Learners must be confident using a mouse and keyboard and have Microsoft Word Introduction level skills.
What You Will Learn
In particular you will be able to:
Work with tables and charts
Customize formats using styles and themes
Use images in a document
Create custom graphic elements
Insert content using Quick Parts
Control text flow
Use mail merge
About This Course: This course is aimed at learners who wish to use Microsoft Word to create and modify more complex documents and use tools that allow them to customize those documents. This course will show you how you can work more efficiently by automating some tasks and providing methods to maintain consistency between documents. You will create more complex documents including lists, tables, charts, graphics, and newsletter layouts. Also you will mail merge data into documents to personalize correspondence, address envelopes and produce labels.
Working with Tables and Charts (Word 2007, 2010, 2013 2016)
In this lesson you will discover what impact tables can have when they are added to your documents.Your information can be simply lined up in rows for visual impact,but tables can be used for far more than making your data look good. You will learn to organize and chart the data in tables and understand how organizing your table data into categories makes it more convenient for someone viewing the table to find information informative and meaningful.
Sort Table Data
Do you follow any specific order when you enter your data into a table? Do you cut and paste the information to put it in alphabetic or numeric order, or do you enter it just the way you receive the information? Any of the above mentioned practices are time consuming and you could still end up not having everything in perfect order. This topic will show you how Word enables you to easily sort the table data into meaningful groups on a single or on multiple levels. For example, if you are sorting a list of customers, you might first sort by city, then by zip code if there are numerous zip codes within the city, and then by street.
Control Cell Layout
You have now sorted your data into meaningful groups. Some of the data in a column might apply to multiple rows of data.By learning to control the cell layout, you can change the shape and arrangement of the cells within the table and change the direction the text flows within cells. In this topic you will learn how to combine multiple adjacent cells into a single cell from rows, columns, or both.
Perform Calculations in a Table
Did you kow that you can perform calculations and insert formulas and functions into your Word document? It is true that Word is most appropriate for creating text documents,but it enables you also to insert formulas and functions into your document so that you can perform simple calculations on numbers in the document. Take your time now and find out how to perform mathematical operations such as adding, subtracting, or averaging the numbers in a row or column.
Create a Chart
A chart is a graphical interpretation of data very often used in Excel but is a feature of Word too. It is very important to know how to create a chart to show relationships between values, show trends, and summarize information in a graphical way which can help your audience understand the information. The information can be organized as points on a line,grouped into columns or bars, or shown as slices in a circle or a pie.
Customizing Formats Using Styles and Themes
Your organization might want to have a standard look and feel for their documents both inside and outside the organization.Formatting documents using styles and themes helps define the organization’s identity. This lesson will focus on customizing the look of the text within the document through the use of styles and themes in order to maintain a consistent look and feel in your documents.
Create and Modify Text Styles
The fonts and formatting within your document should be consistent with your organizational guidelines. In this topic, you will use various character and paragraph formatting options to create a custom style to give your documents a more polished look. To help ensure that you are using the proper fonts and formatting,you can create styles that define such things as font size and color, and paragraph spacing and alignment.
Create Custom List or Table Styles
You have seen how creating your own custom styles for the text in your document can save you time when you need to use the style again. You can create styles for other elements in your Word documents, including lists and tables. The formatting options are directly related to the element that you are creating a style for, so the options for creating lists and tables will be different from what was available for text and paragraphs. To learn how to apply the same formatting to document elements without the need to format them each time will save you time and effort.
Apply Document Themes
Remembering exactly which fonts, colors, and styles you used in a previous document can be difficult.Good news is that there is a such file that contains a set of theme colors, fonts, and effects such as lines and fill effects and you can apply it to any document quickly and easily. By learning more about Document themes you will be able to create documents with consistent formatting and a consistent look to the fonts, colors, and graphic effects in your documents. Word contains built-in themes, so you can even create your own theme by customizing an existing theme.
Using Images in a Document
In previous lesson you discovered styles and themes and the ways in which they can change the look of your document.There is another element that can enhance your document’s usefulness.This lesson will show you how to add images to your document to provide additional information and visual appeal and how to use the image to supplement your text rather than take away from it.
Resize an Image
You have selected an image and you have added it to your document…but it does not look good and it does not fit.You realize that it is not enough only to choose and add an image to a document, you sometimes need to cut out parts of it, change the size or orientation, or make it larger or smaller. And how to do that? Word enables you to do all of those things to resize an image including a photograph or clip art picture. Your objective is to learn to resize an image in a document to make it fit where you need it.
Adjust Image Appearance
You resized an image in a document to make it fit where you need the image. But sometimes a picture needs to be adjusted for contrast or brightness. Even if the picture is fine as a picture, you might want to adjust these settings to make it stand out from or blend in with the text,depending on your needs. In this topic, you will adjust the image appearance with contrast, brightness, and coloring.
