Microsoft Word 2007: Advanced Topics

Course Outline & Guide

1.Table of Contents

2.Styles

3.Themes

4.Illustrations

5.Shapes

6.Building Blocks

7.Footnotes

8.Cross References

9.Collaboration

10.Password protection

11.Mail Merge

12.Open floor for Q&A

1.Table of Contents

  1. What is it?

Usually appears at the beginning of the document and helps the user find specific content quickly and easily

  1. To create a table of contents you must first mark the sections within the document that you wish to be included
  2. Open the student_manual.docx file
  3. Create a content locations/headings
  4. Navigate to the beginning of the document’s body
  5. Select the text,Introduction
  6. On the Ribbon, select theReferences tab in the Table of Contents group click Add Text
  7. In the drop down menu select Level 1
  8. Move down the document to Chapter One
  9. Select the text,Chapter One
  10. On the Ribbon, select theReferencestabin the Table of Contentsgroupclick Add Text
  11. In the drop down menu select Level 1
  12. Create a table of contents
  13. Navigate back up to your Table of contents page
  14. Click where you want the first line
  15. On the Ribbon,select the Referencestabin the Table of Contents group click Table of Contents
  16. In the drop down menu select Insert Table of Contents
  17. In the new window, set your Format to Formal
  18. Select the OK button
  19. Insert a new content section
  20. After creating your table of contents you can create new locations, but the table of contents will not update unless you perform the operation of updating it
  21. Create a content location by following the same steps as before, this time use Chapter Two
  22. Select the text, Chapter Two
  23. On the Ribbon, select the Referencestabin the Table of Contentsgroupclick Add Text
  24. In the drop down menu select Level 1
  25. Navigate back up to the Table of contents page and right-click inside the table of contents list
  26. From the menu select Update Field
  27. Select the radio button for update entire table

2.Styles

  1. What are they?

Styles are the look and feel of the document and can include colors, fonts, size, and essentially any appearance setting

  1. Apply a style to a word, line, or paragraph
  2. Navigate to Chapter Three
  3. Select the entire second paragraph
  4. On the Ribbon, select theHometab in the Stylesgroup click More ( down arrow to the right of the styles)hovering over each item will allow you to preview possible changes
  5. To create a block quote select, List Paragraph
  6. If you need to modify the style, simply right click on the style in the Ribbon and choose Modify
  7. Make your changes and click OK
  8. To Apply a style to the entire document
  9. On the Ribbon, select theHome tab in the Stylesgroup click Change Styles > Style Set
  10. Hover your mouse over the different sets for a preview
  11. You should see a preview in your document
  12. At this point in time, do not choose a style set
  13. Press ESC to exit.

3.Themes

  1. What are they?

Themes includecolor and font sets with effects that change the look and feel of your entire document

  1. Navigate to the title page of the document
  2. On the Ribbon,select the Page Layouttab
  3. In the Themes group, click Themes
  4. To preview the changes that could take place, hover your mouse pointer over the different selections. This also applies to the individual Colors, Fonts, and Effects sections
  5. Select a theme to apply
  6. To go back to the default, on theRibbon, select the Page Layout tabin the Themes group click Themes > Reset to Theme from Template

4.Illustrations

  1. What are they?

Illustrations include photos, illustration graphics, charts and graphs, and so on. Often images can greatly improve the learning or understanding of a concept or theory presented in the document

  1. Insert an illustration
  2. Clickat the end of the first paragraph in the Introduction
  3. On the Ribbon,select the Insert tab in the Illustrationsgroupclick Picture
  4. Locate and select the image: In the Desktop > Course Folder > Word III folder named, softball.jpg and selectInsert
  5. Resize the illustration
  6. Click once on the image to select it and then click and drag the corner sizing handle (circle on the corner of the image)
  7. Move the Illustration
  8. Move your mouse pointer inside the image, click and dragthe image inside the body of the first paragraph
  9. Format the Illustration
  10. Click on the image to select it
  11. On the Ribbon, select Format
  12. Hover your mouse over a style for a preview of thePicture Styles
  13. Select Metal Frame
  14. Experiment with the settings in the Adjust group to see how they can change the dynamics of the image
  15. There are many options for arrangement including the option for Text Wrapping
  16. To create text wrap, in the Arrange group choose Text Wrapping > Tight
  17. Its now easier to move your image precisely where you want it to go

