:33 | automatically turned on this Show
Hide button up here that you use to see
| | 02:37 | paragraph, marks, spaces, and other things.
| | 02:42 | If we want to hide that index code, all
we have to do is turn that off and our
| | 02:46 | document appears in its simpler form.
Let's go ahead and mark another entry
| | 02:53 | here some place. As I
mentioned down here the Dry Tortugas.
| | 02:58 | So, let's create an entry for that.
Go back to our references, click Mark
| | 03:04 | Entry, we get a new Mark Entry dialog
box, then make the main entry, Islands.
| | 03:14 | And I'm going to make the
sub-entry, Dry Tortugas.
| | 03:18 | (SOUND). I'm going to leave it not he current
| | 03:21 | page, that works for me. Click
Mark and we've got another entry.
| | 03:27 | Of course, naturally what you'd
normally do is you'd go through and you'd index
| | 03:31 | your entire document. It's
usually best to save the indexing to
| | 03:34 | the last so that you don't get involved
in changes and things like that, it just
| | 03:37 | makes more sense. I'm going
to go to the very end of the
| | 03:41 | document, I'm going to hold down the Ctrl
key and press the End button on my keyboard.
| | 03:47 | Then I'm going to hold down Ctrl and
press Enter to create a new page and
| | 03:51 | we'll put our index on the new page. To
add the index, I've got my cursor there.
| | 03:58 | All I need to do is Insert Index.
It gives me this window here with a
| | 04:03 | couple other features on it.
But the first one is Index.
| | 04:07 | It shows me what my index will look like.
Using my entries, I can choose to align
| | 04:11 | the page numbers to the right. I
think I'll go ahead and do that.
| | 04:18 | And you have some other sort of
formatting ways that you can do it.
| | 04:20 | This is set for two columns, you could
set it for one, or you can set it for more.
| | 04:24 | But I think that looks good. I'm
going to go ahead and click OK.
| | 04:28 | And you can see down here, it
automatically generates the index from
| | 04:32 | the two references that we made.
It alphabetizes them so the Islands
| | 04:37 | Reference comes before Pirate's Song and
it has the sub-entries listed down here
| | 04:41 | along with the page numbers. So
in this lesson, you saw how to mark
| | 04:47 | points of your text so that
they'll be included in an index.
| | 04:51 | And you also learned how to
automatically generate that index from the references
| | 04:55 | in your text.
| | 04:56 |
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|
|
8. Collaborating with OthersAdding comments| 00:02 | If you're collaborating with
another person on a document, often you'll
| | 00:05 | want to communicate back and forth and the
easiest way to do that is by using comments.
| | 00:11 | Word cleverly inserts the comments and
it keeps tabs on who is saying what if you
| | 00:14 | have a lot of people who are
commenting on the same document.
| | 00:19 | So here's how it works. It's really quite easy.
| | 00:22 | If you want to add a comment to
something, you can leave the cursor in a
| | 00:25 | position or you can
select some text, either way.
| | 00:29 | Then you want to go up here to the Review tab.
| | 00:32 | This is where the Collaboration
tools exist, for the most part.
| | 00:36 | You've got groups like Proofing and Language.
| | 00:39 | But the tools for collaboration
really fall in this Comments group and this
| | 00:43 | Tracking and Changes group. So
adding a comment is pretty easy you
| | 00:47 | mark your text, click on the New
Comment button, and then you can type in your
| | 00:52 | comment so you could say. All
this rum talk appropriate for our
| | 01:05 | younger readers. So my comment's in there.
| | 01:14 | Now this is the Reviewing pane over here,
and in this pane, you'll see if you're
| | 01:19 | keeping track of comments
or changes to a document.
| | 01:24 | They appear in the Reviewing pane over here.
| | 01:28 | Can see a little summary about the
revisions and changes there might be.
| | 01:32 | Any deletions and things like that. So
it's all, they, keeps track of it over here.
| | 01:36 | If you want to get rid of that window you
can just click it there and it disappears.
