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Microsoft Word 2007 Advanced Level

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Word 2007 Advanced -

TUTOR SETUP INFORMATION Please copy the sample files into the My Documents folder © 1995-2010 Cheltenham Courseware Pty. Ltd. All trademarks acknowledged. E&OE. No part of this document may be copied without written permission from Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham Courseware. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we apologise for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Courseware (Normally supplied in Adobe Acrobat format): If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information This document may only be used under the terms of the license agreement from Cheltenham Courseware. Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. Please see the site license agreement available at: www.cheltenhamcourseware.com.au/agreement Contact Information Australia / Asia Pacific / Europe (ex. UK) / Rest of the World Email: [email protected] Web: www.cheltenhamcourseware.com.au USA / Canada Email: [email protected] Web: www.cheltenhamcourseware.com UK Email: [email protected] Web: www.cctglobal.com

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FIELD CODES & FILL-IN FORMS ........................................................................................................... 5

WHAT ARE WORD FIELD CODES?...................................................................................................................... 5 Inserting a field code................................................................................................................................... 5 Updating fields ............................................................................................................................................. 6 Editing and deleting fields .......................................................................................................................... 6 Locking or unlocking fields......................................................................................................................... 7 Displaying the field codes rather that the effect of a field ..................................................................... 7 Converting fields to text.............................................................................................................................. 8

FORMS................................................................................................................................................................ 8 What are fill-in forms?................................................................................................................................. 8 Creating and editing a form ....................................................................................................................... 8 Editing and formatting fill-in form fields .................................................................................................. 10 Deleting fields within a fill-in form ........................................................................................................... 11 Protecting a fill-in form.............................................................................................................................. 11

LINKING AND EMBEDDING .................................................................................................................. 14

Linking and embedding objects .............................................................................................................. 14 Embedding an Excel chart ....................................................................................................................... 14 Formatting an embedded worksheet within a document..................................................................... 15 Editing an embedded object .................................................................................................................... 16 Linking an Excel chart to a Microsoft Word document ........................................................................ 18 Using the 'Insert Chart' command........................................................................................................... 20

REFERENCES OPTIONS....................................................................................................................... 24

TABLE OF CONTENTS ....................................................................................................................................... 24 Creating a Table of Contents .................................................................................................................. 24 Updating and modifying an existing Table of Contents ....................................................................... 26

BOOKMARKS AND CROSS REFERENCES .......................................................................................................... 27 Adding a bookmark ................................................................................................................................... 27 Deleting a bookmark ................................................................................................................................. 28 Going to a bookmark ................................................................................................................................ 28 Cross-references....................................................................................................................................... 28

INDEXES ........................................................................................................................................................... 29 Creating or editing an index..................................................................................................................... 30

FOOTNOTES AND ENDNOTES........................................................................................................................... 32 Creating Footnotes ................................................................................................................................... 32 Formatting Footnotes ............................................................................................................................... 33 Deleting Footnotes .................................................................................................................................... 34 Creating Endnotes .................................................................................................................................... 34 Formatting Endnotes ................................................................................................................................ 35 Deleting Endnotes..................................................................................................................................... 35

CAPTIONS......................................................................................................................................................... 36 Adding or updating a caption to an image, table or worksheet .......................................................... 36

COLLABORATIVE EDITING AND SECURITY ..................................................................................... 38

DOCUMENT PASSWORD PROTECTION.............................................................................................................. 38 To password protect documents............................................................................................................. 38

USING COMMENTS WITHIN A DOCUMENT ......................................................................................................... 40 Inserting, editing and deleting comments .............................................................................................. 40 Checking documents for sensitive 'hidden' information....................................................................... 41 Tracking changes within a document..................................................................................................... 43

MASTER DOCUMENTS ......................................................................................................................... 47

WHAT ARE MASTER DOCUMENTS? ................................................................................................................. 47 Creating a Master Document .................................................................................................................. 47


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Inserting a table of contents into a master document .......................................................................... 49 Editing subdocuments .............................................................................................................................. 50 Removing subdocuments ........................................................................................................................ 50

CONDITIONAL MAIL MERGING ........................................................................................................... 52

WHAT IS 'CONDITIONAL MAIL MERGING'? ......................................................................................................... 52

MACROS ................................................................................................................................................. 61

What are macros?..................................................................................................................................... 61 Recording a macro.................................................................................................................................... 61 Assigning a macro to a customised button............................................................................................ 65

WEB PAGES AND HYPERLINKS ......................................................................................................... 67

Microsoft Word and the Internet.............................................................................................................. 67 Save a document as a Web page........................................................................................................... 67 Previewing a Web formatted page within a Web Browser .................................................................. 68 Saving a Web page from the Internet .................................................................................................... 68 Saving documents from a Web page ..................................................................................................... 69 Creating Internet Hyperlinks .................................................................................................................... 71 Editing Internet Hyperlinks ....................................................................................................................... 71 Removing a hyperlink ............................................................................................................................... 73

THEMES .................................................................................................................................................. 74

Using Themes............................................................................................................................................ 74


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Field Codes & Fill-in Forms

What are Word Field codes? A Microsoft Word field is a special type of object that you can insert into a

Microsoft Word document that can be updated. For instance, you could insert a date field into a letter template that could automatically update to show today’s date when you print the letter. There are many examples of fields within Microsoft Word, some of which you use without even realising that they are fields. For instance, if you insert automatic page numbering into a Microsoft Word document, this in fact uses a Microsoft Word field to automatically renumber the document as you add or delete pages.

Inserting a field code Open a document called Fields. Click to the right of the text ‘Today’s Date’.

Click on the Insert tab. Within the Text group, click on the Quick Parts button. Finally click on the Field command.

