advanced microsoft word rich malloy tech help today [email protected]
TRANSCRIPT
Advanced Advanced Microsoft WordMicrosoft Word
Rich MalloyRich MalloyTech Help TodayTech Help Today
203-862-9411203-862-9411
[email protected]@techhelptoday.com
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Goal of the CourseGoal of the Course
To learn more about Microsoft WordTo learn more about Microsoft Word
To learn how to do more in less timeTo learn how to do more in less time
To find out the best approaches for To find out the best approaches for further learningfurther learning
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ScheduleSchedule
Five Tuesday evenings, two hours Five Tuesday evenings, two hours each, 7:30 – 9:20 pmeach, 7:30 – 9:20 pm
Each evening, one hour lecture, one Each evening, one hour lecture, one hour hands-onhour hands-on
Working at homeWorking at home
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Your Instructor – Rich MalloyYour Instructor – Rich Malloy
Computer Consultant – Tech Help Today, Computer Consultant – Tech Help Today, GreenwichGreenwich
Adjunct Instructor, Norwalk Community Adjunct Instructor, Norwalk Community College and The College of WestchesterCollege and The College of Westchester
Microsoft-certified Expert in Word 2002, Microsoft-certified Expert in Word 2002, certified Master in Microsoft Office XPcertified Master in Microsoft Office XP
Former Editor in Chief, Mobile ComputingFormer Editor in Chief, Mobile Computing
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ReferencesReferences
HandoutsHandouts Suggested books:Suggested books:
– Effective Executive's Guide to Microsoft Word Effective Executive's Guide to Microsoft Word 20022002, Pat Coleman, $25, Barnes & Noble, Pat Coleman, $25, Barnes & Noble
Web sites:Web sites:– www.microsoft.com/office/wordwww.microsoft.com/office/word -- Official -- Official
Microsoft siteMicrosoft site– http://word.mvps.org/http://word.mvps.org/ -- "Most Valuable -- "Most Valuable
Professionals" site provides help from actual Professionals" site provides help from actual usersusers
– http://office.microsoft.com/templates/http://office.microsoft.com/templates/-- a -- a Microsoft site for TemplatesMicrosoft site for Templates
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Software NeededSoftware Needed
A recent version of Microsoft Word:A recent version of Microsoft Word:– MS Word 97MS Word 97– MS Word 2000MS Word 2000– MS Word 2002 (Office XP) – PreferredMS Word 2002 (Office XP) – Preferred– MS Word 2003MS Word 2003
Computer Lab uses Word 2002 (XP)Computer Lab uses Word 2002 (XP)
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Buying Microsoft WordBuying Microsoft Word
Word 2002 Word 2002 – Not available anymoreNot available anymore
Word 2003Word 2003– New: $189New: $189– Upgrade: $89Upgrade: $89
— — AmazonAmazon
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Microsoft Office StandardMicrosoft Office Standard(includes Word, Excel, Outlook)(includes Word, Excel, Outlook)
Office XP - recommendedOffice XP - recommended– Not available anymoreNot available anymore
Office 2003Office 2003– New: $329New: $329– Upgrade: $204Upgrade: $204
— — AmazonAmazon
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Best Deal Best Deal
Microsoft Office 2003Microsoft Office 2003
for Students & for Students &
TeachersTeachers
(includes Word, Excel, (includes Word, Excel,
PowerPoint & Outlook)PowerPoint & Outlook)
Staples: Staples: $129 !!$129 !!
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Learning Word Learning Word
The best way to learn – The best way to learn – use ituse it
Use it is with something important to Use it is with something important to youyou– Personal correspondencePersonal correspondence– Correspondence for a non-profit organizationCorrespondence for a non-profit organization
Explore with the Help featureExplore with the Help feature
Become a Certified Microsoft Office Become a Certified Microsoft Office SpecialistSpecialist– Certified Specialist, Expert, or MasterCertified Specialist, Expert, or Master– For more info: www.microsoft.com/traincert/For more info: www.microsoft.com/traincert/
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The Different Versions of The Different Versions of WordWord
MS Word 97MS Word 97 MS Word 2000MS Word 2000 MS Word 2002 (XP)MS Word 2002 (XP)
– Includes Smart Tags, Task PanesIncludes Smart Tags, Task Panes– Note: Does not require Windows XPNote: Does not require Windows XP
MS Word 2003MS Word 2003– Minimal changes from 2002Minimal changes from 2002– Increased emphasis on the XML file Increased emphasis on the XML file
formatformat
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When to Use Word When to Use Word
Most paper-based documentsMost paper-based documents– LettersLetters– Simple tablesSimple tables– Simple brochures and publicationsSimple brochures and publications
EmailEmail– Outlook usually uses Word as its editorOutlook usually uses Word as its editor
Electronic documentsElectronic documents– Simple Web pagesSimple Web pages
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When NOT to Use Word When NOT to Use Word
Complex publicationsComplex publications– Instead use Microsoft Publisher, Adobe Instead use Microsoft Publisher, Adobe
PageMaker, or QuarkPageMaker, or Quark
Complex tablesComplex tables– Use Microsoft ExcelUse Microsoft Excel
Complex Web pagesComplex Web pages– Use Microsoft Front PageUse Microsoft Front Page
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Goals for Advanced UsersGoals for Advanced Users
Take advantage of special Take advantage of special featuresfeatures
Automate repetitive tasksAutomate repetitive tasks
Session 1 – Tabs & Session 1 – Tabs & TablesTables
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Question: Question: How can you put one word on How can you put one word on the left margin of a line, and the left margin of a line, and another word on the right?another word on the right?
