MS Word Advanced Training

MS Word Advanced Training Michael Sheyahshe (Cadd0) Chief Information Officer - aNm www.alternativemedia.biz

Section One: Tables Section Goals Understand Tables Know how to create, edit, and use Tables Investigate ‘nesting’ Tables Be able to format Tables

Insert or create a table In Microsoft Office Word 2007, you can insert a table by choosing from a selection of pre-formatted tables — complete with sample data — or by selecting the number of rows and columns that you want. You can insert a table into a document, or you can insert one table into another table to create a more complex table.

Use table templates You can use table templates to insert a table that is based on a gallery of preformatted tables. Table templates contain sample data to help you visualize what the table will look like when you add your data. Click where you want to insert a table. On the Insert tab, in the Tables group, click Table, point to Quick Tables, and then click the template that you want. Replace the data in the template with the data that you want.

Use the Table menu Click where you want to insert a table. On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select the number of rows and columns that you want.

Use the Insert Table command You can use the Insert Table command to choose the table dimensions and format before you insert the table into a document. Click where you want to insert a table. On the Insert tab, in the Tables group, click Table, and then click Insert Table. Under Table size, enter the number of columns and rows. Under AutoFit behavior, choose options to adjust the table size.

Create a table Draw a table You can create a table by drawing the rows and columns that you want or by converting text to a table. Click where you want to create the table. On the Insert tab, in the Tables group, click Table, and then click Draw Table. The pointer changes to a pencil. To define the outer table boundaries, draw a rectangle. Then draw the column lines and row lines inside the rectangle. To erase a line or block of lines, under Table Tools, on the Design tab, in the Draw Borders group, click Eraser. Click the line that you want to erase. When you finish drawing the table, click in a cell and start typing or insert a graphic.

Convert text to a table Insert separator characters — such as commas or tabs — to indicate where you want to divide the text into columns. Use paragraph marks to indicate where you want to begin a new row. For example, in a list with two words on a line, insert a comma or a tab after the first word to create a two-column table. Select the text that you want to convert. On the Insert tab, in the Tables group, click Table , and then click Convert Text to Table . In the Convert Text to Table dialog box, under Separate text at , click the option for the separator character that you used in the text. Select any other options that you want.

Place a table inside another table Tables that are inside other tables are called nested tables and are often used to design Web pages. If you think of a Web page as one big table that holds other tables — with text and graphics inside different table cells — you can lay out the different parts of your page. You can insert a nested table by clicking in a cell and then using any of the methods to insert a table, or you can draw a table where you want the nested table. NOTE You can also copy and paste an existing table into another table.

Add a cell, row, or column to a table Add a cell Click in a cell that is to the right of or above where you want to insert a cell. Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box Launcher. Click one of the following options. Click this: To do this: Shift cells right Insert a cell and move all other cells in that row to the right. NOTE Word does not insert a new column. This may result in a row that has more cells than the other rows. Shift cells down Insert a cell and move the existing cells down one row. A new row is added at the bottom of the table. Insert entire row Insert a row above the cell that you clicked in. Insert entire column Insert a column to the left of the cell that you clicked in.

Add a row above or below Click in a cell above or below where you want to add a row. Under Table Tools, on the Layout tab, do one of the following: To add a row above the cell, click Insert Above in the Rows and Columns group. To add a row below the cell, click Insert Below in the Rows and Columns group.

Add a column to the left or right Click in a cell to the left or right of where you want to add a column. Under Table Tools, on the Layout tab, do one of the following: To add a column to the left of the cell, click Insert Left in the Rows and Columns group. To add a column to the right of the cell, click Insert Right in the Rows and Columns group.

Delete a cell, row, or column from a table Delete a cell Select the cell that you want to delete by clicking its left edge. Under Table Tools, click the Layout tab. In the Rows & Columns group, click Delete, and then click Delete Cells. Click one of the following options: Click this: To do this: Shift cells left Delete a cell and shift all other cells in that row to the left. NOTE Word does not insert a new column. Using this option may result in a row that has fewer cells than the other rows. Shift cells up Delete a cell and move the remaining existing cells in that column up one row each. A new, blank cell is added at the bottom of the column. Delete entire row Delete the entire row that contains the cell that you clicked in. Delete entire column Delete the entire column that contains the cell that you clicked in.

Delete a row Select the row that you want to delete by clicking its left edge. Under Table Tools, click the Layout tab. In the Rows & Columns group, click Delete, and then click Delete Rows .

Delete a column Select the column that you want to delete by clicking its top gridline or top border. Under Table Tools, click the Layout tab. In the Rows & Columns group, click Delete, and then click Delete Columns .