5.Shapes

  1. What are they?

A shape is simply that, a shape like a circle, square, or star. Shapes can give a document a profound visual upgrade if done correctly

  1. Insert a shape
  2. On the Ribbon,select the Inserttabin the Illustrationsgroup click Shapes
  3. In the drop down menu choose the rectangle shape
  4. Scroll to Chapter Two, with your mouse, click and drag to the right of the Chapter Two text to create a rectangle
  5. Once complete the Ribbon will change to show your formatting options for the newly created shape
  6. Formatting groups include color changes, arrangement, special effects, size, and shape

6.Building Blocks

  1. What are they?

Saved groups of content (text, graphics, charts, and so on) you can use again and again

  1. To view your Building Blocks
  2. On the Ribbon, select theInserttabin the Textgroupclick Quick Parts
  3. Select “Building Block Organizer…”
  4. Fields includeName, Gallery, Category, and Template
  5. To sort the list, select the column header at the top of the window
  6. Close the window
  7. Building and creating a Quick Part
  8. Create something to save as a Quick Part
  9. Navigate to the title page
  10. Select the text, “[Logo Goes Here]”
  11. Insert the sf_state_logo.gif image
  12. Type, “SF State Publication” below the image
  13. Create a Quick Part
  14. Select the text and the image
  15. On the Ribbon, selectInsert > Text > Quick Parts
  16. From the menu that appears, choose “Save Selection to Quick Part Gallery…”
  17. Fill out the information requested
  18. Name, gallery, category, and so on
  19. Select OK
  20. Use a Quick Part
  21. Use Edit > Undo or CTRL+Z to go back to the point in time when you had “[Logo Goes Here]”
  22. On the Ribbon, select theInserttabin the Textgroupclick Quick Parts
  23. Your new Quick Part should be listed under General
  24. Select your Quick Partto insert it in the document
  25. Using the Building Blocks Organizer
  26. On the Ribbon, select theInserttabin the Textgroupclick Quick Parts
  27. Select “Building Block Organizer…”
  28. Look under Category, Quick Parts
  29. You could choose toEdit Properties…, Delete, and Insert at the bottom of the window
  30. Close the building blocks window
  31. Edit your Quick Part
  32. In the document, make a change to theQuick Part you just inserted by changing the text to “SF State Office of Publications”
  33. Select the Quick Partin the document
  34. On the Ribbon,select the Inserttabin the Textgroupclick Quick Parts
  35. From the menu that appears, choose “Save Selection to Quick Part Gallery…”
  36. Set the properties exactly the same way as before
  37. Select the OK button
  38. A prompt will ask you, “Do you want to redefine the building block entry?”
  39. Select Yes
  40. Delete a Quick Part
  41. On the Ribbon, select theInserttabin the Text tab click Quick Parts
  42. Select “Building Block Organizer…”
  43. In the Gallery field locate your, Quick Parts
  44. Select the Quick Part you made
  45. Select theDeletebutton below

7.Footnotes

  1. What are they?

Text placed at the bottom of a page in your document. The note cites a reference for that part of the main body of text. In the body of text, the footnote is indicated by a superscript number.