LikeLike ThisThis
TabsTabs
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Things Nobody KnowsThings Nobody Knows
Rocket ScienceRocket Science
Brain SurgeryBrain Surgery
Offensive strategy for NY GiantsOffensive strategy for NY Giants
How to use Tabs in Microsoft WordHow to use Tabs in Microsoft Word
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TabsTabs
Traditional way to create Traditional way to create columns of textcolumns of text
Tabs Tabs mustmust have have twotwo components:components:
1.1. Tab CharactersTab Characters
2.2. Tab StopsTab Stops
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Secret: How to Use TabsSecret: How to Use Tabs
1.1. Type tab characters in textType tab characters in text
2.2. Select lines of textSelect lines of text
3.3. Set which type of tab stop you wantSet which type of tab stop you want
4.4. Insert tab stops on ruler w/ mouseInsert tab stops on ruler w/ mouse
5.5. If needed, edit tabsIf needed, edit tabs– Click Click Format | TabsFormat | Tabs
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Tab Chars & Tab StopsTab Chars & Tab Stops
Tab Character
Left Tab Stop
Center Tab Stop
Decimal Tab Stop
Right Tab Stop
Default Tab Stop
Ruler
Tab Butto
n
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Tab CharactersTab Characters
Special characters that may be part Special characters that may be part of a documentof a document
To create: press To create: press TabTab key on key on keyboardkeyboard
To view: Press To view: Press Show/HideShow/Hide button on button on Standard ToolbarStandard Toolbar
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Tab StopsTab Stops
Indicated on RulerIndicated on Ruler
Can be different for each paragraphCan be different for each paragraph
Types of Tab Stops:Types of Tab Stops:– LeftLeft– CenterCenter– DecimalDecimal– RightRight
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Setting a Tab StopSetting a Tab Stop
Select paragraphsSelect paragraphs Click Click Format | TabsFormat | Tabs Enter measurement (e.g., 1.5 inches)Enter measurement (e.g., 1.5 inches) Choose type (Left, Center, Right, etc.)Choose type (Left, Center, Right, etc.) Choose leader if desired (e.g., ………)Choose leader if desired (e.g., ………) Press Press SetSet button button Repeat process for next tabRepeat process for next tab
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Adjusting TabsAdjusting Tabs
Select paragraphsSelect paragraphs
Adjust tab stops on rulerAdjust tab stops on ruler
Be careful not to insert new tabs, or Be careful not to insert new tabs, or delete existing tabsdelete existing tabs
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Is There a Better Way to Is There a Better Way to Present This Information?Present This Information?
ISDN requires an installation ISDN requires an installation charge of $600 and costs $55 per charge of $600 and costs $55 per month. DSL requires an month. DSL requires an installation charge of $600 and installation charge of $600 and costs $80 per month. T1 requires costs $80 per month. T1 requires an installation charge of $4000 an installation charge of $4000 and costs $1500 per month. and costs $1500 per month.
Use a TableUse a Table
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When Do You Use a Table?When Do You Use a Table?
Type of Type of ConnectionConnection
Installation Installation CostCost
Monthly Monthly ChargeCharge
ISDNISDN $600$600 $55$55
DSLDSL $600$600 $80$80
T1T1 $4000$4000 $1500$1500
When you have similar dataWhen you have similar data
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TablesTables
The The betterbetter way to create way to create short columns of textshort columns of text
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Diagram of a TableDiagram of a Table
1072310723JoanJoan331093410934HillaryHillary221092310923SteveSteve11
ZipZipNameNameIDID
Row
Column
Cell
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What Is a Table?What Is a Table?
Information organized by rows and Information organized by rows and columnscolumns
Columns are sometimes called Columns are sometimes called "fields""fields"
Each piece of information is a CellEach piece of information is a Cell
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Why Use Tables?Why Use Tables?
