MICROSOFT WORD

1. MICROSOFT WORD 27 AUG 2009 Sharon Lam GPBI - GIT

2. AGENDA • Presenting Data in Tables and Columns • Working with Graphics • Auto Creation of Table of Content • Creating Mail Merge (合併列印) • Tracking Document Changes (追蹤修訂) • Tips • Q & A

3. Presenting Data in Tables • Tables • You can use a table to make information in a document concise, consistent and easy to read. • A table organizes information neatly into rows and columns, and the interaction is called a cell. • To add a simple table to a document, you can use the Insert Table button on the Standard toolbar and then select the number of rows and columns you want. • If you want to set the size of the table along with other options, such as table formatting, you can use the Insert command on the Table menu to open the Insert Table dialog box.

4. Presenting Data in Tables • You can also click the AutoFormat button to select a pre-formatted table style you want.

5. Presenting Data in Tables • In Word, you can perform certain calculations on numbers in a Word Table using Word’s built-in formulas. • To insert a formula, go to Table from Standard toolbar and click Formula. • A Formula appears, click the down arrow of the Paste Function box, and choose the function you want, such as SUM, MAX, MIN, COUNT.

6. Presenting Data in Columns • Columns • By default, Word displays text in one column, but you can specify that text can be displayed in two, three, or more columns to create layouts like those used in newsletters and brochures. • You can create a multi-column format by using the Columns command on the Format menu or the Columns button on the Standard toolbar.

7. Presenting Data in Columns • Columns • When the Columns dialog box appear, choose the number of columns you want. • And then state which area you want the column apply to, such as selected text or whole document.

8. Working with Graphics • Graphics • You can insert a graphics in Word to make your documents more visually appealing and to convey information that is difficult to get across in words. • A graphic is any picture or drawing object. • A picture is an image created outside of Word, such as a scanned photograph, clip art, or a file created from other programs. • A drawing object is an image created within Word, such as an AutoShape, a diagram, a line or a WordArt object.

9. Working with Graphics • You can use Drawing toolbar to insert pictures and draw different kinds of objects. • After you add a graphic to a document, you can enhance it with colors and special effects. • Diagram • On the Drawing toolbar, click Insert Diagramor Organization Chart button. • Choose the diagram and click OK.

10. Working with Graphics • Aligning a Picture with Surrounding Text • When you insert a picture into a document, it appears as a separate object and pushes any text it’s associated with out of the way. • You can use the Layout tab of the Format Picture dialog box to help align pictures and wrap text around them.

11. Auto Creation of Table of Content • Table of Content • A Table of Content generally appears at the beginning of a document, and lists the main headings and subheadings along with corresponding page numbers. • Word provides several pre-defined Table of Contents formats, including Classic, Formal and Simple. • The easiest way to create the Table of Content is to use the built-in Heading style.

12. Auto Creation of Table of Content • By Built-in Heading Style • If you are already using built-in heading styles in your document, just follows these steps. • Click where you want to insert the Table of Content. • On the Insert menu, point to Reference, and then click Index and Tables. • Click the Table of Content tab, and choose one of the available designs in the Formats box. • A Table of Content is then generated.

13. Auto Creation of Table of Content • However, If you are not using built-in heading styles in your document, you have to do the format setting, i.e. level marking first.

14. Auto Creation of Table of Content • By Level Marking • Steps to mark the levels of headings: • Choose the Outline view in Standard toolbar and show the Outline toolbar. • Select the first portion of text that you want to include in your Table of Contents. • In the Level box, select the Level 1. • Select the other text as heading and subheading you want as Level 2,3, etc. • After marking these headings, go to Insert menu, point to Reference and click Index and Tables. • Click the Table of Content tab, and choose one of the available designs in the Formats box.

15. Auto Creation of Table of Content • Table of Content do not update automatically when you add a new heading to your document. • To update a Table of Content, put your cursor in the Table of Contents and click the Update TOC button or simply press F9 to update it. • To ensure that Word always update the Table of Content when you print the document, go to Tools, select Options and the Print tag, tick the Update Fields box.

16. Mail Merge • Understanding Mail Merge • Mail Merge involves taking information from one document – the data source – and combining it with another document – the main document. • The data source is a document, spreadsheet or database storing valuable information. • The main document contains the text that does not change, as well as merge fields, which are placeholders that indicate where Word should insert the variable information from the data source.

17. Mail Merge • When you merge the data source and the main document, Word creates one copy of the main document for every set of information in the data source, inserting the data source’s information in place of the merge fields. • You can do the mail merge by starting the Mail Merge Wizard. • select Letters and Mailing on the Tools menu and click Mail Merge. • The Mail Merge task pane appears. • Firstly, select a document type, such as letters, envelop, labels or directory.

18. Mail Merge - Letters • For creating a letter, steps are as follows. • Select the document type as Letter, and then click Next: Starting Document. • You can choose to use the current document, the templates or existing file. • Click Next: Select Recipients, and choose the data source either from creating a new list or existing data file from Word/Excel/Access.

19. Mail Merge - Letters • Select the recipients you want to send the letter and click Write your letter. • Then you have to insert the merge fields into your letter. • Click the Address Block in the Mail Merge pane. • Go to Merge Fields if you want changes from default settings.

20. Mail Merge - Letters • Click the Greeting Line to insert the greetings style for your recipients. • Press OK and click Next: Preview your letter. Then you can see the merged result of letters. • Click Next: Complete the merge. • Then you can either do the printing or edit individual letters.

21. Mail Merge - Letters • The Merge to New Document dialog box appears. You will be asked which record you want to merge, print or edit. • Select the record numbers you want, and the individual letters for these records will be generated to a new document.

