chapter.04

Chapter 4Finalizing a Document

2Practical Microsoft Office 2010

What’s Inside and on the CD?

• In this chapter, you’ll learn how to add finishing touches to your document, including:– Adding headers and footers– Setting margins– Incorporating graphics– Save your document in HTML format– Adding comments and tracking changes


How do I create headers and footers?

• Header is text that appears at top of every page • Footer is text that appears at bottom of every page• Typically display title of document, current date,

author’s name, and page numbers



• Where headers and footers are displayed:– Print Layout View– Print Preview– On printed pages

• Headers and footers preset tabs – A center tab in middle of page– A right tab near right margin

• Pressing Tab key will move insertion point to next tab



• Use Page Number button in the Header & Footer group to insert the page number

• Use the Date & Time button in the Insert group to insert the current date and time

• Click the Go to Header or Go to Footer button to switch between header and footer

• Change the font and font style of page numbers just as you would with any other text


How do I insert page breaks and section breaks?

• Page breaks occur when one page ends and the next begins

• When a page is full, Word automatically inserts page break

• You may “force” a page break at any point



• Section break, displayed as double dotted line, divides document into sections

• You can apply different formatting to each section• To insert a break:

– Click Page Layout tab– Click Breaks– Select type of break


Can I insert photos into a document?

• Two types of graphics may be inserted:– Vector graphics– Bitmap graphics

• Bitmap referred to as “picture” with extensions: .bmp, .png, .jpg, .tif, .gif

• Insert pictures and other bitmaps from files stored in computer


Can I insert graphics into a document?

• To insert bitmap graphic:– Click Insert tab– Click Picture from Illustrations group– Use Open dialog to navigate to folder containing

selection– Click to insert



• To crop picture:– Select picture– Click Crop button on Size group– Drag edges to frame part you want

• Adjust brightness, contrast, and color of picture:– Select graphic– Click Corrections button



• Control text flow around picture in document:– Select picture– From Arrange group select Wrap Text button– Select choice from list

• To delete a picture:– Click picture– Press Delete button


Can I insert line art into a document?

• Vector graphic, sometimes called “drawing,” created with basic shapes such as lines, curves, and rectangles

• Clip art, logos, organizational charts created with vector graphics

• To access Clip Art:– Click Insert tab– Click Clip Art in Illustrations group



• Word’s Shapes allow creation of vector graphics within document

• To create complex drawings, combine several shapes within a rectangle call a “canvas”

• To open blank canvas:– Click Insert tab– Click Shapes button– Click New Drawing Canvas



• Multiple shapes can be grouped together:– Hold down Ctrl key and select shapes– Right-click shapes– Point to Grouping– Click Group– Ungroup shapes by clicking Ungroup



• Use layers to make shapes appear to stack or appear in front or behind

• To move a shape from one level to another:– Right-click shape– Choose Order– Select order from list

• To control text flows around vector graphics:– Click Wrap Text from the Arrange group– Select an option from the list


How do I set margins?

• Margin settings typically apply to entire document, and are changed using Page Setup on the Page Layout tab

• Default margins are set to 1” on all sides• Smaller margins allow for more text, larger margins

reduce amount of text that will fit on page



• If using headers and footers, don’t set top and bottom margins too small or headers and footers will not print correctly

• Portrait orientation will display and print page vertically

• Landscape orientation will display and print page sideways



• Paper tab is used to set paper size and how paper will feed into default printer

• Select appropriate paper size from Paper size list• Layout tab is useful for creating different headers and

footers for odd and even pages



• Other layout options allow you to:– Center text vertically on page– Insert line numbers– Add graphical elements such as borders to

document• These formatting options can apply to entire

document or to selected sections


How do I perform a mail merge?

