Working With Styles And Properties


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How to use styles and properties to improve the efficiency of your documentation.

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  • Working With Styles And Properties

    1. 1. Working With Styles And Properties Environment Discipline
    2. 2. Precursor <ul><li>In order to understand the material in this course, you should have a working knowledge of Microsoft Word. </li></ul>06/07/09
    3. 3. Overview <ul><li>In this lesson you will learn : </li></ul><ul><ul><li>how to use styles to format a paragraph, </li></ul></ul><ul><ul><li>how to use styles to format individual words, </li></ul></ul><ul><ul><li>how to use styles to format several blocks of text, </li></ul></ul><ul><ul><li>how to use styles to delete text from a document </li></ul></ul><ul><ul><li>the purpose of an artifact’s properties. </li></ul></ul><ul><ul><li>how to set the value of a property. </li></ul></ul><ul><ul><li>how to use a property. </li></ul></ul><ul><ul><li>how to create a custom property. </li></ul></ul>06/07/09
    4. 4. Working With Styles <ul><li>Styles are used to format the text in a Word document. </li></ul><ul><li>From Microsoft’s Developer Network web site. The reasons for using styles in a template are: </li></ul><ul><ul><li>Consistency —When you use styles to format your templates, documents having the same function will have a similar, familiar appearance, and will be easier for the reader to understand. </li></ul></ul><ul><ul><li>Easier to Modify —If you use styles in your template consistently, you only need to update a given style once if you want to change the characteristics of all text formatted in that style. </li></ul></ul><ul><ul><li>Efficiency —You can create a style once, and then apply it to any section in the documents based upon the template without having to format each document individually. </li></ul></ul><ul><ul><li>Faster Navigation —Using styles lets you quickly move to different sections in a document using the Document Map feature and the vertical scrollbar's tips. </li></ul></ul><ul><ul><li>Bottom line —Use of any direct formatting in a document template is a very bad idea. It will cause the users of your templates (and, if there is any justice in the world, you) headaches. </li></ul></ul>06/07/09
    5. 5. Show All Formatting <ul><li>So that you can see where a paragraph begins and where it ends. </li></ul><ul><li>Make sure that ‘All’ formatting is displayed. </li></ul>06/07/09
    6. 6. Displaying Available Styles <ul><li>Select ‘Home->Styles’ from the Word ribbon and the task pane is displayed. </li></ul>06/07/09 <ul><li>Note that the style of the selected text is displayed in the styles window. </li></ul>
    7. 7. Displaying A Paragraph Style <ul><li>In the ‘Styles’ window you have a list of every style available to the document template. </li></ul><ul><li>The style of the text where the Word cursor is positioned is highlighted in the task pane. </li></ul>06/07/09 Yes, that is my address, but you can find that by searching the internet from and search engine.
    8. 8. Ways That Styles May Be Used <ul><li>Styles are useful for many different reasons; these are just some: </li></ul><ul><ul><li>changing the style of a single paragraph, </li></ul></ul><ul><ul><li>changing the formatting of an assigned style, </li></ul></ul><ul><ul><li>changing all occurrences of a style within a document to a different style, </li></ul></ul><ul><ul><li>removing all text of a single style from a document. </li></ul></ul>06/07/09
    9. 9. Formatting A Single Paragraph <ul><li>Placing the cursor on text and clicking on a style will cause that paragraph to take on the selected style. </li></ul><ul><li>Text between 2 paragraph marks, indicates a paragraph. </li></ul>06/07/09 As a side note; Office 2007 introduced a new style named ‘linked’ style . This style operates exactly the same as the ‘paragraph’ style did with previous versions of Word. The paragraph (or as its no w known linked ) style is the only style type I have found that I need. Problem is that when I open Word documents created with a previous version of Word, I now have to change all of its style types from paragraph to linked. (Why do they do this to us!)
