Advanced Microsoft Word Rich Malloy Tech Help Today

2 Goal of the Course To learn more about Microsoft Word To learn more about Microsoft Word To learn how to do more in less time To learn how to do more in less time To find out the best approaches for further learning To find out the best approaches for further learning

3 Schedule Five Tuesday evenings, two hours each, 7:30 – 9:20 pm Five Tuesday evenings, two hours each, 7:30 – 9:20 pm Each evening, one hour lecture, one hour hands-on Each evening, one hour lecture, one hour hands-on Working at home Working at home

4 Your Instructor – Rich Malloy Computer Consultant – Tech Help Today, Greenwich Computer Consultant – Tech Help Today, Greenwich Adjunct Instructor, Norwalk Community College and The College of Westchester Adjunct Instructor, Norwalk Community College and The College of Westchester Microsoft-certified Expert in Word 2002, certified Master in Microsoft Office XP Microsoft-certified Expert in Word 2002, certified Master in Microsoft Office XP Former Editor in Chief, Mobile Computing Former Editor in Chief, Mobile Computing

5 References Handouts Handouts Suggested books: Suggested books: –Effective Executive's Guide to Microsoft Word 2002, Pat Coleman, $25, Barnes & Noble Web sites: Web sites: – -- Official Microsoft site – -- "Most Valuable Professionals" site provides help from actual users – a Microsoft site for Templates

6 Software Needed A recent version of Microsoft Word: A recent version of Microsoft Word: –MS Word 97 –MS Word 2000 –MS Word 2002 (Office XP) – Preferred –MS Word 2003 Computer Lab uses Word 2002 (XP) Computer Lab uses Word 2002 (XP)

7 Buying Microsoft Word Word 2002 Word 2002 –Not available anymore Word 2003 Word 2003 –New: $189 –Upgrade: $89 — Amazon

8 Microsoft Office Standard (includes Word, Excel, Outlook) Office XP - recommended Office XP - recommended –Not available anymore Office 2003 Office 2003 –New: $329 –Upgrade: $204 — Amazon

9  Best Deal  Microsoft Office 2003 for Students & Teachers (includes Word, Excel, PowerPoint & Outlook) Staples: $129 !!

10 Learning Word The best way to learn – use it The best way to learn – use it Use it is with something important to you Use it is with something important to you –Personal correspondence –Correspondence for a non-profit organization Explore with the Help feature Explore with the Help feature Become a Certified Microsoft Office Specialist Become a Certified Microsoft Office Specialist –Certified Specialist, Expert, or Master –For more info:

11 The Different Versions of Word MS Word 97 MS Word 97 MS Word 2000 MS Word 2000 MS Word 2002 (XP) MS Word 2002 (XP) –Includes Smart Tags, Task Panes –Note: Does not require Windows XP MS Word 2003 MS Word 2003 –Minimal changes from 2002 –Increased emphasis on the XML file format

12 When to Use Word Most paper-based documents Most paper-based documents –Letters –Simple tables –Simple brochures and publications –Outlook usually uses Word as its editor Electronic documents Electronic documents –Simple Web pages

13 When NOT to Use Word Complex publications Complex publications –Instead use Microsoft Publisher, Adobe PageMaker, or Quark Complex tables Complex tables –Use Microsoft Excel Complex Web pages Complex Web pages –Use Microsoft Front Page

14 Goals for Advanced Users Take advantage of special features Take advantage of special features Automate repetitive tasks Automate repetitive tasks

Session 1 – Tabs & Tables

16 Question: How can you put one word on the left margin of a line, and another word on the right? LikeThis Tabs

17 Things Nobody Knows Rocket Science Rocket Science Brain Surgery Brain Surgery Offensive strategy for NY Giants Offensive strategy for NY Giants How to use Tabs in Microsoft Word How to use Tabs in Microsoft Word

18 Tabs Traditional way to create columns of text Traditional way to create columns of text Tabs must have two components: Tabs must have two components: 1.Tab Characters 2.Tab Stops

19 Secret: How to Use Tabs 1. Type tab characters in text 2. Select lines of text 3. Set which type of tab stop you want 4. Insert tab stops on ruler w/ mouse 5. If needed, edit tabs –Click Format | Tabs

20 Tab Chars & Tab Stops Tab Character Left Tab Stop Center Tab StopDecimal Tab Stop Right Tab Stop Default Tab Stop Ruler Tab Button

21 Tab Characters Special characters that may be part of a document Special characters that may be part of a document To create: press Tab key on keyboard To create: press Tab key on keyboard To view: Press Show/Hide button on Standard Toolbar To view: Press Show/Hide button on Standard Toolbar

22 Tab Stops Indicated on Ruler Indicated on Ruler Can be different for each paragraph Can be different for each paragraph Types of Tab Stops: Types of Tab Stops: –Left –Center –Decimal –Right

23 Setting a Tab Stop Select paragraphs Select paragraphs Click Format | Tabs Click Format | Tabs Enter measurement (e.g., 1.5 inches) Enter measurement (e.g., 1.5 inches) Choose type (Left, Center, Right, etc.) Choose type (Left, Center, Right, etc.) Choose leader if desired (e.g., ………) Choose leader if desired (e.g., ………) Press Set button Press Set button Repeat process for next tab Repeat process for next tab

24 Adjusting Tabs Select paragraphs Select paragraphs Adjust tab stops on ruler Adjust tab stops on ruler Be careful not to insert new tabs, or delete existing tabs Be careful not to insert new tabs, or delete existing tabs

