Objectives © Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives Chapter 30: Using Outline View and Formatting with Macros Performance Objectives  Create an Outline Create an Outline  Assign Headings Assign Headings  Collapse and Expand a Document Collapse and Expand a Document  Organize an Outline Organize an Outline  Create a Master Document and Subdocuments Create a Master Document and Subdocuments  CHECKPOINT 1 CHECKPOINT 1  Expand/Collapse Subdocuments Expand/Collapse Subdocuments  Rearrange Subdocuments Rearrange Subdocuments  Split or Combine Subdocuments Split or Combine Subdocuments  Record a Macro Record a Macro  Run a Macro Run a Macro  Pause and Resume a Macro Pause and Resume a Macro  Delete a Macro Delete a Macro  Assign a Macro to a Keyboard Command Assign a Macro to a Keyboard Command  Assign a Macro to the Quick Access Toolbar Assign a Macro to the Quick Access Toolbar  Record a Macro with Fill-in Fields Record a Macro with Fill-in Fields  CHECKPOINT 2 CHECKPOINT 2

© Paradigm Publishing, Inc. 3 Objectives Create an Outline To switch to Outline view: 1. Click the View tab. 2. Click the Outline button in the Document Views group. Outline button

© Paradigm Publishing, Inc. 4 Objectives Create an Outline…continued Selection symbols Selection symbols Outlining tab

© Paradigm Publishing, Inc. 5 Objectives Assign Headings

© Paradigm Publishing, Inc. 6 Objectives Assign Headings…continued

© Paradigm Publishing, Inc. 7 Objectives Assign Headings…continued To change normal text to a level 1 heading: 1. Position the insertion point in the desired text. 2. Click the Outlining tab. 3. Click the Promote to Heading 1 button in the Outline Tools group. Promote to Heading 1 button

© Paradigm Publishing, Inc. 8 Objectives Assign Headings…continued To change a paragraph to a level 2 heading: 1. Position the insertion point in the desired text. 2. Click the Outlining tab. 3. Click the Demote button in the Outline Tools group. Demote button

© Paradigm Publishing, Inc. 9 Objectives Assign Headings…continued To promote or demote a heading by dragging the selection symbol: 1. Position the arrow pointer on the selection symbol. 2. Hold down the left mouse button and drag the mouse until a gray vertical line displays. 3. Release the mouse button. gray vertical line

© Paradigm Publishing, Inc. 10 Objectives Collapse and Expand a Document  One of the major benefits of working in Outline view is the ability to see a condensed outline of your document without all of the text in between titles, headings, or subheadings. collapsed document

© Paradigm Publishing, Inc. 11 Objectives Collapse and Expand a Document…continued  The ability to collapse and expand headings in an outline provides flexibility in using the outline feature.  One popular use of this capability is to move quickly from one portion of a document to another.

© Paradigm Publishing, Inc. 12 Objectives Collapse and Expand a Document…continued  Another popular use of the collapse and expand feature is in maintaining consistency between various headings.  While creating a particular heading, you may need to refer to the previous heading.  To do this, switch to Outline view, collapse the outline, and the previous heading is visible.

© Paradigm Publishing, Inc. 13 Objectives Collapse and Expand a Document…continued To collapse the entire document: 1. Click the Outlining tab. 2. Click the down- pointing arrow at the right of the Show Level button in the Outline Tools group. 3. Click the level desired at the drop-down list. Show Level button

© Paradigm Publishing, Inc. 14 Objectives Collapse and Expand a Document…continued To collapse all of the text beneath a heading: 1. Position the insertion point within the heading. 2. Click the Outlining tab. 3. Click the Collapse button in the Outline Tools group. Collapse button

© Paradigm Publishing, Inc. 15 Objectives Collapse and Expand a Document…continued To expand the text beneath a heading: 1. Position the insertion point within the heading. 2. Click the Outlining tab. 3. Click the Expand button in the Outline Tools group. Expand button

© Paradigm Publishing, Inc. 16 Objectives Collapse and Expand a Document…continued To display only the level headings and the first line of each paragraph: 1. Position the insertion point within the heading. 2. Click the Outlining tab. 3. Click the Show First Line Only check box in the Outline Tools group. Show First Line Only check box

© Paradigm Publishing, Inc. 17 Objectives Organize an Outline  Collapsing and expanding headings within an outline is only part of the versatility the outline feature offers.  It also offers you the ability to rearrange an entire document by reorganizing the outline.  Whole sections of a document can quickly be rearranged by moving the headings at the beginning of those sections.  The text that is collapsed beneath the headings is moved at the same time.