| | 01:40 | Now, there's another way that you can
view your comments, and it's a little bit
| | 01:43 | less obtrusive. Just a
matter of taste, really, you can
| | 01:46 | see use this menu here. This menu
has two options, Final and Original.
| | 01:52 | If I use Original, it's going to show me
the document before editing changes were made.
| | 01:58 | If I choose Final, it shows me the
document with the editing changes in place.
| | 02:03 | And if I choose Final Show Mark Up, it
shows me the document as it would appear
| | 02:07 | if the editing changes were made, but it
marks up the document to show where there
| | 02:11 | are comments, where there
are insertions or deletions.
| | 02:17 | So when I choose FInal Show Mark Up, my
comments appear over here in the margin.
| | 02:22 | That's kind of handy. It
marks the text and has this little
| | 02:25 | line that goes to this balloon text, over here.
| | 02:29 | And the other thing that you can do with
comments is you can jump back and forth
| | 02:33 | between them. So often
if you want to see all the
| | 02:36 | comments in a document you would start at
the beginning, then you'd click this Next
| | 02:39 | button and it would highlight a comment.
If you click it again, it would take you
| | 02:44 | to the next comment. So that
way you can just keep hitting
| | 02:47 | Next, and you can work your
through all the comments in the document.
| | 02:53 | You might notice, too, that the
comments are marked with initials.
| | 02:57 | And those comments are marked with my
initials because I made the comments.
| | 03:01 | If somebody else opened this document in
their version of Word that has their name
| | 03:05 | attached to it, it would mark
the comments with their name.
| | 03:10 | So it's great system when several
people are reviewing a document.
| | 03:15 | Now, once in a while, you
may want to delete a comment.
| | 03:19 | And an easy way to do that is just select it.
| | 03:22 | You can see it highlights when it's selected.
| | 03:24 | And then you can click the
Delete Comment button here.
| | 03:27 | That removes the comment
and it's no longer in there.
| | 03:30 | I'm going to put that back just for a second.
| | 03:34 | Now, when you're all done with your
document and you're ready to send it off.
| | 03:38 | You might not want people seeing all
this confidential comment information that
| | 03:42 | appears throughout the document. Now
there is a one way that's very easy
| | 03:47 | to remove all the comments from your document.
| | 03:50 | You do that over here,
on the File Backstage tab.
| | 03:53 | If we go to File, and then in this Info
group here, you've got this section in
| | 03:57 | here that's called prepair for sharing.
One of the things that it does, is it can
| | 04:03 | remove the comments from your
document. Here's how it works.
| | 04:07 | Click on Check for issues and then
Inspect document, and it mentions that
| | 04:11 | there have been changes that haven't been saved.
| | 04:16 | You need to save those
before it inspects the document.
| | 04:18 | I'll say Yes. Then it
gives you this list of all the
| | 04:21 | things that it can look for. We
could turn some of these guys off, if
| | 04:24 | we just want to look for comments. We
want to see if there are any comments
| | 04:29 | in here. So, we click Inspect and it says that
| | 04:32 | there are comments, revisions and annotations.
| | 04:36 | We click this button, it will remove
all of those from our document and I click
| | 04:40 | Remove All, close it, go back to our
document and you can see our comment
| | 04:44 | isn't there any longer. So, in
this lesson you learned how to add
| | 04:50 | comments to your document. You
saw how to navigate from one comment
| | 04:55 | to the next. You also saw
that comments can appear as
| | 04:58 | text balloons in the margin or
they can appear in the Reviewing pane.
| | 05:03 | Last but not least, you saw how to remove
individual comments from your document.
| | 05:08 | And you saw how to remove all
the comments from a document.
| | 05:12 |
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| Tracking changes| 00:02 | Word can keep track of changes made to a
document marking the text that is added,
| | 00:06 | known as Insertions, or the text
that's removed, known as Deletions.
| | 00:11 | Sometimes this is helpful
when you're working alone.
| | 00:13 | But it's especially helpful when
someone else is editing your document...
| | 00:17 | You can see what changes are made and you have
the option to accept or reject those changes.
| | 00:22 | Here's how it works.