You will see the Field dialog box displayed. Select the Date field as illustrated.

You can select the desired format using the Date formats section of the dialog box. Click on the OK button to insert the field.


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Use the same technique to insert the current time into the document. Choose a time format that includes seconds, as illustrated.

When you click on the OK button the time will be inserted, but you will notice that the time is not automatically updated on your screen.

Updating fields Select the time field and press the F9 key. The F9 key is the Update key.

You will see that each time you press the F9 key the field is updated to the current time. Make a note of the current time as displayed on the screen. Try printing the document. You should find that the printed version has been automatically updated as normally Microsoft Word will automatically update fields when you print a document.

Editing and deleting fields Right click over the Date field within your document. From the popup menu

displayed, click on the Edit Field command.


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You will see the Field dialog box displayed. Select a different format and click on the OK button to apply your change.

To delete a field select the field and press the Del key. Try deleting the date field. Click on the Undo icon to reverse this deletion.

Locking or unlocking fields Fields can be locked so that they do not update until the field is unlocked.

Select the Time field within your document and press the F9 key to see it update to the latest time.

Select the time field within your document and press CTRL+F11. This will lock the contents. Try selecting the time field and pressing the F9 key. You should find that the field is no longer updated.

Unlock the time field by pressing CTRL+SHIFT+F11. You should now be able to update the field by selecting it and pressing the F9 key.

Displaying the field codes rather that the effect of a field When you insert a field, you see the effect of that field not the field code

itself. Sometimes it is useful to see the actually field code within your document. Press Ctrl+A to select everything within your document. Press Alt+F9. You will now see the actual field codes, similar to those illustrated below.

Press Alt+F9 again to toggle back to seeing the effect of your field codes.


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Converting fields to text You can permanently convert a field code to text. To do this, press Ctrl+A to

select everything in your document. Press Ctrl+Shift+F9.

Press Alt+F9 and you will see that your document no longer contains any field codes.

Use the Undo icon to undo this conversion. Save your changes and close the document.

Forms

What are fill-in forms? You can create a document that acts as an online fill-in form. This fill-in form

looks just like the sort of printed forms that you use in daily life, but it has the advantage that the data can be typed directly into the document. Normally you create forms for others to use.

Also the document can be protected so that the text within the form cannot be accidentally deleted or edited. TIP: Pressing the Tab key within a fill-in form will jump to the next fill-in field within the form.

Creating and editing a form Open a document called Online Form. We need to display the Developer tab. If this is not already displayed, click

on the Microsoft Office button, and then click on the Word Options button displayed at the bottom of the drop down menu displayed.

If necessary click on the Popular option and then click to select the Show Developer tab in Ribbon.

Click on the OK button and you will now see that an extra tab is displayed at the top of your screen, called Developer.


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Clicking on the Developer tab will display new commands and options. Click to the right of the text ‘First name’. Click on the Text control, located

within the Controls group.

You will see the control inserted into your document as illustrated.

Click to the right of the text ‘Second name’ and repeat this procedure to insert another Text control.

Click to the right of the text ‘Date you wish the subscription to start’ and click on the Date Picker control.

You will see the following control is inserted into your document.

Click to the right of the text ‘Do you want a 6, 12 or 24 month subscription?’ and click on the Drop Down List control.

You will see the following control is inserted into your document.


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Click to the right of the text ‘Your contact details’. Click on the Text control, located within the Controls group.

We have inserted the basic control fields, next we need to edit and format these fields.

Editing and formatting fill-in form fields Click on the form control field which relates to the length of subscription

required. Click on the Properties button.

This will display the Properties dialog box for that form control.

We need to insert options for a 6 month, 12 month or 24 month subscription renewal. To do this click on the Add button. The Add Choice


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dialog box is displayed. Type in 6 Months.

Press the OK button. You will see the 6 Months option stored as illustrated.

Click on the Add button and add the 12 Months option. Finally add the 24 Months option. The dialog box will look like this.

Click on the OK button to close the dialog box.

Deleting fields within a fill-in form Select a field within your document and press the Del key to delete the field. Click on the Undo icon to reverse this deletion.

Protecting a fill-in form Click on the Protect Document icon and from the drop down list, select the

Restrict Formatting and Editing command.


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You will see options displayed at the side of your screen.

Click on the second tick box relating to Editing Restrictions. Additional options will be displayed. Click on the down arrow and select Filling in forms.

Click on the Yes, Start Enforcement Protection button.


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The Start Enforcing Protection dialog box will be displayed. Enter your password as directed (in this case use the password Secret)

NOTE: In real life use a mixture of letters and numbers for your passwords. Do not use common names as these may be insecure.

Click on the OK button.

Save your document and close the document.

Re-open a document called Online Form. You will find that the form is now protected and that you can add data to the

form via the fill-in fields, but you cannot edit the other data within the document.

Enter data into your form using the fill-in fields (just make up the details). Save your document at a document called My Online Form. Close the

document.


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Linking and Embedding

Linking and embedding objects You can easily select objects created in other applications, (such as a chart

created in Microsoft Excel), and then paste those objects into a Microsoft Word document. If you embed an object then the embedded copy is normally independent of the original data. In the case of an embedded chart, this means that changes made to the data within Microsoft Excel will not necessarily be automatically updated within the Microsoft Word document. Linking objects is slightly different. In this case the linked object within a Microsoft document will be updated to reflect changes made to the original data within the Microsoft Excel workbook.

Embedding an Excel chart Start Excel and open a workbook within Excel called Chart and Data. This

worksheet contains some basic numbers which are used to display a chart within the worksheet. Click once on the chart to select it and then press Ctrl+C to copy the chart to the Clipboard.

