Advanced Microsoft Word Topics covered in this session: ✓ Creating tables . ✓ Adding table rows and columns. ✓ Deleting table rows and columns. international editions, contact your local Microsoft Corporation office or contact Microsoft Press International Introducing Word .. Sidebar: Saving a PDF File .. complex, business-oriented tasks utilizing advanced functionality with the combined. intermediate level guide, Microsoft Word An Intermediate Guide. . Type training tutorial on the IT Services PCs (you can also download a copy for a personal .. Advanced Wordprocessing Topics Using Microsoft Word - there are more than a.
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You can also save directly as a PDF format which is very useful for creating files that cannot .. ADVANCED TIPS AND TRICKS FOR MICROSOFT WORD Microsoft Word Advanced Topics. Course Outline & Guide. 1. Table of Contents. 2. Styles. 3. Themes. 4. Illustrations. 5. Shapes. 6. Building Blocks. 7. University of Salford. Microsoft. ®. Office. Word Advanced Topics. . to understand tutorial of its type that I've ever seen.‖. — W. Boudville. deotertuachartpep.ml .. PDF format allows you to share your document with users on any platform.
Get to know the Ribbon. Find everyday commands. The lesson includes a list of suggested tasks You can also save directly as a PDF format which is very useful for creating files that cannot.. Microsoft Word has a completely redesigned user interface. The standard menus along the top have been removed and replaced with a series of toolbars intermediate level guide, Microsoft Word An Intermediate Guide. University of Salford. Word Page 2. Advanced Topics. Table of Contents.
Building Blocks. Advanced Microsoft Word Topics covered in this session: Creating tables. Adding table rows and columns. Deleting table rows and columns. Saving a PDF File. Then, hold down your left mouse button and drag your mouse over the text you want to select. Once text has been selected, any changes you make will be applied to the entire selected portion.
For example, if you press the Delete key, the selected portion will be removed. You can select a whole word, a phrase, a paragraph, a page, or even a whole document. You can also select any part of these levels for example, the first two lines of a paragraph. Navigating using the mouse is fine if all your text is on one screen, but the document in the sample above has many pages. Luckily, you can also navigate using the scroll bar on the right hand side of the screen. Simply place your mouse over the small rectangle in the scroll bar; this indicates your current position in the document.
Then, click it and drag it up or down to where you want to go. You can also click the up and down arrows at the top and bottom of the scroll bar to move one line at a time. You can also use keyboard shortcuts to navigate. Between the part of the keyboard which contains all the letters and the number pad, you should see a module with Insert, Home, Page Up, Delete, End, and Page Down keys.
You can also use the Ctrl key with the Page Up or Page Down keys to go to the very beginning or the very end of the document, respectively. A more precise way of navigating is using the Go To dialog.
There are three ways to open this dialog. The first is by clicking the arrow next to the Find button on the Home tab and clicking Go To:. The other way is by clicking the page count in the status bar at the bottom of the Word screen. Any of these actions will open the Go To dialog box. By default, Page is selected from the list on the left. All you have to do is type the page number in the text box and click Go To.
Then, type your text. In the following image, note how the underline button is orange, indicating it is active. Bold, italics, and underline are the three you will use the most often. You will find three other effects on the Font module of the Home tab. From left to right, they are strikethrough, subscript, and superscript. Their application is the same as the basic effects: These commands let you undo or redo your previous actions.
Take a look at this text, which we just typed. If we click the Redo button which in this case is a Repeat arrow: You can also click the down arrow beside the Undo button to undo several actions. Take a look at this text. We can now select the actions that we want to undo. We just used Undo to clear all the formatting from our text.
However, you can only redo sequential actions. This means that if we had typed text or performed some other action after formatting the text that action would also have to be undone to remove the formatting. Luckily, there is an easier way to remove formatting. One way is to select the formatted text and click the formatting command on the Home tab to remove it.
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So far, we have learned how to create documents, but we have been creating documents from scratch. To save a file for the first time, you can click the Save icon on the Quick Access toolbar, press the Ctrl and S keys, or click the Office menu and click Save.
Any of these options will open the Save As dialog:. You can also use the shortcuts on the left hand side of the window. At the bottom, enter a file name. You can also choose a file type; for now, we will stick with the default Word document type.
Once you have saved a file in this way, you can use the commands mentioned above Save icon on the Quick Access toolbar, Ctrl and S keys, or Office menu and Save to update the saved file.