Here we've got our document.
| | 00:26 | This is Treasure Island. And
suppose we want to change the words
| | 00:29 | in this song. We're going
to change, yo ho ho and a
| | 00:32 | bottle of rum, to a bottle of milk.
The first thing to do if you want to
| | 00:37 | track changes in a document is to go up
here to the Review tab and then turn on
| | 00:40 | the Track Changes. Just by
clicking that button, you can see
| | 00:45 | it has a few different options in here,
but Track Changes is the one that you
| | 00:49 | want to toggle on. And this
will be highlighted if you're
| | 00:53 | tracking the changes. Now, if I
select rum and I type in milk,
| | 00:58 | it's deleting the word rum and adding the
word milk, and we can see that change in
| | 01:03 | my document. I can do the same thing down here.
| | 01:10 | (SOUND). So now we have
two edits in the document
| | 01:13 | and we can see them. Now, if
we find it difficult to work in
| | 01:18 | that view, what you can do is go up
here to the Display in the Tracking Group
| | 01:21 | here, this Display menu, and choose Final.
| | 01:26 | And then it just shows us
the change that we've made.
| | 01:29 | When we see Final and Markup, it shows
us the change with the edit-in-place, both
| | 01:34 | the text that's deleted and then the
text that's inserted is underlined.
| | 01:42 | We've got the little bar along this side
here to show if you're quickly scanning a
| | 01:45 | page you can see where the edits are.
Now, if we want to see the original you
| | 01:49 | can just go to the original and click that.
| | 01:53 | And that goes back, our bottle goes back
to rum and we don't see the edit that we
| | 01:57 | just made. So, that's how the view works.
| | 02:00 | Usually the easiest one to work is
either this final or final show markup if you
| | 02:04 | want to see the markup. Suppose
somebody had made changes to this
| | 02:08 | document and I want to
see what changes they made.
| | 02:12 | I might start at the very
beginning of my document.
| | 02:14 | I'm up here. Then I go to
my changes list and I could
| | 02:18 | click on next and it will jump to
the first edit and display it for me.
| | 02:25 | I can see the deleted word and the added word.
| | 02:28 | And I can accept or reject that change.
So, if I click Accept, it goes ahead and
| | 02:34 | it makes that change, it removes the
deleted word, and if I click Accept for
| | 02:38 | the changed word. So it
officially accepted that and my
| | 02:43 | text has changed permanently, that
edit will no longer show on the Tracked
| | 02:47 | Changed list. And if I want
to go through all the edits
| | 02:52 | in my document, I can just keep
clicking Next to go forward through the list or
| | 02:55 | Previous to go back through the list.
And again, you can accept the changes
| | 03:01 | (SOUND) as they occur,
and that's the way it works.
| | 03:06 | I'm going to Undo here. Put my changes back.
| | 03:11 | Now, in this view, you can
see the Mark Up in the document.
| | 03:15 | You can also see the reviewing
pane we'll show the Mark Ups to.
| | 03:20 | This is a little bit more elaborate list
of the changes that occur in the document
| | 03:25 | and it keeps track of edits and
deletions and shows them in here.
| | 03:30 | And you can jump to them just
by double-clicking on the list.
| | 03:34 | So, it just gives you
another way to view the same thing.
| | 03:36 | Personally, I find it easier just to
work within the document when I'm working on
| | 03:41 | accepting and rejecting edits in my text.
In this lesson, you saw how to track
| | 03:46 | changes as you edit text. You
also learned how to change the
| | 03:50 | display between the final
and the original document.
| | 03:53 | You learned how to navigate through the
edits, so that you can accept and reject
| | 03:57 | the changes.
| | 03:58 |
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| Restricting editing| 00:02 | You can limit the ways that other
people can make changes to your document.
| | 00:06 | It's called Restrict Editing. So,
for example, you can let them enter
| | 00:10 | comments, but prevent them
from making changes to the text.
| | 00:14 | This lesson shows you how. You
have your document open and we've got
| | 00:18 | a manuscript for Treasure Island here.