Switch back to Microsoft Word (or if necessary start the Microsoft Word program). Open a Microsoft Word file called Embedding. Click where you wish to embed the chart and then press Ctrl+V to paste the chart into the document. The chart will be displayed within the document.

You can drag the chart within the document to the desired location within the document.

Save and close the Word document. Switch back to your Excel workbook. The numbers used to generate the

chart look like this.


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Change the Sales figures for the West region from 23 to 15. Notice that the chart within Excel changes as soon as you type in the numbers and press the Enter key.

Change the figures for the East region from 54 to 8. Again the chart will be modified as soon as you press the Enter key.

Switch back to Microsoft Word (or if necessary start the Microsoft Word program). Re-open the Microsoft Word file called Embedding. You will see that the embedded chart has not been updated within Microsoft Word.

Formatting an embedded worksheet within a document Click once on the embedded chart within your Microsoft Word document. You

will notice that a Chart Tools tab is displayed on your screen.

Double click on the chart and you will see the following chart tools displayed.

Try clicking on some of the options within the Chart Layout group. An example is illustrated below.


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Experiment with using the options in the Chart Styles group. An example is shown below.

Clicking on the Change Chart Type group will display the Change Chart Type dialog box allowing you to use a different type of chart.

An example is illustrated below. Experiment with using different chart types.

Editing an embedded object Remember that the embedded chart in the Microsoft Word document is not

linked to the original data within Excel, so if you need to edit the data used to produce the chart, then you need to edit the data within Excel. Click on the


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Edit Data button within Microsoft Word.

The screen will change so that the Microsoft Word document and the Excel workbook are displayed side by side.

Change the data within Excel. Change the sales figure for the West region to 5 and then change the sales figures for the East region to 5.

Click on the Microsoft Word document and click on the Refresh Data button. The chart within the Microsoft Word document will be updated, as illustrated.


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Save and close all open documents

Linking an Excel chart to a Microsoft Word document Open a document called Linking an Excel Chart. Start Microsoft Excel. Open a workbook within Excel called Linking (this file

is contained in your sample files folder and you will need to navigate to that folder and then open this file).

Your Excel worksheet will look like this.

Click once on the chart border, within the Excel workbook. The entire chart should now be selected and look like the illustration below.


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Press Ctrl+C to copy the chart to the Clipboard. Switch back to your Microsoft Word document. Click within this document at

the location where you wish to insert the chart. Within your Microsoft Word document, click on the Home Tab and then click

on the Office Button. From the drop down menu displayed, select the Paste Special command.

The Paste Special dialog box is displayed. Select the Microsoft Office Excel Chart Object type, click on the Paste Link button and then the OK button. The chart will now be displayed within in the Microsoft Word document.


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Switch back to the Excel workbook and modify some of the data used to create the chart within the Excel workbook. The chart displayed within Excel will change.

Switch back to your Word document and you will see that the chart displayed within your Word document has also been updated. NOTE: If the chart within your Microsoft Word document has not been updated, select it and press the F9 (Windows Update) key.

Save your changes and close all open files.

Using the 'Insert Chart' command You can create a chart within a Microsoft Word document using the Insert

Chart command. You can edit the data to create this chart and format the charts using a range of advanced techniques.

Open a document called Insert Chart. Click with the document at the location where you wish to insert the chart. Click on the Insert tab and from within the Illustrations group, click on the

Chart icon.

The Insert Chart dialog is displayed.


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Click on the OK button to select the default chart type and you will see the following window displayed.

Close the Chart in Microsoft Office Word window and you will see a chart displayed within your document.


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To edit this data, right click over the chart and from the popup menu displayed, click on the Edit Data command.

This will display the data in a window.

Edit the data as illustrated.


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Close the data window and the charts will be updated, as illustrated.

You can use the Chart Styles section to enhance the look of your chart. Click on the down arrow (more) to display a range of options from which to select.

In the example shown we have selected from one of the options in the bottom row of choices.

Save your changes and close the document.


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References Options

Table of Contents Microsoft Word can easily create a Table of Contents for your document. This

table of contents can be updated to reflect changes that you make to your document, such as inserting or deleting pages, and the page numbering within the table of contents will be updated for you. If you delete sections of text that contain a header item, this too can be reflected in an updated table of contents in your document.

The easiest way to make use of a Table of Contents is to use header styles within your document, marking each important element with a header style, such as H1, H2 or H3 styles.

Creating a Table of Contents Open a document called Table of contents. If you examine the document

carefully, you will see that each title within the document has been marked using header styles. NOTE: If you wanted to mark a section of text using a header style, click within the text that you wish to mark as a header. Then you would click on the Home tab select the required style from the Styles section as illustrated.

As you can see there is currently no table of contents within the document. To add a Table of Contents, click within the first page at the location where you wish to insert the table.

Click on the References tab and then click on the Table of Contents section. Click on the Insert Table of Contents command.

The Table of Contents dialog box will be displayed, as illustrated.


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You can use a different tab leader by clicking on the down arrow to the right of the Tab leader section within the dialog box. Select any format you wish.

You can select a format of your choice by clicking on the down arrow to the right of the General section within the dialog box. In this case select the Formal format option.

Click on the OK button and the Table of Contents will be displayed, as illustrated. You may see small right pointing arrow shapes. These are tab characters; while they may be visible on the screen, they will not be visible when you print the document.


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Save your changes and leave the document open.

Updating and modifying an existing Table of Contents Look at the Table of Contents. You can see that the first item within the

table of contents starts on page one. Insert a page break after your table of contents (to do this, click where you

wish to insert the page break and then press the Ctrl+Enter keys). Scroll back up the document so that you can see your table of contents. You

may notice that the first item is still listed as being on page 1, when in fact it should be listed on page 2.