    10. 10. Applying A Style To Selected Text <ul><li>To apply a style to a word or selected text within a paragraph, select the text with the cursor and then apply the style. </li></ul><ul><li>Text within a paragraph is selected and the ‘Emphasis Italic’ style is applied. </li></ul>06/07/09
    11. 11. Changing Style Of All Paragraphs <ul><li>For some reason the text in your document has the wrong style applied: </li></ul><ul><ul><li>Place the Word cursor on a piece of text with the incorrect style, the style name is selected in the styles pane. </li></ul></ul><ul><ul><li>Place the mouse cursor to the right of the style name and click on the ‘Select all X instances’ command. </li></ul></ul><ul><ul><li>All text with the incorrect style is now selected, so simply locate the correct style in the task pane and apply it. </li></ul></ul>06/07/09
    12. 12. Select Style Of Multiple Paragraphs <ul><li>Selecting all text of style ‘Heading 1’. </li></ul>06/07/09
    13. 13. Select The Style To Change Into <ul><li>All text of style ‘Heading 1’ is now of style ‘Heading 2’. </li></ul>06/07/09
    14. 14. Deleting Text Of A Style <ul><li>Select all text of a particular style as shown previously and hit the ‘Delete’ key. </li></ul><ul><li>This method can be used to remove template text from a document template. </li></ul><ul><li>Hitting the ‘Delete’ key will cause all Italic text to be removed from the document. </li></ul>06/07/09
    15. 15. Displaying The Style Area <ul><li>Set the style area width to somewhere around .5” </li></ul>06/07/09
    16. 16. <ul><li>The styles in use are displayed to the left of the text, but only in ‘Outline’ view. </li></ul>06/07/09
    17. 17. Tips For Using Styles <ul><li>The styles implementation in MS Word is not perfect: </li></ul><ul><ul><li>If a paragraph refuses to change appropriately after clicking on a style, click on the ‘Clear Formatting’ style first and then select the correct style. </li></ul></ul><ul><ul><li>To nest a list of bullets within a bullet list, use the ‘Increase Indent’ command. The style remains the same. </li></ul></ul><ul><ul><li>To add another level of numbering to the number list style, use the ‘Increase Indent’ command. </li></ul></ul><ul><ul><li>When changing the style of text within a table, select the text and apply the ‘Clear Formatting’ command, then apply the correct style. </li></ul></ul><ul><ul><li>If there are styles in the style pane that you do not use, click on the ‘Manage Styles’ button at the bottom of the styles pane, when the ‘Manage Styles’ window appears, click the ‘Recommendations’ tab, locate the style in the list of styles, click it and click the ‘Hide’ button. </li></ul></ul>06/07/09
    18. 18. Locate The Templates <ul><li>Open the ‘Word Options’ window. </li></ul><ul><li>Select the ‘Advanced’ tab. </li></ul><ul><li>Locate and select the ‘File Settings’ button. </li></ul><ul><li>Select the ‘User Templates’ setting and click on ‘Modify’. </li></ul><ul><li>Navigate to the location of your personal templates. </li></ul>06/07/09
    19. 19. Lose The Toolbars and Formatting <ul><li>On the ‘Tools’ menu select the ‘Customize’ command. </li></ul><ul><li>Select the ‘Toolbars’ tab and uncheck every toolbar. </li></ul><ul><li>On the Word menu secondary-mouse button click on the ‘Format’ menu. </li></ul><ul><li>On the pop-up menu select ‘Delete’. </li></ul>06/07/09 This is the most frustrating thing about Word 2007 – it is no longer possible to customize the Word menus through the user interface.