You can restrict the edits that other
| | 00:24 | people make to your document on the Review tab.
| | 00:27 | So, if you go over here to the
Review tab, and you see some of the
| | 00:30 | Collaboration tools in here. At
the far end over here, you have
| | 00:34 | Restrict Editing. It's got
this little Padlock icon.
| | 00:38 | So, when I click on that, it opens up
the Restrict Editing and Formatting box.
| | 00:44 | Now it gives you one, two, three steps to take.
| | 00:47 | The first step has do with limiting
the way that somebody else can change the
| | 00:50 | formatting of your document. And you
can turn this on with this check box.
| | 00:57 | And then you can use the settings here to
turn on and off the different styles that
| | 01:02 | you allow them to make changes to.
This is not the most common way to
| | 01:07 | restrict editing and, in fact, a lot of
times, you can skip this step entirely.
| | 01:12 | What's actually more critical are the
editing restrictions and you turn it on
| | 01:17 | the same way, check the box. That
expands the options in here a little bit.
| | 01:24 | And the first thing that you
want to look at is this menu.
| | 01:26 | So, right now, Editing Restriction is
going to be turned on and it won't allow
| | 01:30 | any changes. It let's
other people read this document
| | 01:33 | but they can't make any changes whatsoever.
| | 01:36 | Now, you might want to let them do something.
| | 01:39 | So, for example, if you want them to give
you comments on your document, then turn
| | 01:44 | on this feature and it will
allow comments in the document.
| | 01:49 | When you have a form that you're passing
onto somebody else and you want them to
| | 01:53 | fill out the blanks in the form, you
would use this option Filling in Form.
| | 01:58 | And then, this is the option that
we saw to begin with, Read Only.
| | 02:01 | Another option, the one at the top of
the list here is called Track Changes and
| | 02:05 | that means that they can't make any changes
to the document that aren't being tracked.
| | 02:11 | So, you'll have an opportunity to go back
and see any changes that somebody else made.
| | 02:16 | So, let's turn on the Allow
Comments option right now.
| | 02:20 | Exceptions is an optional
trace that you can make.
| | 02:24 | And this works well if your working on
LAN or you have several people sharing
| | 02:28 | one computer, so you can exception for
everyone or you can add different users.
| | 02:34 | And here is where you would enter the
user name for the person on this computer
| | 02:38 | or the user name for other people that
are on your on your wide area network.
| | 02:45 | If you don't use this feature, the
restrictions apply to anybody that opens
| | 02:49 | the document. Now, the
last thing that you have to do
| | 02:52 | is you have to start enforcing
protection, and that's step three down here.
| | 02:56 | So, you click this button and it
brings up this dialog box here.
| | 03:03 | And what you put in here is a password.
And you have to enter it twice as you
| | 03:08 | often do with passwords just to
make sure you don't make a mistake.
| | 03:14 | And click OK. And now,
when I save this document, the
| | 03:17 | editing is restricted for anybody that
opens the document and uses it including me.
| | 03:24 | But I can stop the protection or anyone
can stop the protection as long as you
| | 03:29 | know the password. So, you
can click on Stop Protection,
| | 03:34 | enter the password and you're back to
the point where everybody can make edits.
| | 03:41 | You get to the Restrict
Editing using the Review tab.
| | 03:45 | There's one other way that you can get
to these features, too, and that's in the
| | 03:48 | backstage area. If you go
to Info here, and you go to
| | 03:51 | this first group,
Permissions > Protect Document.
| | 03:55 | You can open that up, and here
you can mark a document as Final.
| | 04:01 | And that makes it Read Only so people
can't make changes, you can encrypt the
| | 04:05 | document with a password making it
difficult for anybody to look at it or
| | 04:09 | read it at all. Or you can
click on this Restrict Editing
| | 04:14 | button over here, and that takes you back
over to you panel here, which is the same
| | 04:18 | one that we were looking at there.
