Venturi Ms Word 2003 Training Guide (M. Combs)

Venturi Staffing Partners Training Course: Microsoft Word Version: 2003 Manual Essentials Date: August 2005 Restore headers, footers, 3. Under Print and Web Layout options, select the White space between and margins pages (Print view only) check box. When you open a document, is the insertion Missing headers and footers on the first point at the top left corner of the page, as page if there were no top margin or header If you see headers and footers on every (header and footer: A header, which can page except the first page, the Different consist of text or graphics, appears at the first page option may be selected. top of every page in a section. A footer appears at the bottom of every page. 1. Make sure you're in print layout Headers and footers often contain page view. numbers, chapter titles, dates, and author 2. If your document is divided into names.)? Or is the header or footer missing sections, click in a section or from the first page of your document? select multiple sections in which Missing white space you want the header or footer to appear on the first page. The setting for showing white space between pages may have 3. On the File menu, click Page Setup, been turned off. To show white and then click the Layout tab. space between pages, do the 4. Clear the Different first page following: check box. 1. On the View menu, click Print Notes Layout.  Headers and footers appear only in print 2. On the Tools menu, click Options, layout view, print preview, and in printed and then click the View tab. documents.  When you save your document as a Web page, the headers and footers no longer

appear or print. However, they are retained in the Web document so that they appear when you go back to the .doc format of the document. If you create a Web page that uses frames, you can also create a header or footer by adding a header frame or a footer frame.

Convert from Word to PDF and from PDF to Word Convert documents between File converters can convert a Word PDF and Word document to a PDF file and vice versa. Although Microsoft does not provide these Converting Documents converters, several third-party tools are The Portable Document Format (PDF) file available. format is commonly used to share Word Convert a PDF file into the Word file documents among readers who might not format have Word installed on their computers. The format preserves a document's layout If you are working on a file in PDF format and prevents editing in Word. Although and you want to edit the file in Word, you Word does not provide a direct way to save can convert it to a Word document. Many documents in this format, many third-party third-party providers listed on the software products provide the capability to Microsoft Office Marketplace Web site convert Word documents to PDF and to provide converters that do this. Check the convert PDF files into the Word file listings for providers that offer PDF-to- format. Word conversion. Word supports other ways that you can Convert a Word document to PDF share documents so that the layout is Many third-party providers offer software preserved and editing is prevented. The for converting Word documents to PDF method you choose depends on what you files. For example, some of the Office want to do and the software that readers Marketplace providers that provide PDF-to- of your document have. Word converters may also provide Word-to- Note PDF converters. Visit the provider's Web site for more information. You can also If you had previously been able to save a search on the Web or ask for advice in the Word document in PDF format but the Word Discussion Groups. command for doing so no longer appears in Word, documentation in the Support Other ways to share Word documents Knowledgebase on the Adobe Systems If readers of your document don't have Incorporated Web site may have the Word, you have a couple of choices in solution to your problem. addition to creating a PDF file. Venturi Staffing Partners Page 3 of 27

Provide a link to download Microsoft About line numbers Office Word Viewer 2003 Readers of your document can download Page and Line Numbers the Word Viewer 2003 for free. Using the Microsoft Word can automatically count viewer, readers who don't have Word can the lines in a document and display the view, print, and copy Word documents, but appropriate number beside each line of text. they can't edit them. Word Viewer 2003 This is useful if you need to refer to displays documents that are created in specific lines in a document, such as a Word 2003 and earlier. script or legal contract. To distribute a document that readers can By default, Word numbers every line in a open with the Word Viewer 2003, save the document (except those in tables (table: document as you ordinarily would. Then One or more rows of cells commonly used instruct your readers to download the to display numbers and other items for viewer. If your document is hosted on a Web quick reference and analysis. Items in a site, provide a link to the download. table are organized into rows and Make an image of a Word document columns.), footnotes, endnotes, text boxes (text box: A movable, resizable container Office includes the Microsoft Office for text or graphics. Use text boxes to Document Image Writer driver, which makes position several blocks of text on a page or it easy to save a Word document as a Tagged to give text a different orientation from Image File Format (TIFF) file. TIFF is a widely other text in the document.), frames (frame: used format that can be viewed by many A container that you can resize and position software programs, such as graphics anywhere on the page. To position text or software, software that comes with an graphics that contain comments, footnotes, optical scanner, and software for sending endnotes, or certain fields, you must use a and receiving electronic faxes. In addition, frame instead of a text box.), and headers many third-party providers offer TIFF and footers (header and footer: A header, viewers, which can be downloaded from the which can consist of text or graphics, Web. appears at the top of every page in a To make the TIFF image, follow instructions section. A footer appears at the bottom of in the Help topic Save an Office document every page. Headers and footers often as a TIFF file. contain page numbers, chapter titles, dates, and author names.)). However, you can choose which line numbers to display. For Venturi Staffing Partners Page 4 of 27

