Session 1 - Advanced Word (actually mostly basic Word)
Word Recap!
Before we move onto advanced Word, I would like to do a quick recap/session on some Word Basics, in particular a reminder on why Styles are awesome and why we should use them.Styles are central to the way that modern versions of MS Word work.
They are undervalued as a feature, but should be used for all documents!
The following has been copied from my Certificate IV Notes and is a really quick Styles Primer.
If your Rulers are not displayed, you can use the View tab to add them. I find the rulers very useful and great for quick page formatting stuff.
Styles are linked directly to various Templates. When you create a blank document, you are still using a template, although you may not realise it. The standard template is called Blank Document or Normal, depending on your version of Office.
Using the long document provided to you, add styles to the document, including different levels of Headings.
DESIGN BRIEF (heading 1)
Project Scope and Design Brief (Heading 2)
Initiation (Heading 3)
Scope planning (heading 3)
Scope definition (Heading 3)
Scope verification (Heading 3)
Scope change control (Heading 3)
The project manager needs to: (Heading 3)
Creating a Multimedia/Web Design Scoping Questionnaire (Heading 2)
Client Experience (Heading 3)
Type of project (Heading 3)
Type of Product (heading 3)
Market sector (Heading 3)
Project Bias (Heading 3)
This is what it should look like
The Table of Contents button is used to add a Table of Contents to your document.
The Add Text button allows you to add items to your Table of Contents that were not included as Heading styles.
Update Table is used to update a table of contents after changes have been made to your document - new headings or even additional text - that will make the existing table of contents inaccurate.
To add your Table of Contents, move to the top of your document and click on the Table of Contents button. Select the style of contents that you want. It will be placed in your document at the cursor.
You can also create one manually by typing in each heading and sub heading within your document. This is not wrong, but can be quite time consuming if your document changes and you need to update the Table of Contents. Just adding a couple of sentences can change your page numbers and make your table of contents incorrect.
Outline View also allows you to manipulate your document levels by moving items up or down and by promoting or demoting levelled items.
If you click on Paragraph, you will see a section for Outline level - this is what links the style to the Table of Contents. It also allows you to use the Outline View, where you are able to just look at the headings and levels of a large document.
You can change any of the style attributes such as colour, font, size, alignment and formatting. Click on the Format button at the bottom left of the dialogue box.
The relevant buttons are the Themes, Colors and Fonts. You will get a WYSBYGI preview by moving your cursor over any of the choices.
Below is my formatted Word Document.
Use Save As, Select PDF as the type, and use the Options to allow bookmarks to be created.
This is great for larger documents as the bookmarks can then be used to navigate through the PDF document.
The keyboard shortcuts are Ctrl-C for Copy, Ctrl-X for Cut, and Ctrl-V for Paste. Copy will make a duplicate, whereas Cut will remove the original and place it where it is pasted, in essence "moving" an item. Cut, Copy and Paste can also be used to copy elements from other applications into your document. Cut, Copy and Paste use the "Windows Clipboard", which is a storage space within Windows that will temporarily hold items. When you use Cut or Copy, you are placing the item in the Clipboard. Paste takes it out of the clipboard and places it at your cursor. The item is not removed from the Clipboard, so you can paste an item multiple times. If you look at the Paste button icon, you will see that it is a picture of a clipboard.
When you paste with the button, you may have the choice of
Use Ctrl-C to copy the text.
Instead of just pressing Ctrl-V to paste, try using the Paste Button options. Depending on the type of text that you have copied, you will get a variety of paste options. If you hover over the options, you will see the preview of what it will paste like.
NB: You can also set up the default paste option for a range of circumstances in your Word Options (as well as under Paste). I use heaps of templates for learner and assessment guides and find this very useful.
A section Break allows you to incorporate different page formatting within the same document. For example, different column settings on the same page, or a landscape page in the middle of a document.
I have made my long document 3 pages by adding a couple of extra page breaks. I can make the middle page landscape by inserting a section break or a page break and continuous section break.
The Ruler is the best way to play with TABS and the best way is to see this in action.
The following has been copied from my Certificate IV Notes and is a really quick Styles Primer.
If your Rulers are not displayed, you can use the View tab to add them. I find the rulers very useful and great for quick page formatting stuff.
Styles and Templates - The basics
Although not compulsory, I strongly recommend that you use styles to format your documents in Word. Styles in Word have a Preview feature, or what I call WYSBYGI (What You See Before You Get IT).Styles are linked directly to various Templates. When you create a blank document, you are still using a template, although you may not realise it. The standard template is called Blank Document or Normal, depending on your version of Office.
Activity 1
Open a couple of different templates and review the styles for each
So Why use styles?
There are SOOOOO many reasons to use styles and really no reasons not to use them. Many of these will become obvious as we go along, but to start with here are a few:- Consistent formatting within your document
- Easy to change templates
- Navigation
- Table of Contents
- Outline View
- PDF conversion
Table of Contents and Styles
Heading styles are linked with your Table Of Contents. If you are creating a large report and need to have a table of contents that can be easily updated, you should use heading styles throughout your report. It is also an easy way of making sure that your headings and text items are consistently formatted throughout your document.Activity 2 (Styles)
Download the Long Document file so you can do this exercise when you have your work session.Using the long document provided to you, add styles to the document, including different levels of Headings.
