1. Exploring Microsoft Office 2013 Word Comprehensive
by Mary Anne Poatsy, Lynn Hogan, Linda Lau
Chapter 6
Time Saving Tools
This chapter introduces you to Time Saving Tools. After you complete this chapter, you will be able to use templates and work with multiple documents and Themes.
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Objectives
Select a template from the Backstage view
Create a Word template
Use Building Blocks
View documents side by side
The objectives of this chapter are to:
Select a template from the Backstage view
Create a Word template
Use Building Blocks
View documents side by side
The objectives continue on the next slide.
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Objectives (cont.)
Merge documents
Use navigational tools
Customize theme colors, fonts, and effects
Additional objectives include to:
Merge documents
Use navigational tools
Customize theme colors, fonts, and effects
Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

4. Selecting a Template from the Backstage View
Each time you create a new blank document by clicking the New icon on the Quick Access Toolbar, you use the Normal template, the framework that defines the 1" left, right, top, and bottom margins, left horizontal alignment, 11 pt. Calibri font, 8 pt. After spacing, Multiple Line Spacing, and other settings.
When you click the File tab on the Ribbon and click New, a menu of template options displays in the Backstage view from which you can select. To preview a template, you can click the particular template, click Create on the informational dialog box, and a new document will open with all the features, styles, and placeholders for information that you provide to complete the selected document. A placeholder is a field or block of text used to determine the position of objects in a document. If you insert text beside a placeholder instead of replacing it, you should be sure to delete the placeholder before you save the document.
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5. Select and Download a Resume Template
Templates often help provide assistance with layout for some documents, and Word provides several different templates for different types of documents, such as resumes, curriculum vitae, memos, letters, and faxes.
A variety of different ways exist to lay out a resume, and using a template can be an easy way to determine which style best matches your needs.
To select a resume template, do the following:
1. Click the FILE tab.
2. Click New.
3. Click Resume in the Suggested Searches section of the Templates pane. A list of resume categories displays.
4. Click any of the resumes to preview it.
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6. Select and Download a Resume Template (cont.)
After you select a resume template from the long list of choices, you may download the template to your computer.
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7. Save a Document as a Template
To save a document as a template, you should note the location where the template is saved. Word will automatically save the template to a default location for templates. However, you can specify a different location by navigating through the folders of your choice. An appropriate location to store templates on the hard drive would be the Document Library folder. Be aware that templates saved in other locations will not display in the Templates dialog box.
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8. Create and Insert a Custom Building Block
Each selection of text or graphics that you add to the Quick Part Gallery is stored in the Building Blocks Organizer and is assigned a unique name that makes it easy for you to find the content when you want to use it. You can also assign a name you prefer.
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9. Create and Insert a Custom Building Block (cont.)
After you add text to the Quick Part Gallery, you can type the unique name that you assigned to the Quick Part and press F3 to insert the remainder text into your document. Word 2013 contains many Building Blocks already.
You can also view and insert the building blocks into your document by using the INSERT tab.
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10. View Two Documents Side by Side
To view two documents side by side, you must open both documents. The View Side by Side command is grayed out if only one document is open. When the documents are open, click View Side by Side in the Window group on the View tab and the Word window will split to display each document. If you have more than two documents open, when you click View Side by Side, the Compare Side by Side dialog box will display and you may select which document you want to display beside the active document.
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Compare Two Documents
The comparing of two documents and the displaying of the changes between the two documents using Word is known as legal blacklining. Legal blacklining allows attorneys to compare versions of documents or contracts, authors and editors to track progress of a manuscript, and financial managers to review changes in large tables.
The Compare feature in Word automatically evaluates the contents of two or more documents and displays markup balloons that show the differences between the documents. You can display the differences in the original document, the revised document, or in a new document. You can also display the original and revised documents side by side with the changes in a new document.
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Combine Two Documents
If you want to go a step further than just viewing the differences, you can use the Combine feature to integrate all changes from multiple authors or documents into one single document.