Integrate Pictures and Text
Now that you have the image the way you want,as you have resized an image and changed its appearance, you can control how the image is integrated with the text on the page. Pictures can be an important part of your document if they are properly integrated into your document text. Placing the picture too far from the text it relates to can lessen its meaningfulness. Also, the picture shouldn’t obscure or overpower the text. You can use text wrapping to improve the visual effectiveness of your documents.In this topic, you will learn how to control the text wraps around the image.
Insert and Format Screenshots
Up to this point, you have used images that were already saved as files.In addition to it, you will learn how to capture and include screenshots. When creating your documents you might want to include some screenshots to demonstrate something that would be difficult to explain in words. It is crucial to know how to capture screen images and insert them in a document and in this topic you can master the process of capturing images and editing them.
It is simple and effective tool that you can use either for your work or capturing a memory from your recent holidays. This application allows you to insert a link to an online video in your Word 2013 document and view it in the document without the need to open a browser. To return to the document, you just need to press Esc or click in the main document outside of the video frame.As simple as that. While this might not be very useful in printed documents, it is handy for documents you share online.
Creating Custom Graphic Elements
When a moment comes that you need to create a striking document,to make important text stand out from surrounding text, or organize your text and graphics, you would apply the knowledge from this lesson. You will learn to add text boxes and shapes to your document and will understand how WordArt and SmartArt can greatly enhance visual appeal to headings or other text in your document. All of these can be combined to create striking documents.
Create Text Boxes and Pull Quotes
A text box is a Word object that enables you to place text anywhere in your document. They can be resized to meet your needs and you can format the text and graphics within the text box as you would any other text or graphics. The text box itself can also be formatted with background colors and borders, if desired.In this topic, you will insert text boxes and pull quotes to set off text from the rest of the document to make information stand out. Text boxes can be used to help you organize the content on a page to keep information all on a specific page, add an annotation to a chart or image, or place text in a specific location in the document.In this topic you will also find out how to emphasize text that you want by using a predefined type of text box referred to as a pull quote.
You can add shapes to a document to make information stand out, add an arrow to important information, or create a row of graphics to separate sections of a document.You will learn to use Drawing tools which contain predefined shapes that you can add to your document.You will create the size and dimensions of the shape and add any text you want.
Add WordArt and Other Text Effects
Another way to call attention to information is to use WordArt, which is a special graphical element.WordArt is text with special effects applied to it. In Word you can find a gallery of WordArt styles with decorative effects like fills, shadows, bevels, and reflections. WordArt objects can be resized or formatted much like other graphics objects. After this topic you will not only understand what is behind text in newspapers where the first letter in a paragraph takes up multiple lines with the text wrapping next to it but you will be able to create this special text effect as well.
Create Complex Illustrations with SmartArt
Some complex illustrations such as organizational charts or flow charts combine multiple shapes with connecting lines. It can be difficult to create and add to these types of illustrations.This is where Word’s SmartArt comes to help. A SmartArt graphic is a predefined graphics object that includes complex graphic objects that are composed of multiple shapes with connections between them and laid out to enable you to illustrate things such as a process, hierarchy, cycle, or the relationship between items in your illustration. The SmartArt gallery includes multiple layouts for each type of SmartArt. You can add text to the graphic to illustrate your process or concept.
Inserting Content Using Quick Parts
So far you have dealt with many types of elements in your Microsoft® Word documents such as tables, text boxes, and images. In this lesson, through the use of Quick Parts, you will see how you can easily add default and custom content to your documents. Using Quick Parts provides access to the default Word galleries to create, store, and find reusable pieces of content.
Insert Building Blocks
You want to use the same content between documents and wonder how to escape retyping it each time? This topic will be important to you if you want to know how you can create blocks of content to reuse for each document. You will become familiar with The Quick Parts button on the INSERT tab which is used to insert reusable pieces of content in your documents and in no time your documents will be created effortleslly. The Quick Parts gallery includes built-in building blocks, building blocks you saved to the gallery, AutoText entries, document properties, and fields.
Create and Modify Building Blocks
You have seen how easily you can use built-in Quick Parts to format your document. If you frequently use the same text with the same formatting and copy the information from one document to another so thatyou use consistent wording and formatting, you can even create your own building blocks to make reusable content. In this topic, you will create your own building blocks.
Insert Fields Using Quick Parts
If you have content that is regularly updated, you can use fields to hold that data. Whenever you need to change it, you can update the fields.Examples of fields that are automatically inserted with some Word commands include the date, time, document properties, and page numbers. You can also insert fields manually to include variable information in a mail merge such as customer names and addresses. The Quick Parts menu also includes the ability to insert fields for variable content in your document. In this topic, you will add fields to your document.
Controlling Text Flow
You have added and edited several elements in your documents. You have seen how text can flow around objects in your document. There are times when you need to control how text flows from one page to the next so that it makes the content easier to read. You might also want to have different sections of the document formatted in different ways. Columns are often used in newsletters and other documents to keep content together. If you have a text box, you want to make sure it stays near the content it relates to. In this lesson, you will do all these things to control text flow.