So, those are the ways that Restrict
| | 04:23 | Editing works. In this
lesson, you saw how to turn on
| | 04:27 | the Restrict Editing feature, you
learned how to choose the type of changes that
| | 04:30 | other people can make to your document.
And you learned how to use the password
| | 04:36 | to lock in that Restrict Editing feature.
| | 04:39 |
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|
|
9. Printing and Sharing DocumentsPrinting documents| 00:02 | For decades, people have
talked about the paperless office.
| | 00:04 | However, if you're like me, there's
still lots of reasons for putting the printed
| | 00:08 | word on a piece of paper. This
lesson shows the basics for printing
| | 00:12 | out documents. You'll also
learn how to save a document
| | 00:15 | in the PDF format, which can be a
good substitute for printing on paper.
| | 00:20 | Now, if you do a lot of printing,
you'll be interested to see that you can add
| | 00:23 | print commands to the Quick Access
toolbar so that they're always available.
| | 00:28 | Here we have a document. It's
the Treasure Island manuscript.
| | 00:32 | It's about 105 pages. And when
it's time to come to printing,
| | 00:35 | the thing to do is go over here to the
File tab, you'll see the Backstage commands.
| | 00:41 | And down there, you'll see the Print command.
| | 00:44 | You click on that. And a lot
of the time, all you need to
| | 00:46 | do is just click this Print button and
it will send your document to the printer
| | 00:50 | that you use most of the time. And
that printer is shown right in here.
| | 00:56 | Do you want to change the printer, you
can click on this, and choose a different
| | 00:59 | Printer option. Some of the
other things you can do in
| | 01:02 | here are change the number
of copies that you print.
| | 01:05 | You can select this and type in a
new number, or you can use these little
| | 01:08 | Scroll buttons over here
to choose what you print.
| | 01:11 | You can print all the pages, or
you can choose from this list.
| | 01:16 | If you want to print specific pages, the
easiest thing is just to enter in numbers here.
| | 01:20 | So, you can enter all sorts of combinations.
| | 01:23 | So, we can say print page 13, print page
35, print page 40 through 45, and it will
| | 01:29 | go in and it will print those
individual pages as you specify.
| | 01:36 | Some printers are double-sided, so you
can choose whether to print double-sided
| | 01:39 | or single-sided. And if
you're printing multiple copies,
| | 01:42 | you may want to collate those copies
so that it prints the pages in order for
| | 01:46 | each copy. Then down
below here, you have some of
| | 01:49 | the standard Page Setup commands. If
the command you want isn't in there,
| | 01:53 | you can click on Page Setup, and this
brings the page Setup dialog box up.
| | 01:58 | Where you have all of the Page Setup
commands, just as if you went over here
| | 02:02 | to the Page Layout tab. This,
of course, shows you your preview
| | 02:06 | of your document, and you can scroll
through the pages to see different pages
| | 02:10 | if you want to. And you can
use this Zoom Bar down here
| | 02:15 | to zoom in and out if you have to
inspect a particular part of your manuscript.
| | 02:20 | So, those are the Standard Print
commands that you find on the backstage.
| | 02:25 | If you really are working toward that
paperless office, there's another option
| | 02:29 | that's similar to printing,
and that's to create a PDF file.
| | 02:34 | That's a file that your readers can
look at and read, but they won't really be
| | 02:37 | able to make changes to it.