You need to update your Table of Contents. To do this, move the mouse pointer to the left of the Table of Contents (until the pointer shape changes to an arrow pointing upwards and to the right) and then click once. This should select the entire table of contents, as illustrated.

Press the F9 key. This is the Update key. You will see the following dialog box.

We have not added or deleted any items that would be displayed within the Table of Contents. We have simply changed the number of pages. In this case we can use the default setting of Update page numbers only. If you


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have added or deleted text, you should use the Update entire table option. Click on the OK button and the Table of Contents will update, as illustrated.

Scroll through to the end of your document to the section called ‘Publicizing your site’. Delete the entire section. Update the Table of Contents, but this time, select the Update entire table option. You will find that this section has been automatically removed from your Table of Contents.


Bookmarks and cross references You can insert a bookmark within a Microsoft Word document which can then

be used in the same fashion that you would place a bookmark within a real book (i.e. you can use the bookmark to find an item of interest within your document). You can insert a cross-reference from one part of a document to a bookmark at another location within the document.

Adding a bookmark Open a document called Bookmarks. Scroll to the second page and select

the header as illustrated.

Click on the Insert tab and click on the Bookmark option (within the Links group).

This will display the Bookmark dialog box. In the Bookmark name section, type in the name spelling. Click on the Add button to insert the bookmark.


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Deleting a bookmark To delete a bookmark, click on the Insert tab and click on the Bookmark

button. Select the name of the bookmark that you wish to delete, in this case Spelling, and click on the Delete button.

Going to a bookmark Scroll back to the start of your document. Press the F5 key which is the

keyboard shortcut to display the Find and Replace dialog box. If necessary, within the Go to what section of the dialog box, click on Bookmark. In this case there is only one bookmark, called Spelling and you should see it listed. Click on the Go To button and you will go to the bookmark location. As you can see, bookmarks can be very useful!

Close the dialog box before continuing.

Cross-references You can easily create a cross-reference from one part of your document to a

bookmark in another part of the document.


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Scroll up to the first page within your document. Click at the end of the line containing the text “Always spell check your work”. Type in the words, “Please see page”. Press the Spacebar to insert a space. Click on the Insert tab and click on the Cross-reference button.

This will display the Cross-reference dialog box.

Select Bookmark from the Reference type drop down list. Select Page Number from the Insert Reference to drop down list. Click on the Insert button and then close the dialog box.

If the number of pages changes, you can update the cross-reference field to display the updated cross-referenced number. To see this in action, insert an extra page break (by pressing (Ctrl+Enter) after the first page. Then select the cross-referenced number within the document and press the F9 key update key. The cross-referenced page will now be displayed as page 3.

To delete a cross-reference, select the cross-reference field and press the Del key. Try this now. Use the Undo icon to reverse this deletion.

Save your changes and close your document.

Indexes Provided that you have marked entries within your document as items to be

displayed in an Index, then Microsoft Word can automatically create an Index


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for you. As changes are made to the document and more pages are added, deleted or inserted into the document, the Index can be updated to take account of these modifications within the document.

Creating or editing an index Open a document called Indexes. We will create an index entry for a word

called Wikipedia within this document. Search for a word called Wikipedia and select the word.

Click on the References tab and click on the Mark Entry button (contained within the Index section of the References tab). This will display the Mark Index Entry dialog box.

Click on the Mark button. Click on the Close button. You cannot see any change but Microsoft Word has inserted an index mark field into the document. To see fields, click on the Home tab and then click on the Show / Hide icon (located within the Paragraph section of the Home tab).

You will now see the code displayed as illustrated

Re-click on the Show / Hide icon to hide this code again. We have now marked a word as an index entry. Next we need to create the index. Scroll


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through to the end of the document. Insert a page break (Ctrl+Enter). Type in the word Index and press the Enter key a few times to insert some spaces. Format the word Index so that it is displayed more prominently.

To create the index, click at the location where you wish to insert the index and then click on the References tab. Click on the Insert Index button.

The Index dialog box is displayed. You can modify the format using this index and set the number of columns used to display the index. In this case, just click on the OK button to accept the default formatting.

The index is created. In this case, an index of only one word is displayed, as we only marked one word as an index entry. To create a proper index requires a lot of time and a lot of skill.



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Footnotes and Endnotes Footnotes are often used at the bottom of a page to explain a point in more

detail. For example, in a student edition of a Shakespeare play, footnotes might be used to explain the content of a plot or to provide more information about an ‘old English’ word used in the play.

Endnotes are commonly used for the citation of sources used within a document, especially within the academic or research fields.

Creating Footnotes Open a document called Footnotes. Click at the end of the first sentence in

the second section of text (which has been highlighted for your convenience). Click on the References tab, and then click on the Insert Footnote button.

This will display an area to the bottom-left of the screen where you can enter the detailed information making up your footnote.

In this case, enter the following text: Examples include Microsoft Internet Explorer and Netscape Navigator as illustrated.

We will add another footnote. Later in the text section you will see the word PDF. Click immediately after this word and use the procedure detailed above to insert a footnote explaining that PDF is short for “Portable Document File”, as illustrated. The word PDF will be marked with a 2 to indicate the footnote.


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Formatting Footnotes To change the footnote formatting, click on the References tab and then

click on the Footnotes Dialog Box Launcher.

This will display the Footnote and Endnote dialog box.

To alter the location of the footnotes, click on the down arrow to the right of the Footnote option within the Location section of the dialog box. Your options are ‘Bottom of page’ or ‘Below text’. Experiment using these options and see the effect on your document.


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You can customise the Number format, options are illustrated below. Experiment with using a different number format.

The ‘Start at’ section is useful if your document is composed of Microsoft Word sections. If required you can restart the footnote numbering at the start of each Microsoft Word section.