    20. 20. Demo <ul><li>Demonstrate changing the style of: </li></ul><ul><ul><li>a paragraph, </li></ul></ul><ul><ul><li>a word, </li></ul></ul><ul><ul><li>a single character, </li></ul></ul><ul><ul><li>all paragraphs of a single style, </li></ul></ul><ul><ul><li>and then deleting template text. </li></ul></ul>06/07/09
    21. 21. Exercise <ul><li>Download the AUC template from my website, and save it your personal Word templates directory. </li></ul><ul><li>Point Word to the directory where you saved the template. </li></ul><ul><li>Select the ‘New’ command and when prompted selected ‘My Templates’. </li></ul><ul><li>Select the AUC template from the list of templates. </li></ul><ul><li>Remove all template text from the template. </li></ul><ul><li>Fill out the basic flow for a use case that allows you to make a withdrawal from an ATM. </li></ul><ul><li>Apply the ‘Use Case Step’ style to the steps in the basic flow. </li></ul><ul><li>Whenever the word ‘Card’ appears in the use case, use styles to make the word appear emphasized in Bold type. </li></ul>06/07/09
    22. 22. Working With Properties <ul><li>Properties are the attributes of an artifact; for example, a Word document. </li></ul><ul><li>Document text that may be re-used in several different places in a document can be defined as a property. </li></ul><ul><li>If that text ever changes during the lifecycle of the project, the property is updated and the text is changed throughout the document. </li></ul><ul><li>A document from another project or application may be re-used by simply changing the appropriate property values. </li></ul><ul><li>Any way we can eliminate duplication in our work is good. </li></ul>06/07/09
    23. 23. Setting A Property <ul><li>Open the document in MS Word. </li></ul><ul><li>Open the properties by clicking the Office Button, and selecting ‘Prepare->Properties’. </li></ul><ul><li>In the pane that appears, click on ‘Document Properties->Advanced Properties’. </li></ul><ul><li>In pop-up window that appears, select the ‘Custom’ tab. </li></ul><ul><li>Select the property whose value is to be changed. </li></ul><ul><li>Type the value into the ‘Value’ field and select ‘Modify’. </li></ul>06/07/09
    24. 24. Open Advanced Properties Window 06/07/09
    25. 25. Select A Property 06/07/09
    26. 26. Enter A Value For The Property 06/07/09 <ul><li>Type that value in the ‘Value’ field. </li></ul><ul><li>Click the ‘Modify’ button. </li></ul>
    27. 27. Creating A Property <ul><li>Enter a ‘Name’ for the property. </li></ul><ul><li>Enter a ‘Value’ for the property. </li></ul><ul><li>Click on the ‘Add’ button and the property is added to the custom properties. </li></ul>06/07/09
    28. 28. How To Update The Document <ul><li>Close the properties window. </li></ul><ul><li>Select ALL text in the document (Ctrl-A). </li></ul><ul><li>Press F9, or the pop-up menu ‘Update Field’ command. </li></ul><ul><li>Open headers in the document. </li></ul><ul><li>Repeat.. </li></ul><ul><li>Open footers in the document. </li></ul><ul><li>Repeat.. </li></ul>06/07/09
    29. 29. Update Fields 06/07/09 <ul><li>To update a single property, place the cursor in the field and select the ‘Update Field’ command. </li></ul>
    30. 30. How Do I Use A Property <ul><li>Place the cursor at the position where you want the text to appear. </li></ul><ul><li>From the ‘Insert’ tab select the ‘Quick Parts->Field’ command. </li></ul><ul><li>When the field pop-up window appears select the ‘Document Information’ category and then the ‘DocProperty’ Field Name. </li></ul><ul><li>The document properties are displayed. </li></ul><ul><li>Select the property to be entered into the document body and press ‘Ok’. </li></ul>06/07/09
    31. 31. Selecting A Property 06/07/09
    32. 32. Using A Value <ul><li>Property Value Appears In The Document. </li></ul>06/07/09
    33. 33. When To Use Properties <ul><li>Whenever information is repeated inside a document. </li></ul><ul><li>In the headers and footers of the document. </li></ul><ul><li>Anywhere that you think it would be appropriate to enter any of these values in the document. </li></ul>06/07/09
    34. 34. Exercise <ul><li>Open the AUC document template. </li></ul><ul><li>Set a value for the ‘Application’ property. </li></ul><ul><li>Update the document to reflect the application name. </li></ul><ul><li>Find an appropriate place to use the application name in the document. </li></ul><ul><li>Insert the Application name as a property. </li></ul><ul><li>Update the document. </li></ul>06/07/09
    35. 35. Summary <ul><li>In this lesson you learnt: </li></ul><ul><ul><li>to format a paragraph, </li></ul></ul><ul><ul><li>to format individual words, </li></ul></ul><ul><ul><li>to format several blocks of text, </li></ul></ul><ul><ul><li>to delete text from a document, </li></ul></ul><ul><ul><li>how to use the styles task pane, </li></ul></ul><ul><ul><li>the advantage using properties, </li></ul></ul><ul><ul><li>how to set the value of a property, </li></ul></ul><ul><ul><li>how to create a custom property, </li></ul></ul><ul><ul><li>how to display a property value. </li></ul></ul>06/07/09