© Paradigm Publishing, Inc. 18 Objectives Organize an Outline…continued To move a section: 1. Click in the desired heading. 2. Click the Outlining tab. 3. Click the Move Up button or Move Down button in the Outline Tools group. Move Up button

© Paradigm Publishing, Inc. 19 Objectives Organize an Outline…continued To move a heading by dragging the selection symbol: 1. Position the arrow pointer on the selection symbol. 2. Hold down the left mouse button, and drag the mouse until a gray horizontal line displays. 3. Release the mouse button. gray horizontal line

© Paradigm Publishing, Inc. 20 Objectives Create a Master Document and Subdocuments  For projects containing a variety of parts or sections, such as a reference guide or book, consider using a master document.  A master document contains a number of separate documents referred to as subdocuments.  A master document might be useful in a situation where several people are working on one project.  Each person prepares a document for his or her part of the project and then the documents are included in a master document.

© Paradigm Publishing, Inc. 21 Objectives Create a Master Document and Subdocuments…continued To create a master document: 1. Assign heading levels to titles and headings in the document. 2. Click the Show Document button in the Master Document group. 3. Select the headings and text to be divided in to a subdocument. 4. Click the Create button in the Master Document group. Create button

© Paradigm Publishing, Inc. 22 Objectives Create a Master Document and Subdocuments…continued subdocument icon

© Paradigm Publishing, Inc. 23 Objectives Create a Master Document and Subdocuments…continued  Open a master document at the Open dialog box in the same manner as a normal document.  Subdocuments in a master document display collapsed in the master document as shown in the previous slide.  Word automatically converts subdocument names into hyperlinks.  To open a subdocument, hold down the Ctrl key and then click the subdocument hyperlink.

Objectives © Paradigm Publishing, Inc. 24 CHECKPOINT 1 1)The Outline button is located in which tab? a.View b.Review c.Home d.Insert 1)The Outline button is located in which tab? a.View b.Review c.Home d.Insert 3)For projects containing a variety of parts or sections, consider using this type of document. a.main b.template c.master d.protected 3)For projects containing a variety of parts or sections, consider using this type of document. a.main b.template c.master d.protected 2)To change a paragraph to a level 2 heading, position the insertion point anywhere within the text and then click this button. a.Promote b.Demote c.Shift + Promote d.Shift + Demote 2)To change a paragraph to a level 2 heading, position the insertion point anywhere within the text and then click this button. a.Promote b.Demote c.Shift + Promote d.Shift + Demote 4)A master document contains a number of separate documents referred to as this. a.source documents b.side documents c.separate documents d.subdocuments 4)A master document contains a number of separate documents referred to as this. a.source documents b.side documents c.separate documents d.subdocuments Next Question Next Slide Answer

© Paradigm Publishing, Inc. 25 Objectives Expand/Collapse Subdocuments To expand subdocuments: 1. Click the subdocument. 2. Click the Outlining tab. 3. Click the Expand Subdocuments button in the Master Document group. Expand Subdocuments button

© Paradigm Publishing, Inc. 26 Objectives Rearrange Subdocuments To rearrange the order of a subdocument: 1. Collapse the subdocuments. 2. Point the mouse pointer on the subdocument icon. 3. Hold down the left mouse button. 4. Drag to the desired location. 5. Release the mouse button. mouse pointer

© Paradigm Publishing, Inc. 27 Objectives Rearrange Subdocuments…continued  When moving a collapsed subdocument, the dark gray, horizontal line must be positioned above the gray circle that displays above a subdocument.  If you position the dark gray, horizontal line between the gray circle and the top border of a collapsed subdocument, Word will display a message telling you that you cannot change a locked subdocument or master document.

© Paradigm Publishing, Inc. 28 Objectives Split or Combine Subdocuments To split a subdocument: 1. Expand the subdocuments. 2. Select the specific text within the subdocument. 3. Click the Outlining tab. 4. Click the Split button in the Master Document group. Split button

© Paradigm Publishing, Inc. 29 Objectives Record a Macro  Recording a macro involves turning on the macro recorder, performing the steps to be recorded, and then turning off the recorder.  Both the View tab and the Developer tab contain buttons for recording a macro.

© Paradigm Publishing, Inc. 30 Objectives Record a Macro…continued To display the Developer tab: 1. Click the File tab. 2. Click the Options button. 3. At the Word Options dialog box, click the Customize Ribbon option in the left panel. 4. In the list box at the right, click the Developer check box. Developer check box

© Paradigm Publishing, Inc. 31 Objectives Record a Macro…continued To record a macro: 1. Position the insertion point. 2. Click the Developer tab. 3. Click the Record Macro button in the Code group. (continues on next slide) Record Macro button

© Paradigm Publishing, Inc. 32 Objectives Record a Macro…continued 4. At the Record Macro dialog box, type a name for the macro in the Macro name text box. 5. Type a description for the macro in the Description text box. 6. Click OK. (continues on next slide) Record Macro dialog box

© Paradigm Publishing, Inc. 33 Objectives Record a Macro…continued 7. At the open document, perform the actions to be recorded. 8. Click the Macro icon that displays toward the left side of the Status bar. Macro icon

© Paradigm Publishing, Inc. 34 Objectives Run a Macro To run a macro: 1. Click the View tab. 2. Click the Macros button in the Macros group. (continues on next slide) Macros button

