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    Chapter.04 Chapter.04 Presentation Transcript

    • 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
      Practical Microsoft Office 2010
    • How do I create headers and footers?
      4
      Practical Microsoft Office 2010
    • 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
    • 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
    • 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
    • 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
      Practical Microsoft Office 2010
    • How do I insert page breaks and section breaks?
      9
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • 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
    • 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
      Practical Microsoft Office 2010
    • 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
    • Can I insert graphics into a document?
      14
      Practical Microsoft Office 2010
    • 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
    • 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
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • Can I insert line art into a document?
      19
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • How do I set margins?
      21
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • 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
    • 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
      Practical Microsoft Office 2010
    • How do I perform a mail merge?
      26
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • How do I perform a mail merge?
      28
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • How do I save a document as a Web page?
      30
      Practical Microsoft Office 2010
    • 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
    • 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
    • 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
      Practical Microsoft Office 2010
    • How do I convert a document into a PDF?
      34
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • How do I work with electronic documents?
      38
      Practical Microsoft Office 2010
    • How do I work with electronic documents?
      39
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • How do I work with electronic documents?
      41
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • Can I track changes and insert comments in a document?
      44
      Practical Microsoft Office 2010
    • 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
    • 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
    • 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
      Practical Microsoft Office 2010
    • Is there a way to protect documents from unauthorized access?
      48
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • Is there a way to protect documents from unauthorized access?
      50
      Practical Microsoft Office 2010
    • 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
      Practical Microsoft Office 2010
    • 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
    • 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
      Practical Microsoft Office 2010
    • 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
    • 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
      Practical Microsoft Office 2010
    • What other features can I use to finalize my documents?
      56
      Practical Microsoft Office 2010