Control Paragraph Flow
In this lesson, you will control text flow in various ways. Sometimes, you might find that the last word or line of a paragraph falls on the next page from the rest of the paragraph. This can make it difficult for the reader to follow the content. If you have graphics in your document, they might push your text where you don’t want it to be. In this topic, you will see how you can control the paragraph flow with paragraph options.
Insert Section Breaks
Without section breaks, the same page layout configuration will be applied to your whole document. And if you want to have different headers, footers, page numbering, page orientation, or margins for different parts of a document, you need to learn how to insert section breaks.This can be done by breaking the document into sections where a different page layout can be configured for each section of the document. This is what you will do in this topic. This will help you to have multiple layouts within a single document.
Your skills to create a proffesionaly looking document are improving. Every new topic is an additional benefit to your Word skills. When creating documents you might take into consideration potential readers and try to create a document that allows readers to more easily read the content. To do that,you need to master another type of break called Columns. They allow the text to flow in multiple columns on a page. Columns break the content into chunks that the eye can easily digest without excessive lateral movement, so the readers don’t lose their place. This is the type of break you will insert in this topic.
Link Text Boxes to Control Text Flow
Another way you can control text flow is to link text boxes together, which is what you will do in this topic. If you think of newsletters, they usually have several lead stories on the first page; the rest of the content for the article is located elsewhere in the newsletter. Linked text boxes allow you to do this in Word.
If you need to create any fax cover sheets with information prepopulated or letterhead from scratch, or from existing documents that already have the organization’s formatting applied,you need to invest your time in learning about templates. In this lesson, you will use templates to improve your efficiency and create consistent look for your documents. You will learn to use existing templates and modify a document and then save it as a template.This knowledge will save you time and help you to create consistently formatted documents with ease.
Create a Document Using a Template
You know that when you create a document, you often need to set up the page layout, determine which styles to use, and set up how the document is formatted. If you have documents that use the same page layout and styles, and even some of the same content, you can save time if you base your document on a template – a special type of Word document containing the desired formatting that you can use as the starting point for creating new Word documents. In this topic, you will create a document using a template. You will learn how to get an access to the styles, macros, and other items defined in the template, without losing the content in your current document.
Create a Template
You have seen how useful a template can be to create documents with a consistent look, with formatting already applied, and in some cases, with content already in the document. There might be times when the templates that are available don’t quite meet your needs. You can modify existing templates or create new templates, which is what you will do in this topic.
Using Mail Merge
For creating mass mailing labels, envelopes and folder labels, or for customizing letters that have mostly static text and graphics, but need to be personalized, you will welcome another useful Word feature that can customize documents for individual recipients. If you have a list of the names, addresses, or other information that needs to go into each separate document, you can use the mail merge to customize the documents and this is what you will learn in this lesson:- how to create customized labels, envelopes, and letters using the mail merge feature. This is a useful feature you are likely to use often if you need to send mass mailings in your organization.
The Mail Merge Features
A mail merge is a process where list of data is inserted from a list, a database, or a spreadsheet into a document to create multiple individualized documents. A main document contains the static information that will be in all of the documents. It also contains fields into which the variable data can be inserted. So if you have a document with static text like letters, envelopes, labels, phone and address books but you need to personalize it with the recipient’s name and address, you will use the mail merge feature. Rather than manually entering the name and address on each document, you can merge that data into your document, and greatly reduce the time needed to prepare the documents. In this topic, you will perform a simple mail merge in a document.
Merge Envelopes and Labels
You know how to perform a simple mail merge in a document.In previous topic you have created custom letters using data merged from a list into your main document. Another step is to create customized envelopes and labels using merge data, which is what you will do in this topic. You will see how you can simply merge the address information and print envelopes or labels as easily as you created merge letters.You will find out how to set the size, the font, and the position of return and delivery addresses, as well as printing options.
Create a Data Source Using Word
You have seen how to create letters, labels, and envelopes using an existing data source.At some point you will likely need to create your own data source, and in this topic, you will be shown how to create a data source in Word.
Do you have any tasks,a series of commands or instructions that you routinely perform? Do you wish you didn’t have to perform a long sequence of mouse clicks and keystrokes every time you format something? If your answer is YES, then you need to learn how to group them together as a single command called a macro. The macro will perform all of the tasks with a single click. This lesson will show you how to create and use macros to automate your tasks in Word.
Automate Tasks Using Macros
It can be frustrating to perform a long sequence of mouse clicks and keystrokes every time you format something, but you can bundle all of those mouse clicks and keystrokes into a single mouse click or keyboard shortcut in a macro. A macro is a set of instructions that are accessed and performed with a single mouse click or keyboard shortcut. Each macro must have a unique name within the document in which it is stored. They are usually stored in templates, but can also be stored in documents. You will discover how macro comes to your help and understand how to use them to your advantage.
Create a Macro
You have run a macro that was already created. In this topic, you will create your own macro. Creating macros will help you more quickly perform repetitive, lengthy tasks with a single click or by pressing the keys for a keyboard shortcut. After creating it you will save it to the global template, so that it is available in any document you create. Being able to record and run macros will save time and make you efficient.
Microsoft Word Intermediate was last modified: February 2nd, 2017 by darrell