If you want to save the file with a different location, name, or type, press the F3 key or use the Office menu — Save As command.
This will re-open the Save As dialog. This will launch the Open dialog. This dialog works much the same as the Save As dialog. Select a location from the top or the pane on the left, click a document to select it, and then click Open. You will then see the file open in Word. Another way that you can open files is via the Recent Documents list. If you click the Office menu, you will see a list of recently opened documents on the right hand side.
You can click any of these documents to open them. You can also click the pin icon to keep the document in the list. If you have several Word documents open at once, there are a few ways to switch between them. From within Word, you can click the View tab and click the Switch Windows command. Then, click the file that you want to work with.
The checked file is the one currently active. The icon that is a darker color is the currently active file. Or, you can right-click on the taskbar icon and click Close. As we learned in the last module, one of the biggest changes in Microsoft Office Word is the interface. In the last module, we got some experience with the interface as we learned how to use Word.
In the last module, we used the Office menu to open, close, and save files. Using the Office menu is easy: For example, if you wanted to close Word, you would click the Exit Word option. For example, if we hover our mouse over Save As, we will get a menu of options:. Click this option to see the New Document screen, where you can create a blank document or work from a template.
Save As: Click the Save As option to open the Save As dialog, or choose a specific format from the list on the right. Click the Print option to open the Print dialog, or choose another option from the menu on your right. Hover over the Prepare option to see a menu of tools to polish your document, including the Document Inspector, Compatibility Checker, and Document Properties. The status bar is the information bar at the bottom of the screen.
Page Count: Shows you what page of the document you are in.
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Click this area to open the Go To dialog. Word Count: Shows you how many words the current document has in it. Click this area to open the Word Count dialog, a detailed count of items in your document. Proofing Tools: This book icon indicates whether or not there are spelling errors in your document.
Click the icon to do a spell check. View Controls: Use these buttons to change views. We will discuss views at the end of this manual. Use this slider to zoom in or out of your document. We will discuss how to use the slider at the end of this manual.
Using the Mini Toolbar: In our last module, we learned how to type and select text. You may have noticed the mini toolbar pop up as you were doing so:. Applying formatting from the mini toolbar is the same as applying it from the Home tab: We will look at how to open dialog boxes in the next lesson.
Dialog boxes can contain options for different items. Click the tabs usually at the top of the screen to change the options that you see. Just like tab drop-down menus, you can type in the box or click the down arrow to choose from a list of values.
Click the checkbox to change this status. Use these buttons to choose from a list. Like check boxes, click to change the item that is in use. Normally, only one item from the list can be selected. In any dialog box, you can click OK to save your changes. You can also click Cancel to discard your changes.
Some dialog boxes also have an Apply button so you can apply your changes before making more changes or without having to close the window. Another way to perform actions is by right-clicking. Using a right-click menu is as easy as clicking on the command you want! We have lots of commands for text, including changing the font, paragraph, style, and more. If we select a table and right-click on it, however, we get a very different set of options.
Shortcut keys are when you press a key or sometimes a combination of two or even three keys at once to perform an action instead of clicking on the icon or finding its toolbar command.
Although toolbars have mostly been done away with in Microsoft Office Word , we do have the Quick Access toolbar. This toolbar is right next to the Office menu. Using the toolbar is as easy as clicking the icon! The point of the Quick Access toolbar is to provide quick access to the commands you use most, so it makes sense that you can customize it. To add buttons to the Quick Access toolbar, click the drop-down arrow next to it.
Then, click any commands you want to add to the toolbar. To remove a command, simply click it to remove the check. To move the tab back to its original place, click the drop-down arrow and click Show Above the Ribbon. For advanced customization options, click the More Commands item. You can easily add buttons by selecting a category from the list at the top, choosing a command, and clicking Add. Or, you can remove buttons by selecting them from the list on the right and clicking Remove.
You will also find commands to show the toolbar below the ribbon and to reset the toolbar to its default state. As you know, each tab has its own set of commands. So, if you wanted to change your view, you would click the View tab to see those commands. As well, you will see special tabs appear when you create certain objects, such as drawings or tables.
Each tab is composed of groups of commands. Clicking this button will open a dialog box with more features related to the group. In the example above, clicking the small arrow would open the Font dialog. This way, you can click on the tab to display commands, but once you click the title bar or the editing window, the tab goes back to minimized. To minimize the tab, simply click the drop-down arrow next to the Quick Access toolbar and click Minimize the Ribbon.
