ADVANCED WORD
LESSON 1
WORKING WITH TABLES.
How to create a table
Click on table menu.
Select insert then Table.
Specify number of rows & columns.
Click OK.
How to Add a Row/Column
Position a cursor where you want to add a row/column.
Click on Table Menu, Select insert then row above/below
HOW TO MERGE CELLS
Highlight the row.
Click on table menu.
Select merge cells.
HOW TO SPLIT CELLS
Highlight the row(s)
Click on table menu.
Select split cells.
Specify number of columns and number of rows.
DELETING COLUMNS/ROWS
Highlight the Row or Column.
Click on table menu.
Select delete the Column or Row.
SPLITING A TABLE
Position the cursor where you want to divide the table.
Click on table menu.
Select split table.
PLACING BORDERS AROUND THE TABLE
Highlight/select your table.
Click on format menu.
Select borders & shading.
Select border tab.
Then select settings e.g. box, all, custom etc.
Select border styles, color, click Ok.
SHADING YOUR TABLE
Highlight the table.
Click on table menu/click on format menu.
Select borders and shading.
Select shading tab.
Under Fill select the color.
Under pattern select the style.
Click Ok.
TABLE AUTO FORMAT
Highlight the table.
Click on table menu.
Select table auto format.
Under category select all table style.
Select style, under table style.
Click Apply.
SORTING DATA:
Highlight the data (Names)
Click on Table menu
Select sort
Under sort by select the column name
Select: Ascending or Descending
Click Ok.
PERFORMING MATHS IN TABLES
Put the cursor where you want to put the Total, Average, Maximum/Minimum number.
Click on Table Menu.
Select Formula.
Select the appropriate formula e.g.
=Sum (left)
=Sum (above)
=Average (left) etc.
Inserting a worksheet file (excel file) in the Microsoft Word document
Position the cursor where you want to insert your sheet.
Select on Insert Menu.
Select File.
Under file of type
Select All files.
Select Excel file e.g. students’ results
Click Insert
Under open document in workbook:
Select the entire workbook or just single sheet.
Click Ok
LINKING FILES:
Open a blank document (Word document).
Click on insert menu.
Select Hyperlink.
Type the link word e.g. open excel file, this is typed on the *Text to display tab.
Specify the location of the file which you want to create a link for,
Select the file.
Click Ok (*If you are using Office 2000 click Ok again).
Save the link e.g. “My Word link”.
To open a link file, click on the link (* if you are using Office XP press (Ctrl + Click).
LESSON 2:
INSERTING GRAPHIC E.G. CLIP ART.
How to insert clip art
Open the document, which will contain the picture.
Click on insert menu.
Select picture, then Clip Art.
Under search for: Type the category e.g. Animal.
Click on search (if using office XP) or Press
Enter (if using Office 2000).
Right click on picture, select insert, then close Clip Art window.
Setting Clip Art as your background:
Make sure that the picture toolbar is displayed.
Select the picture (select washout/water maker from color/image control).
Click on the text wrapping.
Select Behind text.
* If the text is behind the picture, Right click the picture and select Order then select send behind text
ADDING AUTOSHAPES:
Click on insert menu.
Select picture.
Select auto shapes.
Select e.g. Basic shapes from Auto shapes toolbar.
Select the shape e.g. Rectangle and drag it over the area where you want to put your object.
If you want to apply color
Right click the object.
Select format auto shape.
Select color and lines tab.
Under Fill select the color you want.
Click Ok.
Inserting Graphic Files/e.g. scanned picture
Click on insert menu.
Select picture.
Select from file.
Specify the location e.g. from drive C.
Select the file (picture name).
Click insert.
Working with drawing toolbar:
To access the drawing toolbar (displaying drawing toolbar).
Click on view menu.
Select toolbars.
Put a tick on Drawing.
HOW TO GROUP OBJECTS (in case you want to copy them)
Select the objects one after another (select the first object) then press shift while selecting the rest).
Click on drawing from the drawing toolbar.
Select group.
TO UNGROUP OBJECTS.
