2. Objectives © Paradigm Publishing, Inc. 1 Objectives

3. © Paradigm Publishing, Inc. 2 Objectives Chapter 30: Using Outline View and Formatting with Macros Performance Objectives  Create an Outline Create an Outline  Assign Headings Assign Headings  Collapse and Expand a Document Collapse and Expand a Document  Organize an Outline Organize an Outline  Create a Master Document and Subdocuments Create a Master Document and Subdocuments  CHECKPOINT 1 CHECKPOINT 1  Expand/Collapse Subdocuments Expand/Collapse Subdocuments  Rearrange Subdocuments Rearrange Subdocuments  Insert a Subdocument Insert a Subdocument  Unlink a Subdocument Unlink a Subdocument  Split or Combine Subdocuments Split or Combine Subdocuments  Record a Macro Record a Macro  Run a Macro Run a Macro  Pause and Resume a Macro Pause and Resume a Macro  Delete a Macro Delete a Macro  Assign a Macro to a Keyboard Command Assign a Macro to a Keyboard Command  Assign a Macro to the Quick Access Toolbar Assign a Macro to the Quick Access Toolbar  Specify Macro Security Settings Specify Macro Security Settings  Save a Macro-Enabled Document or Template Save a Macro-Enabled Document or Template  Copy Macros between Documents and Templates Copy Macros between Documents and Templates  Record a Macro with Fill-in Fields Record a Macro with Fill-in Fields  CHECKPOINT 2 CHECKPOINT 2

4. © Paradigm Publishing, Inc. 3 Objectives Create an Outline To switch to Outline view: 1. Click the VIEW tab. 2. Click the Outline button in the Views group. Outline button

5. © Paradigm Publishing, Inc. 4 Objectives Create an Outline - continued selection symbols OUTLINING tab

6. © Paradigm Publishing, Inc. 5 Objectives Assign Headings

7. © Paradigm Publishing, Inc. 6 Objectives Assign Headings - continued

8. © Paradigm Publishing, Inc. 7 Objectives Assign Headings - continued To change normal text to a level 1 heading: 1. Position the insertion point in the desired text. 2. Click the OUTLINING tab. 3. Click the Promote to Heading 1 button in the Outline Tools group. Promote to Heading 1 button

9. © Paradigm Publishing, Inc. 8 Objectives Assign Headings - continued To change a paragraph to a level 2 heading: 1. Position the insertion point in the desired text. 2. Click the OUTLINING tab. 3. Click the Demote button in the Outline Tools group. Demote button

10. © Paradigm Publishing, Inc. 9 Objectives Assign Headings - continued To promote or demote a heading by dragging the selection symbol: 1. Position the arrow pointer on the selection symbol. 2. Hold down the left mouse button and drag the mouse until a gray vertical line displays. 3. Release the mouse button. gray vertical line

11. © Paradigm Publishing, Inc. 10 Objectives Collapse and Expand a Document  One of the major advantages of working in Outline view is being able to see a condensed outline of your document without all of the text between the titles, headings, and subheadings displaying. collapsed document

12. © Paradigm Publishing, Inc. 11 Objectives Collapse and Expand a Document - continued  Being able to collapse and expand headings in an outline provides flexibility in using the outline feature.  One popular use of this feature is to move quickly from one part of a document to another.  Another popular use of the outline feature is in maintaining consistency between various headings.

13. © Paradigm Publishing, Inc. 12 Objectives Collapse and Expand a Document - continued To collapse the entire document: 1. Click the OUTLINING tab. 2. Click the down-pointing arrow at the right of the Show Level button in the Outline Tools group. 3. Click the level desired at the drop-down list. Show Level button

14. © Paradigm Publishing, Inc. 13 Objectives Collapse and Expand a Document - continued To collapse all of the text beneath a heading: 1. Position the insertion point within the heading. 2. Click the OUTLINING tab. 3. Click the Collapse button in the Outline Tools group. Collapse button

15. © Paradigm Publishing, Inc. 14 Objectives Collapse and Expand a Document - continued To expand the text beneath a heading: 1. Position the insertion point within the heading. 2. Click the OUTLINING tab. 3. Click the Expand button in the Outline Tools group. Expand button

