paradigm publishing, inc. 1. 2 word 2010 level 1 unit 2enhancing and customizing documents chapter...

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Word 2010

Level 1

Unit 2 Enhancing and Customizing Documents

Chapter 6 Maintaining Documents


Maintaining Documents

Maintain Documents Share Documents CHECKPOINT 1 Work with Windows Insert a File Print and Preview a Document Create and Print Envelopes Create and Print Labels Create a Document Using a Template CHECKPOINT 2

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Maintain Documents

Many file (document) management tasks can be completed at the Open dialog box (and some at the Save As dialog box).

Keyboards contain a Print Screen key that you can use to capture the contents of the screen into a file. That file can then be inserted in a Word document. The Print Screen feature is useful for file management in that you can print folder contents to help you keep track of documents and folders.


Maintain Documents…continued

To create a folder:1. Display the Open

dialog box.2. Click the New folder

button.3. Type the folder name.4. Press Enter.

New folder button



To rename a folder using the shortcut menu:1. Display the Open dialog box.2. Right-click the folder.3. Click Rename at the shortcut menu drop-down list.4. Type a new name for the folder.5. Press Enter.

Type a new name for the folder.



To select one document, display the Open dialog box, and then click the desired document.

To select several adjacent documents (documents that display next to each other), click the first document, hold down the Shift key, and then click the last document.

To select documents that are not adjacent, click the first document, hold down the Ctrl key, click any other desired documents, and then release the Ctrl key.



To delete a document using the Organize button:1. Display the Open dialog

box.2. Click the document or

folder name.3. Click the Organize button.4. Click the Delete option at

the drop-down list.5. Click Yes.

Delete option



Documents deleted from the hard drive are automatically sent to the Recycle Bin.

If you accidentally send a document to the Recycle Bin, it can be easily restored.



You can copy a document to another folder without opening the document first.

Remove a document from one folder and insert it in another folder using the Cut and Paste options from the Organize button drop-down list or the shortcut menu at the Open dialog box.

To open more than one document, select the documents in the Open dialog box and then click the Open button.



To rename a document using the Organize button:1. Display the Open dialog

box.2. Click the document name.3. Click the Organize button.4. Click the Rename option at

the drop-down list.5. Type a new name.6. Press Enter.

Rename option



To delete a folder using the Organize button:1. Display the Open dialog

box.2. Click the folder name.3. Click the Organize

button.4. Click the Delete option

at the drop-down list.5. Click Yes.

Delete option


Share DocumentsWith the Send Using E-mail option selected,this section displays options for sending thedocument as an email attachment, as a PDFor XPS attachment, or as an Internet fax.


Share Documents…continued

To send the document as an attachment, you need to set up an Outlook email account.



With the remaining two buttons in the Send Using E-mail category of the Save & Send tab Backstage view, you can send the document in PDF or XPS format.

The letters PDF stand for portable document format, which is a document format developed by Adobe Systems® that captures all of the elements of a document as an electronic image.

An XPS document is a Microsoft document format for publishing content in an easily viewable format. The letters XPS stand for XML paper specification and the letters XML stand for Extensible Markup Language, which is a set of rules for encoding documents electronically.



If you want to share documents with others, consider saving documents to SkyDrive, which is a file storage and sharing service that allows you to upload files that can be accessed from a web browser.



Microsoft SharePoint is a collection of products and software that includes a number of components. If your company or organization uses SharePoint, you can save a document in a library on your organization’s SharePoint site so you and your colleagues have a central location for accessing documents.

You can save a Word document as a blog post with the Publish as Blog Post option in the Save & Send tab Backstage view. To save a blog post, you must have a blog site established.



To save a document in a different format:1. Click the File tab.2. Click the Save & Send tab.continues on next slide…

Save & Send tab


Share Documents…continued3. Click the Change File Type option in the File Types

category.4. Click the desired format in the change File Type category.5. Click the Save As button.

Change File Type option



To save a document in a different format at the Save As dialog box:1. Open the document.2. Click the File tab.3. Click the Save As button.4. Type a document name.5. Click the Save as type option

box.6. Click the desired format at

the drop-down list.7. Click the Save button.

Save as type option box


Share Documents…continuedTo save a document in PDF/XPS format:1. Open the document.2. Click the File tab.3. Click the Save & Send tab.4. Click the Create PDF/XPS

Document option.5. Click the Create PDF/XPS

button.6. At the Publish as PDF or

XPS dialog box, specify if you want to save in PDF or XPS format.

