advanced word ppt.ppt

7/29/2019 ADVANCED WORD PPT.ppt

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20 September 2013 PREPARED BY SONGO 1

ADVANCED WORD

KAM COLLEGE OF HEALTH SCIENCE




Day 1

WORKING WITH TABLES.

How to create a table

Click on table menu.Select insert then Table.

Specify number of rows & columns.

Click OK.




TABLES CONT’D:

How to Add a Row/Column

Position a cursor where you want to add arow/column.

Click on Table Menu, Select insert then rowabove/below.

HOW TO MERGE CELLS

Highlight the row.

Click on table menu.

Select merge cells.




TABLES CONT’D:

HOW TO SPLIT CELLS

Highlight the row (s)

Click on table menu. Select split cells.

Specify number of columns and number of rows.

DELETING COLUMNS/ROWS

Highlight the Row or Column. Click on table menu.

Select delete the Column or Row.




SPLITING A TABLE

Position the cursor where you want to divide

the table. Click on table menu.

Select split table.

TABLES CONT’D:




PLACING BORDERS AROUND THE TABLE

Highlight/select your table.

Click on format menu.

Select borders & shading.

Select border tab.

Then select settings e.g. box, all, custom etc.

Select border styles, color, click Ok.

TABLES CONT’D:




TABLES CONT’D:

SHADING YOUR TABLE

Highlight the table.

Click on table menu/click on format menu. Select borders and shading.

Select shading tab.

Under Fill select the color. Under pattern select the style.

Click Ok.




TABLES CONT’D:

TABLE AUTO FORMAT

Highlight the table.

Click on table menu. Select table auto format.

Under category select all table style.

Select style, under table style. Click Apply.




SORTING DATA:

Highlight the data (Names)

Click on Table menu

Select sort

Under sort by select the column name Select: Ascending or Descending

Click Ok.




PERFORMING MATHS IN TABLES

Put the cursor where you want to put the Total,

Average, Maximum/Minimum number. Click on Table Menu.

Select Formula.

Select the appropriate formula e.g.

=Sum (left)

=Sum (above)

=Average (left) etc.




City January February March Total

kimara 34 78 45

Mbezi 45 56 23

Mbagala 67 65 65

Gongolamboto 78 54 989

Loliondo 90 32 77




Inserting a worksheet

Inserting a worksheet file (excel file) in the Microsoft Worddocument

Position the cursor where you want to insert your sheet.

Select on Insert Menu.

Select File.

Under file of type

Select All files.

Select Excel file e.g. students’ results

Click Insert

Under open document in workbook: Select the entire workbook or just single sheet.

Click Ok.




LINKING FILES:

Open a blank document (Word document).

Click on insert menu.

Select Hyperlink.

Type the link word e.g. open excel file, this is typed on the*Text to display tab.

Specify the location of the file which you want to create a linkfor,

Select the file.

Click Ok (*If you are using Office 2000 click Ok again).

Save the link e.g. “My Word link”. To open a link file, click on the link (* if you are using Office

XP press (Ctrl + Click).




Day 2

Exercise




Day 3:

INSERTING GRAPHIC E.G. CLIP ART.

How to insert clip art

Open the document, which will contain the picture.

Click on insert menu. Select picture, then Clip Art.

Under search for: Type the category e.g. Animal.

Click on search (if using office XP) or Press

Enter (if using Office 2000). Right click on picture, select insert, then close Clip Art

window.




Clip Art Cont’d:

Setting Clip Art as your background:

Make sure that the picture toolbar is displayed.

Select the picture (select washout/water maker from color/image control).

Click on the text wrapping.

Select Behind text.

* If the text is behind the picture, Right click thepicture and select Order then select send behindtext




ADDING AUTOSHAPES


Select picture.

Select auto shapes. Select e.g. Basic shapes from Auto shapes

toolbar.

Select the shape e.g. Rectangle and drag itover the area where you want to put your object.




Auto shapes Cont’d:

If you want to apply color

Right click the object.

Select format auto shape.

Select color and lines tab.

Under Fill select the color you want. Click Ok.




Inserting Graphic Files

Inserting Graphic Files/ e.g.... scanned picture


Select picture.

Select from file.

Specify the location e.g. from drive C.