16. © Paradigm Publishing, Inc. 15 Objectives Collapse and Expand a Document - continued To display only the level headings and the first line of each paragraph: 1. Position the insertion point within the heading. 2. Click the OUTLINING tab. 3. Click the Show First Line Only check box in the Outline Tools group. Show First Line Only check box

17. © Paradigm Publishing, Inc. 16 Objectives Organize an Outline  Collapsing and expanding headings within an outline is only part of the versatility that the outline feature offers.  This feature also allows you to rearrange an entire document by reorganizing the outline.  Whole sections of a document can be quickly rearranged by moving the headings at the beginnings of those sections.  The text that is collapsed beneath the headings is moved at the same time.

18. © Paradigm Publishing, Inc. 17 Objectives Organize an Outline - continued To move a section: 1. Click in the desired heading. 2. Click the OUTLINING tab. 3. Click the Move Up button or Move Down button in the Outline Tools group. Move Up button

19. © Paradigm Publishing, Inc. 18 Objectives Organize an Outline - continued To move a heading by dragging the selection symbol: 1. Position the arrow pointer on the selection symbol. 2. Hold down the left mouse button, and drag the mouse until a gray horizontal line displays. 3. Release the mouse button. gray horizontal line

20. © Paradigm Publishing, Inc. 19 Objectives Create a Master Document and Subdocuments  For a project that contains many parts or sections, such as a reference guide or book, consider using a master document.  A master document contains a number of separate documents referred to as subdocuments.  A master document is useful in a situation in which several people are working on one project.  Each person prepares a document for part of the project and then all of the documents are combined in a master document.

21. © Paradigm Publishing, Inc. 20 Objectives Create a Master Document and Subdocuments - continued To create a master document: 1. Display the document in Outline view. 2. Assign heading levels to the titles and headings. 3. Click the Show Document button in the Master Document group. 4. Select the headings and text to be divided in to a subdocument. 5. Click the Create button in the Master Document group. Create button

22. © Paradigm Publishing, Inc. 21 Objectives Create a Master Document and Subdocuments - continued subdocument icon

23. © Paradigm Publishing, Inc. 22 Objectives Create a Master Document and Subdocuments - continued  Open a master document at the Open dialog box in the same manner as a normal document.  Subdocuments in a master document display collapsed in the master document.  Word automatically converts subdocument names into hyperlinks.  To open a subdocument, hold down the Ctrl key and then click the subdocument hyperlink.

24. Objectives © Paradigm Publishing, Inc. 23 CHECKPOINT 1 1)The Outline button is located on which tab? a.VIEW b.REVIEW c.HOME d.INSERT 1)The Outline button is located on which tab? a.VIEW b.REVIEW c.HOME d.INSERT 3)For projects containing a variety of parts or sections, consider using this type of document. a.main b.template c.master d.protected 3)For projects containing a variety of parts or sections, consider using this type of document. a.main b.template c.master d.protected 2)To change a paragraph to a level 2 heading, position the insertion point anywhere within the text and then click this button. a.Promote b.Demote c.Shift + Promote d.Shift + Demote 2)To change a paragraph to a level 2 heading, position the insertion point anywhere within the text and then click this button. a.Promote b.Demote c.Shift + Promote d.Shift + Demote 4)A master document contains a number of separate documents referred to as this. a.source documents b.side documents c.separate documents d.subdocuments 4)A master document contains a number of separate documents referred to as this. a.source documents b.side documents c.separate documents d.subdocuments Next Question Next Slide Answer

25. © Paradigm Publishing, Inc. 24 Objectives Expand/Collapse Subdocuments To expand subdocuments: 1. Click the subdocument. 2. Click the OUTLINING tab. 3. Click the Expand Subdocuments button in the Master Document group. Expand Subdocuments button

26. © Paradigm Publishing, Inc. 25 Objectives Rearrange Subdocuments To rearrange the order of a subdocument: 1. Collapse the subdocuments. 2. Point the mouse pointer on the subdocument icon. 3. Hold down the left mouse button. 4. Drag to the desired location. 5. Release the mouse button. mouse pointer

27. © Paradigm Publishing, Inc. 26 Objectives Rearrange Subdocuments - continued  When moving a collapsed subdocument, the dark gray, horizontal line must be positioned above the gray circle that displays above the subdocument.  If you position the line between the gray circle and the top border of a collapsed subdocument, Word will display a message telling you that you cannot change a locked subdocument or master document.

