Word 97 Advanced - Styles - Slide No. 1 © Cheltenham Computer Training 1995-2002 Styles Word 97 -...

Word 97 Advanced - Styles - Slide No. 1© Cheltenham Computer Training 1995-2002

Styles

Word 97

- Advanced -


TIP: Depressing the SHIFT key and clicking on the down arrow will display ALL available styles

What are Styles?– Allows you to define a group of

paragraph and character formats as a style, and then save the styles in a style sheet

– A style sheet is a list of styles which are part of a document or document template

– You can then apply these styles to documents which saves time spent formatting text over and over by hand


Creating Styles– The easy way!

– Select some sample text to which you have previously applied formatting information, such as bold, font type and size etc.

– Click on the Style box, within the Word formatting toolbar

– Within the Style Box, delete the currently listed style and enter a new name

– Press Enter

– The new style will now be stored for further use

• The hard way!• From the Format menu,

choose the Style command to display the Style dialog box


The selected style is applied to the selected item in the document

Applying Styles

– Select the part of the text to which you want to apply the style

– Click on the Style Box drop down arrow to display a list of styles

– Select the required style

– The style will then be applied


Modifying Styles• Any styles you have created can be modified


Heading Styles

• There are nine different heading levels which can be used to structure a document, and these are numbered from 1 to 9

• You can use these header styles to generate a table of contents


Style Gallery• Used to apply a collection of new styles to

the current document


Review Questions


Templates

Word 97

- Advanced -


What are Templates?

• Templates can be used to make production of frequently used types of document faster and easier– The template may contain text or graphics already inserted in

the document

– Templates may contain styles, macros, AutoText entries, toolbar buttons, and customized menu and shortcut key settings

– Pre-defined templates supplied with Word include templates for memos, reports, business letters, and even a CV!

– Word is supplied with a number of Template Wizards


Creating Documents Based on Specific Templates

• From the File menu, select New

Using the New tool on the Standard toolbar will always create a new document based on the Normal template


Creating a Document Using a Template Wizard


Creating Your Own Template

• You can save any document as a template!


Review Questions


Using AutoFormat

Word 97

- Advanced -


Running AutoFormat From the Format Drop Down Menu

• Using this method you have the ability to review and/or reject changes


Removing AutoFormat Changes

• Always review changes

• If necessary remove selected changes made by AutoFormatting


Setting AutoFormat Options

• From the Format menu, choose AutoFormat and click on the Options button


Review Questions


Long Documents - Section Formatting and Master Documents

Word 97

- Advanced -


Why Use Section Breaks?

• Section breaks can be used to make the organization and formatting of long documents easier– A section can consist of a single paragraph, or can be many

pages long

– A section is used when you want to change certain elements in part of a document only, e.g. margins, page setup, headers and footers, etc.


Inserting Section Breaks

– Place the insertion point where you want the new section to begin. From the Insert menu, select the Break command to display the Break dialog box


Page Setup/Section Layout

• Specify various options for the layout of a section– Such as the specifications for the beginning of a section, and

the vertical alignment

Start section on:

New Page

New Column

Continuous

Odd Page

Even Page


What are Master Documents?

• Allows you to create a series of small, individual document files and then link them into a single Master Document

• Each sub-document may be created by a different person, on different PCs and the individual files may be linked together over a network

Master

Document Sub-documents


Constructing a Master Document

• Create a new document• Switch to Master Document View• Insert your sub-documents• Save the Master Document file

Use this button to insert sub-documents


Review Questions


Using Fields

Word 97

- Advanced -


What are Word 97 Fields?

• Fields are codes that you can insert into a Word document that in some way automate your work or make Word more effective

• Examples include:– Table of contents generation fields

– Time and date insertion fields

Dialog box produced by selecting the Insert/Field command


Inserting the Date and Time

Use the Insert drop down menu, to select the Date and Time command

Keyboard shortcuts:

To insert the current date press Alt+Shift+D

To insert the current time press Alt+Shift+TWhat is the effect of using this check box?


Inserting the File Name into a Document as a Field

• Often used to insert the document file name into the document footer

Options


Viewing, Updating, Unlinking, Locking and Navigating Fields

To toggle between field codes and their effectsPress Alt+F9.

To update a fieldSelect the field and press F9.

To move to the next fieldPress F11.

To move to the previous fieldPress Shift+F11.

To unlink a fieldPress Ctrl+Shift+F9.

To lock a fieldPress Ctrl+F11.

To unlock the fieldPress Ctrl+Shift+F11.


Generating a Table of Contents

• If you have used several heading levels in your style list, you can build a Table of Contents directly from them


Formatting a Table of Contents

• You can apply any of the formats to the Table of Contents generated using the TOC (Table of Contents) field

Formatting options include:

Format (style)

Show Page Numbers

Right Align Page Numbers

Show Levels

Tab Leader


Generating an Index - Creating an Index Entry

• From the Insert menu, choose the Index and Tables command

• Select the Mark Entry option button to display the Mark Index Entry dialog box


Generating an Index - Compiling an Index

• Locate the insertion point at the position you want the index to appear– Select the Index and Tables command from the Insert menu

Select the Index tab to display the Index folder– Using the Formats list you can specify several types of index

formats:


