objectives

Objectives© Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives

Chapter 30: Using Outline View and Formatting with MacrosPerformance Objectives Create an Outline Assign Headings Collapse and Expand a Documen

t Organize an Outline Create a Master Document and

Subdocuments CHECKPOINT 1 Expand/Collapse Subdocuments Rearrange Subdocuments Split or Combine Subdocuments

Record a Macro Run a Macro Pause and Resume a Macro Delete a Macro Assign a Macro to a Keyboard

Command Assign a Macro to the Quick Acc

ess Toolbar

Record a Macro with Fill-in Fields

CHECKPOINT 2


Create an Outline

To switch to Outline view:1. Click the View tab.2. Click the Outline

button in the Document Views group.

Outline button


Create an Outline…continued

Selectionsymbols

Outlining tab


Assign Headings

Button Name ActionPromote to Heading 1 Promotes text to highest level of the outline.

PromotePromotes heading (and its body text) by one level; promotes body text to the heading level of the preceding heading.

Outline Level Assigns and displays current level of text.

DemoteDemotes heading by one level; demotes body text to the heading level below the preceding heading.

Demote to Body Text Demotes heading to body text.

Move Up Move selected item up within the outline.

Move Down Move selected item down within the outline.


Assign Headings…continued

Button Name Action

Expand Expands first heading level below currently selected heading.

CollapseCollapses body text into heading and then collapses lowest heading levels into higher heading levels.

Show Level Displays all headings through lowest level chosen.

Show Text Formatting

Displays outline with or without character formatting.

Show First Line Only

Switches between displaying all body text or only first line of each paragraph.



To change normal text to a level 1 heading:1. Position the insertion

point in the desired text.

2. Click the Outlining tab.

3. Click the Promote to Heading 1 button in the Outline Tools group.

Promote to Heading 1 button



To change a paragraph to a level 2 heading:1. Position the insertion

point in the desired text.


3. Click the Demote button in the Outline Tools group.

Demote button



To promote or demote a heading by dragging the selection symbol:1. Position the arrow

pointer on the selection symbol.

2. Hold down the left mouse button and drag the mouse until a gray vertical line displays.

3. Release the mouse button.

gray vertical line


Collapse and Expand a Document

One of the major benefits of working in Outline view is the ability to see a condensed outline of your document without all of the text in between titles, headings, or subheadings.

collapsed document


Collapse and Expand a Document…continued

The ability to collapse and expand headings in an outline provides flexibility in using the outline feature.

One popular use of this capability is to move quickly from one portion of a document to another.



Another popular use of the collapse and expand feature is in maintaining consistency between various headings.

While creating a particular heading, you may need to refer to the previous heading.

To do this, switch to Outline view, collapse the outline, and the previous heading is visible.



To collapse the entire document:1. Click the Outlining

tab.2. Click the down-

pointing arrow at the right of the Show Level button in the Outline Tools group.

3. Click the level desired at the drop-down list.

Show Level button



To collapse all of the text beneath a heading:1. Position the insertion

point within the heading.


3. Click the Collapse button in the Outline Tools group.

Collapse button



To expand the text beneath a heading:1. Position the insertion



3. Click the Expand button in the Outline Tools group.

Expand button



To display only the level headings and the first line of each paragraph:1. Position the insertion



3. Click the Show First Line Only check box in the Outline Tools group.

Show First Line Only check box


Organize an Outline

Collapsing and expanding headings within an outline is only part of the versatility the outline feature offers.

It also offers you the ability to rearrange an entire document by reorganizing the outline.

Whole sections of a document can quickly be rearranged by moving the headings at the beginning of those sections.

The text that is collapsed beneath the headings is moved at the same time.


Organize an Outline…continued

To move a section:1. Click in the desired

heading.2. Click the Outlining

tab.3. Click the Move Up

button or Move Down button in the Outline Tools group.

Move Up button


Organize an Outline…continued

To move a heading by dragging the selection symbol:1. Position the arrow

pointer on the selection symbol.

2. Hold down the left mouse button, and drag the mouse until a gray horizontal line displays.

3. Release the mouse button.

gray horizontal line


Create a Master Document and Subdocuments

For projects containing a variety of parts or sections, such as a reference guide or book, consider using a master document.

A master document contains a number of separate documents referred to as subdocuments.

A master document might be useful in a situation where several people are working on one project.

Each person prepares a document for his or her part of the project and then the documents are included in a master document.


Create a Master Document and Subdocuments…continued

To create a master document:1. Assign heading levels to

titles and headings in the document.

2. Click the Show Document button in the Master Document group.

3. Select the headings and text to be divided in to a subdocument.

4. Click the Create button in the Master Document group.

Create button



subdocument icon



Open a master document at the Open dialog box in the same manner as a normal document.

Subdocuments in a master document display collapsed in the master document as shown in the previous slide.

Word automatically converts subdocument names into hyperlinks.

To open a subdocument, hold down the Ctrl key and then click the subdocument hyperlink.

Objectives© Paradigm Publishing, Inc. 24

CHECKPOINT 11) The Outline button is located in

which tab?a. Viewb. Reviewc. Homed. Insert

3) For projects containing a variety of parts or sections, consider using this type of document.a. mainb. templatec. masterd. protected

2) To change a paragraph to a level 2 heading, position the insertion point anywhere within the text and then click this button.a. Promoteb. Demotec. Shift + Promoted. Shift + Demote

4) A master document contains a number of separate documents referred to as this.a. source documentsb. side documentsc. separate documentsd. subdocuments

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Expand/Collapse Subdocuments

To expand subdocuments:1. Click the

subdocument.2. Click the Outlining

tab.3. Click the Expand

Subdocuments button in the Master Document group.