  1. Create a footnote
  2. Navigate to the second paragraph of Chapter Oneand click after the period of the first sentence.
  3. On the Ribbon,select theReferencestabin the Footnotes group click Insert Footnote
  4. By choosing Insert Footnote a superscriptnumber will appear at the end of your sentence and your cursor will move to the bottom of the same page
  5. The space at the bottom of the page is provided by the body of the document so you will have less text on the page when you add a footnote
  6. To the right of the 1 type in your reference, “SF State Student Orientation Presentation, John Williams (2007)”
  7. With your mouse click inside the body of your document
  8. Hover your mouse pointer over the superscript 1 you inserted in the bodyand a window will popup with the citation information
  9. Double click on the 1 and Word moves you back into edit mode of the footnote at the bottom of the page
  10. Note: endnotes are created the exact same way.However unlike footnotes that appear at the bottom of a citation pageendnotes appear at the end of the entire document

8.Cross References

  1. What are they?

Ways for the reader to navigate in the document, like locating figures and tables

  1. First you need to make sure the figure or table has a caption. You must have one to create a cross reference.
  2. Create a Caption
  3. Navigate to the pie chart in Chapter 2
  4. Move your mouse pointer inside the image and right-click
  5. From the menu that appears select Insert Caption
  6. Go with the default settings and select the OK button
  7. Create a cross reference
  8. Navigate to the first paragraph of Chapter One and click at the end of the paragraph – this is where you want the cross reference link
  9. Then, type “See ”
  10. On the Ribbon, select theReferencestabin the Captionsgroupclick Cross-reference
  11. In the new window, select your Reference type:Figure
  12. Check the box next to Insert as hyperlink
  13. In the bottom text box for,For which caption:select Figure 1
  14. Select the Insert button and then the Close button
  15. Use the Cross Reference
  16. Simply move your mouse pointer into the cross reference link and use CTRL+Click

9.Collaboration

  1. What is it?

A system of sharing edited documents by editing, tracking, and reviewing changes made

  1. Tracking changes
  2. Change User ID
  3. On the Ribbon, select theReview tabin the Trackinggroupclick Track Changes (drop down arrow)
  4. Select Change User Name…
  5. In the new window, under Personalize your copy of Microsoft Office make sure the info is you as this will be used in your changes
  6. Click OK
  7. Change Tracking Options
  8. On the Ribbon, select theReviewtabin the Tracking group click Track Changes (drop down arrow)
  9. Select Change Tracking Options…
  10. New window shows all of your tracking options
  11. Leave everything set to default and click OK
  12. Begin Tracking
  13. On the Ribbon, select theReview tabin the Tracking group click Track Changes (drop down arrow)
  14. Select Track Changes…
  15. The Track Changesbutton is now highlighted
  16. All changes will now be tracked
  17. Basic changes
  18. Navigate to the end of the last paragraph of the Introduction
  19. Type,“In the end it’s up to you to make the most of your experience.”
  20. The text should have an underline indicating that the change is being tracked
  21. Select the entire second to last paragraph and delete the text
  22. This will show as a strikethrough
  23. Create a comment for the author
  24. In the same paragraph, click at the end of the last sentence
  25. On the Ribbon, select theReviewtab in the Comments groupclick New Comment
  26. Type, “Do students know about the incredible IT training opportunities at SF State?”
  27. Click back inside the document
  28. Reviewing changes
  29. To turn off tracking, on the Ribbon, select theReview tab in the Trackinggroupclick Track Changes (drop down arrow)Track Changes…
  30. On the Ribbon, select theReview tab in the Changesgroup
  31. Reject a change
  32. Click before your first change
  33. Click Next
  34. Choose Reject and Word will reject the change made and move to the next change
  35. Accept a change
  36. Choose Accept and Word will accept the change made and move to the next change
  37. Once all changes are reviewed then the document looks like it did when it was first created

10. Password protection

What is it?

  1. A function that prevents anyone without the given password to open and read through the document. Note: Word security only offers minimal protection
  1. Create a password
  2. Select the Office button > Save As
  3. In the bottom left-hand corner of the document, select the Tools button
  4. In the drop down menu select the General Options…
  5. Type in your password for Password to open and the same one for Password for modifying
  6. You could also make it a Read Only document, but don’t choose it right now
  7. Click the Protect Document button to find more options for protecting your file
  8. Click Save
  9. On the right-hand side of the document you now have options for editing
  10. Test the password
  11. Close the document
  12. Open the document and enter your password

11. Mail Merge

What is it?