26 Is There a Better Way to Present This Information? ISDN requires an installation charge of $600 and costs $55 per month. DSL requires an installation charge of $600 and costs $80 per month. T1 requires an installation charge of $4000 and costs $1500 per month. Use a Table

27 When Do You Use a Table? Type of Connection Installation Cost Monthly Charge ISDN$600$55 DSL$600$80 T1$4000$1500 When you have similar data

28 Tables The better way to create short columns of text

29 Diagram of a Table 10723Joan Hillary Steve1ZipNameID Row Column Cell

30 What Is a Table? Information organized by rows and columns Information organized by rows and columns Columns are sometimes called "fields" Columns are sometimes called "fields" Each piece of information is a Cell Each piece of information is a Cell

31 Why Use Tables? Present similar data concisely Present similar data concisely Avoids repetition Avoids repetition Enables special formatting Enables special formatting Can do simple calculations Can do simple calculations

32 Disadvantages of Word Tables Limited features compared to Excel Limited features compared to Excel Limited calculating power Limited calculating power If you need large tables, use Excel instead If you need large tables, use Excel instead

33 Word Tables vs. Excel Tables Word is better for: Word is better for: –Text tables –Tables within text documents Excel is better for: Excel is better for: –Tables consisting mainly of numbers –Tables with many calculations –Large tables

34 Creating a Table Place cursor where table should appear Place cursor where table should appear Two Ways: Two Ways: 1.Click Table | Insert | Table 2.Or click the Insert Table button, then choose rows & columns Enter data into each cell Enter data into each cell Use Tab key to go to cell at right Use Tab key to go to cell at right At end of table, Tab adds new row At end of table, Tab adds new row

35 Converting to a Table Select a tabular text organized with tabs Select a tabular text organized with tabs Click Table | Convert | Text to Table Click Table | Convert | Text to Table Choose the desired number of columns and rows Choose the desired number of columns and rows

36 Moving & Resizing a Table Handles appear when pointer moves over table Handles appear when pointer moves over table –The Move handle (upper left) –The Resize handle (lower right) Move cursor over column border to reveal column-width handle Move cursor over column border to reveal column-width handle The same occurs for row-height borders The same occurs for row-height borders Also, you can use the Table menu Also, you can use the Table menu –Select column, row or cell –Click Table | Table Properties

37 Formatting a Table Select cells and format with menus Select cells and format with menus Use AutoFormat Use AutoFormat –Select any cell in table –Click Table | AutoFormat

38 Table Borders Borders are useful for grouping similar information Borders are useful for grouping similar information To use: To use: –Select cells that require borders –Click Format | Borders and Shading

39 Special Table Properties Sometimes you need to adjust text alignment within cells Sometimes you need to adjust text alignment within cells Vertical and/or horizontal alignment Vertical and/or horizontal alignment To use: To use: –Select cells that require alignment –Click Table | Table Properties –Select appropriate items to change

40 The Table Menu Lists most adjustments that you can make on a table

41 The Tables & Borders Toolbar A collection of tools for adjusting tables A collection of tools for adjusting tables Similar to the Table Menu Similar to the Table Menu To show it, click View | Toolbars | Tables and Borders To show it, click View | Toolbars | Tables and Borders Rotates text 90 degrees

42 Tabs and Tables With the ruler at top of document, you can specify tabs within table cells With the ruler at top of document, you can specify tabs within table cells Useful for special indentation Useful for special indentation But — you cannot type the Tab character But — you cannot type the Tab character Instead type Ctrl Tab Instead type Ctrl Tab With the ruler, you can also set hanging indents With the ruler, you can also set hanging indents

43 Sorting Table Rows Select rows that you want to sort Select rows that you want to sort Click Table | Sort Click Table | Sort Choose column by which you want to sort Choose column by which you want to sort

44 Exporting & Importing Tables A Word table can be copied and pasted directly into an Excel worksheet A Word table can be copied and pasted directly into an Excel worksheet An Excel table can be copied and pasted directly into a Word table An Excel table can be copied and pasted directly into a Word table

45 Calculations Select cell where you want Sum Select cell where you want Sum Click Table | Formula Click Table | Formula In the Formula dialog box, be sure formula is correct In the Formula dialog box, be sure formula is correct NOTE: If the numbers in the table change, the formulas have to be refreshed: NOTE: If the numbers in the table change, the formulas have to be refreshed: –Select the Sum or Average –Press F9

46 Common Formulas =SUM(ABOVE) — To sum the column of numbers immediately above =SUM(ABOVE) — To sum the column of numbers immediately above =SUM(LEFT) — To sum the row of numbers immediately to the left =SUM(LEFT) — To sum the row of numbers immediately to the left =AVERAGE(ABOVE) — To average the column of numbers immediately above =AVERAGE(ABOVE) — To average the column of numbers immediately above =AVERAGE(LEFT) — To average the row of numbers immediately to the left =AVERAGE(LEFT) — To average the row of numbers immediately to the left

47 Review Create table or convert text to table Create table or convert text to table Move and resize tables Move and resize tables Format tables Format tables Adjusting table borders Adjusting table borders Special table properties Special table properties

48 Review (cont.) Using the Table Menu & Table Toolbar Using the Table Menu & Table Toolbar Using tabs in Tables Using tabs in Tables Sorting tables Sorting tables Exporting and importing tables Exporting and importing tables Adding formulas to tables Adding formulas to tables