Microsoft Office Word 2013 Expert Microsoft Office Word 2013 Expert Courseware # 3251 Lesson 3: Customizing Document Elements

Microsoft Office Word 2013 Expert Lesson Objectives create and manage building blocks create and modify colors or fonts for themes create and modify templates organize styles, Quick Parts, or macros from one document/template to another link to external data

Microsoft Office Word 2013 Expert Working with Building Blocks Sections of reusable document content you can insert into documents Saves time and ensures consistency in documents Organized into galleries by type and category – Pre-defined building blocks available in Quick Parts gallery – Can also create your own and add to Quick Parts gallery OR Saved as part of document template – Normal is default template for all new Word documents – Can save own building blocks to Normal template, or custom template

Microsoft Office Word 2013 Expert Working with Building Blocks Using Quick Parts – Building blocks you might use often – Quick Parts gallery accessible from Text group on Insert tab

Microsoft Office Word 2013 Expert Working with Building Blocks – AutoText Building blocks categorized as AutoText entries Displays in separate gallery when you point to AutoText

Microsoft Office Word 2013 Expert Working with Building Blocks – Document Property Choose from list of document properties Also visible on Info tab in Backstage view

Microsoft Office Word 2013 Expert Working with Building Blocks – Field Use to display dynamic content or to set up mailing lists

Microsoft Office Word 2013 Expert Working with Building Blocks – Building Blocks Organizer Use to manage, edit and maintain building blocks – Save Selection to Quick Part Gallery Save selected document text as custom building block – Can provide name and description for Quick Part, as well as assign to particular gallery and category. – To insert Quick Part, on Insert tab, in Text group, click Quick Parts, locate Quick Part in gallery, and click to insert Quick Part – Can also type name of Quick Part and press F3 – Quick Part can be replaced when you save selected entry with name used by another Quick Part

Microsoft Office Word 2013 Expert Working with Building Blocks – Adding Fields in a Quick Part Include fields to have Word automatically generate information based on what was entered To insert field in Quick Part, position cursor where field is to be inserted, on Insert tab, in Text group, click Document Property or Field to select appropriate field – Document Property fields comes from properties you enter for file, viewed in Backstage Some fields include switches that can further customize information to be inserted

Microsoft Office Word 2013 Expert Working with Building Blocks

Microsoft Office Word 2013 Expert Working with Building Blocks Using the Building Blocks Organizer – Arranged into specific galleries, and then categories within each gallery – Many items pre-designed by Microsoft and included with software – To view available Quick Parts, click Insert tab, click Quick Parts in Text group, then click Building Blocks Organizer Click item in list to preview in right pane

Microsoft Office Word 2013 Expert Working with Building Blocks – Click column heading to sort by Name, Gallery, Category or Template – Use buttons below list box to work with currently selected building block – Editable building block properties are same properties in Create New Building Block dialog box – To modify text of building block, insert building block into document, change text, select modified text, and save as building block again – If save in Building Blocks template, prompt to save all entries in Building Blocks.dotx appears before exiting Word Saving ensures they will be available to all documents every time you start Word

Microsoft Office Word 2013 Expert Customizing Themes Set of unified design elements, to provides consistent look for all pages in document – Matching theme to document message To apply theme, on Design tab, in Themes group, click Themes – Use options at right of Style Sets gallery to customize Can save new theme – On Design tab, in Themes group, click Themes and Save Current Theme Cannot create own themes from scratch but can customize built-in themes New theme name appears in Custom section at top of Theme gallery

Microsoft Office Word 2013 Expert Customizing Themes When customized item no longer needed, delete from Custom list – Right-click item in appropriate list and then click Delete – Only deleting choices made for custom theme and not actual fonts installed with Word program

Microsoft Office Word 2013 Expert Customizing Themes Modifying the Colors – Can change color scheme by using theme, or create own colors – To choose different color scheme, click Colors in Document Formatting group Point at color theme to preview how colors may affect message of document For more precise colors or to alter slightly, click Customize Colors

Microsoft Office Word 2013 Expert Customizing Themes Sample at right outlines which item altered when selected Click arrow at right of item to change – Click appropriate color or to choose specific color, click More Colors

Microsoft Office Word 2013 Expert Customizing Themes If know exact values for color, select color model to use (RGB or CMYK) and enter values Can choose to make other color changes or save new theme – Can return to Customize Colors dialog box to make other changes or to save new theme When saving, Word navigates to specific folder where theme files are stored for future access

Microsoft Office Word 2013 Expert Customizing Themes Modifying the Fonts – May prefer to change fonts for theme Click Fonts in Document Formatting group of Design tab – To set specific fonts for headings and body fonts, click Customize Fonts Make selections and enter name for customized theme font

Microsoft Office Word 2013 Expert Customizing Themes Customizing Style Sets – Collection or group of styles to be applied for professional appearance – Can be selected from Document Formatting on Design tab – Point to each style in gallery to preview how document will look – Can change styles for document style set as if changing styles in document – Use options below gallery to revert to default style set, or to save changes as new style set – Style sets designed to be applied with selected pieces of text, whereas themes designed to be applied throughout entire document

