Word 97 Advanced - Styles - Slide No. 1 © Cheltenham Computer Training Styles Word 97 - Advanced -

Word 97 Advanced - Styles - Slide No. 2 © Cheltenham Computer Training TIP: Depressing the SHIFT key and clicking on the down arrow will display ALL available styles What are Styles? –Allows you to define a group of paragraph and character formats as a style, and then save the styles in a style sheet –A style sheet is a list of styles which are part of a document or document template –You can then apply these styles to documents which saves time spent formatting text over and over by hand

Word 97 Advanced - Styles - Slide No. 3 © Cheltenham Computer Training Creating Styles –The easy way! –Select some sample text to which you have previously applied formatting information, such as bold, font type and size etc. –Click on the Style box, within the Word formatting toolbar –Within the Style Box, delete the currently listed style and enter a new name –Press Enter –The new style will now be stored for further use The hard way! From the Format menu, choose the Style command to display the Style dialog box

Word 97 Advanced - Styles - Slide No. 4 © Cheltenham Computer Training The selected style is applied to the selected item in the document Applying Styles –Select the part of the text to which you want to apply the style –Click on the Style Box drop down arrow to display a list of styles –Select the required style –The style will then be applied

Word 97 Advanced - Styles - Slide No. 5 © Cheltenham Computer Training Modifying Styles Any styles you have created can be modified

Word 97 Advanced - Styles - Slide No. 6 © Cheltenham Computer Training Heading Styles There are nine different heading levels which can be used to structure a document, and these are numbered from 1 to 9 You can use these header styles to generate a table of contents

Word 97 Advanced - Styles - Slide No. 7 © Cheltenham Computer Training Style Gallery Used to apply a collection of new styles to the current document

Word 97 Advanced - Styles - Slide No. 8 © Cheltenham Computer Training Review Questions

Word 97 Advanced - Styles - Slide No. 9 © Cheltenham Computer Training Templates Word 97 - Advanced -

Word 97 Advanced - Styles - Slide No. 10 © Cheltenham Computer Training What are Templates? Templates can be used to make production of frequently used types of document faster and easier –The template may contain text or graphics already inserted in the document –Templates may contain styles, macros, AutoText entries, toolbar buttons, and customized menu and shortcut key settings –Pre-defined templates supplied with Word include templates for memos, reports, business letters, and even a CV! –Word is supplied with a number of Template Wizards

Word 97 Advanced - Styles - Slide No. 11 © Cheltenham Computer Training Creating Documents Based on Specific Templates From the File menu, select New Using the New tool on the Standard toolbar will always create a new document based on the Normal template

Word 97 Advanced - Styles - Slide No. 12 © Cheltenham Computer Training Creating a Document Using a Template Wizard

Word 97 Advanced - Styles - Slide No. 13 © Cheltenham Computer Training Creating Your Own Template You can save any document as a template!

Word 97 Advanced - Styles - Slide No. 14 © Cheltenham Computer Training Review Questions

Word 97 Advanced - Styles - Slide No. 15 © Cheltenham Computer Training Using AutoFormat Word 97 - Advanced -

Word 97 Advanced - Styles - Slide No. 16 © Cheltenham Computer Training Running AutoFormat From the Format Drop Down Menu Using this method you have the ability to review and/or reject changes

Word 97 Advanced - Styles - Slide No. 17 © Cheltenham Computer Training Removing AutoFormat Changes Always review changes If necessary remove selected changes made by AutoFormatting

Word 97 Advanced - Styles - Slide No. 18 © Cheltenham Computer Training Setting AutoFormat Options From the Format menu, choose AutoFormat and click on the Options button

Word 97 Advanced - Styles - Slide No. 19 © Cheltenham Computer Training Review Questions

Word 97 Advanced - Styles - Slide No. 20 © Cheltenham Computer Training Long Documents - Section Formatting and Master Documents Word 97 - Advanced -

Word 97 Advanced - Styles - Slide No. 21 © Cheltenham Computer Training Why Use Section Breaks? Section breaks can be used to make the organization and formatting of long documents easier –A section can consist of a single paragraph, or can be many pages long –A section is used when you want to change certain elements in part of a document only, e.g. margins, page setup, headers and footers, etc.

Word 97 Advanced - Styles - Slide No. 22 © Cheltenham Computer Training Inserting Section Breaks –Place the insertion point where you want the new section to begin. From the Insert menu, select the Break command to display the Break dialog box

Word 97 Advanced - Styles - Slide No. 23 © Cheltenham Computer Training Page Setup/Section Layout Specify various options for the layout of a section –Such as the specifications for the beginning of a section, and the vertical alignment Start section on: New Page New Column Continuous Odd Page Even Page

Word 97 Advanced - Styles - Slide No. 24 © Cheltenham Computer Training What are Master Documents? Allows you to create a series of small, individual document files and then link them into a single Master Document Each sub-document may be created by a different person, on different PCs and the individual files may be linked together over a network Master Document Sub-documents

Word 97 Advanced - Styles - Slide No. 25 © Cheltenham Computer Training Constructing a Master Document Create a new document Switch to Master Document View Insert your sub-documents Save the Master Document file Use this button to insert sub- documents