example, include line numbers in all or part Header and Footer on the Header and of the document. Or include line numbers at Footer toolbar. intervals, such as every tenth line (10, 20, 30, and so on). If you don't want Word to count specific Add basic page numbers or lines, such as a heading or a blank line, you Page X of Y page numbers can skip line numbers for these items and continue numbering the following lines. On the View menu, click Header and Footer. On the Header and Footer toolbar, do one of the following: Add page numbers and other information 1. To add basic page numbers, click Insert Page Number . Page and Line Numbers 2. To add Page X of Y page numbers, click Insert AutoText, and then You can add page numbers and other click Page X of Y in the list. information, such as the date or time, to a document's header or footer (header and Note footer: A header, which can consist of text The page number is automatically inserted or graphics, appears at the top of every and aligned on the left margin of the page in a section. A footer appears at the header or footer. To move the page number bottom of every page. Headers and footers to the center or to the right margin, click often contain page numbers, chapter titles, in front of the page number, and then press dates, and author names.) at the top or the TAB key. bottom of the page. Information stored in headers and footers appears dimmed and 1. Click Close on the Header and cannot be modified at the same time as the Footer toolbar to return to the body of the document. body of your document. To work in the header and footer areas, 2. Add the date or time click Header and Footer on the View menu, 3. On the View menu, click Header and which opens the Header and Footer Footer. toolbar. Microsoft Word automatically places the insertion point in the header. To 4. On the Header and Footer toolbar, work in the footer, click Switch Between do any of the following: Venturi Staffing Partners Page 5 of 27

5. To add the date to the header or Click where you want to insert a section footer, click Insert Date . break (section break: A mark you insert to show the end of a section. A section break 6. To add the time to the header or stores the section formatting elements, footer, click Insert Time . such as the margins, page orientation, 7. Click Close on the Header and headers and footers, and sequence of page Footer toolbar to return to the numbers.). body of your document. On the Insert menu, click Break. Under Section break types, click the option Restart page numbering for that describes where you want the new each chapter section (section: A portion of a document in which you set certain page formatting Page and Line Numbers options. You create a new section when you want to change such properties as line If your document contains multiple numbering, number of columns, or headers chapters, you may want to restart page and footers.) to begin. numbering for each chapter. You can even include the chapter number as part of the Note page number— for example, 1-1, 1-2, 1-3 and If you have already inserted a page break 2-1, 2-2, 2-3. (page break: The point at which one page Restart page numbering with 1 for each ends and another begins. Microsoft Word chapter or section inserts an "automatic" (or soft) page break for you, or you can force a page break at a If you haven't already done so, insert a specific location by inserting a "manual" (or section break (section break: A mark you hard) page break.) to cause the chapter to insert to show the end of a section. A start on a new page, delete the page break section break stores the section and replace it with a section break that formatting elements, such as the margins, starts on a new page. page orientation, headers and footers, and sequence of page numbers.) where you want 1. Click in a section (section: A to restart page numbering. portion of a document in which you set certain page formatting options. How ? You create a new section when you want to change such properties as line numbering, number of columns, Venturi Staffing Partners Page 6 of 27

or headers and footers.) or select box on the Formatting toolbar, and multiple sections in which you want then select the heading style you to restart page numbering. specified in step 2. 2. On the Insert menu, click Page 5. If your document is divided into Numbers. sections (section: A portion of a document in which you set certain 3. Click Format. page formatting options. You create 4. In the Start at box, enter 1. a new section when you want to change such properties as line 5. Include chapter numbers along with numbering, number of columns, or page numbers headers and footers.), click in a Use the Bullets and Numbering dialog box section or select multiple sections to format your chapter titles with a built-in in which you want to include heading style (heading style: Formatting chapter numbers along with page applied to a heading. Microsoft Word has numbers. nine different built-in styles: Heading 1 6. On the Insert menu, click Page through Heading 9.). Numbers. How? 7. Click Format. 1. On the Format menu, click Bullets 8. Select the Include chapter number and Numbering, and then click the check box. Outline Numbered tab. 9. In the Chapter starts with style box, 2. Click a chapter-numbering style (one click the heading style applied to that includes the text "Heading 1," the chapter titles. "Heading 2," and so on), and then click OK. 10. In the Use separator box, click the character that you want to 3. If you are creating a new heading, separate the chapter number from type the text you want for the the page number. numbered heading, and then press ENTER. 4. To add the next numbered heading, go to the next chapter heading, click the arrow next to the Style Venturi Staffing Partners Page 7 of 27