To use the Combine feature, click Compare on the Review tab and select Combine. The Combine Documents dialog box contains a variety of options you can invoke; however, options only display after clicking the More button. The option you are most likely to change is in the Show changes section where you determine in which document the Combined documents will display—in the original document, the revised document, or in a new document. If you do not want to modify the original documents, you should combine the changes into a new document.
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Insert a File Object
You can quickly add the contents of one document to another without opening both documents by using the Object command.
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14. Create Master Documents and Subdocuments
Working with long documents can be cumbersome. If you are working with an older computer system, you may notice your computer slows down when you are working in a lengthy document—scrolling, finding and replacing, editing, and formatting may take longer to process. To improve this situation, you can create a master document, a document that acts like a binder for managing smaller documents. A smaller document that is a part of a master document is called a subdocument. The advantage of the master document is that you can work with several smaller documents, as opposed to a single large document. Thus, you edit the subdocuments individually and more efficiently than if they were all part of the same document.
The Outlining tab on the Ribbon contains the Show Document and Collapse and Expand Subdocuments buttons, as well as other tools associated with master documents. This slide displays a master document with three subdocuments. The subdocuments are collapsed in the top figure and expanded in the lower figure.
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15. Use the Navigation Pane
You can use the Find and Go To features in Word to move through a document. Another helpful feature is the Navigation Pane, which enables you to navigate through the document by viewing headings, viewing pages, and browsing the results of your last search. The Navigation Pane setting is a toggle, enabling you to turn it on and off.
If you want to display the headings in a document, be sure the document is expanded to display the text of the whole document. The Navigation Pane will only display headings for a document that uses the styles feature to format headings.
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16. Use the Navigation Pane (cont.)
In lieu of the document headings, you can display thumbnails—small pictures of each page in your document—in the Navigation Pane. Thumbnails display when you click the Pages tab in the Navigation Pane. As with the headings, you can click a thumbnail to move the insertion point to the top of that page. This is another method of navigating quickly through a document.
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17. Use the Navigation Pane (cont.)
The third panel in the Navigation Pane displays the results of a text search. When you type in a word or a string of text, each occurrence displays. You can click the occurrence and the text is highlighted in the document. This pane also enables you to search for other objects in the document, such as graphics and tables.
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Create Bookmarks
When you read a book, you use a bookmark to help you return to that location quickly. Word provides the bookmark feature as an electronic marker for a specific location in a document, enabling you to find that location quickly.
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Revise Theme Colors
If you wish to make changes to any part of the design, you can modify and customize the theme elements individually. Microsoft Word has more than twenty color schemes and font combinations, in addition to fifteen special effects, resulting in hundreds of combinations available to you. Theme colors include four text/background colors, six accent colors, and two hyperlink colors.
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Revise Theme Fonts
The theme fonts contain a coordinating heading and body text font for each different theme. You can view the fonts used in the theme when you click Fonts in the Document Formatting group on the Design tab.
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21. Customize Theme Effects
Theme effects are another feature that you can incorporate into a document theme. Theme effects include lines, fill, and 3-D effects, such as shadowing, glows, and borders. When you apply a theme effect, the theme effects will affect objects such as shapes, SmartArt, and borders around graphics. Unlike theme colors and theme fonts, you cannot create your own set of theme effects, but you can choose from the built-in sets when compiling your own document theme..
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Summary
Select a template from the Backstage view
Create a Word template
Use Building Blocks
View documents side by side
In the chapter on Time Saving Tools, you learn to select a template from the Backstage view and create a new Word template, use Building Blocks, and view documents side by side.
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Summary (cont.)
Merge documents
Use navigational tools
Customize theme colors, fonts, and effects
The chapter also demonstrates how to merge documents, use navigational tools, and customize theme colors, fonts, and effects.
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Questions
As you complete this chapter, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters.
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All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.
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