Microsoft Word 2000 ADVANCED LEVEL

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Microsoft Word 2000ADVANCED LEVEL
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Styles

• Word 2000
• - Advanced -

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What are Styles?

• Allows you to define a group of paragraph and
  character formats as a style, and then save the
  styles as a style within a document or template
• You can then apply these styles which saves time
  spent formatting text over and over by hand

TIP Depressing the SHIFT key and clicking on
the down arrow will display ALL available styles
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Creating Styles

• The easy way!
• Select some sample text to which you have
  previously applied formatting information, such
  as bold, font type and size etc.
• Click on the Style box, within the Word
  formatting toolbar
• Within the Style Box, delete the currently listed
  style and enter a new name
• Press Enter
• The new style
  will now be stored
  for
  further use

• The hard way!
• From the Format menu, choose the Style command to
  display the Style dialog box

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Styles in Documents and Styles in Templates

• Styles stored in a document are only available
  within that document
• Styles stored within a template are available
  within any new documents created using that
  template

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Applying Styles

• Select the part of the text to which you want to
  apply the style
• Click on the Style Box drop down arrow to display
  a list of styles
• Select the required style
• The style will then be applied

The selected style is applied to the selected
item in the document
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Modifying Styles

• Any styles you have created can be modified

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Heading Styles

• There are nine different heading levels which can
  be used to structure a document, and these are
  numbered from 1 to 9
• You can use these header styles to generate a
  table of contents

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Templates

• Word 2000
• - Advanced -

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What are Templates?

• Templates can be used to make production of
  frequently used types of document faster and
  easier
• The template may contain text or graphics already
  inserted in the document
• Templates may contain styles, macros, AutoText
  entries, toolbar buttons, and customized menu and
  shortcut key settings
• Pre-defined templates supplied with Word include
  templates for memos, reports, business letters,
  and even a CV!
• Word is supplied with a number of Template Wizards

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Creating Documents Based on Specific Templates

• From the File menu, select New

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Creating a Document Using a Template Wizard
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Creating Your Own Template

• You can save any document as a template!

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Using AutoFormat

• Word 2000
• - Advanced -

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Running AutoFormat From the Format Drop Down Menu

• Using this method you have the ability to review
  and/or reject changes

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Removing AutoFormat Changes

• Always review changes
• If necessary remove selected changes made by
  AutoFormatting

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Setting AutoFormat Options

• From the Format menu, choose AutoFormat and click
  on the Options button

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Long Documents - Section Formatting and Master
Documents

• Word 2000
• - Advanced -

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Why Use Section Breaks?

• Section breaks can be used to make the
  organization and formatting of long documents
  easier
• A section can consist of a single paragraph, or
  can be many pages long
• A section is used when you want to change certain
  elements in part of a document only, e.g.
  margins, page setup, headers and footers, etc.

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Inserting Section Breaks

• Place the insertion point where you want the new
  section to begin. From the Insert menu, select
  the Break command to display the Break dialog box

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Page Setup/Section Layout

• Specify various options for the layout of a
  section
• Such as the specifications for the beginning of a
  section, and the vertical alignment

Start section on New Page New Column Continuous O
dd Page Even Page
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What are Master Documents?

• Allows you to create a series of small,
  individual document files and then link them into
  a single Master Document
• Each sub-document may be created by a different
  person, on different PCs and the individual files
  may be linked together over a network

Master Document
Sub-documents
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Constructing a Master Document

• Create a new document
• Switch to Master Document View
• Insert your sub-documents
• Save the Master Document file

Use this icon to insert sub-documents
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Using Fields

• Word 2000
• - Advanced -

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What are Word 2000 Fields?

• Fields are codes that you can insert into a Word
  document that in some way automates your work or
  makes Word more effective
• Examples include
• Table of contents generation fields
• Time and date insertion fields

Dialog box produced by selecting the Insert/Field
command
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Inserting the Date and Time
Use the Insert drop down menu, to select the Date
and Time command
Keyboard shortcuts To insert the current date
press AltShiftD To insert the current time
press AltShiftT
What is the effect of using this check box?
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Inserting the File Name into a Document as a
Field

• Often used to insert the document file name into
  the document footer

Options
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Viewing, Updating, Unlinking, Locking and
Navigating Fields
To toggle between field codes and their
effects Press AltF9. To update a field Select
the field and press F9. To move to the next
field Press F11. To move to the previous
field Press ShiftF11. To unlink a field Press
CtrlShiftF9. To lock a field Press
CtrlF11. To unlock the field Press
CtrlShiftF11.
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Generating a Table of Contents

• If you have used several heading levels in your
  style list, you can build a Table of Contents
  directly from them

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Formatting a Table of Contents

• You can apply any of the formats to the Table of
  Contents generated using the TOC (Table of
  Contents) field

Formatting options include Format (style) Show
Page Numbers Right Align Page Numbers Show
Levels Tab Leader
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Generating an Index Entry

• From the Insert menu, choose the Index and Tables
  command
• Select the Mark Entry option button to display
  the Mark Index Entry dialog box

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Generating an Index

• Locate the insertion point at the position you
  want the index to appear
• Select the Index and Tables command from the
  Insert menu
• Select the Index tab to display the Index folder
• Using the Formats list you can specify several
  types of index formats

