Word: Advanced Features

1. Word: Advanced Features Lecture 6

2. Headings • When creating a long document it is often necessary to break it down into sections and subsections • Each section and subsection can be given a heading to identify it • Word allows you to assign headings in a hierarchical manner • E.g. Part 1 (heading type 1) • Chapter 1 (heading type 2) • Section 1 (heading type 3) • Etc.

3. Headings • To create headings simply type the name of the heading • Select View->Toolbars->Outlining • This displays an extra toolbar that enables you to modify text into headings • Highlight your heading and select the level of the heading you wish to create

4. Headings • There are nine levels of heading + an option for body text which is just normal text • Each level has a different font size or style • Notice when you apply a heading to normal text the fonts size and style changes

5. Headings • It is possible to change the style of the headings to suit your preferences • Click on Format->Styles and Formatting • This gives you a menu on the right hand side of the screen • Right click on the heading you wish to alter and choose modify • Choose the font, size, and other options you wish to use and click OK

6. Table of Contents • One of the advantages of using headings is that Word can use them in order to automatically create a table of contents. • Click Insert->references->index and tables • Click on the “table of contents” tab • This gives you a menu for creating a table of contents

7. Table of Contents • You can choose the levels of header you wish to include • E.g. You may only want to include headers above level 4 • You can choose different formats • You can also modify the standard to suit yourself by clicking on the “modify” button

8. Table of Contents • A menu is displayed containing a list • TOC1, TOC2,…………….,TOC9 • These correspond to the heading levels • Click on the one you wish to modify • Select modify • Choose the font and size you wish to apply and click ok • If you have already create a table of contents you will be asked if you wish to apply the changes to the current table

9. Templates • MS Word is made of three components • Word Application • Document Files • Word Templates

10. Templates • Word Application: Provides the standard Word menus, commands and toolbars • Document File: Contains text, graphics, formatting, and settings such as margins and page layout for that particular document

11. Templates • Word Templates have two main purposes • Provide a model for creating documents • Control Word’s interface • i.e. the menus, commands, and toolbars available to the user

12. Templates • A template can act as a document model by storing: • Built-in text and graphics, such as company logos etc. (sometimes referred to as “boilerplate” text/graphics. • Preset formatting (such as font settings) and text positioning (such as alignment, indents, tab stops, and inter-line and inter-paragraph spacing • Preset page settings (such as margins and page orientation)

13. Templates • A template can also store customised Word commands, menus and tool bar settings. • This allows managers to remove unused and unnecessary features in order to adapt Word to meet the needs of different levels of users. • E.g. You could create a template that helped new users by displaying a customised toolbar with buttons and menus to lead them through everyday tasks.

14. Templates • Every Word document is based on a template. • A single template can provide the basis for lots of documents. • But each document can be based on only a single template at a time. • All templates have a “.dot” extension.

15. Templates • The default template for Word documents is Normal.dot • This is a standard all purpose template • Word also provides templates for specific document types such as letters, memos and reports

16. Templates • To open a particular template or create a new one choose “File->New” • Word will open a window containing template options (or on some versions it will display a menu on the right hand side with a link to the template window)

17. Altering Styles in Templates • Each Template has an associated set of styles for fonts • These include styles for Headings, Hyperlinks and normal text • You can alter these styles and create your own or even remove styles • When you alter the style for the headings (explained earlier) you are modifying the template • This new template can then be saved

18. Altering Styles • Using styles to alter the appearance of a document has three advantages • You can apply a bundle of formatting and text positioning settings to a piece of selected text in a single, quick operation • When you change the settings of a style, Word automatically applies the new settings to all occurrences of text in that style • If you change the template on which a document is based, the document takes its style setting from the new template

19. Modifying the Toolbar

20. Inserting Excel Objects • Most windows applications allow you transfer information between them • It is also possible to insert Excel data into a Word document as you would expect • It is also possible to embed an Excel Worksheet Object

21. Inserting Excel Objects • What is the difference? • When you insert data as “Formatted Text” the inserted data becomes part of Word • It is displayed as a Word table • It can be edited within Word • In this sense it is exactly like pasting data from another Word document

22. Inserting Excel Objects • When you insert an “Excel Worksheet Object”, the inserted spreadsheet data is: • Positioned in the Word document but remains part of Excel • Behaves like an imported graphic. • It can be repositioned and resized like a graphic • It cannot be edited within Word

23. Inserting Excel Objects If you try to edit the spreadsheet in anyway, Word’s menu and toolbars disappear from the screen and are replaced by Excel toolbars and menus. Inserting data in this way brings with it the functionality of the application in which it was created. This is called embedding.

24. Inserting Excel Objects • Create an Excel spreadsheet • Highlight the spreadsheet data you wish to insert into Word • Open a Word document • Select Edit->Paste Special • Select Microsoft Excel Object and make sure Float over text is selected

25. Inserting Excel Objects • As an alternative to embedding an Excel object you can choose to insert formatted text • Follow the same procedure as before • Choose Formatted Text (RTF) rather than Microsoft Excel object • This will create a table in Word and you will lose the functionality of Excel

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