Lesson 2: Applying Advanced Formatting

Lesson Objectives use wildcards to find or replace searches create custom styles customize existing styles set advanced layout options assign keyboard shortcuts to styles set character space options create character-specific styles create or break section links create custom field formats link text boxes Pg 27 Briefly introduce the topics that will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.

Using Wildcards in Searches ? Indicates one character to be searched with search criteria; can enter more question marks to indicate more characters to search. * Indicates any number of characters along with other characters entered in search criteria. <( ) Similar to setting up a prefix where Word will search for any words, regardless of length, after search criteria in brackets. ( )> Opposite of the previous example where Word will search for words that end with search criteria entered in brackets. [ ] Searches for words of same length with at least one character entered in square brackets. [-] Searches for words of same length that match criteria for characters entered in square brackets. Pg 27-28 Objective 1-4.1

Using Wildcards in Searches [n-n] Searches for words where a character exists within range of characters specified. [!n-n] Searches for words where character is not one specified in range of characters. {n} Finds words that will match specified number of previous character before opening bracket. {n,} Finds words that match minimum number of previous character entered in search criteria. @ Searches for words matching characters preceding wildcard. Pg 27-28 Objective 1-4.1

Using Wildcards in Searches To specify you want to use wildcards in a search, use one of the following methods: Open Navigation pane, click arrow for search field, and click Options, or Pg 28 © CCI Learning Solutions Inc.

Using Wildcards in Searches In Navigation pane, click arrow for search field, click Advanced Find, and click More When Use wildcards feature selected, wildcards appear on Special menu as reference Pg 28-29 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Changing Character Spacing Options Proportionally spaced fonts use only as much space as needed for each character Monospaced fonts set each letter with same width regardless of letter The quick brown fox jumped over the lazy dog. To adjust character spacing: Click Home and, in Font group, click Font dialog box launcher, click Advanced tab, or press CTRL+D and click Advanced tab, or right-click text, click Font, click Advanced tab Pg 30-31 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Scale Alter width of selected text by percentage amount. Spacing Adjust amount of spacing used by each character in selected text by set amount. Expanding adds more spacing between characters; condensing reduces amount of space used by each character. Position Raises or lowers selected text from normal position (base line) by set amount. Kerning Alters amount of spacing between selected text based on characters in selected text. Pg 31 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.   Normal/ Base Line

