Microsoft Word
ADVANCED LEVEL
Styles
What are Styles?
– Allows you to define a group of
paragraph and character formats as
a style, and then save the styles as
a style within a document or
template
– You can then apply these styles
which saves time spent formatting
text over and over by hand
TIP: Depressing the SHIFT
key and clicking on the down
arrow will display ALL
available styles
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
Styles in Documents
and Styles in Templates
• Styles stored in a document are only available
within that document
• Styles stored within a template are available
within any new documents created using that
template
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
The selected
style is applied
to the selected
item in the
document
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
Templates
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 Blank
Document icon 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!
Using AutoFormat
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
Long Documents - Section
Formatting and Master Documents
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
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Create a new document
Switch to Master Document View
Insert your sub-documents
Save the Master Document file
Use this icon to insert
sub-documents
Using Fields
What are Word Fields?
• Fields are codes that you can insert into a Word
document that in some way automates your work
or makes 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+T
What 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 effects
Press Alt+F9.
To update a field
Select the field and press F9.
To move to the next field
Press F11.
To move to the previous field
Press Shift+F11.
To unlink a field
Press Ctrl+Shift+F9.
To lock a field
Press Ctrl+F11.
To unlock the field
Press Ctrl+Shift+F11.
Using Index and Tables
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 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
• 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:
Customizing Word
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
General Options
• General Options
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Background Repagination
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
Help for WordPerfect Users
Navigation Keys for
WordPerfect Users
– Measurement units
• Editing Options
Edit Options
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Typing replaces selection
Drag-and-drop text editing
Use the INS Key for Paste
Overtype Mode
Use Smart Cut and Paste
Tabs and backspace set left
indent
– Allow accented uppercase
in French
– Picture Editor
• Click and type Options
– Enable click and type
– Default paragraph style
• Printing Options
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Print Options
Draft Output
Reverse Print Order
Update Fields
Update Links
Background Printing
Allow A4/Letter resizing
Print PostScript over text
• Include with Document
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Document properties
Field Codes
Comments
Hidden text
Drawing Objects
File Locations Options
• Defines file locations for:
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Documents
Clipart Pictures
User Templates
Workgroup Templates
User Options
AutoRecover files
Tools
Startup
Save Options
• Defines saving options
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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
– Check Spelling As You Type
– Hide Spelling Errors In This
Document
– Always Suggest Corrections
– Suggest From Main Dictionary Only
– Ignore Words in UPPERCASE
– Ignore Words with Numbers
– Ignore Internet and File Addresses
– Custom Dictionary
• Grammar
– Check grammar as you type
– Hide grammatical errors In This
Document
– 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
Advanced Use of Find and Replace
Using ‘Special’ Find and Replace
Features
Advanced use of Find and Replace
• Allows you to search for (and
replace) items including:
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Fonts
Paragraphs
Tabs
Language
Frames
Styles
Highlight
Word Macros
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
– They enable you to automate
Word’s actions
– You can place macros on a
toolbar or menu, or you can
assign them to a shortcut key
stroke during the recording
process
Miscellaneous Advanced Features
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 format
– Save files in a format other than Word
– 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.
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 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
A few point to remember
• Word is very easy to get started with
• Word makes many decisions for you
– Changing words decisions requires insight and knowledge
• Word has extremely many features
– Some you will use often
– Some you may use from time to time (and have a hard time
remembering)
– Some you may never use
• Word is a very professional tool
– But to use it professionally requires insight, knowledge and
practice