It's a standard format.
| | 02:41 | Most people are able to read PDF
documents on computers, or iPads or iPhones.
| | 02:48 | Here's how to save this document as a PDF file.
| | 02:51 | We go up here to the Save As command,
that brings up this dialog box, and
| | 02:55 | you've got your title, you can
give it your file name in there.
| | 03:00 | But the thing to do is scroll down
here to PDF, and then we can choose where
| | 03:04 | we're going to save it. We'll
put it in our Documents folder
| | 03:09 | here, click Save, and that saves our
document as an Adobe Acrobat or PDF file.
| | 03:18 | Now, when it shows up, automatically
opened it in my Acrobat program here,
| | 03:24 | which is Acrobat Pro. But you
can also read it in the free to
| | 03:30 | download Acrobat Reader. And
that's the version that most people
| | 03:35 | have on their computers. One
last thing that's helpful to know
| | 03:39 | about printing is, this is the
Quick Access toolbar up here.
| | 03:43 | And has the Save command and it
has a Undo and Redo command on it.
| | 03:48 | But you can add a couple extra
commands there, if you want to.
| | 03:51 | Thing to do is to click on this button
here, and you see this drop down menu,
| | 03:55 | and there are two print options.
Quick Print sends the document just
| | 04:01 | immediately to the printer that you
usually use, and Print and Preview is
| | 04:05 | another option. You can see
the little magnifying glass
| | 04:09 | logo there over the page. If you
click on that, it opens up your
| | 04:14 | print backstage area here. So,
if you do a lot of printing, those
| | 04:18 | are handy commands to add
to the Quick Access toolbar.
| | 04:22 | This lesson showed how to print your document.
| | 04:25 | You can chose the number of copies to
print, and you can print specific pages.
| | 04:30 | You also learned how to save your
document as a PDF file, and you learned
| | 04:34 | that you can add Print commands to
the Quick Access toolbar so that they're
| | 04:37 | always there and easy to use.
| | 04:41 |
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| Emailing documents from Word| 00:02 | Often instead of printing and mailing a
document via snail mail, you'll want to
| | 00:06 | send a document to a colleague via
email. Word makes it very easy to do this.
| | 00:12 | This lesson shows how to email your
document, and it shows that you can save
| | 00:15 | it in different formats. Such as
a Word file if you want them to
| | 00:18 | edit the document, or as a PDF file if
you just want them to read it without
| | 00:21 | making any changes. So here,
we've got a document and we want
| | 00:26 | to pack it up and send it off to someone.
So, the thing to do is go over here to
| | 00:31 | File, and you see the Backstage area. And
down here, you see the Save and Send command.
| | 00:37 | I click on that. You can
see there are a few different
| | 00:40 | options and there's different formats
that you can use to send your document.
| | 00:45 | This one is probably the
most common, Send Using Email.
| | 00:48 | So, that creates an email message.
Attaches your document to it in a format
| | 00:54 | such as the Word document format, or a PDF file.
| | 00:59 | Down here, you have a Save to Web command.
| | 01:01 | You'd use this if you had a website
that your company used and you could store
| | 01:04 | things on it. If your
company uses SharePoint, you
| | 01:07 | might want to use that. Or you
can publish your document as a blog.
| | 01:11 | If you need to change the type of file,
suppose you want to save it as a plain
| | 01:15 | text file, you could click this command,
and then you could choose Plain Text.
| | 01:21 | Or you could choose one of the older
versions of the Word format, if you know
| | 01:24 | the person you are corresponding
with has an older version of Office.
| | 01:29 | Let's go back up here to the most common one.
| | 01:32 | What you'll do most of the time is you'll
click on Send Using Email and then you'll
| | 01:38 | click Send As Attachment. Now, this
is opening up an email form in Outlook.
| | 01:47 | I have Outlook installed on my
computer and it's all ready to go.
| | 01:50 | You can see that the document is
stored down here as an attachment.
| | 01:53 | And you can see front the logo that it is
a Word file, you also see the size of the
| | 01:57 | file, which is handy. Then I
could just go in here, into this
| | 02:01 | To box, and start typing in addresses. I
could put a little message in here if I
| | 02:06 | wanted to. And then, just
click Send and it goes off
| | 02:10 | to the people that are in the address.
Let's look at the option to send it as a
| | 02:17 | PDF file. Really works almost exactly the same.
| | 02:21 | Send Using Email, and instead of
clicking this first option up here, I'm going to
| | 02:25 | go down here to Send as PDF, click on that.
| | 02:29 | And it might take a little bit longer for
the email window to come up, because it's
| | 02:33 | got to convert it to a PDF file.