Word 97 Advanced - Styles - Slide No. 26 © Cheltenham Computer Training Review Questions

Word 97 Advanced - Styles - Slide No. 27 © Cheltenham Computer Training Using Fields Word 97 - Advanced -

Word 97 Advanced - Styles - Slide No. 28 © Cheltenham Computer Training What are Word 97 Fields? Fields are codes that you can insert into a Word document that in some way automate your work or make Word more effective Examples include: –Table of contents generation fields –Time and date insertion fields Dialog box produced by selecting the Insert/Field command

Word 97 Advanced - Styles - Slide No. 29 © Cheltenham Computer Training Inserting the Date and Time Use the Insert drop down menu, to select the Date and Time command Keyboard shortcuts: To insert the current date press Alt+Shift+D To insert the current time press Alt+Shift+T What is the effect of using this check box?

Word 97 Advanced - Styles - Slide No. 30 © Cheltenham Computer Training Inserting the File Name into a Document as a Field Often used to insert the document file name into the document footer Options

Word 97 Advanced - Styles - Slide No. 31 © Cheltenham Computer Training Viewing, Updating, Unlinking, Locking and Navigating Fields To toggle between field codes and their effects Press Alt+F9. To update a field Select the field and press F9. To move to the next field Press F11. To move to the previous field Press Shift+F11. To unlink a field Press Ctrl+Shift+F9. To lock a field Press Ctrl+F11. To unlock the field Press Ctrl+Shift+F11.

Word 97 Advanced - Styles - Slide No. 32 © Cheltenham Computer Training Generating a Table of Contents If you have used several heading levels in your style list, you can build a Table of Contents directly from them

Word 97 Advanced - Styles - Slide No. 33 © Cheltenham Computer Training Formatting a Table of Contents You can apply any of the formats to the Table of Contents generated using the TOC (Table of Contents) field Formatting options include: Format (style) Show Page Numbers Right Align Page Numbers Show Levels Tab Leader

Word 97 Advanced - Styles - Slide No. 34 © Cheltenham Computer Training Generating an Index - Creating an Index Entry From the Insert menu, choose the Index and Tables command Select the Mark Entry option button to display the Mark Index Entry dialog box

Word 97 Advanced - Styles - Slide No. 35 © Cheltenham Computer Training Generating an Index - Compiling an Index Locate the insertion point at the position you want the index to appear –Select the Index and Tables command from the Insert menu Select the Index tab to display the Index folder –Using the Formats list you can specify several types of index formats:

Word 97 Advanced - Styles - Slide No. 36 © Cheltenham Computer Training Review Questions

Word 97 Advanced - Styles - Slide No. 37 © Cheltenham Computer Training Customizing Word Word 97 - Advanced -

Word 97 Advanced - Styles - Slide No. 38 © Cheltenham Computer Training Displaying Toolbars You can choose which toolbars to display You can add icons to or remove icons from any toolbar You can create new toolbars TIP: Right click on any toolbar to display a list of some selectable toolbars

Word 97 Advanced - Styles - Slide No. 39 © Cheltenham Computer Training View Options Nonprinting Characters –Tab Characters –Spaces –Paragraph Marks –Optional Hyphens –Hidden Text –All Show –Drawings –Object anchors –Text boundaries –Picture placeholders –Animated text –ScreenTips –Highlight –Bookmarks –Field codes –Field shading Window –Status Bar –Horizontal Scroll Bar –Vertical Scroll Bar –Vertical Ruler

Word 97 Advanced - Styles - Slide No. 40 © Cheltenham Computer Training General Options –Background Repagination –Help for WordPerfect Users –Navigation Keys for WordPerfect Users –Blue Background. White Text –Provide feedback with sound –Provide feedback with animation –Confirm conversion at Open –Update automatic links at Open –Mail as attachment –Recently used file list –Macro virus protection –Measurement units

Word 97 Advanced - Styles - Slide No. 41 © Cheltenham Computer Training Edit Options Editing Options –Typing Replaces Selection –Drag and Drop Text Editing –Automatic Word Selection –Use the INS Key for Paste –Overtype Mode –Use Smart Cut and Paste –Tabs and backspace set left indent –Allow Accented Uppercase Picture Editor

Word 97 Advanced - Styles - Slide No. 42 © Cheltenham Computer Training Print Options Printing Options –Draft Output –Reverse Print Order –Update Fields –Update Links –Background Printing –Allow A4/Letter resizing –Print PostScript over text Include with Document –Document properties –Field Codes –Comments –Hidden text –Drawing Objects

Word 97 Advanced - Styles - Slide No. 43 © Cheltenham Computer Training File Locations Options Defines file locations for: –Documents –Clipart Pictures –User Templates –Workgroup Templates –User Options –AutoRecover files –Tools –Startup

Word 97 Advanced - Styles - Slide No. 44 © Cheltenham Computer Training Save Options Defines saving options –Always create backup copy –Allow fast saves –Prompt for document properties –Prompt to save normal template –Embed TrueType fonts –Save data only for forms –Allow background saves –Save AutoRecover Info every: (x) Minutes File Sharing Options –Password to open –Password to modify –Read-only recommended