Merge or split cells in a table Merge cells You can combine two or more table cells located in the same row or column into a single cell. For example, you can merge several cells horizontally to create a table heading that spans several columns. Select the cells that you want to merge by clicking the left edge of a cell and then dragging across the other cells that you want. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells .

Split cells Click in a cell, or select multiple cells that you want to split. Under Table Tools, on the Layout tab, in the Merge group, click Split Cells.. Enter the number of columns or rows that you want to split the selected cells into.

Move or copy a table Drag a table to a new location In Print Layout view, rest the pointer on the table until the table move handle appears. Rest the pointer over the table move handle until the pointer becomes a four-headed arrow, and then click the table move handle. Drag the table to a new location.

Copy a table and paste it in a new location When you paste a table in a new location, you can copy the table or cut it. When you copy a table, the original table remains in place. When you cut a table, the original table is deleted. In Print Layout view, rest the pointer on the table until the table move handle appears. Click the table move handle to select the table. Do one of the following: To copy the table, press CTRL+C. To cut the table, press CTRL+X. Place the insertion point where you want the new table. Press CTRL+V to paste the table in the new location.

Format a table After you create a table, Microsoft Office Word 2007 offers you many ways to format that table. If you decide to use Table Styles, you can format your table all at once, and even see a preview of what your table will look like formatted in a particular style before you actually apply the style. You can create a custom look for tables by splitting or merging cells, adding or deleting columns or rows, or adding borders. If you're working with a long table, you can repeat the table headings on each page on which the table appears. To prevent awkward page breaks that disrupt the flow of your table, you can also specify just how and where the table should break across pages.

Use Table Styles to format an entire table After you create a table, you can format the entire table by using Table Styles. By resting your pointer over each of the preformatted table styles, you can preview what the table will look like. Click in the table that you want to format. Under Table Tools , click the Design tab. In the Table Styles group, rest the pointer over each table style until you find a style that you want to use. NOTE To see more styles, click the More arrow . Click the style to apply it to the table. In the Table Style Options group, select or clear the check box next to each the table element to apply or remove the selected style.

Add or remove borders You can add or remove borders to format a table the way that you want. Add table borders Under Table Tools , click the Layout tab. In the Table group, click Select , and then click Select Table. Under Table Tools , click the Design tab. In the Table Styles group, click Borders , and then do one of the following: Click one of the predefined border sets. Click Borders and Shading , click the Borders tab, and then choose the options that you want.

Remove table borders from the whole table Under Table Tools , click the Layout tab. In the Table group, click Select , and then click Select Table. Under Table Tools , click the Design tab. In the Table Styles group, click Borders , and then click No Border .

Add table borders to specified cells only On the Home tab, in the Paragraph group, click Show/Hide . Select the cells that you want, including their end-of-cell marks. Under Table Tools , click the Design tab. In the Table Styles group, click Borders , and then click the border that you want to add.

Remove table borders from specified cells only On the Home tab, in the Paragraph group, click Show/Hide . Select the cells that you want, including their end-of-cell marks. Under Table Tools , click the Design tab. In the Table Styles group, click Borders , and then click No Border .

Display or hide gridlines Gridlines show the cell boundaries of a table on the screen wherever the table doesn't have borders applied. If you hide the gridlines in a table that has borders, you won't see the change because the gridlines are behind the borders. To view the gridlines, remove the borders. Unlike borders, gridlines appear only on the screen; they are never printed. If you turn off gridlines, the table is displayed as it will be printed. NOTE: Gridlines are not visible when you view a document in a Web browser or in Print Preview.

Display or hide table gridlines in a document Under Table Tools , on the Layout tab, in the Table group, click View Gridlines .

Add a cell, row, or column Click in a cell that is located just to the right of or above where you want to insert a cell. Under Table Tools , on the Layout tab, click the Rows & Columns Dialog Box Launcher. Click one of the following options: Click this: To do this: Shift cells right Insert a cell and move all other cells in that row to the right. NOTE This option may result in a row that has more cells than the other rows. Shift cells down Insert a cell and move remaining existing cells in that column down one row each. A new row will be added at the bottom of the table to contain the last existing cell. Insert entire row Insert a row just above the cell that you clicked in. Insert entire column Insert a column just to the right of the cell that you clicked in.

Add a row Click in a cell that is located just below or above where you want to add a row. Under Table Tools , click the Layout tab. Do one of the following: To add a row just above the cell that you clicked in, in the Rows and Columns group, click Insert Above . To add a row just below the cell that you clicked in, in the Rows and Columns group, click Insert Below .

