Advanced Microsoft Word for Windows

Advanced Microsoft Word for Windows

Advanced Microsoft Word for Windows Styles Styles in Microsoft Word are used to apply pre-defined formatting characteristics to a section of text. Applying Styles You can show the style name area along the left border of your document. This area identifies which styles have been applied to the paragraphs in he text area. To show or hide the style name area, select Tools, Options from the menu bar. Creating Styles The easiest way to create a style is to use formatted text that already exists. To create a style with the ribbon, select the paragraph that contains the desired formatting you want to use and then in the Style Box (shown below) type a name for the new style and then press .

Style Box

You can also use current styles as the basis for new style. To base a new style on an existing style, choose Format, Style from the menu bar. In the Style Name Box (Shown below), select a style and click on Define. You will be presented with another dialog

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Advanced Microsoft Word for Windows

box. In this second dialog box select the style which the new style will be based on and then click on Change and Close. If you wish you can assign a key combination to automatically apply a style. To do this, select Format, Style from the menu bar. In the dialog box (shown above), select the style from the Style Name Box. In the Short Cut Key Box, select the key combination and click on Apply. Modifying Styles Style can also be formatted. To change the formatting in a style, first apply the desired formatting changes to the paragraph containing the style you want to change. Next, select the paragraph and in the Style Box on the ribbon, select, the style you want to change and press . Click on Yes in response to the question asked. Deleting Styles To delete styles you no longer use select Format, Style from the menu bar. In the Select Name Box, select the desired style to delete and click on Define and then click on Delete. Finally, answer Yes to the question asked.

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Advanced Microsoft Word for Windows

Next Style Occasionally you will sometimes find that you often would like to have certain styles automatically follow a style that you just applied (i.e., a heading style followed by a paragraph style). To specify a next style, choose Format, Style from the menu bar. In the Style Name Box, select the style you want to apply a next style to and click on Define and then in the Next Style Box (shown below) select the desired style and click on Apply.

Templates A document template provides a time saving pattern t shape a final document or to customize Word for a particular type of document. A template can contain text and graphics that are the same in every letter, memorandum or report. Word inserts the text or graphics automatically when you create a new document with that template. Templates also can include styles and macros. Creating a New Document Based on a Template To open a new document based on a template, open a new file (as you normally would). You will be presented with a dialog box (as shown below) asking you which template you wish to use. Normal.dot is the style by default.

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Advanced Microsoft Word for Windows

Creating a New Template To create a new template, open a new document. Under the New Option Button select Template (as shown above). Click on OK. Setup the template by inserting text, graphics, page layout, character formatting, styles, etc. Next, save the file as you would a document. In the File Name Box type in a name for the template and click on OK. Do not use the three character extension as Word will automatically add a .dot extension. Create a New Template Based on an Existing Template To create a new template based on an existing template, choose File, New from the menu bar. Select the Template Option Button (as shown above). In the Use Template Box, type or select the name of the template you want to base the new template on. Click on OK. Make changes as necessary to the template. Save the document as you would normally, but give the template a new name in the File Name Box. Create a Template Based on a Document To create a template based on a document, choose File, New from the menu bar. In the dialog box presented, select the Template Option Box. In the Use Template Box type in the file name (including the path) of the document to base the template on. click on OK. Make changes in the document as necessary and then save the template, giving it another file name.

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Advanced Microsoft Word for Windows

Editing a Template You edit and or modify a template as if it were a document. To edit a template open the template, as described earlier in this document. Once the template is open make the necessary changes and save the template under the same file name. You can change the Global Template (Normal.dot) using this method.

Sections You can divide a document into any number of sections in order to apply different types of formatting to a certain portion of the document. A section is usually several paragraphs or pages in length (think of it as a mini-document). Word will separate each section with a “Section Break”, which is represented by a double-dotted line across the page. You generally create different sections because you want to have a different number of columns in a certain portion of text, you want text aligned differently, you want different headers or footers or different page numbering sequences. To insert a new section, position the mouse pointer where you want the section to start and choose Insert, Break from the menu bar. In the dialog box shown below, select the type of section break and click on OK.

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Advanced Microsoft Word for Windows

Tables are a series of rows and columns which intersect to form a cell. Tables are similar in format to a spreadsheet program.. Tables are very useful in display rows and columns of data and should always be used instead of whenever possible. Creating Tables You can create a table from text that already exists in a document. This is possible if the text has paragraph marks, commas or tabs distinguishing the different cells of data. To create a table from existing data, select the text and then from the Tables menu choose Convert Text to Table. You will be presented with a dialog box asking you what is used as the separator in the text. Select the appropriate separator and click on OK. You can also convert an existing table back into text by selecting the table and then choosing Table, Convert Table to Text from the menu bar. Designate in the dialog box the desired text separator. You can also create a table from scratch and enter the data into the table. To move forward in a table simply press the key. To move backward in a table press . To create a new table position the mouse cursor at the desired starting point and select Table, Insert Table from the menu bar. In the dialog box shown below type in the desired number of columns and rows and click on OK.

