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Ms Word How To Use Like A Pro (Madhubanti Dasgupta)


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When writing in MS Word, users frequently find themselves
cursing at the automated formatting features such as numbering. Word assumes that its users
want most of the formatting done for them, and it fancies itself a “learning program”—that is, it
tries to adapt to what it thinks your formatting needs are. Linguists have very intensive and
specific word-processing needs, though, and most people like to have a fair degree of control
over these features.

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Ms Word How To Use Like A Pro (Madhubanti Dasgupta)

  1. 1. 10-March-2008 MS Word Madhubanti Dasgupta Interra Systems (India) Pvt. Ltd. How to use like a pro?
  2. 2. Agenda <ul><li>Formatting </li></ul><ul><ul><li>Styles and Formatting </li></ul></ul><ul><ul><li>Numbering Styles for Headings </li></ul></ul><ul><ul><li>Page Breaks </li></ul></ul><ul><li>Equations, Figures and Tables </li></ul><ul><li>Navigation </li></ul><ul><ul><li>Bookmarks </li></ul></ul><ul><ul><li>Captions and Footnotes </li></ul></ul><ul><ul><li>Cross-References </li></ul></ul><ul><ul><li>Index and Tables </li></ul></ul><ul><li>Review and Editing </li></ul><ul><ul><li>Comments </li></ul></ul><ul><ul><li>Tracking and Merging Documents </li></ul></ul><ul><li>Management </li></ul><ul><ul><li>Versioning and Restoring </li></ul></ul><ul><li>Document Template </li></ul>
  3. 3. Wait! Switch off Word’s brain <ul><li>Turn off Automatic Formatting </li></ul><ul><ul><li>Tools>AutoCorrect Options </li></ul></ul><ul><ul><li>AutoFormat as you type tab </li></ul></ul><ul><ul><ul><li>Uncheck Define styles based on your formatting </li></ul></ul></ul><ul><ul><ul><li>Uncheck all under Apply as you type (depends on personal preferences) </li></ul></ul></ul><ul><ul><li>Other options under AutoCorrect , AutoText , and AutoFormat tabs </li></ul></ul>
  4. 4. Formatting Getting the Basic Document in place
  5. 5. Styles and Formatting <ul><li>Control Word’s formatting with Styles </li></ul><ul><ul><li>Format>Styles and Formatting>New Style </li></ul></ul><ul><ul><ul><li>Use default Name , Style type, and Style based on </li></ul></ul></ul><ul><ul><ul><li>Set Style for following paragraph to Normal </li></ul></ul></ul><ul><ul><li>Format>Numbering>Customize </li></ul></ul><ul><ul><li>Use proper Indentation in Format>Paragraph . </li></ul></ul><ul><ul><li>Check Add to template and Uncheck Automatically update </li></ul></ul>
  6. 6. Numbering Styles for Headings <ul><li>Use customized Heading Style </li></ul><ul><ul><li>Format>Styles and Formatting </li></ul></ul><ul><ul><ul><li>Select Heading “x” and Modify </li></ul></ul></ul><ul><ul><ul><li>Format>Fonts </li></ul></ul></ul><ul><ul><ul><li>Format>Numbering>Outline Numbered>Customize </li></ul></ul></ul><ul><ul><li>Level , Number format , Number style , Start at , and Indentations </li></ul></ul>
  7. 7. Page Breaks <ul><li>Insert a Page Break </li></ul><ul><ul><li>Insert>Break>Page Break </li></ul></ul><ul><li>Delete a Page Break </li></ul><ul><ul><li>Switch to Normal View </li></ul></ul><ul><ul><li>Select the Page Break identified as the Dotted Line </li></ul></ul><ul><ul><li>Delete it using Keyboard Keys </li></ul></ul><ul><li>Keep from separating paragraphs </li></ul><ul><ul><li>Format>Paragraph>Lines and Page Break </li></ul></ul><ul><ul><li>Check Keep lines together </li></ul></ul>
  8. 8. Equations, Figures and Tables Capture Non-Text Information
  9. 9. Equations and Figures <ul><li>Equations for Mathematical Relationships </li></ul><ul><ul><li>Insert>Object>Microsoft Equation 3.0 </li></ul></ul><ul><ul><ul><li>Symbols </li></ul></ul></ul><ul><ul><ul><li>Templates </li></ul></ul></ul><ul><ul><ul><li>Embellishments </li></ul></ul></ul><ul><li>Figures to depict Diagrammatic Data </li></ul><ul><ul><li>Insert>Picture>New Drawing </li></ul></ul><ul><ul><li>Insert>Picture>AutoShapes </li></ul></ul><ul><ul><li>Formatting </li></ul></ul><ul><ul><ul><li>Format AutoShape </li></ul></ul></ul><ul><ul><ul><li>Format Drawing Canvas </li></ul></ul></ul><ul><ul><ul><li>Grouping and Ordering </li></ul></ul></ul>
  10. 10. Tables <ul><li>Tables to illustrate Tabular Data </li></ul><ul><ul><li>Table>Insert>Table </li></ul></ul><ul><ul><ul><li>Select Number of columns and Number of rows </li></ul></ul></ul><ul><ul><ul><li>AutoFit behavior </li></ul></ul></ul><ul><ul><ul><li>AutoFormat>Category>All table styles </li></ul></ul></ul><ul><ul><ul><li>Text Direction and Cell Alignment </li></ul></ul></ul><ul><ul><li>Table>Heading Rows Repeat </li></ul></ul><ul><ul><li>Merge and Split Cells </li></ul></ul><ul><ul><li>Table>Delete>Table </li></ul></ul><ul><ul><ul><li>Select Number of columns and Number of rows </li></ul></ul></ul><ul><ul><ul><li>Select entire Table </li></ul></ul></ul>