Deleting Footnotes To delete a footnote, you need to delete the footnote number as displayed

within the body of your document. Select the second footnote number 2 (as illustrated) and press the Del key.

This will also delete the text in the footnote at the bottom of the page. Save your changes and close the document.

Creating Endnotes Endnotes are created and formatted in much the same way as Footnotes.

Open a document called Endnotes. Click just after the word PDF. Click on the References tab, and then click on the Insert Endnote button.


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Type in the text ‘PDF is short for Portable Document File’. Unlike a footnote the endnote is displayed at the end of the document (not at the bottom of the page it relates to).

Formatting Endnotes To change the footnote formatting, click on the References tab and then

click on the Footnotes Dialog Box Launcher. The dialog box will refer to Endnotes, as there are no footnotes in this document. You will see the following dialog box.

The formatting options are similar to those for footnotes. Experiment with formatting the endnote using some of the options available within the dialog box.

Deleting Endnotes The technique for deleting an endnote is the same as for deleting a footnote.

Delete this endnote by selecting the numbered reference in the body text and pressing the Del key.

Use the Undo icon to reverse this deletion. Save your changes and close the document.


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Captions A caption is a numbered label, such as Figure 1, which can be attached to a

picture, chart, table, equation, worksheet or similar object within a Microsoft Word document.

Adding or updating a caption to an image, table or worksheet Open a document called Caption. Select the first picture within the

document. Click on the References tab and then click on the Insert Caption button. NOTE: Do not accidentally click on the Insert Citation button.

This will display the Caption dialog box.

There are various options and formats that you can select. Clicking on the down arrow to the right of the Label section will display these options. In this case use Figure. We will look at some of the other options later.

Click on the OK button and you will see the picture is labelled as Figure 1. Captions are actually inserted into documents as Microsoft Word fields. To see the field code, press Ctrl+A to select everything within the document.


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Press Alt+F9, which toggles Microsoft Word fields to show the field code rather than the effect of the field code, as illustrated.

Press Alt+F9 again to toggle back to showing the effect of the Microsoft Word field rather than the field code. Click within the document so that everything is no longer selected.

Use the technique outlined above to add captions to two more pictures within the document.

Delete the second picture and its caption. You may find that the other two caption numbers are not updated to take account of your changes to the document. If the caption numbers do not change, press Ctrl+A to select everything and then press the F9 (update) key. You should find that the caption numbers are now updated. Click within the document so that everything is no longer selected. NOTE: When you insert new captions, Microsoft Word automatically updates the caption numbers, but if you move or delete a caption, you must manually update the captions, by pressing Ctrl+A (to select everything within the document) and then pressing the F9 (update) key.



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Collaborative Editing and Security

Document password protection You can password protect your document so that they cannot be opened

unless the person trying to open the view knows the correct password.

If you need less security, you can protect your document so that it can be opened as a read-only document. I.e. it can be opened, viewed and modified, but not then saved back to overwrite the original document. It would need to be saved using a different file name.

To password protect documents Open the document called Confidential. As you can see, you could open

this document. It is not protected in any way. We can add a password to restrict access to the document. Click on the Office Button and click on the Save As command. This will display the Save As dialog box. In the bottom left corner of this dialog box you will see the Tools button displayed. Click on the Tools button and from the menu displayed select the General Options command.

This will display the General Options dialog box.


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You can specify a password to open the document by typing a password into the Password to open field. Enter the password 28364. When you click on the OK button you will be asked to confirm the password.

Read and remember the warning that is displayed. If you use this password protection technique, you MUST make sure that you remember your password, or you will not be able to reopen the file later within Microsoft Word. Click on the OK button and close the document.

Reopen the document that you have just password protected. As you will see, you must enter the password to open it. Close the document.

You can add other types of protection to your document. Open a document called Modify Only. Click on the Office Button and click on the Save As command. This will display the Save As dialog box. In the bottom left corner of this dialog box you will see the Tools button displayed. Click on the Tools button and from the menu displayed select the General Options command.


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Within the dialog box displayed, enter a password of 8374 within the Password to modify field.

Click on the OK button. A dialog box is displayed, asking you to confirm your password. Re-enter the password and click on the OK button.

Save your changes and close the document. Reopen the document. You will see a password dialog box displayed. If you

type in the correct password you can edit the document. If you did not know the password you could read but not edit the document.

Close your documents.

Using comments within a document You can insert comments into a document, for instance in a document that is

supposed to be in a pre-release, draft format. These comments are for the benefit of other members of your team working on a draft document.

Inserting, editing and deleting comments Open a document called Comments. This is a draft memo. It has been sent

to you to suggest changes before it is emailed to all the staff within the entire company. You can add your comments and suggestions. To insert a comment in this document, select the text ‘contact your local support


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staff’ and then click on the Review tab. Click on the New Comment button.

You will see a comment field displayed to the side of your document.

Enter your comment, in this example type in the following text ‘Rather than bothering tech support at this stage, just list the technical details in the memo’.

You can edit a comment at any time. Try adding the following text to your comment ‘See Lucy for a full list of technical details’.

To delete a comment, right click over a comment and from the popup menu displayed, select the Delete Comment command. Try this now, and then use the Undo button to reverse the deletion.


Checking documents for sensitive 'hidden' information If you are sending an electronic copy of your document, i.e. a file copy, to

someone else, you can remove data that may be hidden within your document. To do this you use the Document Inspector. The Document Inspector can remove items such as comments, document versions, tracked changes, annotations, document properties and many more such items that you may not wish to share.

Open a document called Inspect me. To inspect this document click on the Office button and from the menu displayed, click on the Prepare command. Select the Inspect Document command.


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This will display the Document Inspector. You can use the controls within this dialog box to tell Microsoft Word what sort of items to check. In this case leave all the options selected and click on the Inspect button.