Expand Subdocuments button


Rearrange Subdocuments

To rearrange the order of a subdocument:1. Collapse the

subdocuments.2. Point the mouse pointer on

the subdocument icon.3. Hold down the left mouse

button.4. Drag to the desired

location.5. Release the mouse button. mouse pointer


Rearrange Subdocuments…continued

When moving a collapsed subdocument, the dark gray, horizontal line must be positioned above the gray circle that displays above a subdocument.

If you position the dark gray, horizontal line between the gray circle and the top border of a collapsed subdocument, Word will display a message telling you that you cannot change a locked subdocument or master document.


Split or Combine Subdocuments

To split a subdocument:1. Expand the

subdocuments.2. Select the specific

text within the subdocument.


4. Click the Split button in the Master Document group.

Split button


Record a Macro

Recording a macro involves turning on the macro recorder, performing the steps to be recorded, and then turning off the recorder.

Both the View tab and the Developer tab contain buttons for recording a macro.


Record a Macro…continued

To display the Developer tab:1. Click the File tab.2. Click the Options button.3. At the Word Options

dialog box, click the Customize Ribbon option in the left panel.

4. In the list box at the right, click the Developer check box.

Developer check box



To record a macro:1. Position the

insertion point.2. Click the

Developer tab. 3. Click the Record

Macro button in the Code group.

(continues on next slide)

Record Macro button



4. At the Record Macro dialog box, type a name for the macro in the Macro name text box.

5. Type a description for the macro in the Description text box.

6. Click OK.(continues on next slide)

Record Macro dialog box



7. At the open document, perform the actions to be recorded.

8. Click the Macro icon that displays toward the left side of the Status bar. Macro icon


Run a Macro

To run a macro:1. Click the View

tab.2. Click the

Macros button in the Macros group.


Macros button


Run a Macro…continued

3. At the Macros dialog box, click the desired macro.

4. Click the Run button.

Run button



Automatic Macro Name Action

AutoExec Runs when Word is opened

AutoOpen Runs when a document is opened

AutoNew Runs when a new document is opened

AutoClose Runs when a document is closed

AutoExit Runs when Word is exited



To create a macro that runs automatically:1. Click the View tab.2. Click the Macros button

arrow in the Macros group.3. Click the Record Macro

option at the drop-down list.

4. Type AutoNew in the Macro name text box.

5. Type a description.6. Click OK.

Macro name text box


Pause and Resume a Macro

To pause the recording of a macro:1. Click the Pause

Recording button in the Code group in the Developer tab.

Pause Recording button


Delete a Macro

To delete a macro:1. Click the View tab.2. Click the Macros

button in the Macros group.

3. At the Macros dialog box, click the desired macro.

4. Click the Delete button.

5. Click Yes.6. Click the Close button.

Delete button


Assign a Macro to a Keyboard Command

To assign a macro to a keyboard command:1. Position the insertion

point.2. Click the Developer tab. 3. Click the Record Macro

button in the Code group.4. At the Record Macro

dialog box, type a name and description.

5. Click the Keyboard button.(continues on next slide)

Keyboard button


Assign a Macro to a Keyboard Command…continued

6. At the Customize Keyboard dialog box with the insertion point positioned in the Press new shortcut key text box, press the desired keyboard command.

7. Click the Assign button.8. Click the Close button.

Customize Keyboard dialog box


Assign a Macro to the Quick Access Toolbar

To assign a macro to the Quick Access toolbar:1. Position the insertion

point.2. Click the Developer tab. 3. Click the Record Macro

button in the Code group.4. At the Record Macro dialog

box, type a name and description.

5. Click the Button button.(continues on next slide)

Button button


Assign a Macro to the Quick Access Toolbar…continued

6. At the Word Options dialog box, click the desired macro in the left list box.

7. Click the Add button located between the two list boxes.

8. Click OK.

Add button



To remove a Macro button from the Quick Access toolbar:1. Right-click the button

on the Quick Access toolbar.

2. Click the Remove from Quick Access Toolbar option at the shortcut menu.

Remove from Quick Access Toolbar option



To display the macro security settings:1. Click the Developer

tab.2. Click the Macro

Security button in the Code group.

Macro Settings



To save a template as a macro-enabled template:1. Display the Save As

dialog box.2. Change the Save as

type option to the Word Macro-Enabled Template (*.dotm) option.

Word Macro-Enabled Template (*.dotm) option


Record a Macro with Fill-in Fields

To insert a Fill-in field in a macro:1. Begin the recording of the

macro.2. At the point where the Fill-in

field is to be inserted, click the Insert tab.

3. Click the Quick Parts button in the Text group.

4. Click the Field option at the drop-down list.


Field option


Record a Macro with Fill-in Fields…continued

5. At the Field dialog box with (All) selected in the Categories list box, scroll down the Field names and then click the Fill-in field.

6. Click in the Prompt: text box and then type the desired message.

7. Click OK.Prompt: text box


Record a Macro with Fill-in Fields…continued

When you run the macro, type the desired text specified by the prompt message.

prompt message

Objectives© Paradigm Publishing, Inc. 50

CHECKPOINT 21) Both the View tab and this tab

contain buttons for recording a macro.a. Insertb. Developerc. Homed. File

3) A macro that you use regularly can be added to this.a. Quick Access toolbarb. Status barc. Task paned. Ribbon

2) A macro description can contain a maximum of how many characters?a. 55b. 155c. 255d. 355

4) To assign a macro to the toolbar, click this button at the Record Macro dialog box.a. Buttonb. Toolbarc. Macrod. Record

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objectives

Documents

outline view

heading level

outline levelassigns

condensed outline

outline feature

outline tools group

preceding heading

current level of text