28. © Paradigm Publishing, Inc. 27 Objectives Insert a Subdocument  A document can be inserted into an existing master document as a subdocument.  To insert a document as a subdocument, make sure that the subdocuments in the master document are expanded and then position the insertion point where you want the document to be inserted.

29. © Paradigm Publishing, Inc. 28 Objectives Unlink a Subdocument  Subdocuments are linked to the master document.  Subdocuments and the master document can be unlinked, making the subdocument text become part of the master document.  To unlink a subdocument from the master document, expand the subdocuments, click anywhere in the subdocument that you want to unlink, and then click the Unlink button in the Master Documents group.

30. © Paradigm Publishing, Inc. 29 Objectives Split or Combine Subdocuments  A subdocument can be split into smaller subdocuments or several subdocuments can be combined into one.  To combine subdocuments, expand the subdocuments and then click the subdocument icon of the first subdocument to be combined. Hold down the Shift key and then click the subdocument icon of the last subdocument. (The subdocuments must be adjacent.) With the subdocuments selected, click the Merge button in the Master Document group.

31. © Paradigm Publishing, Inc. 30 Objectives Record a Macro  Macros are time-saving tools that automate the formatting of Word documents.  Two basic steps are involved in working with macros: recording a macro and running a macro.  Recording a macro involves turning on the macro recorder, performing the steps to be recorded, and then turning off the recorder.  Both the VIEW tab and DEVELOPER tab contain buttons for recording a macro.

32. © Paradigm Publishing, Inc. 31 Objectives Record a Macro - continued To display the Developer tab: 1. Click the FILE tab. 2. Click Options. 3. At the Word Options dialog box, click the Customize Ribbon option in the left panel. 4. In the list box at the right, click the Developer check box. Developer check box

33. © Paradigm Publishing, Inc. 32 Objectives Record a Macro - continued To record a macro: 1. Position the insertion point. 2. Click the DEVELOPER tab. 3. Click the Record Macro button in the Code group. (continues on next slide) Record Macro button

34. © Paradigm Publishing, Inc. 33 Objectives Record a Macro - continued 4. At the Record Macro dialog box, type a name for the macro in the Macro name text box. 5. Type a description for the macro in the Description text box. 6. Click OK. (continues on next slide) Record Macro dialog box

35. © Paradigm Publishing, Inc. 34 Objectives Record a Macro - continued 7. At the open document, perform the actions to be recorded. 8. Click the Macro icon that displays toward the left side of the Status bar. Macro icon

36. © Paradigm Publishing, Inc. 35 Objectives Run a Macro To run a macro: 1. Click the DEVELOPER tab. 2. Click the Macros button in the Macros group. 3. At the Macros dialog box, click the desired macro. 4. Click the Run button. Run button

37. © Paradigm Publishing, Inc. 36 Objectives Pause and Resume a Macro To pause and resume a macro: 1. Click the Pause Recording button in the Code group on the DEVELOPER tab. 2. Make desired edits. 3. Click the Resume Recording button (previously the Pause Recording button). 4. Resume recording the macro. Pause Recording button

38. © Paradigm Publishing, Inc. 37 Objectives Delete a Macro To delete a macro: 1. Click the VIEW tab. 2. Click the Macros button in the Macros group. 3. At the Macros dialog box, click the desired macro. 4. Click the Delete button. 5. Click Yes. 6. Click the Close button. Delete button

39. © Paradigm Publishing, Inc. 38 Objectives Assign a Macro to a Keyboard Command To assign a macro to a keyboard command: 1. Position the insertion point. 2. Click the DEVELOPER tab. 3. Click the Record Macro button in the Code group. 4. At the Record Macro dialog box, type a name and description. 5. Click the Keyboard button. (continues on next slide) Keyboard button

