New Perspectives on Microsoft Office Word 2003 Tutorial 8

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Microsoft Office Word 2003

• Tutorial 8 Customizing Word and Automating Your
  Work

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Apply advanced features to a document template

• Templates can be used to ensure that documents
  created from the template all have the same
  information in the same format and in the same
  order.
• Templates can include such elements as
• Boilerplate text and graphics
• AutoText
• Custom toolbars and menus
• Fields
• Macros
• All of these elements can be combined into
  templates for frequently used documents, such as
  fax cover letters, invoices, contracts, etc.

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Advantages of using templates

• Using templates to create documents has several
  advantages
• Consistency - every document created with the
  template will have the same format
• Accuracy - avoiding typos in headings and other
  text present in the template
• Efficiency - reducing the time and keystrokes
  required to create a new document with custom
  toolbars and menus

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Commonly used template features
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Define and Modify styles within the document
template

• Since templates are frequently created for
  specific document types, you will want to create
  text styles specific to that type of document.
• New styles are created using the New Style dialog
  box, and you can modify an existing style in the
  Modify Style dialog box.
• For example, you could change the font or point
  size of the heading styles to make them more
  suitable for an invoice template, or a fax
  template

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Define a new style

• To define a new style
• Open the Styles and Formatting Task Pane by
  clicking the Styles and Formatting button on the
  Formatting toolbar
• Click the New Style button to open the New Style
  dialog box
• Assign a name for the style and a style type
• Set whatever font attributes are required and
  click OK to save the style
• The style name you assigned will now appear in
  the Styles and Formatting Task Pane.

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Modify an existing style
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Apply borders and shading to a paragraph

• When creating a document in which you want
  certain areas to really stand out and be noticed,
  you can apply borders and shading to the text.
• There are several types of borders available for
  text, including a box, an underline, or a shadow.
  
• In addition to the border, you can apply shading
  to a word, sentence, or paragraph.
• Shading allows you to specify a color to be used
  as background for the selected text, which helps
  draw the attention of the person viewing the
  document to that area.

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Add borders and shading

• To apply borders
• Select the text to which you want to apply a
  border
• Click Format on the menu bar, and then click the
  Borders and Shading option
• Click the Borders tab to apply a border, and then
  click the icon for the type of border you want
• Then choose the line width for the border and the
  color
• To apply shading
• Click the Shading tab and select a color from the
  sample colors displayed, or click the More Colors
  button to create a custom color
• You can create and save a new style for these
  options so that it can be applied to any other
  section of text.

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An example or borders and shading
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Create, insert and print AutoText entries

• AutoText allows you to quickly insert frequently
  used text, such as a word, phrase, or graphic,
  into a document.
• You can create an AutoText entry for Word's
  Normal template that will make the entry
  available for all documents, or you can create
  one for a specific template that will only apply
  to documents created from that template.
• AutoText entries are created by typing the text,
  selecting the text, and then opening the
  AutoCorrect dialog box to create the AutoText
  entry.
• You can then enter an abbreviation for the entry
  that will be used to insert it into a document.
• When you want to insert the entry in the current
  document or a new document, enter the
  abbreviation for the entry, and press the F3 key
  to insert it.
• You can print a list of all AutoText entries to
  remind yourself of which ones are available, or
  to distribute to other people.

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Create the AutoText entry

• To create an AutoText entry, type the text to be
  used as the entry, and select it.
• Be aware that anything you select, including
  typos, symbols, spaces, paragraph marks, etc.
  will be included in the AutoText entry
• Click Insert on the menu bar, point to AutoText,
  and click it to open the AutoCorrect dialog box.
• Specify the template for the AutoText entry to be
  saved in, and enter an abbreviation or keyword
  name for the entry in the top portion of the
  dialog box.
• Click the Add button to create the entry.

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The AutoCorrect dialog box
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Use Smart Tags

• Word automatically marks certain words or phrases
  (such as names, dates, addresses, etc.) smart
  tags.
• When you move the mouse pointer over a smart tag,
  or place the insertion point within the smart tag
  text, a Smart Tags option button appears.
• This button will display a menu of commands that
  can be used to perform specific actions on the
  tagged word or phrase
• A Smart Tag could be used to send someone an
  E-mail, or to add someone to an electronic
  address book, or many other actions.
• Smart Tags can be deleted from documents, and are
  only visible if the Smart Tag feature has been
  turned on.

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Use Smart Tag actions, and turn Smart Tags on

• To use a Smart Tag Action
• Position the pointer over the text that is marked
  as a smart tag, or click anywhere within the
  smart tag text. Smart tags appear with a dotted
  purple underline in a document
• The Smart Tag Actions button will appear
• Click the button to see a menu of commands
  related to that tag
• Click on any action to perform it and close the
  menu
• To turn on smart tags
• Click the Tools menu and then click AutoCorrect
  Options
• Click the Smart Tags tab in the AutoCorrect
  dialog box, select the Label text with smart tags
  check box, and then click OK.

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Create a watermark

• A watermark is a graphic image that appears
  behind or sometimes in front of text within a
  document.
• Generally, a watermark will appear as a vague or
  lightly shaded image in the background of a
  document.
• It can be added to a header or a footer so it
  will appear on every page of the document.
• Watermarks are frequently used to identify the
  origin of a document, to identify the creator of
  a document, or just to add a distinctive
  background image to the document.
• Once created, it can be modified just as any
  other element of the document can be modified.