Microsoft Office Word 2013 Expert Working with Templates Determines basic formatting for document and contains document settings based on a template Help create documents or set standard for specific types of documents Most common (and default) template used is Normal May also contain virus if included in macro stored with template Installed template automatically stored and saved in: – \Program Files\Microsoft Office\Templates or \Program Files (x86)\Microsoft Office\Templates… New templates stored in default location for documents – To be available using Personal, must save in \Documents\My Documents\Custom Office Templates location

Microsoft Office Word 2013 Expert Working with Templates To create document using template, click File and click New to view list available – Click template to preview contents in another window and click Create – Can also double-click template to automatically create new document with this template

Microsoft Office Word 2013 Expert Working with Templates To create template for future use – Select template from New window, or open existing document containing styles and other formatting elements you want in document – Click File, Save As, click location, and in Save as type field, click Word Template Any document saved as template cannot be changed unless you open template file and save changes there – Save file in central location for people to create new document, and ensures no change can be made to template without permission Templates saved with.dotx extension – Word 2003 or earlier templates saved with.dot extension.

Microsoft Office Word 2013 Expert Working with Templates Sharing Template Tools – Can quickly and easily copy, delete, or rename items from one document to another, including styles and macros – To access Organizer using template options, click File, click Options, click Add-ins, click arrow for Manage, click Templates and click Go

Microsoft Office Word 2013 Expert Working with Templates Use Templates and Add-ins dialog box to display which template may be applied or used with this document – If template you attach has styles with same names, you can choose to automatically update styles to use ones available in attached template – If there are other templates containing styles you want to use, these can be added in Global templates and add-ins area If planning to use Word to create Web documents, dialog box also contains tabs to assist with these options

Microsoft Office Word 2013 Expert Working with Templates To share elements from one document to another, or one template to another, use Organizer – Copy button copies styles or macros from one document to another – Can also change file for either list – Click Close File to choose required file with styles to use

Microsoft Office Word 2013 Expert Working with Templates To share macros or building blocks between documents, click Macro Project Items tab – Can only copy entire NewMacros project to other file, but once copied, can delete individual macro from Macro dialog box – Project file may contain building blocks saved with this document

Microsoft Office Word 2013 Expert Working with Templates Setting Specific Styles Only – Can restrict use of specific styles in document or template that contains standard company styles – If collaborating on document, some styles can be modified If do not want anyone changing styles, use specific template in which styles restricted – To restrict specific styles, display Styles pane, click Manage Styles, and click Restrict tab

Microsoft Office Word 2013 Expert Working with Templates Sort Order Choose how styles list as well as type of style; select from Alphabetical, As recommended, Font, Based on, or By type. Styles list Select styles to set up in this template/document. Press CTRL to select individual styles; Visible styles currently display in list and in use; Built-in styles commonly used styles that Word creates and cannot be deleted. Set availability of selected styles Determine which options to set for selected styles or preventing changes within themes. Only in this document Choose if settings apply only to this document or to other documents as well. New documents based on this template Have all new documents created based on this template. Import/ExportDisplays Organizer window where you can copy styles from one document to another.

Microsoft Office Word 2013 Expert Working with Templates Linking to External Data – Can link document to external source in various ways for specific tasks Use data from another source and insert into Word document, with link to external source – Useful to create template using existing document that may be updated by its author Setting link means template always has most recent information from document whenever updated – To link external data, open document and position cursor where external data be inserted Click Insert tab, in Text group, click arrow for Object, click Text from File, navigate to select external file, click arrow for Insert and click Insert as Link

Microsoft Office Word 2013 Expert Lesson Summary create and manage building blocks create and modify colors or fonts for themes create and modify templates organize styles, Quick Parts, or macros from one document/template to another link to external data

Microsoft Office Word 2013 Expert Review Questions 1.If you always enter the filename at the end of each document, which feature would you activate for this automatically occur? a.Macroc.Merge code b.Quick Partsd.Footer 2.Which option would you use to insert dynamic content? a. AutoText c.Field b.Document Propertyd.Building Blocks Organizer 3.Where can you go to view which document property field to use within a Quick Part?

Microsoft Office Word 2013 Expert Review Questions 4.Why should you click the Save command when you see the message regarding changes made to the Building Blocks.dotx file? 5.Why might you want to create a new theme with customized fonts or colors? 6.How do style sets differ from themes? 7.If you discover there is a virus attached to the Normal template, what can you do to remove the virus and prevent it from attaching to future documents?

Microsoft Office Word 2013 Expert Review Questions 8.If you want a newly-created template to be available in the New templates screen, where would you save the new template file? a.\Program Files\Microsoft\Office\Templates b.\Program Files\Microsoft Office\Templates\New from Existing c.\Documents\My Documents\Office 2013\Templates d.\Documents\My Documents\Custom Office Templates 9.How could you use the Organizer feature to manage templates? 10.Why would you want to apply restrictions with styles?