DESIGN BRIEF (heading 1)
Project Scope and Design Brief (Heading 2)
Initiation (Heading 3)
Scope planning (heading 3)
Scope definition (Heading 3)
Scope verification (Heading 3)
Scope change control (Heading 3)
The project manager needs to: (Heading 3)
Creating a Multimedia/Web Design Scoping Questionnaire (Heading 2)
Client Experience (Heading 3)
Type of project (Heading 3)
Type of Product (heading 3)
Market sector (Heading 3)
Project Bias (Heading 3)
This is what it should look like
Table of Contents
Table of Contents is in the References TAB of the ribbon.The Table of Contents button is used to add a Table of Contents to your document.
The Add Text button allows you to add items to your Table of Contents that were not included as Heading styles.
Update Table is used to update a table of contents after changes have been made to your document - new headings or even additional text - that will make the existing table of contents inaccurate.
To add your Table of Contents, move to the top of your document and click on the Table of Contents button. Select the style of contents that you want. It will be placed in your document at the cursor.
You can also create one manually by typing in each heading and sub heading within your document. This is not wrong, but can be quite time consuming if your document changes and you need to update the Table of Contents. Just adding a couple of sentences can change your page numbers and make your table of contents incorrect.
Outline View
Outline View allows you to view a document's structure based on where the Heading styles were used.Outline View also allows you to manipulate your document levels by moving items up or down and by promoting or demoting levelled items.
Modifying Styles and levels
To modify a style, right click on the style button and you will get the Modify Style dialogue box
If you click on Paragraph, you will see a section for Outline level - this is what links the style to the Table of Contents. It also allows you to use the Outline View, where you are able to just look at the headings and levels of a large document.
You can change any of the style attributes such as colour, font, size, alignment and formatting. Click on the Format button at the bottom left of the dialogue box.
Changing Fonts, Colours and Themes.
As well as the current style colour and fonts, you can also view and change to any others from a list of presets (and of course you can edit or add your own). These are accessed from the Design Ribbon.The relevant buttons are the Themes, Colors and Fonts. You will get a WYSBYGI preview by moving your cursor over any of the choices.
Convert to PDF
While it might not seem an obvious advantage, using styles will allow you to create bookmarks automatically within your PDF file. This is very useful for a large document and enhances the end user experience.Below is my formatted Word Document.
Use Save As, Select PDF as the type, and use the Options to allow bookmarks to be created.
This is great for larger documents as the bookmarks can then be used to navigate through the PDF document.
Format Painter
The Format Painter will pick up all of your formatting options and store them and then allow you to paste the formatting to the next selection of text. It is essentially Copy and Paste for formatting. This would have to be one of my favourite tools!!Cut, Copy and Paste
Cut, Copy and Paste can be used to move or copy text or other times within a document or pretty much any application within Windows. You can use the buttons, located in most applications under Edit, or you can use the keyboard shortcuts, which are again consistent within all Windows based applications.The keyboard shortcuts are Ctrl-C for Copy, Ctrl-X for Cut, and Ctrl-V for Paste. Copy will make a duplicate, whereas Cut will remove the original and place it where it is pasted, in essence "moving" an item. Cut, Copy and Paste can also be used to copy elements from other applications into your document. Cut, Copy and Paste use the "Windows Clipboard", which is a storage space within Windows that will temporarily hold items. When you use Cut or Copy, you are placing the item in the Clipboard. Paste takes it out of the clipboard and places it at your cursor. The item is not removed from the Clipboard, so you can paste an item multiple times. If you look at the Paste button icon, you will see that it is a picture of a clipboard.
Paste Button
When you paste with the button, you may have the choice of
- Use destination theme
- Keeping the source formatting
- Merge formatting
- Text only (no formatting)
Use Ctrl-C to copy the text.
Instead of just pressing Ctrl-V to paste, try using the Paste Button options. Depending on the type of text that you have copied, you will get a variety of paste options. If you hover over the options, you will see the preview of what it will paste like.
NB: You can also set up the default paste option for a range of circumstances in your Word Options (as well as under Paste). I use heaps of templates for learner and assessment guides and find this very useful.
Columns and Section Breaks
Columns on their own are quite simple, but columns mixed with section breaks are truly awesome. The best way to appreciate this is to see it in action.A section Break allows you to incorporate different page formatting within the same document. For example, different column settings on the same page, or a landscape page in the middle of a document.
I have made my long document 3 pages by adding a couple of extra page breaks. I can make the middle page landscape by inserting a section break or a page break and continuous section break.
Tabs and the amazing Ruler
I’m a bit of a visual person when it comes to setting tabs. I like to use the ruler. If the ruler is not visible, you can change it in the View Ribbon by checking Ruler box. By default, TABS are set at every half inch across the ruler. (One inch is 2.54cm).The Ruler is the best way to play with TABS and the best way is to see this in action.
Comments
Post a Comment