© Paradigm Publishing, Inc. 35 Objectives Run a Macro…continued 3. At the Macros dialog box, click the desired macro. 4. Click the Run button. Run button

© Paradigm Publishing, Inc. 36 Objectives Run a Macro…continued

© Paradigm Publishing, Inc. 37 Objectives Run a Macro…continued To create a macro that runs automatically: 1. Click the View tab. 2. Click the Macros button arrow in the Macros group. 3. Click the Record Macro option at the drop-down list. 4. Type AutoNew in the Macro name text box. 5. Type a description. 6. Click OK. Macro name text box

© Paradigm Publishing, Inc. 38 Objectives Pause and Resume a Macro To pause the recording of a macro: 1. Click the Pause Recording button in the Code group in the Developer tab. Pause Recording button

© Paradigm Publishing, Inc. 39 Objectives Delete a Macro To delete a macro: 1. Click the View tab. 2. Click the Macros button in the Macros group. 3. At the Macros dialog box, click the desired macro. 4. Click the Delete button. 5. Click Yes. 6. Click the Close button. Delete button

© Paradigm Publishing, Inc. 40 Objectives Assign a Macro to a Keyboard Command To assign a macro to a keyboard command: 1. Position the insertion point. 2. Click the Developer tab. 3. Click the Record Macro button in the Code group. 4. At the Record Macro dialog box, type a name and description. 5. Click the Keyboard button. (continues on next slide) Keyboard button

© Paradigm Publishing, Inc. 41 Objectives Assign a Macro to a Keyboard Command…continued 6. At the Customize Keyboard dialog box with the insertion point positioned in the Press new shortcut key text box, press the desired keyboard command. 7. Click the Assign button. 8. Click the Close button. Customize Keyboard dialog box

© Paradigm Publishing, Inc. 42 Objectives Assign a Macro to the Quick Access Toolbar To assign a macro to the Quick Access toolbar: 1. Position the insertion point. 2. Click the Developer tab. 3. Click the Record Macro button in the Code group. 4. At the Record Macro dialog box, type a name and description. 5. Click the Button button. (continues on next slide) Button button

© Paradigm Publishing, Inc. 43 Objectives Assign a Macro to the Quick Access Toolbar…continued 6. At the Word Options dialog box, click the desired macro in the left list box. 7. Click the Add button located between the two list boxes. 8. Click OK. Add button

© Paradigm Publishing, Inc. 44 Objectives Assign a Macro to the Quick Access Toolbar…continued To remove a Macro button from the Quick Access toolbar: 1. Right-click the button on the Quick Access toolbar. 2. Click the Remove from Quick Access Toolbar option at the shortcut menu. Remove from Quick Access Toolbar option

© Paradigm Publishing, Inc. 45 Objectives Assign a Macro to the Quick Access Toolbar…continued To display the macro security settings: 1. Click the Developer tab. 2. Click the Macro Security button in the Code group. Macro Settings

© Paradigm Publishing, Inc. 46 Objectives Assign a Macro to the Quick Access Toolbar…continued To save a template as a macro-enabled template: 1. Display the Save As dialog box. 2. Change the Save as type option to the Word Macro-Enabled Template (*.dotm) option. Word Macro-Enabled Template (*.dotm) option

© Paradigm Publishing, Inc. 47 Objectives Record a Macro with Fill-in Fields To insert a Fill-in field in a macro: 1. Begin the recording of the macro. 2. At the point where the Fill-in field is to be inserted, click the Insert tab. 3. Click the Quick Parts button in the Text group. 4. Click the Field option at the drop-down list. (continues on next slide) Field option

© Paradigm Publishing, Inc. 48 Objectives Record a Macro with Fill-in Fields…continued 5. At the Field dialog box with (All) selected in the Categories list box, scroll down the Field names and then click the Fill-in field. 6. Click in the Prompt: text box and then type the desired message. 7. Click OK. Prompt: text box

© Paradigm Publishing, Inc. 49 Objectives Record a Macro with Fill-in Fields…continued  When you run the macro, type the desired text specified by the prompt message. prompt message

Objectives © Paradigm Publishing, Inc. 50 CHECKPOINT 2 1)Both the View tab and this tab contain buttons for recording a macro. a.Insert b.Developer c.Home d.File 1)Both the View tab and this tab contain buttons for recording a macro. a.Insert b.Developer c.Home d.File 3)A macro that you use regularly can be added to this. a.Quick Access toolbar b.Status bar c.Task pane d.Ribbon 3)A macro that you use regularly can be added to this. a.Quick Access toolbar b.Status bar c.Task pane d.Ribbon 2)A macro description can contain a maximum of how many characters? a.55 b.155 c.255 d.355 2)A macro description can contain a maximum of how many characters? a.55 b.155 c.255 d.355 4)To assign a macro to the toolbar, click this button at the Record Macro dialog box. a.Button b.Toolbar c.Macro d.Record 4)To assign a macro to the toolbar, click this button at the Record Macro dialog box. a.Button b.Toolbar c.Macro d.Record Next Question Next Slide Answer