Word Tutorial 8 Customizing Word and Automating Your Work

1. Word Tutorial 8Customizing Word and Automating Your Work

2. Objectives • Apply advanced features to a document template • Create and modify styles within a document template • Apply borders to a paragraph • Create a watermark • Use smart tags • Create and insert Quick Parts • Manage building blocks • Customize AutoCorrect New Perspectives on Microsoft Office Word 2007

3. Objectives • Work with columns of different widths • Manage document properties • Automate parts of a document using fields • Customize common Word Options and the Quick Access Toolbar • Import and run Visual Basic macros • Record and run macros • Edit macros using Visual Basic • Record an AutoMacro New Perspectives on Microsoft Office Word 2007

4. Adding a Shape with Text • Click the Insert tab, and then in the Illustrations group, click the Shapes button • Click the desired shape • Drag the pointer to draw the shape in the document • Use the options on the Drawing Tools Format tab to format the size, placement, color, lines, and so on, of the shape • Right-click the shape, and then click Add Text on the shortcut menu • Type the text in the shape • Select the text and format it as necessary New Perspectives on Microsoft Office Word 2007

5. Adding a Shape with Text New Perspectives on Microsoft Office Word 2007

6. Managing Multiple Documents to Create a Document • When you create a new document, you can sometimes use content that already exists in other documents • Click the Home tab, if necessary, and then in the Clipboard group, click the Dialog Box Launcher New Perspectives on Microsoft Office Word 2007

7. Managing Multiple Documents to Create a Document New Perspectives on Microsoft Office Word 2007

8. Customizing Quick Styles • Select the style you wish to change • Select the text to format and make the formatting changes you desire for the new style definition • Click the Home tab, in the Styles group, right-click the desired Quick Style, and then click the Update [name of style] to Match Selection on the shortcut menu New Perspectives on Microsoft Office Word 2007

9. Creating a New Quick Style • Change the format of text as desired • Select the formatted text, click the Home tab, in the Styles group, click the More button, and then click Save Selection as a New Quick Style to open the Create New Style from Formatting dialog box • Type a name for the Quick Style in the Name box • To change the style type, click the Modify button to open a second Create New Style from Formatting dialog box, click the Style type arrow, and then click Character or Paragraph • To make the new Quick Style available to all new documents, click the New documents based on this template option button; to make the Quick Style available only in the current document or template, click the Only in this document option button • Click the OK button New Perspectives on Microsoft Office Word 2007

10. Creating a New Quick Style New Perspectives on Microsoft Office Word 2007

11. Adding Custom Paragraph Borders New Perspectives on Microsoft Office Word 2007

12. Creating a Watermark • Click the Page Layout tab, in the Page Background group, click the Watermark button, and then click Custom Watermark New Perspectives on Microsoft Office Word 2007

13. Using Smart Tags • A smart tag appears as a dotted purple underline in a document New Perspectives on Microsoft Office Word 2007

14. Creating a Quick Part • Select the text or graphics you want to be a Quick Part • Click the Insert tab, in the Text group, click the Quick Parts button, and then click Save Selection to Quick Part Gallery • In the Create New Building Block dialog box, replace the text in the Name box with a descriptive name for the Quick Part, if desired, to help you remember what the Quick Part is • If you don’t want to save the Quick Part in the Quick Parts gallery, click the Gallery arrow, and then choose the gallery to which you want to save the Quick Part • If you don’t want to save the Quick Part to the global Building Blocks template, click the Save in arrow, and then click the name of the template in which you want to save the Quick Parts • Click the OK button New Perspectives on Microsoft Office Word 2007

15. Creating a Quick Part New Perspectives on Microsoft Office Word 2007

16. Customizing AutoCorrect • Click the Office Button, click Word Options, in the list on the left, click Proofing, click the AutoCorrect Options button, and then click the AutoCorrect tab in the AutoCorrect dialog box • Select or deselect the check boxes on the tab to set AutoCorrect options • To add an entry to the AutoCorrect list, click in the Replace box, type the misspelling you want to add, click in the With box, type the correct spelling, and then click the Add button • To remove an entry from the AutoCorrect list, click the entry, and then click the Remove button New Perspectives on Microsoft Office Word 2007

17. Customizing AutoCorrect • To add an exception to the AutoCorrect rules, click the Exceptions button to open the AutoCorrect Exceptions dialog box, click the appropriate tab, type the exception, click the Add button, and then click the OK button • To delete an exception, click the exception in the list in the AutoCorrect Exceptions dialog box, click the Delete button, and then click the OK button • Click the OK button in the AutoCorrect dialog box, and then click the OK button in the Word Options dialog box New Perspectives on Microsoft Office Word 2007

18. Customizing AutoCorrect New Perspectives on Microsoft Office Word 2007

19. Inserting Formatted Text Boxes • With the insertion point anywhere in the document, click the Insert tab, and then, in the Text group, click the Text Box button • Select an option from the gallery New Perspectives on Microsoft Office Word 2007