7. Click the Publish button.

Create PDF/XPS button


CHECKPOINT 11) You can rename a file using the

shortcut menu or this button in the Open or Save As dialog box.a. Navigationb. New folderc. Contentsd. Organize

3) If you want to share documents, consider saving the documents to this file sharing service.a. Blog Postb. E-mailc. File Sharerd. SkyDrive

2) Use this key to select files that are not adjacent.a. F1b. Altc. Shiftd. Ctrl

4) Use this option to save the document with all formatting stripped.a. Plain Textb. Rich Text Formatc. PDFd. XPS

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Work with Windows

In Word, you can open multiple documents and move the insertion point between the documents. You can also move and copy information between documents or compare the contents of documents.

When a document is open, a Word button displays on the Taskbar. Hover the mouse over this button and a thumbnail of the document displays above the button.


Work with Windows…continued

Use the Maximize and Minimize buttons in the active document window to change the size of the window.

Minimize button



If you click the Minimize button in the active document, the document is reduced and a button displays on the Taskbar representing the document.

To maximize a document that has been minimized, click the button on the Taskbar representing the document.

button representing the document



To split a window:1. Open the document.2. Click the View tab.3. Click the Split button in the Window group.4. Click in the document at the desired split point.

Split button



You can also split the window with the split bar. The split bar is the small black horizontal bar above the View Ruler button and up scroll arrow on the vertical scroll bar.

To split the window with the split bar, position the arrow pointer on the split bar until it turns into a short double line with an up- and down-pointing arrow.

Hold down the left mouse button, drag the double-headed arrow into the document screen to the location where you want the window split, and then release the mouse button.



To view documents side by side:1. Open two documents.2. Click the View tab.3. Click the View Side by Side button in the Window

group.

View Side by Side button


Insert a File

To insert a file:1. Click the Insert tab.2. Click the Object button arrow in the Text group.3. Click the Text from File option.4. Navigate to the desired folder.5. Double-click the document.

Text from File option


Print and Preview a DocumentTo preview a document:1. Click the File tab.2. Click the Print tab.

Print preview area

Previous Page Next PageZoom slider bar

Zoom to Page button


Print and Preview a Document…continued

If you want control over what prints in a document, use options at the Print tab Backstage view.

To select and then print a portion of the document, choose the Print Selection option.

Print Selection option


Print and Preview a Document…continued

To print more than one copy of a document, use the Copies text box located to the right of the Print button.

Copies text box


Create and Print Envelopes

To create an envelope:1. Click the Mailings tab.2. Click the Envelopes

button in the Create group.

3. Type the delivery address.

4. Click in the Return address text box.

5. Type the return address.6. Click the Add to

Document button or the Print button.

Return address text box


Create and Print Envelopes…continued

If you open the Envelopes and Labels dialog box in a document containing a name and address (the name and address lines must end with a press of the Enter key and not Shift + Enter), the name and address are automatically inserted in the Delivery address section of the dialog box.


Create and Print Labels

To create labels:1. Click the Mailings tab.2. Click the Labels button

in the Create group.3. Type the desired

address(es) in the Address text box.

4. Click the New Document button or the Print button.

Address text box


Create and Print Labels…continued

Click this down-pointingarrow to display a list ofavailable label products.

Choose the desiredlabel product numberfrom this list box.


Create a Document Using a TemplateTo create a document using a template:1. Click the File tab.2. Click the New tab.3. Click the Sample templates button.4. Double-click the desired template.

Sample templates button


CHECKPOINT 21) Hover the mouse over this button

in the Taskbar and this displays above the button.a. windowb. screenc. dialog boxd. thumbnail

3) Press these keys to move the insertion point back to the preceding label.a. Delete + Tabb. Alt + Tabc. Ctrl + Tabd. Alt + Ctrl + Tab

2) The Split Button is located in this tab.a. Viewb. Homec. Insertd. Page Layout

4) Each Word document is based on a template document with this template as the default.a. Normalb. Defaultc. Officed. Standard

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Maintaining Documents

Create and rename a folder Select, delete, copy, move, rename, and print

documents Save documents in different file formats Open, close, arrange, split, maximize, minimize, and

restore documents Insert a file into an open document Print specific pages and sections in a document Print multiple copies of a document Print envelopes and labels Create a document using a Word template

Summary of Presentation Concepts