Display or hide the page numbering, number of columns, or headers and footers.), click in a number on the first page section or select multiple sections in which you want to change the Page and Line Numbers page number format. If your document is divided into sections 2. On the Insert menu, click Page (section: A portion of a document in which Numbers. you set certain page formatting options. You create a new section when you want to 3. Click Format. change such properties as line numbering, 4. In the Number format box, click the number of columns, or headers and format you want. footers.), click in a section or select multiple sections in which you want to Note display or hide the page number on the first If your document contains multiple page. chapters or sections, you may want to On the Insert menu, click Page Numbers. restart page numbering with 1 for each section. Select or clear the Show number on first page check box. Insert "Page X of Y" page numbers 1. On the View menu, click Header and Footer. Format page numbers 2. In the header area, click where you Page and Line Numbers want to insert the page numbers. Do one of the following: 3. If you want the page numbers at the bottom of the page, click Switch 1. Change the page-number format, Between Header and Footer on the such as 1, i, or a Header and Footer toolbar 1. If your document is divided into (toolbar: A bar with buttons and sections (section: A portion of a options that you use to carry out document in which you set certain commands. To display a toolbar, page formatting options. You create click Customize on the Tools menu, a new section when you want to and then click the Toolbars tab.), change such properties as line and then, in the footer area, click Venturi Staffing Partners Page 8 of 27

where you want to place the page 1. Click the page number. numbers. 2. A cross-hatched frame border 4. On the Header and Footer toolbar, appears around the page number. click Insert AutoText, and then 3. Select the page number inside the click Page cross-hatched frame border. X of Y. 4. On the Formatting toolbar, click a Change the font and size of page numbers font name in the Font box or a point 1. On the View menu, click Header and size in the Font Size box. Footer. 2. If you positioned the page numbers Skip line numbers for specific at the bottom of the page, click Switch Between Header and Footer paragraphs on the Header and Footer toolbar (toolbar: A bar with buttons and Page and Line Numbers options that you use to carry out 1. Switch to print layout view (print commands. To display a toolbar, layout view: A view of a document or click Customize on the Tools menu, other object as it will appear when and then click the Toolbars tab.). you print it. For example, items such 3. Select a page number. as headers, footnotes, columns, and text boxes appear in their actual 4. If you inserted page numbers by positions.). using the Page Numbers command on the Insert menu, make sure to select 2. Select the paragraphs for which the page number inside its frame you want to skip line numbers. (frame: A container that you can 3. On the Format menu, click resize and position anywhere on the Paragraph, and then click the Line page. To position text or graphics and Page Breaks tab. that contain comments, footnotes, endnotes, or certain fields, you 4. Select the Suppress line numbers must use a frame instead of a text check box. box.). How? Venturi Staffing Partners Page 9 of 27

Specify how to start or specific location by inserting a "manual" (or hard) page break.) to cause a chapter to restart page numbering start on a new page, delete the page break and replace it with a section break that Page and Line Numbers starts on a new page. If you haven't done so already, insert a 4. Do any of the following: section break (section break: A mark you insert to show the end of a section. A Start page numbering with 1 after the first section break stores the section page formatting elements, such as the margins, For example, you can omit page numbers for page orientation, headers and footers, and the document's title page or introduction sequence of page numbers.) where you want and then start page numbering later in the to start page numbering. document. How ? 1. Click in the section (section: A portion 1. Click where you want to insert a of a document in which you set certain page section break. formatting options. You create a new section when you want to change such 2. On the Insert menu, click Break. properties as line numbering, number of 3. Under Section break types, click the columns, or headers and footers.) in which option that describes where you you want to start page numbering. want the new section (section: A 2. On the View menu, click Header and portion of a document in which you Footer. set certain page formatting options. You create a new section when you 3. If you want to position the page want to change such properties as numbers at the bottom of the page, click line numbering, number of columns, Switch Between Header and Footer on the or headers and footers.) to begin. Header and Footer toolbar (toolbar: A bar with buttons and options that you use to Note carry out commands. To display a toolbar, If you have already inserted a page break click Customize on the Tools menu, and then (page break: The point at which one page click the Toolbars tab.). ends and another begins. Microsoft Word 4. If a header or footer has been defined inserts an "automatic" (or soft) page break for a previous section in the document, for you, or you can force a page break at a click Link to Previous on the Header and Venturi Staffing Partners Page 10 of 27

Footer toolbar to break the connection Restart page numbering with 1 for each between the header or footer in the chapter or section current section and the previous section. For example, you can number the first 5. If there's already text in the header or chapter 1 through 5 and the second footer that you don't want, delete the text chapter 1 through 8. Or, number the table before inserting the page number. of contents i through iv and the rest of the document 1 through 25. 6. On the Insert menu, click Page Numbers. 13. Click in a section (section: A portion of a document in which you set certain page 7. Click Format. formatting options. You create a new 8. In the Start at box, enter 1. section when you want to change such properties as line numbering, number of Start page numbering with a number other columns, or headers and footers.) or than 1 select multiple sections in which you want For example, you can number pages without to restart page numbering. a break in numbering between multiple 14. On the Insert menu, click Page documents by numbering the first document Numbers. 1 through 20 and the second document 21 through 40. 15. Click Format. 9. Click in the section (section: A portion 16. In the Start at box, enter 1. of a document in which you set certain page formatting options. You create a new section when you want to change such properties as line numbering, number of columns, or headers and footers.) in which you want to change the starting page number. 10. On the Insert menu, click Page Numbers. 11. Click Format. 12. In the Start at box, enter a number. Venturi Staffing Partners Page 11 of 27