Word 97 Advanced - Styles - Slide No. 45 © Cheltenham Computer Training Spelling & Grammar Options Spelling –Always Suggest Corrections –From Main Dictionary Only –Words in UPPERCASE –Words with Numbers –Internet and File Addresses –Check Spelling As You Type –Hide Spelling Errors On This Document –Custom Dictionaries Grammar –Check grammar as you type –Hide grammatical errors as you type –Check grammar with spelling –Show readability statistics –Writing style

Word 97 Advanced - Styles - Slide No. 46 © Cheltenham Computer Training AutoFormat Options Options include: –Apply Headings, lists, automatic bulleted lists, and other paragraphs –Replace “Straight Quotes” with “Smart Quotes” Ordinals (1st) with superscript Fractions (1/2) with fraction character Symbol characters with symbols “Bold” and underline with real formatting Internet and network paths with hyperlinks –Preserve Styles –Always AutoFormat Plain text WordMail documents

Word 97 Advanced - Styles - Slide No. 47 © Cheltenham Computer Training Review Questions

Word 97 Advanced - Styles - Slide No. 48 © Cheltenham Computer Training Advanced Use of Find and Replace Word 97 - Advanced -

Word 97 Advanced - Styles - Slide No. 49 © Cheltenham Computer Training Using ‘Special’ Find and Replace Features

Word 97 Advanced - Styles - Slide No. 50 © Cheltenham Computer Training Advanced use of Find and Replace Allows you to search for (and replace) items including: –Fonts –Paragraphs –Tabs –Language –Frames –Styles –Highlight

Word 97 Advanced - Styles - Slide No. 51 © Cheltenham Computer Training Review Questions

Word 97 Advanced - Styles - Slide No. 52 © Cheltenham Computer Training Miscellaneous Advanced Features Word 97 - Advanced -

Word 97 Advanced - Styles - Slide No. 53 © Cheltenham Computer Training Bookmarks The Bookmark option is useful for numerous operations –You can use it to mark selected text, rows, or columns within a table, graphics, or the current location of the insertion point –A bookmark can also be used to mark a place so that it can be found easily for future work or revisions:

Word 97 Advanced - Styles - Slide No. 54 © Cheltenham Computer Training File Conversion This facility allows you to: –Open files that have not been stored in Word 97 format –Save files in a format other than Word 97 –Useful when swapping files with users using previous versions of Word or users with entirely different PC based word-processors Opening Closing

Word 97 Advanced - Styles - Slide No. 55 © Cheltenham Computer Training Equation Editor This is an add-in program which can be used with Word for Windows and other Microsoft programs –It is used to create scientific and mathematical equations which can be inserted into documents as objects

Word 97 Advanced - Styles - Slide No. 56 © Cheltenham Computer Training Footnotes Footnotes can appear at the bottom of a page, at the end of text on a page, at the end of a section, or at the end of a document –They are used to refer the reader to an additional source of information, or to provide additional data –Footnotes can be marked with a number or other symbol

Word 97 Advanced - Styles - Slide No. 57 © Cheltenham Computer Training AutoSummarize You can use the AutoSummarize feature to automatically summarize the key points in a document

Word 97 Advanced - Styles - Slide No. 58 © Cheltenham Computer Training Document Map The Document Map allows you to navigate through large documents with relative ease.

Word 97 Advanced - Styles - Slide No. 59 © Cheltenham Computer Training Macros A macro is a sequence of key strokes which you record and play back later –You can assign a macro to almost any action in Word 97 –They enable you to automate Word’s key strokes, and it’s mouse actions –You can place macros on a toolbar or menu, or you can assign them to a shortcut key stroke during the recording process

Word 97 Advanced - Styles - Slide No. 60 © Cheltenham Computer Training What is Outlining? Allows you to view or create the basic structure of a document

Word 97 Advanced - Styles - Slide No. 61 © Cheltenham Computer Training Highlight Changes –Highlight Changes are used to show the changes which have been made to a document and to show when, where, and by whom, the changes were made –Changes are shown in revision bars which are displayed in the margins and by using underlined characters for newly inserted text, and strikethrough characters for deleted text –Very useful if several people are working on the same document –Word 97 uses the Highlight Changes options which you set to compare the edited version to the original document

Word 97 Advanced - Styles - Slide No. 62 © Cheltenham Computer Training Password Protection –It is easy to assign a password to a document –You can assign two different types of password to a file: a Password to open, and/or a Password to modify –The Password to open means the file cannot be opened unless the correct password is issued –A Password to modify allows the file to be read, but not written to Keep a written record of the files and their passwords, particularly if you are working in a networked environment.

Word 97 Advanced - Styles - Slide No. 63 © Cheltenham Computer Training Word Count This feature is useful for displaying a word count of your current document, without the need to use the Summary Info feature

Word 97 Advanced - Styles - Slide No. 64 © Cheltenham Computer Training Review Questions