To restore the tab, click the Quick Access toolbar menu again and click Minimize the Ribbon again. This is probably the tab you will use the most often.
This is just so that you know where to find commands when you go to use them. This offers options to cut, copy, and paste text, and to use the format painter.
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It also features an option button to open the Office clipboard. We will learn about all of these tools later on in this course. This group contains commands to change the appearance of your text. We have covered most of these options already; we will cover the rest of the options later on in this manual.
You can also click the option button to open the Font dialog, which is a one-stop shop for most font settings. We will talk about some of these tools later on. You can also click the option button to open the Paragraph dialog.
Styles are preset formatting that help you keep your document consistent. Instead of having to remember what formatting you used for titles, you can simply use the pre-built styles. Later on in this manual, we will talk about how to apply these styles. We will save our in-depth discussion for the Advanced manual. The next tab we are going to look at is the Insert tab. When you have mastered creating basic documents, this tab will help you add other elements to your document, such as charts, pictures, cover pages, headers, and footers.
We will practice some of the basics in the step-by-step exercise, but we will get in depth into each element later on. This command expands into a menu that lets you draw a table, insert an Excel spreadsheet, or add a pre-defined table.
I think this next group is the most exciting. It lets us add illustrations to our document. As you can see, you can add pictures, ClipArt images included with Office , shapes, SmartArt diagrams , and charts to your document.
We will experiment with some of these features in the Step by Step exercise. The fourth group of the Insert tab lets you create links to Web sites called hyperlinks and other places in your document bookmarks and cross-references. We are going to save these features for the more advanced phases of the course. Headers and footers are the text at the top or bottom of each page, respectively.
This group lets you add a header, a footer, or simple page numbers. The great thing is, when you click one of these options, you have a menu of preset choices waiting for you. That means you can add a header, footer, or page number with just two clicks! Text Box Like headers and footers, you can click the Text Box command to choose from a menu of stylish text boxes.
You can also draw a blank text box. As you might imagine, this tab will allow us to view our documents in different ways. All you have to do is click the view you want. Each view is pretty self explanatory; you can see your document as it will appear on paper Print Layout , Full Screen, as it will appear on the Web, in an outline format, or in a draft format which will show less features.
We will look at each view more closely later on in this manual. For now, feel free to check and uncheck these items and see what the effect is. The first button will open a Zoom dialog which will let you choose specific Zoom settings. We will take a look at this dialog later on. The next three buttons will zoom to show one page, two pages, or the page width. All you have to do is click to zoom. With the first column of commands, you can create a new window, arrange windows, or split the current window.
With the second column of commands, you can view documents side by side and control how they appear. The last command is Switch Windows, which we already looked at; it lets you switch between open documents.
The last button on the View tab lets you open the Macros dialog box. If you click the drop-down arrow, you will see a menu related to macros. Macros let you record or code a series of commands so that you can perform a number of actions with just a few clicks. In our last module, we went over the basics of the new interface and discussed the three tabs that you will probably use most often. Themes are greatly improved in Microsoft Office Word This group of the Page Layout tab will let you choose an overall theme for your document, or choose a color, font, and effects theme separately.
You can control paragraph indent or spacing. You can also open the Paragraph dialog using the option button in the bottom right hand corner.
You will now see the word Developer in the tabs. Click it to see.
This tab contains advanced commands for coding languages such as XML and Visual Basic , creating macros, developing forms, and restricting document access. We will discuss all of these commands in the Expert manual.
In our last two modules, we focused on using the interface to do a variety of tasks. You already know that when you open Word, it creates a new document and names it Document 1 visible on the title bar.
If you want to create another new document, click the Office menu and click New. You will then see a new document, named Document 2. Then, from the pane in the middle, choose a template and click Create. The document will now be in Word, ready for you to customize.
To create a new document from an existing document, click the From Existing command in the pane on the left of the New Document dialog. Remember that you can open this dialog by clicking the File menu and clicking New. The document will then appear in Word.
As you can see below, the document itself has not been opened; a new document has been created from it. Once you have downloaded or opened templates, you will see a Recently Used module in the New Document window. Rather than hunting for the template all over again, you can simply click the template from this list and click Download.