22. Mail Merge - Labels • For creating labels, steps are as follows. • Select the document type as Label, and then click Next: Starting Document. • Select Change Document Layout, and then Label Options. • Choose the label size and press OK.

23. Mail Merge - Labels • Click Details button to set up the label information. • Fill in the size and layout of labels, then press OK. • A document showing label format appears. • Click Next: Select Recipients, then Arrange your label.

24. Mail Merge - Labels • Click the Address Block in the Mail Merge pane. • Click the Update all Labels button to copy the layout of the first label to the others. • You can click the Preview your labels and Complete the merge. • Then you can either do the printing or edit individual label.

25. Tracking Document Changes • Track Changes • After you create a draft of a document, you might distribute it to your coworkers and ask for their comments and revisions. • With Microsoft Word, you can easily distribute a document to reviewers electronically so that they can read, revise, and comment on the document without printing it. • Reviewers edit the document using Track Changes feature so that you can see what they’ve changed. You can review, accept or reject changes and comments by using buttons on Reviewing toolbar.

26. Tracking Document Changes • When two or more people collaborate on a document, one person usually creates and owns the document and the others review it, suggesting changes to make it more accurate. • Reviewers can turn on the Track Changes feature so that the revisions they make to the document are recorded without the original text being lost. • To turn on change tracking, you can click Track Changes on the Tools menu. You then edit the text as usual. • Word shows changed text in a different color from the original texts and uses revision marks, such as underlines, to distinguish the revised text from the original text.

27. Tracking Document Changes • To help you manage changes, you can turn on the Reviewing toolbar and use the buttons on this toolbar to work with tracked changes. • You can use the Accept Change or Reject Change/Delete Comment button to incorporate a change into the document or delete it and restore the original text. • You can also accept all the changes at once by clicking the arrow next to the Accept Change button and select Accept All Changes. • To reject all the changes at once can be done by clicking the arrow next to the Reject Change button and select Reject All Changes.

28. Tracking Document Changes Accept Changes Reject Changes

29. Adding Comments • Comments • In addition to making changes to a document in revision marks, you can insert notes or comments to ask questions or explain suggested edits. • To insert a comment, select the text to which the comment refers, click the InsertComment button on the Reviewing toolbar, and type what you want to say in the comment balloon.

30. Reviewing Changes and Comments • Reviewing Pane • On the Reviewing toolbar, click the Reviewing Pane button to open that pane at the bottom of the Word window.

31. Reviewing Changes and Comments • Printing of Reviewing Pane • If you want to print out those changes and comments in a report format, you can select the view of Reviewing Pane, choose List of markup in the Print What box under Print function.

32. Comparing and Merging Documents • Compare and Merge Document • Sometimes you might want to compare several versions of same document which reviewed by different colleagues. • On the Tools menu, click Compare and Merge Documents.

33. Comparing and Merging Documents • Select (Don’t double-click) the document you want to compare to the document you currently open, e.g. The document named “Merge1”. • Click the arrow next to the Merge button, and then click either Merge into Current Document or Merge into New Document . • The changes from the Merge1 document are transferred to the current document or a newly opened document. • Each reviewer’s changes are identified by a different color.

34. Tips – Preventing Editing/Formatting Changes • Protect Document • Sometimes you may want people to be able to open and view a document but not make changes to it. You can specify that only comments can be inserted in the document, you can require that changes must be made using change tracking. • To protect document from unauthorized changes, you can click Protect Document on the Tools menu. • In the Editing Restrictions area of the task pane, select Allow only this type of editing in the document check box. • You can click the down arrow to the right of the box below, and click Track Changes in the drop-down list.

35. Tips – Preventing Editing/Formatting Changes • Click the Yes, Start Enforcing Protection button. • You can enter a password if you want only those people who know the password to be able to turn off document protection. • Without entering a password, click OK.

36. Tips – Protecting Documents with Password • Sometimes you may want only certain people to be able to open a document. • To open a protected document, you need to enter the password exactly as it was set. • If you lose or forget the password for a protected document, you will not be able to open it. • To protect a document, you can click Options on the Tools menu and display the Security tab of the Options dialog box. • To set a password, enter it in the Password to Open box and click OK. • If you want other people to be able to read or copy the document but not change it, you can select the Read-only recommended check box.

37. Tips – Protecting Documents with Password • Then when anyone opens the document, Word displays a message suggesting that a read-only version of the document be opened. • Setting a document as read-only version does not prevent people from opening the file or from saving a copy with different file name so that they can edit the copy.

38. Tips – AutoCorrect (自動校正) • Word can automatically corrects some misspellings as you type them which called AutoCorrect feature. • You can also use AutoCorrect to insert a phrase when you type an abbreviation. • If you don’t want Word to automatically change a misspelling or an abbreviation, you can reverse the change by clicking the Undo button before you type anything else. • Steps to have AutoCorrect settings: • On the Toolsmenu, click AutoCorrect options and choose the AutoCorrect tab.

39. Tips – AutoCorrect (自動校正) • For example, to replace GPBI with GP Batteries International Limited. • Click the Replace text box, and type GPBI. Then Type GP Batteries International Limited to the With text box. • Click Add to add the entry to the correction list. • Click OK to close the AutoCorrect dialog box.

40. Tips – AutoText (自動圖文集) • If you prefer to read and approve Word’s changes before it automatically inserts them, you can use AutoText feature to save time and create consistency in your documents. • For example, to add Sylva Sylva Industries Limited as AutoText. • On the Insert menu, click AutoText tag. • In the Enter AutoText entries text box, type Sylva Industries Limited. • Click Add and then OK. • If you type Sylva, a screen-tip displays Sylva Industries Limited, then press ENTER to insert.

41. END ~ THANK YOU ~

42. Q & A