Click on Draw from the drawing toolbar.
Select ungroup.
ADDING WORD ART
Click on insert menu.
Select picture.
Select Word Art.
Select the style.
Type the text e.g. ORIGINAL DOCUMENT OR UCC ARUSHA BRANCH.
Click Ok.
WATERMARKS (these are the words behind the text)
Click on view menu.
Select Header & Footer.
Click Insert Menu.
Select Picture.
Select Word Art.
Select Style.
Click Ok.
Type the text e.g. SAMPLE.
Click Ok.
Click on text wrapping symbol from Word Art Toolbar.
Re-size your text.
Select behind text.
Close Header & Footer Toolbar.
Removing water Marker
- Click on View menu
- Select header and footer
- Select the text to be removed
- Press delete key
- Click on save button to save changes
APPLYING WATER MARKER (When you are using office XP)
Click on Format Menu.
Select Background.
Select Printed Water marker.
Click Ok.
Point on * Text Water mark
*Under text, type e.g. SAMPLE
- Select size and Color.
- Click Apply then Ok
LESSON 3:
MAIL MERGE:
Mail Merge is a feature used to print a number of copies of letters or any other document which have more or less the same contents but differ in few details (may be names & addresses are different in each mail. In mail (MAIL MERGE) there is only one document having the text which is the same for every copy, it is called “MAIN DOCUMENT”. The information that differs from one copy to another is called “DATA SOURCE” (ADDRESSES). The main document & data source are prepared separately and then at the end they are merged (combined) into a single file with several copies.
MAIL MERGING: (When using office 2000)
Type a letter and save it.
Open the letter (in case it is not open).
Click on Tools Menu.
Select Mail Merge.
Under Main Document:
Click on Create.
Select form letters.
Click on Active window.
From main “Data Source”
Click on Get data
Click on Create Data Source.
Remove unwanted fields.
Click Ok.
Save your data sources.
Click on Edit data source.
Type Addresses, click on Add new after each address, when you are through click Ok.
Put the cursor where you want to put the addresses
Click on insert merge fields from mail merge toolbar.
Select all fields starting with e.g. Title, First name etc.
Click on ABC symbols in order to view records
Then click on Merge to new document symbol from the mail merge toolbar.
Save your document.
MAIL MERGE
(When using Office XP)
- Open the document (e.g. letters to be given to different people)
- Click on Tools Menu
- Select Letters and mailing
- Click on Mail Merge Wizard
- Select Letters
- Click Next: starting document
- Select Use the current document
- Click on Next: Select recipients
- Select *Type a new list
- Click on Create
- Click on Customize
- Delete unwanted field Name
- Click OK
- Type address and click on New Entry to type the next address
- When you are through, Click Close
- Save your addresses (data sources)
- Click on Select all
- Click OK
- Click on Insert Merge fields symbol from the Mail Merge Toolbar
- Select Database fields
- Select all the fields you want e.g. Title, First Name, Surname etc.
- Click Insert
- Close
- Put the cursor where you want to put your addresses
- Click on merge to New document from Mail merge Toolbar
- Under merge records, Select All
- Click Ok
- Save your document
Footnotes and Endnotes
You can include a footnote within a document to help explain comment or provide a reference for any text within a file. Typically footnotes are used to reference the source of your information, Ms Word allows you to include both footnotes and endnotes within the same document. Footnotes appears at the bottom of the page they are referring, while endnotes are displayed at the end of the document or section
Adding footnotes/endnotes
- Place the cursor where you want your footnotes to appear e.g. after the word UCC
- Click on Insert menu
- Select Reference (When using Office XP)
- Select footnotes
- Select footnotes or endnotes
- Click OK
- Type the meaning i.e. University Computing Centre
Page Break
- Position the cursor where you want to apply page break
- Click on Insert Menu
- Select Break
- Select page break
- Click OK
Inserting Page Numbers:
- Click on Insert Menu
- Select Page Numbers
- Click Format
- Select e.g. 1, 2, 3 OR -1-, -2-, -3- etc.