At the very beginning of this manual, we learned how to select text with the mouse. We already know that we can use the mouse to click and drag over text to select it. When text is selected, the text will appear highlighted usually with blue. Remember, once text has been selected, any changes you make will be applied to the entire selected portion. Did you know that you can use the keyboard to select text too? This can be a much quicker way of selecting items once you get used to Microsoft Word.
We can also use the Editing group on the Home tab to select text and objects. Simply click the Select button and click what you want to select. Here are a few tips and tricks to get you started:. This means you can bold a single letter the same way you would an entire document. Triple-click to select the whole paragraph.
Cut, copy, and paste are fundamental skills. You should cut text when you want to move it from one location to another, or when you want to remove text that you may need later. To cut text, select the. Then, click the Cut button on the Home tab. Use the Copy command when you want to copy text from one location to another.
First, select the text you want to copy. Then, click the Copy button on the Home tab. Just click in the spot you want the text to appear, and click the Paste button on the Home tab.
Match Destination Formatting: Keep Text Only: Changes the formatting of the pasted text back to the default font and size with no formatting. Earlier, we mentioned that the paste command will only insert the last item that was cut or copied. If you want to cut and paste or copy and paste more than one item, you should use the Office clipboard as it can contain up to 24 items.
The first step is to show the clipboard. To do this, click the option button in the lower right hand of the Clipboard group on the Home tab.
To paste an item from the clipboard, click to place your cursor where you want the item to go. Then, right-click the item and click Paste. Note that you can also delete the item from the clipboard using this menu. You can also use the Paste All and Clear All buttons at the top of the clipboard to perform those actions. To close the clipboard,. You can also click the Options button at the bottom of the pane to control how the clipboard operates. You can also drag text around in your document.
First, select the text. Then, hold your mouse button down and drag the text down to where you want it. If you have a long document, it can be useful to have a tool to search through it. Luckily, Word has just the feature for you! To find text, click the Find button on the Home tab. Once your text is entered, click the Find Next button.
Word will select the first instance for you. You can stop there and close out of the box by clicking Cancel. Then, choose an option at the bottom. Will find the next instance of the word or phrase.
Then, you must click Replace again to confirm each replacement. Replace All: Then, click Replace All to replace every instance of this word. Word has a neat trick that allows you to copy formats within or between documents. First, select the text that has the formatting that you want. Your cursor will turn into a paintbrush. When you are done using it, simply click the icon again to turn it off. Remember that formats are not stored on the clipboard, and you can only copy formatting for one set of text at a time.
The format painter captures all kinds of formats, including:. A drop cap is a capital letter at the beginning of a paragraph that is usually larger than other letters and that is dropped down into the paragraph. Drop caps can be a good way to highlight portions of your document, or just to make it more visually appealing. To apply a drop cap, first place your cursor anywhere in the paragraph that you want the drop cap to appear. Then, click the Insert tab. Next, click the Drop Cap button and choose Dropped which places it in the paragraph or Margin which places it beside the text.
To remove a drop cap, place your cursor in the paragraph, click the Insert tab, choose Drop Cap, and click None. So far, we have talked about many types of formatting. However, one of the great new features of Microsoft Office Word is the styles built right in. A style can include fonts, formatting, colors, and borders and shading. There are two parts to the styles in Word. The first part is the Quick Style Gallery, which we have used already. This is composed of the styles that you can see on the Styles group of the Home tab.
Word places the most frequently used styles here for quick access. To apply any of these styles, simply select the text that you want to format and click a style. There are many more styles available than the ones you see here. The first option, Style Set, lets you choose another group of styles. The second option lets you choose another color scheme.
The third option lets you choose another font scheme. Note that fonts and colors will not work with all style sets. You can choose a different color scheme from the Colors list to easily customize the style.
You will find these buttons on the Paragraph group of the Home tab. Each type of alignment indicates which margin the text lines up with.
From left to right, you can apply left alignment, center alignment, right alignment, or justification where the text is spread out to take up the whole line. Simply select the text that you want to apply the alignment to, and then click the appropriate button. Note that one type of alignment must be selected at all times. Note how the justified paragraph looks very similar to the left aligned paragraph.
Look closer, however, at the second line. We have looked at many different kinds of formatting. A font is a complete set of characters with typeface and style that you use to type. Some fonts are all capitals. Other fonts are all symbols. Fonts are really customizable: The fonts that you have available in Word depend on what other applications you have installed and if you have installed any extra font packages. Remember that font settings types, sizes, effects, spacing, etc.