  1. A function that allows the user to insert information from a database into form letters, envelopes, and other mass mailings
  1. Save the document, and remember not to save the document again until discussed further
  2. On the Ribbon, select theMailingstabin the Start Mail Merge group click Start Mail Merge
  3. Select,“Step by Step Mail Merge Wizard…”
  4. A column to the left of the screen should appear which displays choices for different document types
  5. Step 1 – Select document type
  6. Select the radio button for, “Letters”
  7. At the bottom of the column under“Step 1 of 6” select, “Next: Starting Document”
  8. Step 2 – Starting Document
  9. Under “Select starting document” select the radio button for“Use the current document”
  10. At the bottom of the column under “Step 2 of 6” select, “Next: Select recipients”
  11. Step 3 – Select Recipients
  12. Under “Select recipients” select the radio button for “Type a new list”
  13. Under “Type a new list” select “Create…”
  14. New Address List
  15. In the New Address List window there are many fields provided as a default
  16. To modify the fields select the “Customize Columns…” button
  17. Create records
  18. Enter fictitious record values for: First Name, Last Name, Address Line 1, City, State, Zip Code
  19. Click inside the box and type in data
  20. When finished with the first record select the “New Entry” button in the bottom and type another record
  21. Enter three records total
  22. Select the OK button
  23. Save the Address List
  24. Save the file in the default location, My Data Sources
  25. Save the file name as,“word_3.mdb”
  26. Select the Save button
  27. Mail Merge Recipients List
  28. Shows the records in the list
  29. The check marks mean they will be included in the merge
  30. Select the OK button
  31. If you want to edit the list, simply select “Edit the recipient list…” under Use an existing list in the column to the right
  32. At the bottom of the column under “Step 3 of 6” select, “Write your letter”
  33. Step 4 – Write Your Letter
  34. Address
  35. Navigate to the cover page and select the text, “[Student Address Block Here]”and delete it
  36. In the Mail Merge column to the right, under “Write your letter” select “Address block…”
  37. Go through and choose which options work for your address block
  38. Select the OK button
  39. Salutation
  40. Navigate to the Introduction section and select the text that reads, “[Salutation Goes Here]”and delete it
  41. In the Mail Merge column to the right, under “Write your letter” select “Greeting Line…”
  42. Go through and choose which options work for your greeting line
  43. Select the OK button
  44. Inserting Fields
  45. Navigate to the first sentence of Chapter Two
  46. In the first sentence select the first instance of “[Name Goes Here]” and delete it
  47. In the Mail Merge column to the right, under “Write your letter” select “More Items…”
  48. Go through and select “First Name” > Insert and then “Last Name” > Insert
  49. Select the OK button
  50. At the bottom of the column under “Step 4 of 6” select, “Preview your letters”
  51. Step 5 – Preview your letters
  52. Notice that in the Ribbon the Preview Results button is selected
  53. Use the arrow button in the same section (or in the Mail Merge column to the right) to preview the document with other recipient information
  54. At the bottom of the column under “Step 5 of 6” select, “Complete the merge”
  55. Step 6 – Complete the merge
  56. If you wanted to print the document then you would choose, “Print…” in the Mail Merge column to the right
  57. Closing and Saving
  58. If you save the document then it will keep all of the merged data, however this is rarely done as it will potentially create a very large file and is unnecessary as you can always do the merge again at a later date
  59. Close and do not save
  60. Creating a Merge Ready Document
  61. To create a document that is ready to merge but not linked to a database begin by typing your document.
  62. When you reach a point where you want a field such as Salutation or Address Block to be inserted
  63. On the Ribbon, select the Insert tab > in the Text group > click Quick Parts > Field
  64. Select the type of field you wish to insert. A pre-formatted placeholder will be inserted into your document
  65. Continue to type your document but make sure not to change the contents of the inserted field.
  66. When you merge your document each field will be filled in with the appropriate data from your database

12. Open floor for Q&A