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Advanced Microsoft Word for Windows

It is also easy to split a table into two tables. To split a table, position the cursor in the row below where you want the split to occur and choose Table, Split Table from the menu bar. Modifying a Table When you want to make formatting or editing changes to a table you first must select the desired, column, row, cell or table. To select a cell, position the mouse pointer to the left side of the cell and click once with the left mouse button. To select a row, position the cursor to the left of the row outside the table and click the left mouse button (to select multiple rows click and drag across the desired rows). To select a column, position the mouse anywhere in the desired column and click the right mouse button (to select multiple columns click and drag with the right mouse button). To select an entire table use the columns method starting in either the first or last column. To change the width of a column, position the mouse pointer over the guideline for the column. Your cursor will change to indicate you have positioned the mouse correctly. Click and drag the column to the desired width. To add a row, select the row just below where you want to add a row and choose Table, Insert Rows. To insert rows at the end of a table position the cursor outside the table on the first available line. Select Table, Insert Rows and enter the number of rows to add. To add a column. select the column to the right of where you want the new column to be placed and choose Table, Insert Columns from the menu bar. To add a column to the end of the table position the mouse outside the table at the top row and select Table, Insert Columns. To delete a row or column select the row(s) or column(s) and then choose Table, Delete Rows or Columns. You can add borders to a table to be printed. To add borders, select the row(s), columns(s) or cell(s) and then choose Format, Border from the menu bar. In the dialog box shown below, select a Line Style and use Preset to set outline border to grid, outline or both.

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Advanced Microsoft Word for Windows

Columns Columns are used when you want text to read like a newspaper (i.e,., down the column and then over to the top of the next column). To create a news paper style column select, Format, Columns. In the dialog box shown below, specify the number of columns you want and click on OK.

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Advanced Microsoft Word for Windows

Varying the Number of Columns You can vary the number of columns in your document by either specifying a new section and setting up the columns or by positioning your cursor in the desired place in the columns text to make the change and choosing Format, Columns from the menu bar. Enter the number of columns and select the Apply To box and select This Point Forward and then click on OK. Adding Vertical Lines to Columns To add a vertical line to a column, position the insertion point in the section where you want to add the vertical line and choose Format, Columns from the menu bar. Click on the Line Between check box.

Graphics Graphics are used to make a document more exciting and to assist in getting the author’s desired point across to the reader. Word provides many graphics capabilities such as frames, importing capabilities of many graphic formats, draw tools and graphing tools. The first two topics will be covered. Draw tools and graphing tools are beyond the scope of this document.

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Advanced Microsoft Word for Windows

Creating Frames You can position text and graphics on a page by enclosing them in a frame. The text outside the frame will automatically wrap around the frame. You can create frames around existing text or graphics or you can create empty frames to insert text and graphics. To create a frame around text or graphics, select the text or graphic and choose Insert, Frame from the menu bar. To create an empty frame, choose Insert Frame from the menu bar. Your cursor will change to a cross (or cross-hair). Position the cross-hair in the top left-hand corner of where you want the frame to be and drag a rectangular area to the desired size.. You can change the size of a frame by clicking on the frame and then dragging the handles on the frame. Working with Pictures In Word you can insert graphics of almost any format. To insert a picture, position the mouse pointer where you want the picture to be placed and choose Insert, Picture from the menu bar. You will be presented with the following dialog box.

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Advanced Microsoft Word for Windows

Work in this dialog box to retrieve the desired file. This dialog box works exactly like the File, Open dialog box. To help in the search you might want to use the List Files of Type box to select a specific type of picture file format. You can easily move a picture by either cutting and pasting the picture or by putting a frame around it and moving it as described in the Creating Frames section of this document. Changing the size of a picture is the same as changing the size of a frame.

Importing and Linking Spreadsheet Data Importing and linking spreadsheet data into Word is very easy. There are two ways to bring data into a Word document. One way is to bring the data in without linking it to a spreadsheet. The other is to link the data upon importing. To link data implies that if the user were to change the spreadsheet data the Word document would automatically be updated the next time it is opened. This prevents the user from having to re-import the data. To import spreadsheet data, select the data in the spreadsheet application and switch to the Word application. In Word position the cursor where you want the data to go. During the import Word will place the data into a table automatically. After positioning the cursor select Edit, Paste Special from the menu. The following dialog box appears.

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Advanced Microsoft Word for Windows

In the Format Type Box leave it as “Formatted Text (RTF)”. Click on Paste if you do not want it linked or click on Paste Link if you do want it linked. That’s it, it’s that simple.

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