Setting Advanced Formatting Features Setting Advanced Layout Options If compatibility required, will need to adjust certain layout options to ensure document will open in earlier versions To review layout options, click File, click Options, click Advanced category and then scroll to Layout options Pg 31-2 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Add space for underlines Add space between lines of text if underline formatting has been applied, thereby maintaining readability of text. Adjust line height to grid height in the table Sets line height to be same as height set up for each row in grid, if displayed. Grids can be turned on or off using Align command in Page Layout tab. Balance SBCS characters and DBCS characters Use to balance spacing used with SBCS (Single Byte Character Set), originally built for English language versus DBCS (Double- Byte Character Set), designed to manage other languages. Convert backslash characters into yen signs Displays when certain Asian languages installed on your system, thereby converting \ character to ¥. Pg 32 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Don’t expand character spaces on a line that ends with SHIFT-RETURN No extra space will appear between words if Justify alignment active when you press SHIFT+Enter/Return; when option selected, line of text appears as if Align left is active. Draw underline on trailing spaces Add underline to any spaces that follow any text with Underline feature active, such as 9.03 . Use line-breaking rules When active, Word will break up long lines of text based on character versus word; generally used for documents that may use another language or will be translated to another language whose characters may represent individual words in that language. Pg 32 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Using AutoFormat Works in conjunction with AutoCorrect to assist in entering or formatting specific type of text Click File and, in Proofing category, click AutoCorrect Two tabs with AutoFormat command Vary based on amount of text to be affected Pg Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features AutoFormat Control how some of most common types of text behave. Can turn any feature off if prefer to apply your own styles Notice options that will replace specific text as you enter it Can also activate option to preserve styles, or have Word prevent applied styles based on Normal or Body Text styles in your document from changing Pg 32-33 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features AutoFor mat As You Type   Set how text formatted as you type Options listed help with some common types of text entries, and can quickly be inserted so you can continue typing without needing to format text Pg 32-33 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Working with Section Links Various ways to link sections to locations in same document or to other document Can also set links to email or web address Using the Navigation Pane When Heading styles applied, can display Headings page of Navigation pane to move to different sections Headings displays at appropriate level to help identify main heading, subheading, or lower-level subheadings Pg 34 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Using Bookmarks When navigating to areas of document that do not need Heading styles applied, create bookmarks to set up links to those areas To create bookmark, on Insert tab, in Links group, click Bookmark Bookmark names can contain up to 40 characters using letters, numbers, and underlines Spaces, punctuation marks, or other characters cannot be used Need to click Add after entering name Can sort or display bookmarks by names or locations Pg 34-35 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features If enter a bookmark with wrong name or want to remove from list, select it and click Delete Once bookmark created, can use it to move to location in document: On Insert tab, in Links group, click Bookmark, click bookmark in list and then click Go To, or on Home tab, in Editing group, click arrow for Find and then click Go To, or press CTRL+G or F% Pg 35 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Using Hyperlinks Direct you to another part of same document, different document, web page or site on Internet, or open new blank email message When you type text similar to email or web site address, Word will automatically convert to hyperlink To change text to hyperlink: On Insert tab, in Links group, click Hyperlink, or press CTRL+K Pg 35-36 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Text to display Enter what text will appear in document for this link. ScreenTip Enter help text to appear in ScreenTip when user points at link. Existing File or Web Page Select where item can be found using Look in field, including specific location on computer, web page, or from list of recently accessed files. Place in This Document Place hyperlink in current document. Create New Document Place hyperlink in new document. Pg 36 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features E-mail Address Enter email address to be used. Bookmark Select heading or existing bookmark from list. Target Frame If document set up with frames to contain specific items, select frame for this hyperlink. Address Enter web address to be used for this link, such as www.ccilearning.com. Pg 36 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Linking Text Boxes May need to set up document where you enter text into text box only to discover text longer than height of text box Make edits to large amounts of text before inserting into text box where you may not be able to see where text needs to change Decrease font size to accommodate large amounts of text in text box to see text To insert existing text from another document into text box, use Insert Object on Insert tab, type directly into box, or copy and paste text Before linking text boxes, need to have at least two text boxes drawn in document and text box to be linked must be empty Then under Drawing Tools, click Format, and in Text group, click Create Link Pg 39 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features When point at text box where text to continue, cursor changes to Indicates you will link first text box to this one Link symbol remains active to pour more of overflow into another text box Cursor in text box with text in it displays When no longer need linked text boxes, under Drawing Tools, on Format tab, in Text group, click Break Link Pg 40 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Customizing Styles Provides tool to save time in formatting items Combination of character and paragraph formatting, saved with unique name, that you apply to text to maintain consistency in look and appearance of document When you modify style, Word automatically updates any text with style applied to reflect changes To change any styles for document, display Styles pane Then use New Style button to create new styles, or point at style to change, click arrow at the right side of style and click Modify Pg 40 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Make changes to formatting using options, or click Format Can also update style using Automatically update Can set up all new documents to use all styles in active template Be careful when selecting this option that changes made to this style do not automatically update throughout document Pg 41 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Assigning Keyboard Shortcuts Can be added to style at any time Saves time when applying styles if applying styles in long document To do this, display Modify Style dialog box for style, click Format and then click Shortcut key Press keyboard sequence to assign to style If sequence in use for another style or feature, Word notifies you of same Press keyboard sequence not been assigned, and then click Assign. Pg 41-42 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Customizing Field Formats If need to reuse text in document, use field to set text to appear automatically in that location Fields can be inserted using Quick Parts command Use StyleRef field when working with text that may change as it is reviewed by others To display options for this field, on Insert tab, in Text group, click arrow for Quick Parts, and click Field. In Field names list, scroll in list and click StyleRef Pg 47 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Setting Advanced Formatting Features Shows all styles available in document Can then view which heading style to select for use Field options provide more choices that can be set with this field within document Pg 47 Objective 1-2.1, 1-2.2 © CCI Learning Solutions Inc.

Lesson Objectives use wildcards to find or replace searches create custom styles customize existing styles set advanced layout options assign keyboard shortcuts to styles set character space options create character-specific styles create or break section links create custom field formats link text boxes Pg 48 Briefly introduce the topics that will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.

Review Questions Which two wildcards are the most commonly used? a. ? d. ( )> b. @ e. <( ) c. * Mark where the baseline is in the following text: What does SBCS refer to? a. Single Based Character System b. Space Balanced Coding System c. Single Byte Character System d. Single Byte Character Set Pg 48 As time permits, go through the questions with students, or choose to assign these for groups or homework review. Answers are found in a file included with the Instructor Resources. As noted on the previous slide, point students to the CCI microsite at 2013.ccilearning.com for further review and reinforcement of skills.

Review Questions Which feature works in conjunction with AutoCorrect to assist in text entry or format specific text? a. AutoComplete c. AutoCorrect b. AutoFormat d. Replace If you type a web address and it does not appear as a link when you press the Space, what can you do to correct this? How can you set Word to show the titles in your document in the Navigation pane? Pg 48 As time permits, go through the questions with students, or choose to assign these for groups or homework review. Answers are found in a file included with the Instructor Resources. As noted on the previous slide, point students to the CCI microsite at 2013.ccilearning.com for further review and reinforcement of skills.

Review Questions Which symbol should you see and then click to link text into an empty text box? a. b. What can you do if the keyboard sequence you entered has been assigned to another style or item when trying to assign a keyboard shortcut to a style? How can you differentiate between a character and a paragraph style when you create a new style? Why might you want to insert a StyleRef field in a header for a major title in your document? Pg 49 As time permits, go through the questions with students, or choose to assign these for groups or homework review. Answers are found in a file included with the Instructor Resources. As noted on the previous slide, point students to the CCI microsite at 2013.ccilearning.com for further review and reinforcement of skills.