- Select Continue to from previous section
- Click OK
- Click OK again
Section Break (This is done if you want to use different numbers formats within one document e.g. 1, 2, 3 etc. and i, ii, iii, etc.)
* Having inserted page numbers;
- Put the cursor on the word of the last page of the section which you want to apply different number format e.g. i, ii, iii etc.
- Click on Insert Menu
- Select Break
- Under Section break types, Select Next Page
- Click OK
- Press Delete (to delete empty page)
- Click Insert menu
- Select Page Numbers
- Click on format
- Select 1, 2, 3
- Select Start at: 1
- Click OK then OK.
- Put the cursor on the first page (the area to apply roman numbers i.e. i, ii, iii etc.
- Click on Insert menu
- Select page numbers
- Click on format
- Select i, ii, iii etc.
- Select start at i.
- Click OK, then OK
LESSON 4:
ADDING TABLE OF CONTENTS
STEPS:
- Select all the headings to be put in the table of contents; start with the First heading e.g. Working with tables
- Click on heading styles i.e. heading selection box (under normal box) on the formatting tool bar.
- Select heading 1.
- After selecting heading 1; do the following:
- Place the cursor where you want to put the table of contents.
- Click on Insert Menu.
- Select references or index and tables.
- Select table of contents tab.
*Under show levels; select 1.
- Click ok.
Adding levels 2, 3 etc. (Sub-headings)
- Highlight the word to be put in the table of contents as a sub heading e.g. re-sizing the table
- Click on the heading selection box (under normal box) on the formatting tool bar.
- Select heading 2
- Click on Insert Menu.
- Select reference or index and tables.
*Under show levels; select 2.
- Click Ok.
*In case the document has moved down to a different page from the one indicated on the table of contents; updated the table of contents by doing the following:-
- Put the cursor in the table of contents.
- Right click.
- Select updated Field.
- Then updated the entire table.
*In case you want to remove some headings from the table of content; do the following:-
- Highlight the text e.g. re-sizing tables from the document (in the document area and not in the table of contents).
- Click on the heading selection box (under normal box).
- Select normal.
- Put the cursor in the table of contents area.
- Right click.
- Select update field.
- Select entire table.
- Click ok.
MASTER DOCUMENT .
A master document can be used to store a set of `sub documents’ that are saved
as separate files. (Microsoft word files only.)
Creating a Master Document.
- Open a blank document.
- Click on view menu.
- Select outline.
- Type the text e.g. open student file.
- Click on insert sub document symbol from the toolbar.
- Specify file location (the place where the file is located).
- Select the file.
- Click open.
- Save your master document.
- Close master file
- Open the file (Master file), a link will be displayed, click on that link.
*If you want to create several links in the master document do the following:
- While you are on the master document; type another text below the first link e.g. Open tutors file.
- Click on Expand sub document symbol on the toolbar.
- Then click on insert sub document symbol on the toolbar.
- Specify the file location.
- Select the file.
- Click open.
- Save the changes (i.e. click on `save’ not `save as’)
- Close the master document.
- Open it, click on the link in order to open the file.
CREATING AN INDEX.
You may want to create an index for a document. An index may include both headings and sub headings and you can choose how the page numbers are to be displayed and printed.
Creating an index in ms word is a two step process. You must first mark the entries to be included within the index and then actually insert the index into your documents.
MARKING INDEX ENTRIES.
- Select the first word (entry) to be included in the index.
- Press alt + shift + * (or click on insert menu, select reference, index and table,
- Click on mark entry.
- Highlight the word (entry) inside the main entry.
- Click on mark (or mark all if the word appears in different pages)
- Select the next entry (word) to be put in index, click inside the main entry box, and highlight the word (entry).
- Click on mark or mark all.
- Continue until all entries are done.
- Click close when finished.
To insert the index.
- Place the cursor where you want to insert the index.
- Click on insert menu.
- Select reference, then index and tables.
- Click on Right align page numbers.
- Select e.g. 1 column.
- Click ok.
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