• A mail merge allows you to create multiple documents from a starting document and a data source

• You can compose your starting document from scratch or from a document template

• The data source can come from:– A Database file– Outlook– An Excel spreadsheet– A Word document



• Recipient lists contain data such as names and addresses– Each item is considered a field– A merge field contains one item of data– A merge block can contain multiple lines

• Merge fields are enclosed in angle brackets• Use the Write & Insert Fields group to insert pre-

formatted merge field blocks or individual merge fields

• Preview your final documents


How do I save a document as a Web page?

• Document may be posted on Internet as Web page• Must be in HTML (Hypertext Markup Language)

format to be accessible to Web browsers• Use the Save As option accessed from the File tab to

save a document in HTML format



• Not all formatting elements in Word document can be properly converted to HTML

• Message will be displayed if Word encounters problems during conversion process

• Cancel or continue with conversion process if problems are encountered



• To view HTML document, locate the file with Windows Explorer and double-click it

• Long Word document will display as one continuous Web page

• When viewed with browser, vertical scroll bar allows viewer to move through document


How do I convert a document into a PDF?

• PDF was created by Adobe Systems– Has become a universal standard for exchanging

files– Preserves layout

• Software for viewing PDFs is free• To convert a Word document to PDF:

– Save it first as a normal Word document– Use the Save As command and select PDF from

the Save As type list



• Software for creating PDFs can be obtained a number of ways– Free PDF software usually allows you to create,

read, and print PDF files– Adobe Acrobat Pro offers the fullest feature set



• Some PDF software offers additional features– Adobe Acrobat Professional

• Insert text• Make line-out deletions• Highlight passages• Add comments

• XPS is similar to PDF, but created by Microsoft


How do I work with electronic documents?

• Word has several built-in features that help you work with electronic documents– File tab’s Share option– Publish option– Fax templates

• The way you plan to use a document affects the way you handle it



• Remain alert to avoid the following problems:– Loss of information or formatting– Necessary software not installed– Missing linked data– Blocked file types– Large files


Can I track changes and insert comments in a document?

• As document is revised, you can maintain record of original wording

• Track Changes feature maintains all deleted, changed, and inserted text – displays as contrasting color

• You may hide or display “changes” and integrate them by “accepting” them



• Word’s comment feature allows insertion of “sticky notes” in document

• Comments displayed as balloons in margins, and displayed or hidden as needed



• Before inserting comments or tracking changes:– Click the Review tab– Click Track Changes

• To accept changes:– Highlight changed text– Click Accept in the Changes group– Click Accept Change button– To reject change, use Reject options in the

Changes group



• To accept all changes:– Click Accept in the Changes group– Click Accept All Changes in Document

• To reject all changes:– Click Reject in the Changes group– Click Reject All Changes in Document

• To insert a comment:– Click New Comment on the Review tab– Type comment in the comment bubble displayed

in the Markup Area


Is there a way to protect documents from unauthorized access?

• You can protect your documents in several ways– Encrypt the document so that it can be opened

only when a valid password is entered



– Allow anyone to open a document, but restrict the types of edits that can be made• Word’s Protect Document group



• To deactivate document protection, use the Protect Document button to access the Restrict Formatting and Editing task pane– Scroll to the bottom and click the Stop Protection

button


What other features can I use to finalize my documents?

• Borders and shading allow emphasizing text or parts of table– Border: Line or graphic drawn around page or

section of text– Shading: Grayscale or color background applied to

text or table cells• To apply borders and shading:

– Click Home tab– Use Options on the Borders button– Use the Shading button



• Theme is predefined set of coordinated styles, colors, and text options to be applied to existing documents

• Word includes Apex, Metro, and Office themes• To chose theme:

– Click Page Layout tab– Click Themes in the Themes group



• AutoFormat allows automatic formatting • Examples are replacing fractions (1/4 with ¼) and

formatting internet addresses as hyperlinks• To activate:

– Click File tab– Click Options button– Click Proofing button– Click AutoCorrect Options button



• Format Painter allows replication of formats between text sections– Click any text that has format to be replicated– Click Format Painter button– Click text where format is to be applied

• If you double-click Format Painter button, it can be applied to several locations

• To stop Format Painter click button again

chapter.04

Technology