This will display a window allowing you to remove any items.


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Remove all the hidden data, and then re-run the Document Inspector again to make sure that it has gone.


Tracking changes within a document You can track changes made to a document, so that later you can accept or

reject some of the editing changes that are made to a document. This can be very useful when you have written a document and then someone else edits the document. If you have the final say over content, you can review each change made and either accept or reject individual alterations to the document. To use this facility, you need to first activate the tracking feature.

Open a document called Tracking changes. Click on the Review tab. Within the Tracking section click on the upper part of the Track Changes button. This will start tracking your changes.

TIP: There is no visual indication that you have started to track changes and you may forget that you have activated this feature. To solve this problem, right click on the Microsoft Word Status Bar. The Microsoft Word Status Bar is the horizontal bar normally displayed across the bottom of the Microsoft Word window. This displays a popup menu from which you can select the Track Changes option.


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Once selected, this option will display the current status of the document tracking option.

Once you see this feature displayed within the Status Bar, you can toggle the document tracking feature, on or off, by clicking on the item in the Status Bar. Before continuing make sure that Status Bar displays the message: Track Changes: On.

Make alterations to the document. For instance, delete the last four lines (containing sources of further information). Apply bold formatting to the document headers and also use a larger font size for these headers. Add your name to the start of the document, followed by pressing the Enter key a few times. Experiment by making a few more editing changes to your document. Your screen will now look something like this.


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If necessary click on the Review tab. Within the Tracking section click on the Reviewing Pane button.

The screen will now look something like this.


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You can see each change detailed at the side of your screen. Examine each change. Right click over the details of the first changes made to your document (as displayed at the side of your screen), and you will see a popup menu, allowing you to accept or reject the change. In this case accept the change.

Once the change is accepted, you will see that it is no longer flagged up for inspection within the main body of your document. Carry on through your document, accepting some editing changes and rejecting other changes.


Before continuing remove the Tracking information from the Microsoft Word Status Bar (by right clicking on the Status Bar and turning off this feature).


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Master Documents

What are Master Documents? Master Documents are great when you are producing a long document, with

different people or different teams working on each chapter. Each chapter of the master document can be edited independently. Each chapter needs to be kept in a separate file called a subdocument. The subdocuments need to have similar formatting applied and you should use header styles to mark each header item within the document.

Creating a Master Document Create a blank document by pressing Ctrl+N. Click on the View tab and then click on the Outline button.

NOTE: If you are using Windows Vista rather than Windows XP, your buttons may look a little different, as illustrated below.

Within the Master Document section of the Ribbon click on the Show Document button.

This will expand the Master Document section.


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Click on the Insert button. You may have to navigate to the folder containing your sample files. Select the sample file called Subdocument 1.

Click on the Open button. You may see the dialog box illustrated below, in which case click on the Yes to All button.

The subdocument will be inserted, as illustrated.

Click at the bottom of your document and insert the document Subdocument 2. Repeat this procedure to insert Subdocument 3 and Subdocument 4.

Save the master document as My Master Document. Click on the Close Outline View button and your document will be displayed

in Print Layout View.


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Inserting a table of contents into a master document Scroll up to the top of your document and type the words ‘Table of

Contents’ Click on the References tab and then click on the Table of Contents

button. Select the Insert Table of Contents command.

The Table of Contents dialog box will be displayed, click on the OK button and a Table of Contents will be inserted.

This table of contents can be updated if you edit the contents of a subdocument, or delete or add subdocuments to your master document.


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TIP: To force the Table of Contents to update to take account of changes made to the document, select the table and press the F9 key.

Save your changes and close the master document.

Editing subdocuments Open the document called Subdocument 1. Edit the first header to include your name, similar to the illustration below.

Save your changes and close the document. If necessary, click on the Expand Subdocument button so that you can see

the contents of each subdocument.

Open your master document. Change the view to Print Layout view and you should see that the changes

you made to Subdocument 1 are now displayed within your master document.

Close your document.

Removing subdocuments Open your master document. You should see your 4 documents displayed, similar to the illustration below.

TIP: If you do not see the document displayed like this, click on the Collapse Subdocuments button.


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To remove a subdocument from your master document, select the subdocument you wish to remove, such as Subdocument 1.

Press the Del key to remove it. NOTE: The contents of Subdocument 1 will not be deleted. The subdocument will simply no longer be displayed within your master document.

View your document in print layout view. As you will see, the only change is that Subdocument 1 is no longer contained within the document.

Select the Table of Contents at the beginning of your master document and press the F9 key to update the table.



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Conditional Mail Merging

What is 'conditional mail merging'? When you perform a mail merge you can merge all the contacts in your

mailing list or you can perform a conditional merge which means that you can select only some of your contacts, based on criteria you specify. For instance look at the small mailing list below.

You could decide to only mail merge contacts in the USA or only contacts in Australia. This is called a conditional mail merge.

Open a document called Conditional Letter. Click on the Mailings tab and click on the Start Mail Merge button. Select the Step by Step mail Merge Wizard command.


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The first part of the Mail Merge Wizard is displayed at the side of your window.

Make sure that Letters is selected and then click on the Next command at the bottom of the side panel.

Make sure that the Use the current document option is selected.

Click on the Next command at the bottom of the side panel.

Make sure that the Use an existing list is selected.


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Click on the Browse command.

This will display the Select Data Source dialog box.

Navigate to the folder containing your sample files and select a file called Conditional list.

Click on the Open button and the following will be displayed.

Click on the OK button to continue. Click on the Edit recipient list option.


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This will display the Mail Merge Recipients dialog box.