  11. 11. Navigation Linking Document Components
  12. 12. Bookmarks <ul><li>Place Markers to any text </li></ul><ul><ul><li>Insert>Bookmark </li></ul></ul>
  13. 13. Captions and Footnotes <ul><li>Refer to an Equation , a Figure , or a Table </li></ul><ul><ul><li>Insert>Reference>Caption </li></ul></ul><ul><ul><li>Select Label with appropriate Name </li></ul></ul><ul><li>Insert Additional Information against a Text </li></ul><ul><ul><li>Insert>Reference>Footnote </li></ul></ul><ul><ul><li>Select Location , Number Format, Start at , etc </li></ul></ul>
  14. 14. Cross-References <ul><li>Manual Entry will not be consistent </li></ul><ul><ul><li>Refer to a Numbered Item or a Heading </li></ul></ul><ul><ul><li>A Bookmark or a Footnote </li></ul></ul><ul><ul><li>An Equation , a Figure or a Table </li></ul></ul><ul><li>Insert the Link </li></ul><ul><ul><li>Insert>Reference>Cross-reference </li></ul></ul><ul><ul><li>Select Insert reference to: with matching Reference type </li></ul></ul>
  15. 15. Index and Table <ul><li>Link to Sections in the documents </li></ul><ul><ul><li>Insert>Reference>Index and Tables>Table of Contents </li></ul></ul><ul><ul><li>Insert>Reference>Index and Tables>Table of Figures </li></ul></ul><ul><ul><ul><li>Caption label Equation </li></ul></ul></ul><ul><ul><ul><li>Figure </li></ul></ul></ul><ul><ul><ul><li>Or Table </li></ul></ul></ul><ul><ul><li>Regenerate Table on every update/move of Sections and Headings </li></ul></ul>
  16. 16. Review and Editing Exchanging Review Information
  17. 17. Comments <ul><li>Add Comments and Queries </li></ul><ul><ul><li>Insert>Comment </li></ul></ul>
  18. 18. Tracking and Merging Documents <ul><li>Finalize or Revert a Change in Document </li></ul><ul><ul><li>Tools>Track Changes </li></ul></ul><ul><ul><ul><li>Tools>Highlight Changes>Track changes while editing </li></ul></ul></ul><ul><ul><li>Accept Change </li></ul></ul><ul><ul><ul><li>Accept All Changes in Document </li></ul></ul></ul><ul><ul><li>Reject Change / Delete Comment </li></ul></ul><ul><ul><ul><li>Reject All Changes in Document </li></ul></ul></ul><ul><ul><ul><li>Delete All Comments in Document </li></ul></ul></ul><ul><ul><li>Tools>Protect Document </li></ul></ul><ul><li>Compare and Merge Documents </li></ul><ul><ul><li>Tools>Compare and Merge Documents </li></ul></ul><ul><ul><li>Accept Changes </li></ul></ul><ul><ul><li>Reject Changes </li></ul></ul>
  19. 19. Management Version & Disaster
  20. 20. Versioning <ul><li>MS Word maintains its own Versions </li></ul><ul><li>Various Versions saved in the same File </li></ul><ul><ul><li>File>Versions </li></ul></ul><ul><ul><li>Click Save Now </li></ul></ul><ul><ul><li>Additional Comments on version </li></ul></ul><ul><li>Open a MS Word Version </li></ul><ul><ul><li>File>Versions </li></ul></ul><ul><ul><li>Select the version and Click Open </li></ul></ul>
  21. 21. Restoring <ul><li>Exception Handling Mechanism </li></ul><ul><ul><li>While Executing </li></ul></ul><ul><ul><ul><li>Maintains a Temporary Copy in the Local Document Folder </li></ul></ul></ul><ul><ul><li>During Exception Incidence </li></ul></ul><ul><ul><ul><li>Exits on crash after saving the temporary copy onto disc </li></ul></ul></ul><ul><ul><li>After Crash </li></ul></ul><ul><ul><ul><li>Checks it’s Global Area for a “Crash Flag” </li></ul></ul></ul><ul><ul><ul><li>Checks Local Document Path for saved temporary copies </li></ul></ul></ul><ul><ul><ul><li>Asks the User for Actions </li></ul></ul></ul>
  22. 22. Document Template Standardization & Enforcement of Practices
  23. 23. Document Template <ul><li>Meta-Document with customizable collection of Styles </li></ul><ul><li>Do cument T emplate (.dot) file </li></ul><ul><ul><li>Default is </li></ul></ul><ul><ul><ul><li>Stored in the Template Folder of MS Word Installation Directory </li></ul></ul></ul><ul><ul><li>Select customized list of Styles </li></ul></ul><ul><ul><li>File>Save As and select “Document Template” from Save as type </li></ul></ul><ul><ul><li>Use .dot file as a .doc file </li></ul></ul>
  24. 24. Conclusion <ul><li>Backup </li></ul><ul><li>Backup </li></ul><ul><li>Backup!!! </li></ul>
  25. 25. References <ul><li>How to use MS Word Like a pro </li></ul><ul><ul><li>Maria Gouskova </li></ul></ul><ul><li>Microsoft Word Tips Tricks and FAQs </li></ul><ul><ul><li> </li></ul></ul><ul><li>Tips and Tutorials in word processing </li></ul><ul><ul><li> </li></ul></ul>
  26. 26. Thank You