But you can see that's done that, and
| | 02:38 | it's in here in my document. And
again, all I need to do is put in my
| | 02:41 | email addresses, and then type in a
little note telling the people what
| | 02:45 | they're getting. And click
the Send button here and send
| | 02:50 | it off. Now, if you're
collaborating and you want
| | 02:53 | somebody to make changes, comments,
or suggestions to your document, you'd
| | 02:57 | likely do that in the Word format.
If you just want somebody to read the
| | 03:02 | document without making changes to it,
then you would probably want to save it
| | 03:06 | in this PDF format, which is a standard format.
| | 03:10 | Just about anybody could open that up on
an iPhone or an iPad, and most computers
| | 03:16 | also use that form. So, in
this lesson, you saw how to use
| | 03:21 | Word's Save and Send command. You
learned how to send your document as
| | 03:27 | a Word file or as a PDF file.
| | 03:31 |
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| Printing envelopes| 00:02 | Sometimes people find it challenging
to print envelopes from their computer.
| | 00:06 | Word's gone a long ways to
making the process simpler.
| | 00:09 | In this lesson, you'll learn how to
print an address and a return address on a
| | 00:12 | standard envelope. You'll
also see how to store your return
| | 00:16 | address, so that you don't have to type
it in for each envelope that you print out.
| | 00:21 | So here's a document and it just has a
couple addresses on it, but it might be a
| | 00:25 | whole letter. And we're
going to pretend that we're
| | 00:29 | sending a letter to Robert Louis
Stevenson, and we are Charles Dickens.
| | 00:33 | We're the one that's sending the letter.
So, if you want to address an envelope,
| | 00:37 | the thing to do is to go up here to the
Ribbon and then click on the Mailings tab.
| | 00:43 | And then over in the create group over
here, you can see the very first option
| | 00:46 | is Envelopes. If I click
on Envelopes, something kind
| | 00:49 | of interesting happens. Word
actually recognizes this first
| | 00:54 | option as an address, and it just pops
it right in there for me, assuming that
| | 00:59 | that's who I want to send this document to.
| | 01:04 | Now, I can type in a return address down
here if I want to, and you can just fill
| | 01:07 | that out. Now, if this isn't what you wanted up
| | 01:11 | here, you could type in your
address up here manually as well.
| | 01:15 | But it's kind of handy that Word
recognizes addresses when it sees them on
| | 01:18 | the page. I'm going to
click Cancel here and show
| | 01:21 | you one more thing. If we
have our cursor inside of this
| | 01:24 | address when we click Envelopes, it
automatically pops that address in there.
| | 01:29 | And then we could use a
different one for our return address.
| | 01:34 | I'm going to copy our return address.
So I'm going to go up there, and then
| | 01:40 | chose copy. Then we'll go
back here to our Envelopes.
| | 01:46 | Click on that. And then if I
want to put an address in I
| | 01:49 | can just copy, and then press
Ctrl+V to paste it in there.
| | 01:53 | You can see it pastes in there. We
get a little preview of the envelope
| | 01:57 | which shows the addresses. And
then this little icon here shows you
| | 02:01 | which way to feed the envelope into
your printer, and that can be a challenge
| | 02:05 | sometimes because envelopes are two-sided
and you want everything to appear in the
| | 02:09 | right position. Now, there's
one other thing that's handy
| | 02:14 | as far as the return address. You
can store your return address in a
| | 02:19 | location in Word and it will
recognize that as your address and use that
| | 02:23 | automatically for an envelope.
