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Transcript

  • 1. Chapter 4
    Finalizing a Document
  • 2. What’s Inside and on the CD?
    In this chapter, you’ll learn how to add finishing touches to your document, including:
    Adding headers and footers
    Setting margins
    Incorporating graphics
    Save your document in HTML format
    Adding comments and tracking changes
    2
    Practical Microsoft Office 2010
  • 3. How do I create headers and footers?
    Header is text that appears at top of every page
    Footeris text that appears at bottom of every page
    Typically display title of document, current date, author’s name, and page numbers
    3
    Practical Microsoft Office 2010
  • 4. How do I create headers and footers?
    4
    Practical Microsoft Office 2010
  • 5. How do I create headers and footers?
    Where headers and footers are displayed:
    Print Layout View
    Print Preview
    On printed pages
    Headers and footers preset tabs
    A center tab in middle of page
    A right tab near right margin
    Pressing Tab key will move insertion point to next tab
    5
    Practical Microsoft Office 2010
  • 6. How do I create headers and footers?
    Use Page Number button in the Header & Footer group to insert the page number
    Use the Date & Time button in the Insert group to insert the current date and time
    Click the Go to Header or Go to Footer button to switch between header and footer
    Change the font and font style of page numbers just as you would with any other text
    6
    Practical Microsoft Office 2010
  • 7. How do I insert page breaks and section breaks?
    Page breaks occur when one page ends and the next begins
    When a page is full, Word automatically inserts page break
    You may “force” a page break at any point
    7
    Practical Microsoft Office 2010
  • 8. How do I insert page breaks and section breaks?
    Section break, displayed as double dotted line, divides document into sections
    You can apply different formatting to each section
    To insert a break:
    Click Page Layout tab
    Click Breaks
    Select type of break
    8
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  • 9. How do I insert page breaks and section breaks?
    9
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  • 10. Can I insert photos into a document?
    Two types of graphics may be inserted:
    Vector graphics
    Bitmap graphics
    Bitmap referred to as “picture” with extensions: .bmp, .png, .jpg, .tif, .gif
    Insert pictures and other bitmaps from files stored in computer
    10
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  • 11. Can I insert graphics into a document?
    To insert bitmap graphic:
    Click Insert tab
    Click Picture from Illustrations group
    Use Open dialog to navigate to folder containing selection
    Click to insert
    11
    Practical Microsoft Office 2010
  • 12. Can I insert graphics into a document?
    To crop picture:
    Select picture
    Click Crop button on Size group
    Drag edges to frame part you want
    Adjust brightness, contrast, and color of picture:
    Select graphic
    Click Corrections button
    12
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  • 13. Can I insert graphics into a document?
    Control text flow around picture in document:
    Select picture
    From Arrange group select Wrap Text button
    Select choice from list
    To delete a picture:
    Click picture
    Press Delete button
    13
    Practical Microsoft Office 2010
  • 14. Can I insert graphics into a document?
    14
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  • 15. Can I insert line art into a document?
    Vector graphic, sometimes called “drawing,” created with basic shapes such as lines, curves, and rectangles
    Clip art, logos, organizational charts created with vector graphics
    To access Clip Art:
    Click Insert tab
    Click Clip Art in Illustrations group
    15
    Practical Microsoft Office 2010
  • 16. Can I insert line art into a document?
    Word’s Shapes allow creation of vector graphics within document
    To create complex drawings, combine several shapes within a rectangle call a “canvas”
    To open blank canvas:
    Click Insert tab
    Click Shapes button
    Click New Drawing Canvas
    16
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  • 17. Can I insert line art into a document?
    Multiple shapes can be grouped together:
    Hold down Ctrl key and select shapes
    Right-click shapes
    Point to Grouping
    Click Group
    Ungroup shapes by clicking Ungroup
    17
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  • 18. Can I insert line art into a document?
    Use layers to make shapes appear to stack or appear in front or behind
    To move a shape from one level to another:
    Right-click shape
    Choose Order
    Select order from list
    To control text flows around vector graphics:
    Click Wrap Text from the Arrange group
    Select an option from the list
    18
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  • 19. Can I insert line art into a document?
    19
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  • 20. How do I set margins?
    Margin settings typically apply to entire document, and are changed using Page Setup on the Page Layout tab
    Default margins are set to 1” on all sides
    Smaller margins allow for more text, larger margins reduce amount of text that will fit on page
    20
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  • 21. How do I set margins?
    21
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  • 22. How do I set margins?
    If using headers and footers, don’t set top and bottom margins too small or headers and footers will not print correctly
    Portrait orientation will display and print page vertically
    Landscape orientation will display and print page sideways
    22
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  • 23. How do I set margins?
    Paper tab is used to set paper size and how paper will feed into default printer
    Select appropriate paper size from Paper size list
    Layout tab is useful for creating different headers and footers for odd and even pages
    23
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  • 24. How do I set margins?
    Other layout options allow you to:
    Center text vertically on page
    Insert line numbers
    Add graphical elements such as borders to document
    These formatting options can apply to entire document or to selected sections
    24
    Practical Microsoft Office 2010
  • 25. How do I perform a mail merge?
    A mail merge allows you to create multiple documents from a starting document and a data source
    You can compose your starting document from scratch or from a document template
    The data source can come from:
    A Database file
    Outlook
    An Excel spreadsheet
    A Word document
    25
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  • 26. How do I perform a mail merge?
    26
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  • 27. How do I perform a mail merge?
    Recipient lists contain data such as names and addresses
    Each item is considered a field
    A merge field contains one item of data
    A merge block can contain multiple lines
    Merge fields are enclosed in angle brackets
    Use the Write & Insert Fields group to insert pre-formatted merge field blocks or individual merge fields
    Preview your final documents
    27
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  • 28. How do I perform a mail merge?