40. © Paradigm Publishing, Inc. 39 Objectives Assign a Macro to a Keyboard Command - continued 6. At the Customize Keyboard dialog box with the insertion point positioned in the Press new shortcut key text box, press the desired keyboard command. 7. Click the Assign button. 8. Click the Close button. Customize Keyboard dialog box

41. © Paradigm Publishing, Inc. 40 Objectives Assign a Macro to the Quick Access Toolbar To assign a macro to the Quick Access toolbar: 1. Position the insertion point. 2. Click the DEVELOPER tab. 3. Click the Record Macro button in the Code group. 4. At the Record Macro dialog box, type a name and description. 5. Click the Button button. (continues on next slide) Button button

42. © Paradigm Publishing, Inc. 41 Objectives Assign a Macro to the Quick Access Toolbar - continued 6. At the Word Options dialog box, click the desired macro in the left list box. 7. Click the Add button located between the two list boxes. 8. Click OK. Add button

43. © Paradigm Publishing, Inc. 42 Objectives Specify Macro Security Settings  Some macros can pose a potential security risk, introducing and spreading viruses on your computer or network.  For this reason, Microsoft Word provides macro security settings that you can use to specify what actions you want to occur with macros in a document.  The changes that you make to the macro security settings in Word only apply to Word. The macro security settings are not changed in the other programs in the Office suite.

44. © Paradigm Publishing, Inc. 43 Objectives Specify Macro Security Settings - continued Choose an option in this section to specify the macro security setting.

45. © Paradigm Publishing, Inc. 44 Objectives Save a Macro-Enabled Document or Template  By default, the macros you create are saved in the Normal.dotm template.  The extension.dotm identifies the template as “macro- enabled.”  A template or document must be macro-enabled for a macro to be saved in it.  In addition to the Normal.dotm template, you can save macros in a specific document or template to make them available when you open that document or template.

46. © Paradigm Publishing, Inc. 45 Objectives Copy Macros Between Documents and Templates  Macros saved in a document can be copied to other documents or templates at the Organizer dialog box with the Macro Project Items tab selected.  Macros created in a document or template are saved in the NewMacros project.  By default, the Organizer dialog box displays the NewMacro project for the open document in the list box at the left and the NewMacro project for the Normal.dotm template in the list box at the right.  The Organizer dialog box contains buttons for renaming and deleting macro projects.

47. © Paradigm Publishing, Inc. 46 Objectives Record a Macro with Fill-in Fields To insert a Fill-in field in a macro: 1. Begin the recording of the macro. 2. At the point where the Fill-in field is to be inserted, click the INSERT tab. 3. Click the Quick Parts button in the Text group. 4. Click the Field option at the drop-down list. 5. At the Field dialog box with (All) selected in the Categories list box, scroll down the Field names and then click the Fill-in field. 6. Click in the Prompt: text box and then type the desired message. 7. Click OK. Prompt: text box

48. Objectives © Paradigm Publishing, Inc. 47 CHECKPOINT 2 1)Both the VIEW tab and this tab contain buttons for recording a macro. a.INSERT b.DEVELOPER c.HOME d.FILE 1)Both the VIEW tab and this tab contain buttons for recording a macro. a.INSERT b.DEVELOPER c.HOME d.FILE 3)A macro that you use regularly can be added to this. a.Quick Access toolbar b.Status bar c.Task pane d.Ribbon 3)A macro that you use regularly can be added to this. a.Quick Access toolbar b.Status bar c.Task pane d.Ribbon 2)A macro description can contain a maximum of how many characters? a.55 b.155 c.255 d.355 2)A macro description can contain a maximum of how many characters? a.55 b.155 c.255 d.355 4)To assign a macro to the toolbar, click this button at the Record Macro dialog box. a.Button b.Toolbar c.Macro d.Record 4)To assign a macro to the toolbar, click this button at the Record Macro dialog box. a.Button b.Toolbar c.Macro d.Record Next Question Next Slide Answer