About backgrounds and a document as a Web page, the textures and gradients are saved as JPEG (JPEG: A watermarks graphics file format (.jpg extension in Microsoft Windows) supported by many Web Backgrounds and Watermarks browsers that was developed for Backgrounds are compressing and storing photographic primarily used in a Web images. It's best used for graphics with many browser (browser: colors, such as scanned photos.) files and Software that interprets the patterns are saved as GIF (GIF: A HTML files, formats them graphics file format (.gif extension in into Web pages, and Windows) used to display indexed-color displays them. A Web browser, such as graphics on the World Wide Web. It Microsoft Internet Explorer, can follow supports up to 256 colors and uses hyperlinks, transfer files, and play sound lossless compression, meaning that no or video files that are embedded in Web image data is lost when the file is pages.) to create a more interesting compressed.) files. background for online viewing. However, You can see watermarks in print layout view you can display backgrounds in Web layout (print layout view: A view of a document or and most other views, except normal view other object as it will appear when you and outline view. print it. For example, items such as headers, Watermarks are text or pictures that footnotes, columns, and text boxes appear appear behind document text. They often add in their actual positions.) or on a printed interest or identify the document status, document. If you use a picture, you can such as marking a document as a "Draft." lighten it, or wash it out, so that it doesn't Watermarks are intended for printed interfere with document text. If you use documents. text, you can select from built-in phrases, or enter your own. Use gradients (gradient: A gradual progression of colors and shades, usually from one color to another color, or from one shade to another shade of the same color.), patterns, pictures, solid colors, or textures for backgrounds. Gradients, patterns, pictures, and textures are tiled, or repeated, to fill the page. When you save Venturi Staffing Partners Page 12 of 27

Add a background or  To insert a picture as a watermark (watermark: Any graphic or text, such as watermark "Confidential," that when printed appears either on top of or behind Working with Graphics and Charts: existing document text.), click Picture Backgrounds and Watermarks Watermark, and then click Select Do one of the following: Picture. Select the picture you want, and then click Insert. Add a background color or texture to a Web page, online document, or e-mail  To insert a text watermark, click Text message Watermark, and then select or enter the text that you want. On the Format menu, point to Background.  Select any additional options that you Do one of the following: want, and then click Apply. 1. Click the color you want.  To view a watermark as it will appear on 2. Click More Colors to see additional the printed page, use print layout view color choices. (print layout view: A view of a document or other object as it will appear when 3. Click Fill Effects to change or add you print it. For example, items such as special effects, such as gradients headers, footnotes, columns, and text (gradient: A gradual progression of boxes appear in their actual positions.). colors and shades, usually from one color to another color, or Tip from one shade to another shade of If you want to use an object, such as an the same color.), textures, or AutoShape (AutoShapes: A group of ready- patterns. made shapes that includes basic shapes, Add a watermark to a printed document such as rectangles and circles, plus a variety of lines and connectors, block The watermark commands are available only arrows, flowchart symbols, stars and in normal, print layout, and outline views. banners, and callouts.), as a watermark, you On the Format menu, point to Background, can manually paste or insert it into the and then click Printed Watermark. document header (header and footer: A header, which can consist of text or Do one of the following: graphics, appears at the top of every page in a section. A footer appears at the bottom Venturi Staffing Partners Page 13 of 27

of every page. Headers and footers often enter information.) on the contain page numbers, chapter titles, dates, datasheet, and then type the new and author names.). You cannot use the text or numbers. If needed, you can Printed Watermark dialog box to control import data from a text file, a Lotus these settings. 1-2-3 file, or a Microsoft Excel worksheet. You can also copy data Note If you want to add a theme (theme: A from another program. set of unified design elements that provides a look for your document by using color, 5. To return to Microsoft Word, click fonts, and graphics.), which includes the Word document. document backgrounds, design elements, Note and color schemes, use the Themes command on the Format menu. If you close the datasheet you can reopen it by double-clicking the chart and then clicking Datasheet on the View menu. Create a chart Create a chart from a Word table Working with Graphics and Charts: Charts Create a table in Word, with text labels in and Diagrams the top row and left column, and numbers in Follow these steps to create a chart, such other cells. as a bar chart or a pie chart. How? 1. On the Insert menu, click Object, Microsoft Word offers a number of ways to and then click the Create New tab. make a table (table: One or more rows of 2. In the Object type box, click cells commonly used to display numbers and Microsoft Graph Chart, and then other items for quick reference and click OK. analysis. Items in a table are organized into rows and columns.). The best way depends 3. Microsoft Graph displays a chart on how you like to work, and on how simple and its associated sample data in a or complex the table needs to be. table called a datasheet. 1. Click where you want to create a 4. To replace the sample data, click a table. cell (cell: A box formed by the intersection of a row and column in 2. Click Insert Table on the Standard a worksheet or a table, in which you toolbar (toolbar: A bar with buttons and options that you use to Venturi Staffing Partners Page 14 of 27