To choose a font type, first select the text that you want to apply the font to. Then, click the Font drop- down menu and select the font that you want to apply. As you scroll over the font, you will see a preview being applied to your text. Choosing these fonts will help keep your document consistent. Word also stores your recently used fonts near the top of the list.
If you know what font you want, you can type it into the drop-down list.
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Word will automatically complete the font name for you; press Enter to accept its selection. You can change your font size the same way: If you choose to use the menu, you will see a preview as you scroll through the sizes.
To change your font color, select the text that you want to change. Then, pick a color from the list. Once again, you will see a preview of the color applied to your text.
Once you see a color you like, click it to apply it. This can help you keep your document looking consistent and professional. You can also choose a standard color or click More Colors to pick a custom color. As you might expect, the Font Color command is also available on the mini toolbar. In addition to the main font color, you can also apply highlighting to text. Simply select the text you want to highlight and click a color from the Font group of the Home tab.
The Highlight Text command can also be found next to the color menu on the mini toolbar. In the first module, we learned how to apply basic underlining. If you click the drop-down arrow next to the underline command, you will see a menu of underline styles:.
You can click any of these styles to apply it. You can also click More Underlines to open the Font dialog, or choose a color for the underlining with the Underline Color menu. Have you ever typed a long title just to realize it should be all in caps? First, select the text that you want to change. Then, click the Font Case button on the Home tab and choose the case that you want.
In our last lesson, we learned about using the Home tab and the mini toolbar to apply font type, size, color, and underlining. To open the Font dialog, click the option button in the bottom right corner of the Font group in the Home tab. You can also choose an underline style and color. At the bottom, you will see a preview of your effects applied to sample text.
You can use a regular size font, but select a percentage so the font is scaled down. The next option is Spacing. You can set spacing to Normal, Condensed, or Expanded, and then choose a point the same as font point sizes. You can also modify position options to normal, raised, or lowered, and specify a point size for this position.
The last check box enables Kerning, which adjusts the spacing between letters so that it looks consistent. If you enable kerning, you can also specify what sizes you want Word to kern from a certain point on. Any options you set will be reflected in the preview pane. This way, whenever you open Word, this font will be used automatically.
Once you click the Default command, you will be warned of the change that you are about to make. Microsoft Office Word contains some new fonts, most notably Calibri. If you are sending documents to people using older versions of Word, you should make sure the fonts are saved with the document. This is called embedding fonts.
To embed fonts into your document, first click the Office menu and then click Word Options.
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Then, click the Save category on the left hand side. You will see the Embed option at the bottom of the dialog:. Earlier on in this module, we talked about using alignment to position text on the page. In this module, we will talk about positioning text more precisely using tabs. Tabs are pre-defined places within your document.
They can help you place text quickly and consistently. There are five types of tabs. Left Tabs: If you use this type of tab, your text will start at this point and flow to the right. Bar Tabs: It just places a vertical bar at the point of the tab.
To use tabs, simply press the Tab key on your keyboard. Your cursor will jump to the next tab marker. By default, Word sets default tabs at every half inch. Every time you press Tab, your cursor will move another half inch. To set tabs, first make sure you can see the rulers. If not, click the View tab and make sure Rulers is checked.
It can now be used in the same way as a regular tab: You can see the icon for each type of tab on the ruler. Take a look at the sample below. Remember that tabs are set per document, so you can set as many tabs as you want for each document. This can come in handy if you create lots of different kinds of documents that each needs specific alignment.
Note that if you create a tab in a line that already has text, the tab will only be available for that paragraph.
The dotted line will appear when you move a tab; it can help you place it in the proper spot. To delete a tab, just drag it off the ruler. An indent is how far each line of the paragraph is set in from the margin. First Line: A first line indent only indents the first line of the paragraph rather than the whole thing. A hanging indent does the opposite:You can use a regular size font, but select a percentage so the font is scaled down.
Once you have saved a file in this way, you can use the commands mentioned above Save icon on the Quick Access toolbar, Ctrl and S keys, or Office menu and Save to update the saved file. Like other views, you can switch to it using the status bar or the View tab. Blog Posts. You can also add tables, charts, art, shapes, photos, and much more.
Then, click the place on the ruler where you want the indent to appear. To minimize the tab, simply click the drop-down arrow next to the Quick Access toolbar and click Minimize the Ribbon.