Click on the Filter command. This will display the Query Options dialog box. Click on the down arrow next to the Field section and, from the drop down list, select Country. In the Comparison section make sure that Equal to is selected. In the Compare To section type in UK. Your dialog box should now look like this.


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Click on the OK button to continue. NOTE: When you perform your mail merge only those records where the country field is equal to UK will be merged.

Click on the OK button to close the Mail Merge Recipients dialog box.


The side panel displays the following options.

You now need to insert mail merge fields into your document. To do this click at the top of you letter document.

Click on the More Items command. This will display the Insert Merge Field dialog box.


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Make sure that Firstname is selected and then click on the Insert button. Click on the Close button. Press the Space bar.


Make sure that Secondname is selected and then click on the Insert button. Click on the Close button. Press the Enter key.



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Make sure that Department is selected and then click on the Insert button. Click on the Close button. Press the Enter key.


Make sure that Country is selected and then click on the Insert button. Click on the Close button. Press the Enter key. Your document should now contain the following mail merge field codes.


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If you click on the Forward Preview and Backward Preview buttons you will see that only records, where the country field is equal to UK, are displayed.


The following options are displayed in the side panel.

Click on the Edit individual letters command. The Merge to New Document dialog box is displayed.


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Click on the OK button. This will create a new document containing your mail merged documents. If you look through this document, you will see that only recipients in the UK are displayed within the document.

Save your new mail merge document as My Conditional mail merge. Close the document.

Save the changes to the document called Conditional Letter. Close the document.


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Macros

What are macros? A macro is a series of commands grouped into a single command that you

can run to automate a series of actions. Macros allow you to automate editing or formatting options. You do not need to be a computer programmer to create your own macros. You can get Microsoft Word to record your actions and later you can playback the macro whenever you need. You can playback a macro by attaching the macro to a keyboard shortcut or you can even create your own customised button which, when clicked on, will run the macro commands.

Recording a macro Create a new document and then click on the Microsoft Office button, and

then click on the Word Options button displayed at the bottom of the drop down menu displayed.

If necessary click on the popular option and then click to select the Show Developer tab in Ribbon.

Click on the OK button and you will now see that an extra tab is displayed at the top of your screen, called Developer.

Clicking on the Developer tab will display new commands and options, as illustrated.


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To record a macro, click on the Record Macro option. This will display the Record Macro dialog box.

We are going to record a macro that will change the page orientation from portrait to landscape. The macro will also change the colour of all the text within a document to red. Finally the macro will change the view so that two pages are displayed on the screen, side by side.

In the Macro name section enter a name for you macro, in this case use the name LandscapeRed.

Click on the down arrow to the right of the Store macro in section. You are given two options for storing the macro. Store the macro with the current document: In which case the macro will only work within this document and will not be available when working on other documents. Store the macro within the global template: In which case the macro will be available to all documents based on this template. Use the default option of storing the document within Normal.dotm, so that it will be available to other document.

Within the description section of the dialog box, enter a short description explaining that the macro will change the page orientation and view settings and also change the colour of the text to red.

The Assign macro to section of the dialog box allows you to assign the macro you are about to record to either a keyboard shortcut or customised button. In this case select Keyboard. The Customize Keyboard dialog box will be displayed.


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In this case we will assign the macro to Ctrl W (just press the Ctrl key and then the W key, to assign the macro). WARNING: Be very careful not to assign a macro to a keyboard shortcuts, that has already been assigned, and that you might want to use. For instance Ctrl+C is the commonly used keyboard shortcut for copying selected data to the Clipboard. Assigning a macro to this keyboard shortcut could be very confusing!

Click on the Assign button. Click on the Close button. To start recording, click on the OK button.

First change the page orientation to Landscape. To do this, click on the Page Layout tab and then click on the Orientation button. Then click on the Landscape option.

To change the colour of all the text within a document, press Ctrl+A to select all the text. Next click on the Home tab and then click on the Font Color icon. Select the Red colour from the list displayed.


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Finally we will change the view settings so that the pages are displayed side by side. To do this, click on the View tab and then click on the Two Pages button.

We have finished recording our macro, so we need to turn off the macro recorder. To do this, click on the Developer tab and click on the Stop Recording button.

Close the document (you do not need to save this document as the macro has been saved in a separate template file).

The macro has now been recorded and if you open another document and press Ctrl+W this will run the macro.

To test the macro, open the document called MacroTest. Press Ctrl+W and the macro will run. Save your changes and close the document.


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Assigning a macro to a customised button You have previously recorded a macro called LandscapeRed which is

associated to the keyboard shortcut Ctrl+W. We are now going to link this macro to a customised button. Once completed, you will be able to click on this customised button to run the macro.

Click on the Microsoft Office button, and then click on the Word Options button displayed at the bottom of the drop down menu displayed.

If necessary click on the Customize option.

From the Choose commands from drop down list select Macros.

Your LandscapeRed macro will now be listed in the left column.

Click on the Add button.


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Your LandscapeRed macro will now be listed in the right column.

Click on the Modify button to open the Modify Button dialog box.

Enter a more user-friendly name such as My Macro into the Display name box.

Click on the OK button to close the Modify Button dialog box. Click on the OK button to close the Word Options dialog box.

A button representing your macro will now be displayed on the Quick Access

toolbar (alongside the Microsoft Office button).

Clicking on this button will run your macro.


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Web Pages and Hyperlinks

Microsoft Word and the Internet You can save any document that you create in a special format that can then

be uploaded to a Web site. To do this you save the document as an HTML (Hyper Text Mark-up Language) file. This file is a text-only file. If the Microsoft Word document that you used to create the HTML formatted file contained pictures, then these pictures will be stored in a subfolder that is created when you save the HTML file. This is different from when using Microsoft Word where the text, picture and formatting information are all held within the same file.