Add a column Click in a cell that is located just to the right or left of where you want to add a column. Under Table Tools , click the Layout tab. Do one of the following: To add a column just to the left of the cell that you clicked in, in the Rows and Columns group, click Insert Left . To add a column just to the right of the cell that you clicked in, in the Rows and Columns group, click Insert Right .

Delete a cell, row, or column Do one of the following: Under Table Tools , click the Layout tab. In the Rows & Columns group, click Delete , and then click Delete Cells , Delete Rows , or Delete Columns , as appropriate. To select this: Do this: A cell Click the left edge of the cell. . A row Click to the left of the row. A column Click the column's top gridline or top border.

Repeat a table heading on subsequent pages When you work with a very long table, it will be divided wherever a page break occurs. You can make adjustments to the table so that the table headings are repeated on each page. Repeated table headings are visible only in Print Layout view and when you print the document. Select the heading row or rows. The selection must include the first row of the table. Under Table Tools , on the Layout tab, in the Data group, click Repeat Header Rows . NOTE Word automatically repeats the table headings on each new page that results from an automatic page break. Word does not repeat a heading if you insert a manual page break within a table.

Control where a table is divided When you work with a very long table, it must be divided wherever a page break occurs. By default, if a page break occurs within a large row, Microsoft Word allows a page break to divide the row between the two pages. You can make adjustments to the table to make sure that the information appears as you want it to when the table spans multiple pages.

Prevent a table row from breaking across pages Click in the table. Under Table Tools , click the Layout tab. In the Table group, click Properties , and then click the Row tab. Clear the Allow row to break across pages check box.

Force a table to break across pages at a particular row Click in the row that you want to appear on the next page. Press CTRL+ENTER.

Sort the contents of a table In Print Layout view, move the pointer over the table until the table move handle appears. Click the table move handle to select the table that you want to sort. Under Table Tools , on the Layout tab, in the Data group, click Sort . In the Sort dialog box, select the options that you want.

Sort a single column in a table Select the column that you want to sort. Under Table Tools , on the Layout tab, in the Data group, click Sort . Under My list has , click Header row or No header row . Click Options . Under Sort options , select the Sort column only check box. Click OK .

Sort by more than one word or field inside a table column To sort the data in a table that is based on the contents of a column that includes more than one word, you must first use characters to separate the data — including data in the header row. For example, if the cells in a column contain both last and first names, you can use commas to separate the names. Select the column that you want to sort. Under Table Tools , on the Layout tab, in the Data group, click Sort . Under My list has , click Header row or No header row . Click Options . Under Separate fields at , click the type of character that separates the words or fields that you want to sort, and then click OK . Under Sort by , in the Using list, select which word or field you want to sort by. In the first Then by list, enter the column that contains the data that you want to sort by, and then in the Using list, select which word or field you want to sort by. If you want to sort by an additional column, repeat this step in the second Then by list.

Move or copy items in a table On the Home tab, in the Paragraph group, click Show/Hide . Select the item that you want to move or copy. Do one of the following: To move the selected item, drag it to the new location. To copy the selected item, hold down CTRL while you drag it to the new location. To select this: Do this: A cell Click the left edge of the cell. A row Click to the left of the row. A column Click the column's top gridline or top border.

Questions? Extra formatting…

Practice You can place one table inside another to further separate information, visually. This can be referred to as nesting. Practice placing an entire table inside a particular cell of another table.

Section Review What is a Table; what does it look like? What sort of data can a Table present? How do you create a Table? What is one way to edit the Table? What does it mean to ‘nest’ a Table? Describe one way to format Tables .

Section Two: Reviewing Word Documents Section Goals Understand what Track Changes means Know how to turn this function ON Identify and create Comments Accept or delete the Changes Know Merge and Compare documents

Track changes while you edit You can easily make and view tracked changes and comments while you work in a document. By default, Microsoft Office Word 2007 uses balloons to display deletions, comments, formatting changes, and content that has moved. If you want to see all of your changes inline, you can change settings so that tracked changes and comments display the way you want. Balloons show formatting changes, comments, and deletions. NOTE To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word displays tracked changes and comments by default. Final Showing Markup is the default option in the Display for Review box.

Track changes while you edit Open the document that you want to revise. On the Review tab, in the Tracking group, click the Track Changes image. To add a track changes indicator to the status bar, right-click the status bar and click Track Changes . Click the Track Changes indicator on the status bar to turn track changes on or off. Make the changes that you want by inserting, deleting, moving, or formatting text or graphics. You can also add comments. NOTE If you use change tracking and then save your document as a Web page (.htm or .html), tracked changes will appear on your Web page.