carry out commands. To display a 2. Choose a chart type from the toolbar, press ALT and then options on the Standard Types and SHIFT+F10.). Custom Types tabs. 3. Drag to select the number of rows note and columns you want. For more information about working with 4. Click in the table. charts — for example, how to add data labels (data label: A label that provides 5. On the Table menu, point to Select, additional information about a data marker, and then click Table. which represents a single data point or 6. On the Insert menu, click Object, value that originates from a worksheet and then click the Create New tab. cell.), change the scale of the value axis (axis: A line bordering the chart plot area 7. In the Object type box, double-click used as a frame of reference for Microsoft Graph Chart. measurement. The y axis is usually the Word displays a chart with the information vertical axis and contains data. The x-axis is from the table you created. The data usually the horizontal axis and contains associated with the chart is in a table categories.), or troubleshoot charts — use called a datasheet. the following procedure to see Microsoft Excel Help or Microsoft Graph Help. To You can edit the data in the chart by work with charts created in Graph or Excel, clicking a cell on the datasheet and you must have Graph or Excel installed. revising the entry. 1. In Word, double-click the chart. 1. To return to Word, click the Word document. The menus and toolbars (toolbar: A bar with buttons and options that you use to carry 2. Change the chart to another chart out commands. To display a toolbar, press type ALT and then SHIFT+F10.) change to show Use these steps to change the chart to the Graph or Excel menus and buttons. another chart type, such as a pie chart or a 2. On the Help menu, click Microsoft bar chart. Graph Help or Microsoft Excel 1. On the Chart menu, click Chart Help. Type. Venturi Staffing Partners Page 15 of 27

Draw a flowchart 3. Connection sites appear as blue circles as you pass the pointer over (Applies to: PowerPoint, Word, Excel) a shape. 4. Click the first connection site you want, point to the other shape, and 1. On the Drawing toolbar (toolbar: A then click the second connection bar with buttons and options that site. you use to carry out commands. To display a toolbar, click Customize  Locked connectors will keep the shapes on the Tools menu, and then click connected even when you move the the Toolbars tab.), click shapes. AutoShapes, point to Flowchart,  Locked connector and then click the shape you want.  Unlocked connector 2. Click where you want to 5. Add text to the shapes. draw the flowchart shape. How? 3. If you want to add additional shapes to the flowchart, repeat steps 1  Right-click the shape, click Add text, and and 2, and then arrange them in the start typing. Note You cannot add text to a line or connector; use a text box (text box: A movable, resizable order you want. container for text or graphics. Use text boxes to position several blocks of text on 4. Add connectors between each of a page or to give text a different the shapes. orientation from other text in the How? document.) to place text near or on these drawing objects. 1. On the Drawing toolbar, click AutoShapes, point to Connectors, Change the line style or add color to and then click the connector line the connectors. you want. How? 2. Point to where you want to lock the connector. Venturi Staffing Partners Page 16 of 27

Select the line or connector you want Effects, and then click the tab you want to change. and select options. Do one of the following: Optional:  Change the color of a line or connector  On the Drawing toolbar, click the arrow Creating an organization next to Line Color. chart in Office 2003 Do one of the following:  To change to the default color, click (Applies to: PowerPoint, Word, Excel, Automatic. Publisher, Visio)  To change to another color, click one of An organization chart graphically the colors below Automatic. represents the management structure of an organization. There are several ways to Change the style of a line or connector create an organization chart in Microsoft 1. On the Drawing toolbar, click Line Office 2003, depending on which Office Style 2003 program you want to use. 2. Click the style you want; or click Use Visio, the best tool More Lines, and then click a style. for creating an organization chart 3. Add color or fills to the shapes. Microsoft Office Visio How ? 2003 has the most 1. Select the shape you want to extensive collection of change. organization chart features, including a variety of different shapes, connectors, 2. On the Drawing toolbar, click the layout options, and design options. If you arrow next to Fill Color . have Visio, this is the best solution for Do one of the following: creating an organization chart. You can create, save, and print an  If you want to change colors, click one organization chart directly in Visio, or you of the colors below Automatic. can copy an  If you want to add a gradient, patterned, organization chart textured, or picture fill, click Fill from Visio into your Venturi Staffing Partners Page 17 of 27

