1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 Exploring Microsoft Office Word 2007 Chapter 7 The Advanced User Robert Grauer, Keith Mulbery, Michelle Hulett

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Objectives Create an electronic form Insert Form Controls Protect a form Mark a document as final Set formatting restrictions Set editing restrictions Set passwords to open a document Use Digital Signatures to authenticate documents Record a macro Run a macro

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Forms A form is a document designed for collecting data for a specific situation

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Forms Electronic forms allow the user to enter data onscreen then save and print Select current date Form field automatically adds all numbers above it Box is checked Information specific to this document Information included on template does not change

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Form Templates Make a form Allow editing in specific places Save as a template

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Using a Form Template Open template from the New menu Save as a new document Tab from field to field

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Activate Developer Ribbon Click the Office Button then click Word Options, choose Popular and select Show Developer tab in the Ribbon

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Design Mode Use Design Mode to view and select the control fields to make any necessary modifications to their layout or options Toggle Design Mode

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Form Controls Form Controls help a user complete a form by displaying prompts such as text boxes and drop-down lists Form Controls (fields) must be used if a user will fill out the form electronically

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Form Control options Rich Text User can enter text or numbers, and they can modify the format of the text they enter. Text User can enter text or numbers, but cannot modify the format of the text. Picture Content Control User can insert a drawing, shape, chart, table, clipart, or SmartArt object in field. Combo Box User selects from a list of choices that displays in a drop-down box, but the user can modify the choices in the list. Drop-Down List User selects from a predefined list of choices that displays in a drop-down box. Date Picker User selects a date from the calendar that displays. Building Block Gallery User selects a building block item to insert in the document, such as cover pages, headers, footers, or predefined text such as a disclaimer. Check Box User selects or deselects an item by clicking the check box that displays beside the item. Option Button User selects from a predefined list by clicking the option button that displays beside the item.

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Text Boxes Text content control may be used to specify where any type of text will be entered Set the length exactly or leave unspecified When unspecified, the field expands to fit the amount of text entered

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Check box Check box form field is a box which is either checked or not Decide if the box is checked or not by default Check box

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Drop down list Use only on electronic forms Allows the user to choose an option from a predefined list

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Date Picker Date picker displays a calendar and the user can choose, rather than type, a date Date picker control

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Legacy Forms Forms made for or by previous versions of Word have available controls in the form of ActiveX Controls Use Compatibility mode when making forms to be used in previous versions of Word

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Protecting a form Deactivate Design Mode Click Protect Document Choose allow only this type of editing and choose Filling in forms Design mode deactivated Protect Document

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Document Protection

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Mark as Final Mark as final creates a read-only file and sets the property to Final on the status bar Final icon

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Setting formatting restrictions On the Review tab, click Restrict Formatting and Editing, then click Limit formatting to a selection of styles. Click Settings to display the Formatting Restrictions dialog box to specify exactly what formatting options to disable Formatting choices unavailable

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Setting Editing Restrictions Click Protect Document on the Review tab, then choose Restrict Formatting and Editing then click Allow only this type of editing in the document Select from four editing restrictions Click Yes, Start Enforcing Protection to activate Tracked Changes Enables the track changes feature automatically and marks document with any changes made. Comments Users can add comments to document, but cannot make any other changes. Filling in forms Users can insert information into form controls or fields, but cannot modify other content. No changes (Read only) Users cannot make any changes to the document; they can only view it.

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 User Exceptions Click More users to open the Add Users dialog box Type user names, domains, or e-mail addresses for individuals to add, separated by semicolons, and click OK Exceptions

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Removing Editing Restrictions To remove editing restrictions, click Stop Protection on the Restrict Formatting and Editing task pane If the restrictions are password-protected, enter correct password and click OK Removes all restrictions, both formatting and editing Stop protection

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 A Password to Open a Document Click the Office button, choose Save As, and then Tools, and then click General Options Type a password in the Password to open text box Retype the password click OK to close the dialog box and then save the document Office button Password to open

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 A Password to Edit a Document Click the Office button, Save As, then choose Tools, and click General Options Type a password in the Password to modify text box Confirm the password Office button Password to edit

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Modify a Password To change a password the user must know the current password to open or modify the document

26. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26 Delete a Password Removing a password removes that protection To remove the password, open the document by using the current password for opening or modifying the document

27. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 Digital Signatures A Digital certificate is an attachment to a file which authenticates a document, provides a verifiable signature, or enables encryption

28. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 28 Attaching a Signature Save the document, click the Office button, point to Prepare, and click Add a Digital Signature The signature stamp attaches automatically

29. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 29 Signature Line The signature line allows individuals and companies to distribute, collect signatures, and then process forms or documents electronically without the need to print and fax Signature can either be typed, an image of a signature or written on a tablet PC

30. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 30 Inserting a Signature Line Click the Insert tab, then choose the Signature Line down arrow in the Text group, and click Microsoft Office Signature Line The name of the signer displays below the line Other information about signer Instructions to signer display on document

31. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 31 Macros Macros allow the Word user to simplify repetitive processes

32. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 32 Macros Using a macro in Word is like recording a television show: turn on the recorder, tape it, and then play it over and over again as often as needed

33. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 33 Recording a Macro Macro commands are found on the View and Developer tabs Start recording a macro by clicking Macros, then Record Macro in the View tab On the Developer tab click Record Macro in the Code group. The Record Macro dialog box opens to name the macro Name the macro Choose how the macro will be played Choose the template where the macro will be stored

34. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 34 Recording a Macro After OK is clicked on the previous screen, the macro recording starts Perform the actions to be recorded in the macro Cursor while recording Pause and stop recording

35. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 35 Running a Macro There are three options to run a macro:  Display the Developer tab and click Macros  Display the View tab and click Macros, View Macros  Press Alt+F8 List of available macros Description of the selected macro

36. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 36 Security Options for Running a Macro SettingDescription Disable all macros without notification All macros and security alerts about macros are disabled. Disable all macros with notification This is the default setting. All macros are disabled, but it alerts the user when a document contains a macro. Disable all macros except digitally signed macros This setting works similar to Disable all macros with notification; however, it allows macros to run if they are digitally signed by a trusted publisher. Enable all macros (not recommended, potentially dangerous code can run) This setting allows all macros to run regardless of their authenticity or signature. This option is not recommended because it exposes a computer to potential attacks by viruses. Trust access to the VBA project object model. This setting is for use by developers only.

37. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 37 Questions?