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Add text or image watermarks

• To create a text watermark in a header or footer
• Click the View menu, and then click Header and
  Footer to open the Header and Footer dialog box
• Choose the header or the footer option, depending
  on where you want the watermark to appear and add
  the watermark text
• To add an image as a watermark
• Click the Insert menu, then Picture, and then
  click From File
• Click the image to select it, click the Text
  Wrapping button on the Picture toolbar, and then
  click the Behind Text option to place it behind
  the text on the page
• Click the Color button, and click the Washout
  option to turn the image in to a low-contrast,
  faded appearing image

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An example of a watermark
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Customize the toolbars

• There are some tools you will use more often than
  others depending on the document you are working
  in.
• Word makes it easy to customize any of the
  toolbars to display or not display the icons for
  the various commands.
• The Customize dialog box displays the various
  toolbars and Word menus.
• You can drag new commands to the menu or toolbar
  and drag unwanted commands from the menu or
  toolbar.
• You can save the changes for the specific
  template you are working in or save them to the
  Normal template to apply to all documents created
  from that template.

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Remove or add a button from a toolbar

• To remove a button from a toolbar
• Right-click any button or anywhere on the
  toolbar, and then click Customize from the
  shortcut menu
• When the Customize dialog box opens, click the
  Commands tag
• Choose the template to which this change applies,
  click on the button you want to remove, keep the
  mouse key depressed, and drag the button from the
  toolbar to the document window
• To add a button to a toolbar
• Open the Customize dialog box, and again select
  the template to which the change will apply
• Find the category in the left-hand box that
  contains the command you want, find the command
  itself in the right-hand box, and drag it to the
  place on the toolbar where you want it to insert

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The Customize dialog box
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Automate parts of a document using field codes

• Fields are special codes in a document that
  instruct Word to insert information such as a
  date, a filename, or other information.
• When a field is inserted, it includes the name of
  the field, and may include optional instructions
  and switches associated with the field.
• The instruction, if any, is a prompt for the user
  telling them what to enter, and the switches can
  be used to format the field.
• The field information must be enclosed in curly
  braces, also known as French brackets, or Word
  will not recognize it as a field.

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The components of a field code
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Record a macro

• A macro is a recording of keystrokes and mouse
  operations that can be played back at any time by
  using the mouse or by pressing some keystroke
  combination.
• Macros are used to automate operations that are
  performed on a frequent basis.
• There are four basic steps to follow before
  actually recording the macro.
• Name the macro
• Provide a description of the macro
• Attach the macro to a template
• Assign the macro to a toolbar button, a keystroke
  or a menu
• You can then begin recording the macro, a process
  that is similar to recording your voice on tape.
  You perform a series of actions while Word
  records them.

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Run and edit a macro

• When you are done performing the steps the macro
  requires, you stop the recording process and Word
  stores the macro for later use.
• Anytime you need to repeat that operation, you
  run the macro instead of having to perform all
  the steps manually again.
• Once a macro has been recorded it can be edited
  to fix problems or add to its functionality.
• To run the macro, click the toolbar button that
  was assigned to it, or select it from a menu, or
  enter the keystroke combination that was assigned
  to the macro.

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Record the macro

• To create a macro, double-click the REC button in
  the Word status bar, or click the Tools menu and
  then click Macro.
• When the Macros dialog box opens, assign a
  descriptive name to the macro, and a description.
  The description can refresh your memory as to
  what the macro does.
• Unless you specify otherwise, the macro you
  create will be assigned to the Normal.dot
  template.
• You can also assign a keyboard shortcut key or
  toolbar button, or a menu to place the macro on
  so you can find it when you are ready to run it.
• When you click the Close button in the Macros
  dialog box, the REC button in the status bar
  becomes highlighted, and the Stop toolbar
  appears. Execute the operations or steps that the
  macro is to perform, and click the Stop button
  when done.
• The macro is now recorded and you can run it at
  any time.

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The Macro dialog box
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A macro shown in the VBA editor window
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Create and modify a chart using data from an
Excel worksheet

• Some documents can best represent data with a
  chart.
• The Microsoft Graph feature allows you to create
  a chart in a Word document.
• Enter the data for the chart manually. If you
  already have the data for the chart in an Excel
  worksheet, you can import it and avoid having to
  re-key the data.
• When you open Microsoft Graph, it will display a
  datasheet with default data, and a default chart
  created from that data. Select all of the data in
  the default datasheet and then click the Import
  File option from the Edit menu
• You can then locate the Excel file and worksheet
  you want to use, select the data you want, and
  import that data into the datasheet
• The imported data will replace the selected data,
  and the chart will be redrawn using the data from
  Excel.

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Open Microsoft Graph

• To open Microsoft Graph to insert a chart
• Position the insertion point in the Word document
  where the chart is to go
• Click the Insert menu
• Point to Picture
• Click Chart
• A Microsoft Graph window will appear with a
  default datasheet and chart.

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The Microsoft Graph datasheet
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Import data for a chart

• To acquire the data from an Excel workbook
• Click the Edit menu
• Click the Import File option
• Locate the Excel file in the dialog box, and
  indicate if you want to import an entire data
  sheet or a range of cells
• Click the Overwrite existing cells option to
  overwrite the default data with the Excel data,
  and click OK
• The data is imported and the default chart is
  redrawn using the imported data.

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An example of a chart inserted into a Word
document