Review Questions


Customizing Word

Word 97

- Advanced -


Displaying Toolbars

• You can choose which toolbars to display

• You can add icons to or remove icons from any toolbar

• You can create new toolbars

TIP: Right click on any toolbar to display a list of some selectable toolbars


View Options

• Nonprinting Characters– Tab Characters

– Spaces

– Paragraph Marks

– Optional Hyphens

– Hidden Text

– All

• Show– Drawings– Object anchors– Text boundaries– Picture placeholders– Animated text– ScreenTips

– Highlight– Bookmarks– Field codes– Field shading

• Window– Status Bar

– Horizontal Scroll Bar

– Vertical Scroll Bar

– Vertical Ruler


General Options• General Options

– Background Repagination

– Help for WordPerfect Users

– Navigation Keys for WordPerfect Users

– Blue Background. White Text

– Provide feedback with sound

– Provide feedback with animation

– Confirm conversion at Open

– Update automatic links at Open

– Mail as attachment

– Recently used file list

– Macro virus protection

– Measurement units


Edit Options• Editing Options

– Typing Replaces Selection– Drag and Drop Text Editing– Automatic Word Selection– Use the INS Key for Paste– Overtype Mode– Use Smart Cut and Paste– Tabs and backspace set left

indent– Allow Accented Uppercase

• Picture Editor


Print Options• Printing Options

– Draft Output– Reverse Print Order– Update Fields– Update Links– Background Printing– Allow A4/Letter resizing– Print PostScript over text

• Include with Document– Document properties

– Field Codes

– Comments

– Hidden text

– Drawing Objects


File Locations Options

• Defines file locations for:– Documents

– Clipart Pictures

– User Templates

– Workgroup Templates

– User Options

– AutoRecover files

– Tools

– Startup


Save Options

• Defines saving options– Always create backup copy– Allow fast saves– Prompt for document properties– Prompt to save normal template– Embed TrueType fonts– Save data only for forms– Allow background saves– Save AutoRecover Info every: (x)

Minutes

• File Sharing Options– Password to open– Password to modify– Read-only recommended


Spelling & Grammar Options• Spelling

– Always Suggest Corrections– From Main Dictionary Only– Words in UPPERCASE– Words with Numbers– Internet and File Addresses– Check Spelling As You Type– Hide Spelling Errors On This

Document– Custom Dictionaries

• Grammar– Check grammar as you type– Hide grammatical errors as you type– Check grammar with spelling– Show readability statistics– Writing style


AutoFormat Options• Options include:

– Apply• Headings, lists, automatic bulleted

lists, and other paragraphs

– Replace• “Straight Quotes” with “Smart

Quotes”• Ordinals (1st) with superscript• Fractions (1/2) with fraction

character• Symbol characters with symbols• “Bold” and underline with real

formatting• Internet and network paths with

hyperlinks

– Preserve• Styles

– Always AutoFormat• Plain text WordMail documents


Review Questions


Advanced Use of Find and Replace

Word 97- Advanced -


Using ‘Special’ Find and Replace Features


Advanced use of Find and Replace

• Allows you to search for (and replace) items including:

– Fonts– Paragraphs– Tabs– Language– Frames– Styles– Highlight


Review Questions


Miscellaneous Advanced Features

Word 97

- Advanced -


Bookmarks

• The Bookmark option is useful for numerous operations– You can use it to mark selected text,

rows, or columns within a table, graphics, or the current location of the insertion point

– A bookmark can also be used to mark a place so that it can be found easily for future work or revisions:


File Conversion• This facility allows you to:

– Open files that have not been stored in Word 97 format

– Save files in a format other than Word 97– Useful when swapping files with users using

previous versions of Word or users with entirely different PC based word-processors

Opening Closing


Equation Editor

• This is an add-in program which can be used with Word for Windows and other Microsoft programs– It is used to create scientific and mathematical equations

which can be inserted into documents as objects


Footnotes• Footnotes can appear at the bottom of a page, at the

end of text on a page, at the end of a section, or at the end of a document

– They are used to refer the reader to an additional source of information, or to provide additional data

– Footnotes can be marked with a number or other symbol


AutoSummarize

• You can use the AutoSummarize feature to automatically summarize the key points in a document


Document Map• The Document Map allows you to navigate

through large documents with relative ease.


Macros• A macro is a sequence of

key strokes which you record and play back later– You can assign a macro to

almost any action in Word 97

– They enable you to automate Word’s key strokes, and it’s mouse actions

– You can place macros on a toolbar or menu, or you can assign them to a shortcut key stroke during the recording process


What is Outlining?• Allows you to view or create the basic structure

of a document


Highlight Changes

– Highlight Changes are used to show the changes which have been made to a document

• and to show when, where, and by whom, the changes were made

– Changes are shown in revision bars which are displayed in the margins

• and by using underlined characters for newly inserted text, and strikethrough characters for deleted text

– Very useful if several people are working on the same document

– Word 97 uses the Highlight Changes options which you set to compare the edited version to the original document


Password Protection– It is easy to assign a password to a document

– You can assign two different types of password to a file: a Password to open, and/or a Password to modify

– The Password to open means the file cannot be opened unless the correct password is issued

– A Password to modify allows the file to be read, but not written to

Keep a written record of the files and their passwords, particularly if you are working in a networked environment.


Word Count

• This feature is useful for displaying a word count of your current document, without the need to use the Summary Info feature


Review Questions

Word 97 Advanced - Styles - Slide No. 1 © Cheltenham Computer Training 1995-2002 Styles Word 97 -...

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