Chapter 4<br />Finalizing a Document<br />
What’s Inside and on the CD?<br />In this chapter, you’ll learn how to add finishing touches to your document, including:<...
How do I create headers and footers?<br />Header is text that appears at top of every page <br />Footeris text that appear...
How do I create headers and footers?<br />4<br />Practical Microsoft Office 2010<br />
How do I create headers and footers?<br />Where headers and footers are displayed:<br />Print Layout View<br />Print Previ...
How do I create headers and footers?<br />Use Page Number button in the Header & Footer group to insert the page number<br...
How do I insert page breaks and section breaks?<br />Page breaks occur when one page ends and the next begins<br />When a ...
How do I insert page breaks and section breaks?<br />Section break, displayed as double dotted line, divides document into...
How do I insert page breaks and section breaks?<br />9<br />Practical Microsoft Office 2010<br />
Can I insert photos into a document?<br />Two types of graphics may be inserted:<br />Vector graphics<br />Bitmap graphics...
Can I insert graphics into a document?<br />To insert bitmap graphic:<br />Click Insert tab<br />Click Picture from Illust...
Can I insert graphics into a document?<br />To crop picture:<br />Select picture<br />Click Crop button on Size group<br /...
Can I insert graphics into a document?<br />Control text flow around picture in document:<br />Select picture<br />From Ar...
Can I insert graphics into a document?<br />14<br />Practical Microsoft Office 2010<br />
Can I insert line art into a document?<br />Vector graphic, sometimes called “drawing,” created with basic shapes such as ...
Can I insert line art into a document?<br />Word’s Shapes allow creation of vector graphics within document<br />To create...
Can I insert line art into a document?<br />Multiple shapes can be grouped together:<br />Hold down Ctrl key and select sh...
Can I insert line art into a document?<br />Use layers to make shapes appear to stack or appear in front or behind<br />To...
Can I insert line art into a document?<br />19<br />Practical Microsoft Office 2010<br />
How do I set margins?<br />Margin settings typically apply to entire document, and are changed using Page Setup on the Pag...
How do I set margins?<br />21<br />Practical Microsoft Office 2010<br />
How do I set margins?<br />If using headers and footers, don’t set top and bottom margins too small or headers and footers...
How do I set margins?<br />Paper tab is used to set paper size and how paper will feed into default printer<br />Select ap...
How do I set margins?<br />Other layout options allow you to:<br />Center text vertically on page<br />Insert line numbers...
How do I perform a mail merge?<br />A mail merge allows you to create multiple documents from a starting document and a da...
How do I perform a mail merge?<br />26<br />Practical Microsoft Office 2010<br />
How do I perform a mail merge?<br />Recipient lists contain data such as names and addresses<br />Each item is considered ...
How do I perform a mail merge?<br />28<br />Practical Microsoft Office 2010<br />
How do I save a document as a Web page?<br />Document may be posted on Internet as Web page<br />Must be in HTML (Hypertex...
How do I save a document as a Web page?<br />30<br />Practical Microsoft Office 2010<br />
How do I save a document as a Web page?<br />Not all formatting elements in Word document can be properly converted to HTM...
How do I save a document as a Web page?<br />To view HTML document, locate the file with Windows Explorer and double-click...
How do I convert a document into a PDF?<br />PDF was created by Adobe Systems<br />Has become a universal standard for exc...
How do I convert a document into a PDF?<br />34<br />Practical Microsoft Office 2010<br />
How do I convert a document into a PDF?<br />Software for creating PDFs can be obtained a number of ways<br />Free PDF sof...
How do I convert a document into a PDF?<br />Some PDF software offers additional features<br />Adobe Acrobat Professional<...
How do I work with electronic documents?<br />Word has several built-in features that help you work with electronic docume...
How do I work with electronic documents?<br />38<br />Practical Microsoft Office 2010<br />
How do I work with electronic documents?<br />39<br />Practical Microsoft Office 2010<br />
How do I work with electronic documents?<br />Remain alert to avoid the following problems:<br />Loss of information or fo...
How do I work with electronic documents?<br />41<br />Practical Microsoft Office 2010<br />
Can I track changes and insert comments in a document?<br />As document is revised, you can maintain record of original wo...
Can I track changes and insert comments in a document?<br />Word’s comment feature allows insertion of “sticky notes” in d...
Can I track changes and insert comments in a document?<br />44<br />Practical Microsoft Office 2010<br />
Can I track changes and insert comments in a document?<br />Before inserting comments or tracking changes:<br />Click the ...
Can I track changes and insert comments in a document?<br />To accept all changes:<br />Click Accept in the Changes group<...
Is there a way to protect documents from unauthorized access?<br />You can protect your documents in several ways<br />Enc...
Is there a way to protect documents from unauthorized access?<br />48<br />Practical Microsoft Office 2010<br />
Is there a way to protect documents from unauthorized access?<br />Allow anyone to open a document, but restrict the types...
Is there a way to protect documents from unauthorized access?<br />50<br />Practical Microsoft Office 2010<br />
Is there a way to protect documents from unauthorized access?<br />To deactivate document protection, use the Protect Docu...
What other features can I use to finalize my documents?<br />Borders and shading allow emphasizing text or parts of table<...
What other features can I use to finalize my documents?<br />Theme is predefined set of coordinated styles, colors, and te...
What other features can I use to finalize my documents?<br />AutoFormat allows automatic formatting <br />Examples are rep...
What other features can I use to finalize my documents? <br />Format Painter allows replication of formats between text se...
What other features can I use to finalize my documents?<br />56<br />Practical Microsoft Office 2010<br />
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Chapter.04

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