Chapter.04

Chapter 4
Finalizing a Document

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

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

4

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

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

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

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

9

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

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

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

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

14

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

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

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

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

19

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

21

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

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

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

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

26

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

28

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

30

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

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

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

34

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

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

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

38

39

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

41

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

Word’s comment feature allows insertion of “sticky notes” in document
Comments displayed as balloons in margins, and displayed or hidden as needed
43

44

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

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

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

48

Allow anyone to open a document, but restrict the types of edits that can be made
Word’s Protect Document group
49

50

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

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

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

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

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

56

http://gcbb.gaston.edu	471
https://gcvlc.blackboard.com	38
url_unknown	1

Chapter.04

by jdswitzer on May 25, 2011

Accessibility

Categories

Upload Details

Usage Rights

3 Embeds 510

Statistics

Chapter.04 Presentation Transcript