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Customizing Word

• Word 2000
• - Advanced -

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Displaying Toolbars

• You can choose which toolbars to display
• You can add icons to or remove icons from any
  toolbar
• You can create new toolbars

TIP Right click on any toolbar to display a list
of some selectable toolbars
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View Options
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General Options

• General Options
• Background Repagination
• Blue Background, white text
• Provide feedback with sound
• Provide feedback with animation
• Confirm conversion at Open
• Update automatic links at Open
• Mail as attachment
• Recently used file list
• Help for WordPerfect Users
• Navigation Keys for WordPerfect Users
• Measurement units

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Edit Options

• Editing Options
• Typing replaces selection
• Drag-and-drop text editing
• Use the INS Key for Paste
• Overtype Mode
• Use Smart Cut and Paste
• Tabs and backspace set left indent
• Allow accented uppercase in French
• Picture Editor
• Click and type Options
• Enable click and type
• Default paragraph style

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Print Options

• Printing Options
• Draft Output
• Reverse Print Order
• Update Fields
• Update Links
• Background Printing
• Allow A4/Letter resizing
• Print PostScript over text

• Include with Document
• Document properties
• Field Codes
• Comments
• Hidden text
• Drawing Objects

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File Locations Options

• Defines file locations for
• Documents
• Clipart Pictures
• User Templates
• Workgroup Templates
• User Options
• AutoRecover files
• Tools
• Startup

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Save Options

• Defines saving options
• Always create backup copy
• Allow fast saves
• Prompt for document properties
• Prompt to save normal template
• Embed TrueType fonts
• Save data only for forms
• Allow background saves
• Save AutoRecover Info every (x) Minutes
• File Sharing Options
• Password to open
• Password to modify
• Read-only recommended

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Spelling Grammar Options

• Spelling
• Check Spelling As You Type
• Hide Spelling Errors In This Document
• Always Suggest Corrections
• Suggest From Main Dictionary Only
• Ignore Words in UPPERCASE
• Ignore Words with Numbers
• Ignore Internet and File Addresses
• Custom Dictionary
• Grammar
• Check grammar as you type
• Hide grammatical errors In This Document
• Check grammar with spelling
• Show readability statistics
• Writing style

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AutoFormat Options

• Options include
• Apply
• Headings, lists, automatic bulleted lists, and
  other paragraphs
• Replace
• Straight Quotes with Smart Quotes
• Ordinals (1st) with superscript
• Fractions (1/2) with fraction character
• Symbol characters with symbols
• Bold and underline with real formatting
• Internet and network paths with hyperlinks
• Preserve
• Styles
• Always AutoFormat
• Plain text WordMail documents

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Advanced Use of Find and Replace

• Word 2000
• - Advanced -

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Using Special Find and Replace Features
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Advanced use of Find and Replace

• Allows you to search for (and replace) items
  including
• Fonts
• Paragraphs
• Tabs
• Language
• Frames
• Styles
• Highlight

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Word Macros

• Word 2000
• - Advanced -

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Macros

• A macro is a sequence of key strokes which you
  record and play back later
• You can assign a macro to almost any action in
  Word 2000
• They enable you to automate Words actions
• You can place macros on a toolbar or menu, or you
  can assign them to a shortcut key stroke during
  the recording process

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Miscellaneous Advanced Features

• Word 2000
• - Advanced -

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Bookmarks

• The Bookmark option is useful for numerous
  operations
• You can use it to mark selected text, rows, or
  columns within a table, graphics, or the current
  location of the insertion point
• A bookmark can also be used to mark a place so
  that it can be found easily for future work or
  revisions

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File Conversion

• This facility allows you to
• Open files that have not been stored in Word 2000
  format
• Save files in a format other than Word 2000
• Useful when swapping files with users using
  previous versions of Word or users with entirely
  different PC based word-processors

Opening
Closing
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Equation Editor

• This is an add-in program which can be used with
  Word for Windows and other Microsoft programs
• It is used to create scientific and mathematical
  equations which can be inserted into documents as
  objects

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Footnotes

• Footnotes can appear at the bottom of a page, at
  the end of text on a page, at the end of a
  section, or at the end of a document
• They are used to refer the reader to an
  additional source of information, or to provide
  additional data
• Footnotes can be marked with a number or other
  symbol

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AutoSummarize

• You can use the AutoSummarize feature to
  automatically summarize the key points in a
  document

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Document Map

• The Document Map allows you to navigate through
  large documents with relative ease.

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What is Outlining?

• Allows you to view or create the basic structure
  of a document

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Highlight Changes

• Highlight Changes are used to show the changes
  which have been made to a document
• and to show when, where, and by whom, the changes
  were made
• Changes are shown in revision bars which are
  displayed in the margins
• and by using underlined characters for newly
  inserted text, and strikethrough characters for
  deleted text
• Very useful if several people are working on the
  same document
• Word 2000 uses the Highlight Changes options
  which you set to compare the edited version to
  the original document

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Password Protection

• It is easy to assign a password to a document
• You can assign two different types of password to
  a file a Password to open, and/or a Password to
  modify
• The Password to open means the file cannot be
  opened unless the correct password is issued
• A Password to modify allows the file to be read,
  but not written to

Keep a written record of the files and their
passwords, particularly if you are working in a
networked environment.
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Word Count

• This feature is useful for displaying a word
  count of your current document, without the need
  to use the Summary Info feature