20. Understanding Document Properties • When you save a file, identifying information about the file is saved along with it, such as the author’s name and the date the file was created • Click the Office Button, point to Prepare, and then click Properties New Perspectives on Microsoft Office Word 2007

21. Inserting and Editing Fields • A field is a special code that instructs Word to insert information that might change • Move the insertion point to where you want to insert the field • Click the Insert tab, in the Text group, click the Quick Parts button, and then click Field to open the Field dialog box • Click the Categories arrow, click a category, and then click a field in the Field names list • If necessary, set the field properties in the middle section of the dialog box • If necessary, set the field options in the right section of the dialog box New Perspectives on Microsoft Office Word 2007

22. Inserting and Editing Fields • To view the codes in the Field dialog box, click the Field Codes button. To hide the codes in the Field dialog box, click the Hide Codes button • To edit the field’s instructions or switches in the Field dialog box, click the Field Codes button, click the Options button, make changes in the Field Options dialog box, and then click the OK button • Click the OK button • To edit the field code from within the document, right-click the field, click Edit Field, edit the information in the Field dialog box, and then click the OK button New Perspectives on Microsoft Office Word 2007

23. Inserting and Editing Fields New Perspectives on Microsoft Office Word 2007

24. Customizing Word Options • Click the Office Button, and then click Word Options to open the Word Options dialog box • To change the user name and initials, click Popular in the list on the left, and then change the name and initials in the User name and Initials boxes • To open e-mail attachments in Print Layout view, click Popular in the list on the left, and then click the Open e-mail attachments in Full Screen Reading view check box to deselect it • To change the default save location, click Save in the list on the left, and then edit the path name in the Default file location box or use the Browse button to locate the new default folder • To change the default file format for files you save, click the Save files in this format arrow, and then click the desired file format • When you are finished customizing Word, click the OK button New Perspectives on Microsoft Office Word 2007

25. Customizing Word Options New Perspectives on Microsoft Office Word 2007

26. Customizing the Quick Access Toolbar • To add a button, on the Quick Access Toolbar, click the Customize Quick Access Toolbar button, and then click a command in the list or click More Commands to open the Customize category in the Word Options dialog box; or click the Office Button, click Word Options, and then in the list on the left, click Customize • Click the Choose commands from arrow above the list of commands on the left, and then click a category of commands to filter the list of commands • In the Choose commands from list, click the command you want to add to the Quick Access Toolbar, and then click the Add button New Perspectives on Microsoft Office Word 2007

27. Customizing the Quick Access Toolbar • Click the command in the Customize Quick Access Toolbar list, and then click the up or down arrow buttons to move the command up or down in the list • To reset the Quick Access Toolbar, click the Reset button • Click the OK button to close the dialog box • To remove a button from the Quick Access Toolbar, open the Customize section of the Word Options dialog box, click the command in the Customize Quick Access Toolbar list, and then click the Remove button; or right-click the button on the Quick Access Toolbar, and then click Remove from Quick Access Toolbar on the shortcut menu New Perspectives on Microsoft Office Word 2007

28. Customizing the Quick Access Toolbar New Perspectives on Microsoft Office Word 2007

29. Automating Word with Macros • A macro is a recording of keystrokes and mouse operations that you can play back at any time • Name the macro • Describe the macro • Attach the macro to a template or document • Assign the macro to a toolbar button, menu, or keyboard shortcut New Perspectives on Microsoft Office Word 2007

30. Recording a Macro • Click the View tab, in the Macros group, click the Macros button arrow, and then click Record Macro; or click the Developer tab, and then in the Code group, click the Record Macro button; or on the status bar, click the Start Recording button • In the Record Macros dialog box, type a name for the macro in the Macro name box • To save the macro in the current document or template, click the Store macro in arrow, and then select the desired active document or template • To assign the macro to a button on the Quick Access Toolbar, click the Button icon to open the Word Options dialog box, make sure the Customize category is selected, click the macro in the list on the left, and then click the Add button New Perspectives on Microsoft Office Word 2007

31. Recording a Macro • To assign a shortcut key combination to the macro, in the Word Options dialog box, click the Customize button next to Keyboard shortcuts to open the Customize Keyboard dialog box, or in the Record Macros dialog box, click the Keyboard button; click a category in the Categories list on the left, click a command in the Commands list on the right, click in the Press new shortcut key box, press two or more keys to insert a shortcut key combination, click the Assign button, then click the Close button • Click the OK button to start recording the macro • Perform mouse movements and keystrokes you want to record the macro • On the View tab in the Macros group, click the Macros button, then click Stop Recording; or on the Developer tab in the Code group, click the Stop Recording button; or on the status bar, click the Stop Recording button New Perspectives on Microsoft Office Word 2007

32. Recording a Macro New Perspectives on Microsoft Office Word 2007

33. Recording an AutoMacro • An AutoMacro is a macro that runs automatically when you perform certain basic operations • Naming a macro as indicated below will cause the macro to run automatically New Perspectives on Microsoft Office Word 2007