presentation, document, worksheet, Create charts in Excel, PowerPoint, and publication, or other Office document. Word Creating an organization chart in Visio Microsoft Office Excel 2003, Microsoft Using the Organization Chart template in Office PowerPoint Visio, you can: 2003, and Microsoft  Automatically create a hierarchy by Office Word 2003 dragging shapes that represent each have specific reporting positions on top of manager or tools to help you executive shapes. create complex organization charts, including an  Add pictures to shapes. Organization Chart toolbar with layout  Add customizable text fields to shapes options and an assortment of organization and store them as custom property data. chart shapes. You can create, save, and print an organization chart directly in one  Show additional reporting relationships of these programs, or you can copy an by using dotted-line connectors. organization chart from one of these  Synchronize shapes across pages. programs to your publication or other Office document.  Use a wizard to generate organization charts from personnel data stored in Creating an organization chart in data files. PowerPoint, Word, or Excel  Compare different versions of In PowerPoint, Word, or Excel, you can organization charts and generate a create an organization chart by using the report of the differences. Organization Chart toolbar. On the Insert menu, point to Picture, and then click  Experiment with different layouts Organization Chart. without manually moving shapes. For more information about how to create  Change the appearance of your chart by an organization chart in PowerPoint, Word, changing the design theme and color of or Excel, click the following links: its shapes.  About organization charts in PowerPoint  About organization charts in Word and Excel Venturi Staffing Partners Page 18 of 27

 Add an organization chart in Excel, 1. Copy the chart PowerPoint, or Word  In Visio, copy the entire chart. Use charts in Publisher  In Excel, copy some additional cells In Microsoft Office Publisher 2003, you can around the chart. create a simple organization chart by using  In Power Point, copy the entire slide that the AutoShape drawing tools. However, if contains the chart. you have Visio, Excel, PowerPoint, or Word, you can get better  In Word, format the chart as In line with results by creating an text (Format menu, Organization Chart organization chart in command, Layout tab), and then copy one of those programs additional text or at least a paragraph and then copying and mark above or below the chart. For more pasting the chart into information about formatting a picture your publication. as In line with text in Word, click "Change an inline picture to a floating Adding an organization chart to your picture, and vice versa" in the See Also publication section of this article. If the organization chart that you want to  In your Publisher publication, click add to your publication is complete, and you where you want to add the organization don't need to make any changes after you chart. paste it into your publication, copy the chart in the program that you used to 2. On the Edit menu, click Paste create it, and use the Paste command (Edit Special. menu) in Publisher. However, if you want to 3. In the Paste Special dialog box, be able to make changes to the chart after click Microsoft Visio Drawing you paste it into your publication, paste the Object, Microsoft Office Word chart as an embedded object (embedded Document Object, Microsoft object: Information (object) contained in a PowerPoint Slide Object, or source file and inserted into a destination Microsoft Office Excel Worksheet file. Once embedded, the object becomes Object, and then click OK. part of the destination file. Changes you make to the embedded object are reflected To make changes to the organization chart in the destination file.) by doing the that you pasted as an embedded object, following: double-click the chart in the publication. Venturi Staffing Partners Page 19 of 27

Note (Radial diagram: A diagram that is used to show relationships of elements to a core To view the chart that you pasted as a element.), Venn (Venn diagram: A diagram Microsoft Office Excel Worksheet Object, that is used to show areas of overlap you may need to double-click the chart in between and among elements.), and Pyramid the publication and scroll until the chart (Pyramid diagram: A diagram that is used to is visible. show foundation-based relationships.). Use Use a pre-designed template to quickly the diagrams to illustrate various create an organization chart conceptual material and to enliven documents (diagrams are not numerically You can also create an organization chart based). by starting from a professionally designed template. Templates on Microsoft Office Object #1 Diagram (radial type) Online has a collection of organization Object #2 Diagram toolbar chart templates for Visio, PowerPoint, and Publisher. When you find an Office Online Object #3 Drawing sizing handles template that you like, you can download it Object #4 Drawing border to your computer and make changes to it in the appropriate Microsoft Office program. About diagrams (Applies to: Word, Excel) You can add a variety of diagrams using the diagramming tools on the Drawing toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.). Diagram types include Cycle (Cycle diagram: A diagram that is used to show a process that has a continuous cycle.), When you add or change a diagram, the Target (Target diagram: A diagram that is diagram appears with drawing space around used to show steps toward a goal.), Radial it, outlined by a non-printing border and sizing handles. You can size the diagram by Venturi Staffing Partners Page 20 of 27