Present similar data conciselyPresent similar data concisely
Avoids repetitionAvoids repetition
Enables special formattingEnables special formatting
Can do simple calculationsCan do simple calculations
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Disadvantages of Word Disadvantages of Word TablesTables
Limited features compared to ExcelLimited features compared to Excel
Limited calculating powerLimited calculating power
If you need large tables, use Excel If you need large tables, use Excel insteadinstead
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Word Tables vs. Excel Word Tables vs. Excel TablesTables
Word is better for:Word is better for:– Text tablesText tables– Tables within text documentsTables within text documents
Excel is better for:Excel is better for:– Tables consisting mainly of numbersTables consisting mainly of numbers– Tables with many calculationsTables with many calculations– Large tablesLarge tables
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Creating a TableCreating a Table
Place cursor where table should appearPlace cursor where table should appear
Two Ways:Two Ways:1.1. Click Click Table | Insert | TableTable | Insert | Table
2.2. Or click the Or click the Insert TableInsert Table button, button, then choose rows & columnsthen choose rows & columns
Enter data into each cellEnter data into each cell
Use Tab key to go to cell at rightUse Tab key to go to cell at right
At end of table, Tab adds new rowAt end of table, Tab adds new row
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Converting to a TableConverting to a Table
Select a tabular text organized with Select a tabular text organized with tabstabs
Click Click Table | Convert | Text to Table | Convert | Text to TableTable
Choose the desired number of Choose the desired number of columns and rowscolumns and rows
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Moving & Resizing a TableMoving & Resizing a Table
Handles appear when pointer moves over Handles appear when pointer moves over tabletable– The The MoveMove handle (upper left) handle (upper left)– The The ResizeResize handle (lower right) handle (lower right)
Move cursor over column border to reveal Move cursor over column border to reveal column-width handlecolumn-width handle
The same occurs for row-height bordersThe same occurs for row-height borders
Also, you can use the Also, you can use the TableTable menu menu– Select column, row or cellSelect column, row or cell– Click Click Table | Table PropertiesTable | Table Properties
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Formatting a TableFormatting a Table
Select cells and format with menusSelect cells and format with menus
Use AutoFormatUse AutoFormat– Select any cell in tableSelect any cell in table– Click Click Table | AutoFormatTable | AutoFormat
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Table BordersTable Borders
Borders are useful for grouping Borders are useful for grouping similar informationsimilar information
To use:To use:– Select cells that require bordersSelect cells that require borders– Click Click Format | Borders and ShadingFormat | Borders and Shading
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Special Table PropertiesSpecial Table Properties
Sometimes you need to adjust text Sometimes you need to adjust text alignment within cellsalignment within cells
Vertical and/or horizontal alignmentVertical and/or horizontal alignment
To use:To use:– Select cells that require alignmentSelect cells that require alignment– Click Click Table | Table PropertiesTable | Table Properties– Select appropriate items to changeSelect appropriate items to change
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The Table MenuThe Table Menu
Lists most Lists most adjustments adjustments that you can that you can make on a make on a tabletable
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The Tables & Borders The Tables & Borders ToolbarToolbar
A collection of tools for adjusting tablesA collection of tools for adjusting tables
Similar to the Table MenuSimilar to the Table Menu
To show it, To show it, click click View | Toolbars | Tables and View | Toolbars | Tables and BordersBorders
Rotates text 90 degrees
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Tabs and TablesTabs and Tables
With the ruler at top of document, you can With the ruler at top of document, you can specify tabs within table cellsspecify tabs within table cells
Useful for special indentationUseful for special indentation
But — you cannot type the Tab characterBut — you cannot type the Tab character
Instead type Instead type Ctrl TabCtrl Tab
With the ruler, you can also set hanging With the ruler, you can also set hanging indentsindents
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Sorting Table RowsSorting Table Rows
Select rows that you want to sortSelect rows that you want to sort
Click Click Table | SortTable | Sort
Choose column by which you want to Choose column by which you want to sortsort
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Exporting & Importing Exporting & Importing TablesTables
A Word table can be copied and A Word table can be copied and pasted directly into an Excel pasted directly into an Excel worksheetworksheet
An Excel table can be copied and An Excel table can be copied and pasted directly into a Word tablepasted directly into a Word table
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CalculationsCalculations
Select cell where you want SumSelect cell where you want Sum
Click Click Table | FormulaTable | Formula
In the Formula dialog box, be sure In the Formula dialog box, be sure formula is correctformula is correct
NOTE: If the numbers in the table NOTE: If the numbers in the table change, the formulas have to be change, the formulas have to be refreshed:refreshed:– Select the Select the SumSum or or AverageAverage– Press F9Press F9
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Common FormulasCommon Formulas
=SUM(ABOVE)=SUM(ABOVE) — To sum the column — To sum the column of numbers immediately aboveof numbers immediately above
=SUM(LEFT)=SUM(LEFT) — To sum the row of — To sum the row of numbers immediately to the leftnumbers immediately to the left
=AVERAGE(ABOVE)=AVERAGE(ABOVE) — To average the — To average the column of numbers immediately abovecolumn of numbers immediately above
=AVERAGE(LEFT)=AVERAGE(LEFT) — To average the — To average the row of numbers immediately to the leftrow of numbers immediately to the left
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ReviewReview
Create table or convert text to tableCreate table or convert text to table
Move and resize tablesMove and resize tables
Format tablesFormat tables
Adjusting table bordersAdjusting table borders
Special table propertiesSpecial table properties
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Review (cont.)Review (cont.)
Using the Table Menu & Table Using the Table Menu & Table Toolbar Toolbar
Using tabs in Tables Using tabs in Tables
Sorting tablesSorting tables
Exporting and importing tablesExporting and importing tables
Adding formulas to tablesAdding formulas to tables