Here's where you store it.
| | 02:28 | You go up to File, you go down to Options.
| | 02:31 | This window opens and
you want to go to Advanced.
| | 02:34 | And then scroll all the
way down here to the bottom.
| | 02:38 | And you can see this box
that says mailing address.
| | 02:41 | So, if we put in our mailing address
here, click OK, then when we choose
| | 02:46 | Envelope, that mailing address
will automatically appear in here.
| | 02:52 | And we won't have to type it
in every time or copy it in.
| | 02:56 | If you have an envelope, say, that has
a printed return address on it, you can
| | 03:00 | click this Omit button. You can
see that it removes the return
| | 03:04 | address from this envelope and it would
just have the printed address up there in
| | 03:08 | the corner. So, in this
lesson you saw how to print
| | 03:12 | addresses on an envelope. You
also saw that you can store your
| | 03:16 | address in Word's Backstage, and then it
won't be necessary to type it in for each
| | 03:20 | envelope you print.
| | 03:22 |
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| Printing labels| 00:02 | Mailing labels work well when you have a
large envelope or package that you want
| | 00:05 | to send. This lesson shows how to manually print
| | 00:09 | labels on pre-designed sheets. When
you want to print a label, the thing
| | 00:13 | to do is go up here to the Ribbon
and click on the Mailings tab here.
| | 00:17 | This first group is Create, and
you'll see it has Envelopes and Labels.
| | 00:21 | If you click on Labels, it brings up
this dialog box which actually has two tabs.
| | 00:26 | It has an Envelope tab and a Labels tab.
But when you click on Labels, the Labels
| | 00:31 | tab is preselected and it gives us a
box in here where you can type the address
| | 00:34 | that you want on your label and then it
gives you some choices about how it will print.
| | 00:41 | The first thing that you often want to do
if you have labels that are pre-designed
| | 00:46 | labels is to go over here to Options.
Open up this window and you can choose
| | 00:52 | the brand of your labels so we can choose Avery.
| | 00:58 | Then you can choose the
specific design for your label.
| | 01:01 | I'm going to go down here and choose
my brand which is 5160, and click OK.
| | 01:08 | And then it shows you the brand
and the style of your label in here.
| | 01:14 | Then I can go ahead and put in my information.
| | 01:17 | Now, if I want to print labels with my
return address, Word makes it very easy.
| | 01:22 | All I have to do is check this box,
and it puts in the return address that I
| | 01:25 | stored in the Windows Backstage Area.
If I don't want to do that, I can go
| | 01:31 | ahead and type in an address, or I
could paste it in from someplace else and we
| | 01:35 | have our address shown in here. Now
we can print a full page of the same
| | 01:42 | label which would be handy if you're
frequently mailing things to the same person.
| | 01:48 | A report every month or every week or
if you're printing return addresses you
| | 01:51 | might want to print off a whole batch at a time.
| | 01:55 | So you can choose that option.
And you have two options in terms of
| | 01:58 | printing, you can click this Print
button and send it directly to the printer and
| | 02:01 | it will print a whole sheet of those labels.
| | 02:05 | Or if you want to preview it and maybe
make some changes before it goes to the
| | 02:08 | printer, you can click this New Document
button, and it brings up your labels as a
| | 02:13 | Word document. You can see
it's basically a table, where
| | 02:18 | it's divided things into individual
labels, and you can Edit it, you can make
| | 02:22 | changes at this point if you want to.
And if everything looks good, you can go
| | 02:28 | ahead and choose File >
Print and send it to the printer.
| | 02:32 | I'm going to go back to our Labels
box here, and show the other option.
| | 02:36 | The other option is, instead of printing
a whole page of labels, you could print a
| | 02:40 | single label. And in that
case, you choose the Single
| | 02:45 | Label button here and you just click
Print and it sends that single label to
| | 02:48 | your printer, so you can
print a label one at a time.
| | 02:53 | And in the single label, if you're doing
this you might have a sheet where you've
| | 02:57 | used labels before. Down here
you can specify the row and the
| | 03:01 | column where you want to print that
single label and that's a efficient way
| | 03:05 | so you don't waste a whole sheet of
labels when you just want to print a
| | 03:09 | single label. So in this
lesson you saw how to print a
| | 03:14 | single label, or an entire sheet of labels.
| | 03:17 | You also learned how to use pre-
designed forms from the common commercially
| | 03:21 | available label companies.
| | 03:24 |
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