using sizing commands to make the drawing Add a diagram area larger so you have more room to work, or you can get rid of extra space by fitting (Applies to: PowerPoint, Word, Excel) the border more closely to the diagram. Format the entire diagram with preset styles; or, format pieces of it like you 1. On the Drawing toolbar (toolbar: A format shapes— add color and text, change bar with buttons and options that line weight and style, and add fills, you use to carry out commands. To textures, and backgrounds. Use the Diagram display a toolbar, click Customize toolbar that appears with your diagram to on the Tools menu, and then click add elements or segments and to move them the Toolbars tab.), click Diagram or forward or backward. Organizational Chart. 2. Click one of the following diagram Flowcharts types:  Venn (Venn diagram: A diagram that is Flowcharts (or flow used to show areas of overlap between diagrams) can be and among elements.) created using a  Cycle (Cycle diagram: A diagram that is combination of used to show a process that has a AutoShapes continuous cycle.) (AutoShapes: A group of ready-made shapes that  Pyramid (Pyramid diagram: A diagram that includes basic shapes, is used to show foundation-based such as rectangles and circles, plus a relationships.) variety of lines and connectors, block  Target (Target diagram: A diagram that is arrows, flowchart symbols, stars and used to show steps toward a goal.) banners, and callouts.) on the Drawing toolbar, including flowchart shapes and  Radial (Radial diagram: A diagram that is connectors. used to show relationships of elements to a core element.) Fig. #1 connectors that are available 3. Click OK. Fig. #2 some flowchart shapes that are available 4. Do one or more of the following: Venturi Staffing Partners Page 21 of 27

 If you want to add text to an element in Map.) formats or heading styles (heading the diagram, right-click the element, style: Formatting applied to a heading. click Edit Text, and then type the text. Microsoft Word has nine different built-in styles: Heading 1 through Heading 9.). If you For cycle and target diagrams, you can only are already using outline-level formats or add text to the text placeholders that built-in heading styles, follow these steps: appear when you insert the diagram or diagram element. 1. Click where you want to insert the table of contents.  If you want to add an element, click Insert Shape on the Diagram toolbar. 2. On the Insert menu, point to Reference, and click Index and  If you want to add a preset design Tables. scheme, click AutoFormat on the Diagram toolbar, and select a style from the 3. Click the Table of Contents tab. Diagram Style Gallery. 4. To use one of the available designs,  Click outside the drawing when you are click a design in the Formats box. finished. 5. Select any other table of contents options you want. Create a table of contents If you aren't currently using outline levels Tables of Contents, Index, or built-in styles, do one of the following: and Tables Create a table of contents from outline levels of Figures 1. On the View menu, point to Toolbars, Table of Contents and click Outlining. The easiest way to create a table of 2. Select the first heading that you contents is to use the built-in outline-level want to appear in the table of (outline level: Paragraph formatting you contents. can use to assign a hierarchical level 3. On the Outlining toolbar, select (Level 1 through Level 9) to paragraphs in the outline level that you want to your document. For example, after you associate with the selected assign outline levels, you can work with the paragraph. document in outline view or in the Document Venturi Staffing Partners Page 22 of 27

4. Repeat steps 2 and 3 for each 6. Under TOC level, to the right of the heading that you want to include in style name, enter a number from 1 to the table of contents. 9 to indicate the level you want that heading style to represent. 5. Click where you want to insert the table of contents. Note 6. On the Insert menu, point to If you want to use only custom styles, Reference, and click Index and remove the TOC level numbers for the built- Tables. in styles, such as Heading 1. 7. Click the Table of Contents tab. 7. Repeat steps 5 and 6 for each heading style you want to include in 8. To use one of the available designs, the table of contents. click a design in the Formats box. 8. Click OK. 9. Select any other table of contents options you want. 9. To use one of the available designs, click a design in the Formats box. Create a table of contents from custom styles 10. Select any other table of contents options you want. If you've already applied custom styles to your headings, you can specify the style Create a table of contents from entries you settings you want Microsoft Word to use mark yourself when it builds the table of contents. Use the Mark Table of Contents box to 1. Click where you want to insert the insert TOC fields (field: A set of codes that table of contents. instructs Microsoft Word to insert text, graphics, page numbers, and other material 2. On the Insert menu, point to into a document automatically. For example, References, and click Index and the DATE field inserts the current date.) Tables. into your document. 3. Click the Table of Contents tab. 1. Select the first portion of text that 4. Click Options. you want to include in your table of contents. 5. Under Available styles, find a style you've applied to headings in your 2. Press ALT+SHIFT+O. document. Venturi Staffing Partners Page 23 of 27