    28
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  • 29. How do I save a document as a Web page?
    Document may be posted on Internet as Web page
    Must be in HTML (Hypertext Markup Language) format to be accessible to Web browsers
    Use the Save As option accessed from the File tab to save a document in HTML format
    29
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  • 30. How do I save a document as a Web page?
    30
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  • 31. How do I save a document as a Web page?
    Not all formatting elements in Word document can be properly converted to HTML
    Message will be displayed if Word encounters problems during conversion process
    Cancel or continue with conversion process if problems are encountered
    31
    Practical Microsoft Office 2010
  • 32. How do I save a document as a Web page?
    To view HTML document, locate the file with Windows Explorer and double-click it
    Long Word document will display as one continuous Web page
    When viewed with browser, vertical scroll bar allows viewer to move through document
    32
    Practical Microsoft Office 2010
  • 33. How do I convert a document into a PDF?
    PDF was created by Adobe Systems
    Has become a universal standard for exchanging files
    Preserves layout
    Software for viewing PDFs is free
    To convert a Word document to PDF:
    Save it first as a normal Word document
    Use the Save As command and select PDF from the Save As type list
    33
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  • 34. How do I convert a document into a PDF?
    34
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  • 35. How do I convert a document into a PDF?
    Software for creating PDFs can be obtained a number of ways
    Free PDF software usually allows you to create, read, and print PDF files
    Adobe Acrobat Pro offers the fullest feature set
    35
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  • 36. How do I convert a document into a PDF?
    Some PDF software offers additional features
    Adobe Acrobat Professional
    Insert text
    Make line-out deletions
    Highlight passages
    Add comments
    XPS is similar to PDF, but created by Microsoft
    36
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  • 37. How do I work with electronic documents?
    Word has several built-in features that help you work with electronic documents
    File tab’s Share option
    Publish option
    Fax templates
    The way you plan to use a document affects the way you handle it
    37
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  • 38. How do I work with electronic documents?
    38
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  • 39. How do I work with electronic documents?
    39
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  • 40. How do I work with electronic documents?
    Remain alert to avoid the following problems:
    Loss of information or formatting
    Necessary software not installed
    Missing linked data
    Blocked file types
    Large files
    40
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  • 41. How do I work with electronic documents?
    41
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  • 42. Can I track changes and insert comments in a document?
    As document is revised, you can maintain record of original wording
    Track Changes feature maintains all deleted, changed, and inserted text – displays as contrasting color
    You may hide or display “changes” and integrate them by “accepting” them
    42
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  • 43. Can I track changes and insert comments in a document?
    Word’s comment feature allows insertion of “sticky notes” in document
    Comments displayed as balloons in margins, and displayed or hidden as needed
    43
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  • 44. Can I track changes and insert comments in a document?
    44
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  • 45. Can I track changes and insert comments in a document?
    Before inserting comments or tracking changes:
    Click the Review tab
    Click Track Changes
    To accept changes:
    Highlight changed text
    Click Accept in the Changes group
    Click Accept Change button
    To reject change, use Reject options in the Changes group
    45
    Practical Microsoft Office 2010
  • 46. Can I track changes and insert comments in a document?
    To accept all changes:
    Click Accept in the Changes group
    Click Accept All Changes in Document
    To reject all changes:
    Click Reject in the Changes group
    Click Reject All Changes in Document
    To insert a comment:
    Click New Comment on the Review tab
    Type comment in the comment bubble displayed in the Markup Area
    46
    Practical Microsoft Office 2010
  • 47. Is there a way to protect documents from unauthorized access?
    You can protect your documents in several ways
    Encrypt the document so that it can be opened only when a valid password is entered
    47
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  • 48. Is there a way to protect documents from unauthorized access?
    48
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  • 49. Is there a way to protect documents from unauthorized access?
    Allow anyone to open a document, but restrict the types of edits that can be made
    Word’s Protect Document group
    49
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  • 50. Is there a way to protect documents from unauthorized access?
    50
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  • 51. Is there a way to protect documents from unauthorized access?
    To deactivate document protection, use the Protect Document button to access the Restrict Formatting and Editing task pane
    Scroll to the bottom and click the Stop Protection button
    51
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  • 52. What other features can I use to finalize my documents?
    Borders and shading allow emphasizing text or parts of table
    Border: Line or graphic drawn around page or section of text
    Shading: Grayscale or color background applied to text or table cells
    To apply borders and shading:
    Click Home tab
    Use Options on the Borders button
    Use the Shading button
    52
    Practical Microsoft Office 2010
  • 53. What other features can I use to finalize my documents?
    Theme is predefined set of coordinated styles, colors, and text options to be applied to existing documents
    Word includes Apex, Metro, and Office themes
    To chose theme:
    Click Page Layout tab
    Click Themes in the Themes group
    53
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  • 54. What other features can I use to finalize my documents?
    AutoFormat allows automatic formatting
    Examples are replacing fractions (1/4 with ¼) and formatting internet addresses as hyperlinks
    To activate:
    Click File tab
    Click Options button
    Click Proofing button
    Click AutoCorrect Options button
    54
    Practical Microsoft Office 2010
  • 55. What other features can I use to finalize my documents?
    Format Painter allows replication of formats between text sections
    Click any text that has format to be replicated
    Click Format Painter button
    Click text where format is to be applied
    If you double-click Format Painter button, it can be applied to several locations
    To stop Format Painter click button again
    55
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  • 56. What other features can I use to finalize my documents?
    56
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