Title: New Perspectives on Microsoft Office Word 2003 Tutorial 7
1Microsoft Office Word 2003
- Tutorial 7 Collaborating With Others and
Creating Web Pages
2Compare and merge documents
- Sometimes documents with related information need
to be merged together. You can do this in Word. - Various options can be selected to control the
merging process. - Word allows you to denote changes to the original
document by the merge process, which can then be
examined and edited as required. - If multiple documents need to be merged, it must
be done using two documents at a time, then
merging a third document with the merged document
from the first merge, then a fourth document can
be merged, etc. until all documents have been
merged with the first document.
3The Compare and Merge dialog box
4Use revision marks and the Reviewing toolbar
- Revision marks can be used to track the changes
to a document via the merge process. - You can use the Reviewing toolbar to accept or
reject changes that occurred to the original
document as a result of the merge. - Additional documents can then be merged with the
edited document without affecting the original
documents, yet still adding revision marks for
the changes incurred by the new merge process in
the merged document.
5An example of revision marks
6Embed and modify an Excel workbook
- Embedding is a method of inserting a copy of one
object into a destination document. - For example, an Excel workbook can be copied into
a Word document. - The embedded object can then be edited using the
toolbar buttons and menus of the source program. - Embed an object by clicking Object on the Insert
menu, and then locating the object file in the
dialog box. - Once the object is in the Word document, use
Excel tools and menus to modify the workbook by
double-clicking on the object.
7The embedding process
8Embedding considerations
- When an object is embedded into a Word document,
only a copy of the object is embedded. - Any modifications made to the embedded object are
not reflected in the original source file. - When you open the Object dialog box, you can
choose to create an embedded object from an
existing file, or create a new object. - The Link to file box must NOT be checked when
embedding an object.
9The Object dialog box
10An embedded Excel table
11Link an Excel chart
- In addition to embedding an object, you can also
link an object in a Word document. - Whereas embedding an object creates a copy of the
object, linking an object creates a two-way
connection with the object's source file and the
destination file. - Any changes made to the object in the Word
document will affect the original source file for
the object. - If an Excel workbook is linked in a Word
document, editing the workbook from the Word
document will change the Excel document as well.
12Use the Object dialog box to link an object
13Modify and update a linked chart
- Linking an Excel chart has an advantages and
potential drawbacks. - Anyone with access to the Word file can update
the chart source file - Great care must be taken when linking an object
as it does open up the source file for the object
to potential modification from outside the file - When a linked object is updated in its source
application, the link may need to be manually
updated in the Word document to reflect the
changes made in the source program
14Linking considerations
- When a linked chart is updated in the source
program and if the Word document is open when the
changes are made, the link must be updated
manually in the Word document to reflect the
changes made in Excel. - If the Word file was closed when the chart was
updated in the source program, the link will be
updated the next time the Word document is
opened. - When the chart is updated from the Word document,
the changes are also made in the source file, but
the link is updated automatically. - To update the link, click the Edit menu, and then
click Links. - The Links dialog box will open. Click the desired
link to select it, and then click the Update Now
button.
15The Links dialog box
16Modify a document for online distribution
- Word documents can be prepared for online viewing
in one of two ways. - The document can be e-mailed to people for
viewing on their screen, or it can be made
available as a Web page. - Viewing a document online is different than
reading it in printed form. - If a document is only to be read online,
different fonts and colors can be used that would
not normally be used for a document intended for
printing - An online document may also have hyperlinks
inserted to aid in navigating the document.
17Online document options
- Some of the things you can add to an online
document that would normally not be applied to a
printed document include adding animated text or
background effects. - Animated text is text that moves, or blinks, or
sparkles, or has some motion characteristics
applied to it - Some background effects that are common in online
documents include gradients, textures, and
patterns. - Background effects can be applied from the Fill
Effects dialog box.
18The Fill Effects dialog box
19Use Web Layout view
- Web Layout view differs from Word document view
in several ways. - Text appears larger
- Text wraps to the window
- Documents can be displayed with different
background effects - Page setup elements, including footers and
headers, are not displayed - Web Layout view enables you to see where graphics
and text will shift when the document is saved as
a Web page. - Note that it doesn't show you exactly how a
document will look as a Web page. - Some items visible in Web Layout view, including
animations, disappear when the document is saved
as a Web page.
20An example of Web Layout view
21Insert and edit hyperlinks
- Hyperlinks can be created in Word to jump to a
Web page, open an e-mail, or to send e-mail. - Hyperlinks can be used to jump from one Word
document to some other document, or to another
location within the same document. - Hyperlinks can be added or modified or to correct
problems with navigation.
22The Insert Hyperlinks dialog box
23Create bookmarks and external hyperlinks
- You can use bookmarks to navigate a Word
document. - To create a hyperlink to another location in a
document, you must first create a bookmark that
assigns a unique name to a location. - You can then create a hyperlink using the
bookmark name as a target location. - You can also create hyperlinks to external
documents. - The process is very similar, except you specify a
file name and path as the target instead of a
bookmark
24A document with a bookmark
25Save a Word document as a Web page
- Web browsers only read documents formatted in
HTML (Hypertext Markup Language). - HTML tells the browser how to display the
document. Word inserts HTML codes when you save a
document as a Web page. - When a file is saved as a Web page, the document
size is larger than a Word document. - However, some Word formatting will not look as
good on the screen as it does on the printed
page. - Also, Web pages can be improved by special
formatting, such as color and animation, that
won't translate well between the printed page and
the Web page.
26Save a document as a Web page
- To convert a Word document to a Web page
- Select Save As Web Page from the File menu
- Select Web page as the file type
- Word will automatically add the correct file
extension when it saves the file. - Word might display a warning message if some of
the features in the document aren't supported by
Web browsers.
27Web page warning message
28Format a Web document
- You can format and edit a Web page with the same
Word tools you use to format and edit a normal
Word document. - Use the tools to correct changes that occurred
when the document was saved as a Web page. - This might include repositioning and/or resizing
graphic images or embedded objects such as charts
or graphs. - It might include the addition of horizontal lines
to break up sections of text. - Changing text size and color might also improve
the appearance of the Web page.
29Add horizontal lines
- Many Web pages use horizontal lines to separate
sections of the document or for decorative
accent. - To add a horizontal line, select Borders and
Shading from the Format menu, click the Borders
tab, and click the Horizontal Line button. - You can then select a line from the Horizontal
Line dialog box. - You can also accent text with color and size,
creating a unique look for your Web page.
30The Horizontal Line dialog box
31View a Web document in a Web browser
- When creating a Web page from a Word document, it
is always a good idea to view the page in a Web
browser. - This will ensure the HTML tags created by Word
cause the page to look as it is intended to look.
- It is also a good idea to test the hyperlinks to
make certain all of the links point to the
correct target. - It is also a chance to view the graphic images on
the page and be sure that they display properly.
32A Word document viewed as a Web page in a Web
browser