Turn off change tracking On the Review tab, in the Tracking group, click the Track Changes image. If you customized the status bar to include a track changes indicator, clicking Track Changes in the Tracking group will also turn off the indicator in the status bar. NOTE Turning off change tracking does not eliminate the tracked changes in your document. To ensure that there are no more tracked changes in your document, be sure that all changes are showing, and then use the Accept or Reject commands for each change in the document.

Insert or delete a comment You can insert a comment that will appear in the document margins. You can also hide comments from view. If you don't want comments to appear in your document during a review, you must clear your document of comments by deleting them. To find out whether comments remain in your document, click Show Markup on the Review tab in the Tracking group.

Insert a comment Type a comment Select the text or item that you want to comment on, or click at the end of the text. On the Review tab, in the Comments group, click New Comment . Type the comment text in the comment balloon or in the Reviewing Pane . NOTE To respond to a comment, click its balloon, and then click New Comment in the Comments group. Type your response in the new comment balloon.

Delete a comment To quickly delete a single comment, right-click the comment, and then click Delete Comment . To quickly delete all comments in a document, click a comment in the document. On the Review tab, in the Comments group, click the arrow below Delete , and then click Delete All Comments in Document .

Delete comments from a specific reviewer On the Review tab, in the Tracking group, click the arrow next to Show Markup . To clear the check boxes for all reviewers, point to Reviewers , and then click All Reviewers . Click the arrow next to Show Markup again, point to Reviewers , and then click the name of the reviewer whose comments you want to delete. In the Comments group, click the arrow below Delete , and then click Delete All Comments Shown . NOTE This procedure deletes all comments from the reviewer that you selected, including comments throughout the document. TIP You can also review and delete comments by using the Reviewing Pane. To show or hide the Reviewing Pane, click Reviewing Pane in the Tracking group. To move the Reviewing Pane to the bottom of your screen, click the arrow next to Reviewing Pane , and then click Reviewing Pane Horizontal .

Change a comment If comments aren't visible on the screen, click Show Markup in the Tracking group on the Review tab. Click inside the balloon for the comment that you want to edit. Make the changes that you want. NOTE If the balloons are hidden or if only part of the comment is displayed, you can change the comment in the Reviewing Pane. To show the Reviewing Pane, in the Tracking group, click Reviewing Pane . To make the reviewing pane run across the bottom of your screen rather than down the side of your screen, click the arrow next to Reviewing Pane , and then click Reviewing Pane Horizontal . To respond to a comment, click its balloon, and then click New Comment in the Comments group. Type your response in the new comment balloon.

Add or change the name used in comments On the Review tab, in the Tracking group, click the arrow next to Track Changes , and then click Change User Name . Click Personalize . Under Personalize your copy of Office , change the name or initials that you want to use in your own comments. NOTES: The name and initials that you type are used by all Microsoft Office programs. Any changes that you make to these settings affect other Office programs. When you make a change to the name or initials that you want to use for your own comments, only comments that you make after the change are affected. Comments that are already in the document before you change the name or initials are not updated.

Review tracked changes and comments To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word displays tracked changes and comments by default. Final Showing Markup is the default option in the Display for Review box. In Microsoft Office Word, you can track each insertion, deletion, move, formatting change, or comment that you make so that you can review all of the changes later. The Reviewing Pane displays all of the changes that currently appear in your document, the total number of changes, and the number of changes of each type. As you review tracked changes and comments, you can accept or reject each change. Until you accept or reject all tracked changes and comments in a document, even hidden changes will appear to viewers in documents you send or display.

Review a summary of tracked changes The Reviewing Pane is a handy tool for ensuring that all tracked changes have been removed from your document and won't show up to others who might view your document. The summary section at the top of the Reviewing Pane displays the exact number of visible tracked changes and comments that remain in your document. On the Review tab, in the Tracking group, click Reviewing Pane to view the summary at the side of your screen. To view the summary across the bottom of your screen instead of on the side of your screen, click the arrow next to Reviewing Pane , and then click Reviewing Pane Horizontal . To view the number of each type of change, click Show Detailed Summary .

Review each tracked change and comment in sequence On the Review tab, in the Changes group, click Next or Previous . Do one of the following: In the Changes group, click Accept . In the Changes group, click Reject . In the Comments group, click Delete . Accept or reject changes and delete comments until there are no more tracked changes or comments in your document. To ensure all tracked changes are accepted or rejected and that all comments are deleted, on the Review tab, in the Tracking group, click Reviewing Pane . The summary section at the top of the Reviewing Pane displays the exact number of tracked changes and comments that remain in your document.