3. In the Level box, select the level  If you're working with a master document, and click Mark. click Expand Subdocuments on the Outlining toolbar (toolbar: A bar with 4. To mark additional entries, select buttons and options that you use to the text, click in the Entry box, and carry out commands. To display a click Mark. When you have finished toolbar, click Customize on the Tools adding entries, click Close. menu, and then click the Toolbars tab.) 5. Click where you want to insert the before you build or update the table of table of contents. contents. 6. On the Insert menu, point to Reference, and click Index and About displaying tracked Tables. changes and comments 7. Click the Table of Contents tab. 8. Click the Options button. Sharing Information With Other People 9. In the Table of Contents Options You can view all markup (markup: Comments box, select the Table entry fields and tracked changes such as insertions, check box. deletions, and formatting changes. View markup when you want to process tracked 10. Clear the Styles and Outline levels changes and comments. Print a document check boxes. with markup to keep a record of changes Notes made to a document.) changes in your  To create a table of contents for a Web document, or you can frame (frames: The named subwindow of a limit the kind of frames page. The frame appears in a Web change that's browser as one of a number of window displayed. For regions in which pages can be displayed. example, you can use The frame can be scrollable and the Show menu to hide resizable, and it can have a border.), formatting changes point to Frames on the Format menu, and and comments so that click Table of Contents in Frame. A table you can concentrate of contents in a Web frame can only be on insertions and created from built-in heading styles. Venturi Staffing Partners Page 24 of 27

deletions. Or, you can display comments and Display for review settings changes for a specific reviewer. Original Shows the original, unchanged Note document so that you can see how the document would look if you rejected all If you hide a type of markup by clearing it on changes. the Show menu, the markup automatically appears each time the document is opened Final Allows you to see how the document unless you clear the Make hidden markup would look if you accepted all changes. visible when opening or saving check box on Original Showing Markup the Security tab of the Options dialog box (Tools menu). Even if you clear this check  Shows the inserted text and formatting box, the markup is still in the document and changes in the balloons (balloons: In can be revealed by selecting the type of print layout view or Web layout view, markup on the Show menu. markup balloons show markup elements, such as comments and tracked changes, You can also change in the margins of your document. Use how Microsoft Word these balloons to easily see and respond displays markup by to reviewers' changes and comments.), clicking one of the while the deleted text remains inline. Display for Review settings on the Final Showing Markup Reviewing toolbar  Shows deleted text in the balloons, (toolbar: A bar with while inserted text and formatting buttons and options changes are shown inline. that you use to carry out commands. To Show markup in a Web page display a toolbar, click When you save a document with tracked Customize on the Tools changes (tracked change: A mark that shows menu, and then click the where a deletion, insertion, or other editing Toolbars tab.). change has been made in a document.) or By changing this setting, you can preview a comments (comment: A note or annotation document with changes before you actually that an author or reviewer adds to a accept or reject those changes. document. Microsoft Word displays the comment in a balloon in the margin of the document or in the Reviewing Pane.) as a Web Venturi Staffing Partners Page 25 of 27

page, Word retains the tracked changes and check mark appears next to each of comments. the following items: How the tracked changes and comments are Comments displayed depends on your browser Ink Annotations (Word 2003 only) (browser: Software that interprets HTML files, formats them into Web pages, and Insertions and Deletions displays them. A Web browser, such as Formatting Microsoft Internet Explorer, can follow hyperlinks, transfer files, and play sound Reviewers (Point to Reviewers and make sure or video files that are embedded in Web that All Reviewers is selected.) pages.). In Microsoft Internet Explorer 4.0 If a check mark does not appear next to an or later, the revised text is highlighted with item, click the item to select it. color, underlining, and strikethrough formatting, and comments are shown as 1. On the Reviewing toolbar, click dynamic ScreenTips (ScreenTips: Notes that Next to advance from one revision appear on the screen to provide information or comment to the next. about a toolbar button, tracked change, or 2. On the Reviewing toolbar, click comment, or to display a footnote or Accept Change or Reject endnote. ScreenTips also display the text Change/Delete Comment for each that will appear if you choose to insert a revision or comment. date or AutoText entry.). In browsers earlier than Internet Explorer 4.0, the 3. Repeat steps 3 and 4 until all the comments appear as footnotes beneath the revisions in the document have been main Web page. accepted or rejected and all the How do I get rid of my revisions? comments have been deleted. To get rid of tracked changes and Note comments, you need to accept or reject the If you know that you want to accept all the changes and delete the comments. Here's changes, click the arrow next to Accept how: Change, and then click Accept All Changes 1. On the View menu, point to Toolbars, in Document. If you know that you want to and then click Reviewing. reject all the changes, click the arrow next to Reject Change/Delete Comment, and 2. On the Reviewing toolbar, click then click Reject All Changes in Document. Show, and then make sure that a To remove all comments, you must delete Venturi Staffing Partners Page 26 of 27

them. Click the arrow next to Reject Change/Delete Comment, and then click Delete All Comments in Document. Venturi Staffing Partners Page 27 of 27

Venturi Ms Word 2003 Training Guide (M. Combs)

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