Save a document as a Web page Open a document called Computers. This document contains some text and

pictures. Click on the circular Office Button (top-left of your screen). A menu is displayed, click on the arrow to the right of the Save As command. A further submenu is displayed, select Other Formats.

The Save As dialog box is displayed. Click on the down arrow to the right of the Save as type section of the dialog box to display a list of file types. Select Web Page (you may have to scroll down the list to see this option).


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If necessary, navigate to the folder containing your other sample files. Click on the Save button to save the file. Close the file.

Previewing a Web formatted page within a Web Browser You can create a Web page called Computers.htm. We can view this Web

page using your Web browser, such as Internet Explorer. Open the Windows Explorer (by right clicking on the Start button and then clicking on the Explore command).

Navigate to the folder containing your sample files and select a file called Computers.htm.

Double click on this file and you should see that your Internet Browser program starts and the Web formatted file is displayed within the Internet Browser program.

Close the Internet Browser program.

Saving a Web page from the Internet Start your Internet Browser program (such as Microsoft Internet Explorer).

Display a Web site such as www.google.com. You can save this Web page to your hard disk if you wish. To do this in Microsoft Internet Explorer, click on the Page button and from the drop down menu displayed click on the Save As command. NOTE: This procedure may vary depending on your version of the Internet Explorer program.


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This will display the Save Webpage dialog box. Use the dialog box to navigate to the folder containing your sample files. You can also click on the Save as type drop down list to select a Webpage

format to save the Web page.

Click on the Save button and the page will be saved to the folder on your hard disk.

Saving documents from a Web page Previously you saw how to save a Web page to your hard disk. Many Web

pages contain links to documents in Microsoft Word or Adobe Acrobat (PDF) formats. PDF stands for Portable Document Format. This is a very popular format for storing documents on the Web, as PDF files are often quite small, making them quick to download. The other big advantage of PDF files is that anyone can view a PDF file using a free, easily downloaded Adobe Acrobat Reader program. For more information about Adobe Acrobat (PDF) formats see www.adobe.com.

You can simulate downloading a Microsoft Word and Adobe Acrobat file using a Web formatted file contained within your sample files folder.

Open the Windows Explorer (by right clicking on the Start button and then clicking on the Explore command). Navigate to the sample files folder containing a file called Web_page.htm. Double click on this file and the Web page will be displayed within your Internet Browser.


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If you are using Microsoft Internet Explorer as your Web browser, right click over the Microsoft Word Document link and from the popup menu displayed select the Save Target As command.

The Save As dialog box will be displayed.

Use the Save in section of the dialog box to navigate to the folder containing your sample files.

Use the File name section of the dialog box to name the file My_Sample_Word_file.

Click on the Save button to save the file to your disk.

Close the Internet Explorer window.

Using the Windows Explorer, select the file you have just 'downloaded' and then double click on the document to open and view the file. Close the document.


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Creating Internet Hyperlinks A hyperlink is a piece of text or a graphic that, when clicked on, jumps to

another part of your document or to a different file. While you surf the Web you jump from location to location by clicking on hyperlinks. The concept within Microsoft Word is similar.

By default, if you type in a Web address such as www.cheltenhamcourseware.com, once you press the spacebar to insert a space at the end of the hyperlink, then the internet address will automatically be formatted as a hyperlink. By default hyperlinks within Microsoft Word are displayed in blue and are underlined.

Create a new document called My Hyperlink. Type in the following address and press the spacebar at the end of the address: www.microsoft.com Your link will appear link this:

Move the mouse pointer over the hyperlink and you should see this:

With the mouse pointer over the link, press the Ctrl key (and keep it pressed). The mouse pointer changes shape to display a small hand. Click on the link and then release the Ctrl key. The Microsoft Web site should be displayed within your Internet Browser. Close your Internet Browser.

Editing Internet Hyperlinks Right click over your hyperlink and you will see a popup menu.

To edit the hyperlink, select the Edit Hyperlink command. This will display


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the Edit Hyperlink dialog box.

You can edit the address using the Address section of the dialog box.

You can modify the way a Web page will be displayed by clicking on the Target Frame button. This will display the Set Target Frame dialog box.

Click on the down arrow within this dialog box and you can select how you want a new page to appear. In the example illustrated, the ‘New window’ option has been selected. This means that when formatted in this way, clicking on the hyperlink will display the target document within a new window. If you have time try clicking on the link.


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Removing a hyperlink Select your hyperlink and press the Del key. This removes the text used for

the hyperlink as well as the hyperlink itself. Click on the Undo icon. If we want to keep the text but remove the link then right click on the

hyperlink. From the popup menu display, select the Remove Hyperlink command.

The hyperlink will be removed and the text will no longer be displayed using underlined, blue text. To reverse this effect click on the Undo icon,



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Themes

Using Themes You can apply themes within Microsoft Word which will impose a degree of

consistency on the style of your documents. This consistency includes font type and colour and even the colour of SmartArt graphics that you insert into your document.

Open a document called Themes. This document contains different levels of header text (Header1, Header 2 and Header 3), as well as some other common Microsoft Word items such as an inserted shape and inserted SmartArt graphic.

Click on the Page Layout tab and then click on the Themes button which will display a drop down list as illustrated.

Try moving the mouse pointer over some of the themes displayed. As you will see, some of the formatting within your document changes to preview the effect of these themes. Click on the Opulent theme. Look at the changes made. Experiment with applying some of the other themes and look at the effects. TIP: If you are connected to the Internet and if you have time, click on the Themes button (in the Page Layout tab) and from the drop down list


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displayed select the ‘More Themes on Microsoft Office Online’.

This will allow you to view and download additional themes. Experiment!

Save your changes and close all open documents.


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