1 CA201 Word Application Increasing Efficiency Week # 13 By Tariq Ibn Aziz Dammam Community college

Tariq Aziz, Dammam Community College 2 Objectives In this chapter you will learn to: –Customize a menu. –Customize a toolbar. –Change settings for all documents. –Create a macro to automate a task. –Edit a macro.

Tariq Aziz, Dammam Community College 3 Customize Word To match the way that you like to work, you can customize Word by adjusting its menus and toolbars, changing the default setting for new documents, and using macros to automate repetitive tasks.

Tariq Aziz, Dammam Community College 4 Customizing a Menu First time, the menu bar list basic commands. The File menu lists the New, Exit, Save, Save As, and Print commands, but not the Versions and Properties commands. To see the full menu, –click the chevrons –Click and simply wait a few seconds until Word –Double click the menu

Tariq Aziz, Dammam Community College 5 Display Long Menu To show only long menus, not shortened menus: –Click Customize on the Tools menu –Click the Options tab, and –Select the “Always show full menus” check box.

Tariq Aziz, Dammam Community College 6 Customize the Menu You can customize the menus by clicking Customize on the tools menu and using the Commands tab of the Customize dialog box You can remove commands you never use and add commands that you use often. You can even create new menus for specialized tasks—for example, you might want to create a menu for a particular project and then delete it when you have finished.

Tariq Aziz, Dammam Community College 7 Customize the Menu If you delete one of Word’s built-in menus and later need it back, –Click the Commands tab of the Customize dialog box. –Then in the Categories list, scroll down to “Built-in Menus,” –Click the menu you want, and drag it back where you want it on the menu bar. –If you’ve deleted your Tools menu, you can still open the Customize dialog box by right-clicking a toolbar and clicking Customize on the shortcut menu.

Tariq Aziz, Dammam Community College 8 Customizing a Toolbar Standard and Formatting toolbars on two rows at the top of the screen By default, they appear on one row, and Word shows only the buttons you use most often. click the Toolbar Options button at the right end of a toolbar to see all buttons.

Tariq Aziz, Dammam Community College 9 Customizing a Toolbar You also can hide or change the order of visible buttons by dragging them to different positions on the toolbar. To switch between displaying toolbars on one row and two rows, click the Toolbar Options button, and then click “Show Buttons on One Row” or “Show Buttons on Two Rows.”

Tariq Aziz, Dammam Community College 10 Customizing a Toolbar Microsoft Office programs have two states for toolbars: –A docked toolbar is attached to the top, bottom, left, or right edge of the Word window –A floating toolbar is not attached to an edge of the Word window, but can be dragged anywhere on the screen by its title bar.

Tariq Aziz, Dammam Community College 11 Customizing a Toolbar

Tariq Aziz, Dammam Community College 12 Customizing a Toolbar You can customize toolbar buttons by adding, removing, or arranging them using the following methods: –Click Tools  Customize... –Or –Right Click on toolbar and click Customize… Click the Commands tab, click a category, and then drag the button to the desired toolbar

Tariq Aziz, Dammam Community College 13 Customizing a Toolbar Tip –If the Customize dialog box is not open, you can remove a button from a toolbar or alter the sequence of buttons on a toolbar –Holding down the Alt key while dragging the button.

Tariq Aziz, Dammam Community College 14 Customizing a Toolbar You can also use the Customize dialog box to create a custom toolbar that displays the buttons you use most frequently. By using a custom toolbar, you can avoid having to jump between multiple menus or toolbars to complete your work.

Tariq Aziz, Dammam Community College 15 Changing Settings for All Documents You can change several Word settings to make it faster or easier to do your job. You might want to have one location where all templates are stored to make it easy to quickly locate them.

Tariq Aziz, Dammam Community College 16 Changing Settings for All Documents Normal.dot template style produces text in 12-point regular Times New Roman, with left alignment and single line spacing. If you want a different font or size, simply set the font and font size in the Normal template to the setting you prefer.

Tariq Aziz, Dammam Community College 17 Changing Settings for All Documents Before you modify any default setting, it is a good idea to make a note of the original setting in case you want to restore it later.

Tariq Aziz, Dammam Community College 18 Changing Settings for All Documents So that you will remember the original location for templates Click the down arrow to the right of the “Look in” box, and write down the current location

Tariq Aziz, Dammam Community College 19 Add a Custom Dictionary If you work in an industry that uses terms not included in standard dictionaries, such as medicine or law, you can add a specialized dictionary to the supplemental dictionaries Word uses. That way, your industry terms will not be flagged as misspellings.

Tariq Aziz, Dammam Community College 20 Add a Custom Dictionary

Tariq Aziz, Dammam Community College 21 Creating a Macro to Automate a Task When performing a task requires a series of commands, you can create a macro to automate the process. A macro is a recorded series of commands You can use macros to automate many tasks in Word, such as creating form letters, inserting AutoText, formatting text, creating tables, and turning command options on and off.

Tariq Aziz, Dammam Community College 22 Creating a Macro to Automate a Task The simplest way to create a macro is to record the steps required to complete the desired task. You start by pointing to Macro on the Tools menu and clicking Record New Macro Before you run a macro, you position the insertion point where you want the result of the macro to be displayed. For example, if the macro inserts a table, you click where you want the table to appear.

Tariq Aziz, Dammam Community College 23 Editing a Macro Sometimes a macro does not work as you expect, and you need to modify it. Macros are instructions written in Microsoft Visual Basic for Applications (VBA), you can edit it in the Visual Basic Editor. Word macros are stored in modules within a Visual Basic macro project that is stored in a document or template. To edit a macro, you display the Macros dialog box, click the macro, and then click Edit. When you no longer need a macro, you can delete it from the document, and you can delete the macro’s button or command by holding down the Alt key and dragging it into any blank space in the document window.

Tariq Aziz, Dammam Community College 24 Troubleshooting If Word tells you that the macros in this project are disabled, your Security level is probably set to High. Click Tools menu  Macro  click on Security tab On the Security Level tab, click Medium, and then OK. Now save, close, and reopen the ModifyMacro document, clicking Enable Macros when asked. After completing this exercise on editing a macro, be sure to return your security setting to High if you do not want to have the option to run unsigned macros, which could contain viruses.

Tariq Aziz, Dammam Community College 25 Chapter Key Points You can customize menu content by removing commands you don’t use and adding ones you do use. You can also create new menus for specialized tasks. You can also create a custom toolbar containing the buttons you use most frequently. You can hide and display buttons and change their order. You can display toolbars docked along the edge of the document window

Tariq Aziz, Dammam Community College 26 Chapter Key Points You can record the set of commands and keystrokes needed to perform a task and save it as a macro. When you no longer need a macro, you can delete it.