Accept all changes at once On the Review tab, in the Changes group, click Next or Previous . Click the arrow below Accept , and then click Accept All Changes in Document .

Reject all changes at once On the Review tab, in the Changes group, click Next or Previous . Click the arrow below Reject , and then click Reject All Changes in Document .

Review changes by type of edit or by a specific reviewer Do one of the following: On the Review tab, in the Tracking group, click the arrow next to Show Markup . Clear all check boxes except for the ones next to the types of changes that you want to review. On the Review tab, in the Tracking group, click the arrow next to Show Markup . Point to Reviewers , and then clear all check boxes except for the ones next to the names of the reviewers whose changes you want to review. To select or clear the check boxes for all reviewers in the list, click All Reviewers . On the Review tab, in the Changes group, click Next or Previous . Do one of the following: In the Changes group, click Accept . In the Changes group, click Reject .

Merge comments and changes from several documents into 1 document If you send a document for review to several reviewers, and each reviewer returns the document, you can combine the documents two at a time until all the reviewer changes have been incorporated into a single document. On the Review tab, in the Compare group, click Compare . Click Combine revisions from multiple authors . Under Original document , click the name of the document into which you want to combine the changes from multiple sources. If you don't see the document in the list, click Browse for Original . Under Revised document , browse for the document that contains the changes by one of the reviewers. Click More . Under Show changes , select the options for what you want to compare in the documents. By default, Microsoft Office Word shows changes to whole words. For example, if you change the word cat to cats, the entire word cats will show as changed in the document and not simply the character s. Under Show changes in , click Original document . Click OK . To change which documents appear on the screen when you click OK , in the Compare group, click Hide Source Documents or Show Source Documents . Repeat steps 1-8. Word will merge all of the changes into the original document.

Note on Merge Word can store only one set of formatting changes at a time. Therefore, when you merge multiple documents, you may be prompted to decide whether you want to keep the formatting from the original document or use the formatting from the edited document. If you don't need to track formatting changes, you can clear the Formatting check box in the Compare and Merge Documents dialog box.

Section Review What sort of changes can the “Track Changes” display? How do you turn this function ON? Describe the process used to create Comments. How can you accept or delete the Changes? What is Merge and Compare useful for?

Section Three: Templates Section Goals Understand Templates Know how to find, create, edit, and use Templates

Templates If you are connected to the Internet, you can go online to browse or search for the most up-to-date Help, templates, training, and other online content. Templates can store styles, AutoText entries, AutoCorrect entries, macros, toolbars, custom menu settings, and shortcut keys. Loading a template makes it available on your machine. You can later access these through the “Installed Templates” section of the New document command.

Template: Letter Example To open a Letter Template from Microsoft Office Online: Click the Windows Button . Choose New . From the list, scroll the list below Microsoft Office Online Click Letters and select a format that addressed your need. Note: You must have an Internet connection in order to download Templates from Microsoft Online.

Practice Open a New document in Word. Choose an online Template and download it. Begin Filling in the fields with custom content.

Unload Templates To conserve memory and increase the speed of Word, it's a good idea to unload templates you don't often use. To delete a template or add-in from Word, you must remove the template or add-in from the Templates and Add-ins dialog box. Click the Microsoft Office Button, and then click Word Options. Click Add-Ins. In the Manage list, select Word Add-ins, and then click Go. Click the Templates tab. Do one of the following: To unload a template or add-in but leave it under Global templates and add-ins, clear the check box next to the name of the item. To unload a template or add-in and remove it from the box under Global templates and add-ins, click the item in the box, and then click Remove.

Notes on Unloading The Remove button is unavailable when the template you select is located in your Startup folder. When you unload a template or add-in, you do not remove it from your computer — you only make it unavailable. Where you've stored the template or add-in determines whether it's loaded when you start Word.

Section Review How do you load a Template in Word? Can you load a Template from Microsoft Online without an Internet connection? Where can you access Templates that have already been downloaded from Microsoft Online?

TIPSHEET: List of Template links from Microsoft.com Business Letters http://office.microsoft.com/en-us/templates/CT101467871033.aspx Faxes http://office.microsoft.com/en-us/templates/CT101172521033.aspx Resumes and CVs http://office.microsoft.com/en-us/templates/CT101043371033.aspx Flyers http://office.microsoft.com/en-us/templates/CT101043191033.aspx

TIPSHEET: Anatomy of Track Changes Next slide…

MS Word Advanced Training

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