Select the file (picture name). Click insert.




Working with drawing toolbar:

To access the drawing toolbar (displaying

drawing toolbar).

Click on view menu.

Select toolbars.

Put a tick on Drawing.




GROUP/ UNGROUP OBJECTS

HOW TO GROUP OBJECTS (in case you wantto copy them)

Select the objects one after another (select the

first object) then press shift while selecting therest).

Click on drawing from the drawing toolbar.

Select group.

TO UNGROUP OBJECTS. Click on Draw from the drawing toolbar.

Select ungroup.




ADDING WORD ART


Select picture.

Select Word Art. Select the style.

Type the text e.g. PRISCA.

Click Ok.




APPLYING WATERMARKS

WATERMARKS (these are the words behind the text)

Click on view menu.

Select Header & Footer.

Click Insert Menu.

Select Picture. Select Word Art.

Select Style.

Click Ok.

Type the text e.g. SAMPLE.

Click Ok.

Click on text wrapping symbol from Word Art Toolbar. Re-size your text.

Select behind text.

Close Header & Footer Toolbar.




WATERMARK CONT’D

Removing water Marker

Click on View menu

Select header and footer

Select the text to be removed

Press delete key

Click on save button to save changes




WATER MARKER CONT’D:

APPLYING (When you are using office XP)

Click on Format Menu.

Select Background.

Select Printed Water marker.

Click Ok.

Point on * Text Water mark

*Under text, type e.g. SAMPLE - Select size and Color.

- Click Apply then Ok.




Day 4

Exercise




Day 5:

MAIL MERGE:

Mail Merge is a feature used to print a number of copies of letters or any other document which have more or less the

same contents but differ in few details (may be names &addresses are different in each mail. In mail (MAILMERGE) there is only one document having the text whichis the same for every copy, it is called “MAINDOCUMENT”. The information that differs from one copy to

another is called “DATA SOURCE” (ADDRESSES). Themain document & data source are prepared separately andthen at the end they are merged (combined) into a singlefile with several copies.




MAIL MERGE CONT’D:

MAIL MERGING: (When using office 2000)

Type a letter and save it.

Open the letter (in case it is not open).

Click on Tools Menu.

Select Mail Merge.

Under Main Document:

Click on Create. Select form letters.

Click on Active window.




MAIL MERGE CONT’D

From main “Data Source”

Click on Get data

Click on Create Data Source. Remove unwanted fields.

Click Ok.

Save your data sources.

Click on Edit data source.

Type Addresses, click on Add new after eachaddress, when you are through click Ok.




MAIL MERGE CONT’D

Put the cursor where you want to put theaddresses

Click on insert merge fields from mail merge

toolbar. Select all fields starting with e.g. Title, First name

etc.

Click on ABC symbols in order to view records

Then click on Merge to new document symbolfrom the mail merge toolbar.

Save your document.




MAIL MERGE IN XP:

(When using Office XP)

Open the document (e.g. letters to be given to different people)

Click on Tools Menu

Select Letters and mailing

Click on Mail Merge Wizard Select Letters

Click Next: starting document

Select Use the current document

Click on Next: Select recipients

Select *Type a new list Click on Create




MAIL MERGE CONT’D”

Click on Customize

Delete unwanted field Name

Click OK Type address and click on New Entry to

type the next address

When you are through, Click Close Save your addresses (data sources)

Click on Select all




MAIL MERGE CONT’D”

Click OK

Click on Insert Merge fields symbol from the Mail Merge Toolbar

Select Database fields

Select all the fields you want e.g. Title, First Name, Surname etc.

Click Insert Close

Put the cursor where you want to put your addresses

Click on merge to New document from Mail merge Toolbar

Under merge records, Select All

Click Ok Save your document




Day 6Exercise




Footnotes and Endnotes

You can include a footnote within a document to

help explain comment or provide a reference for

any text within a file. Typically footnotes are usedto reference the source of your information, Ms

Word allows you to include both footnotes and

endnotes within the same document. Footnotes

appears at the bottom of the page they are

referring, while endnotes are displayed at the end

of the document or section




Footnotes & Endnotes Cont’d:

Adding footnotes/endnotes

Place the cursor where you want your footnotes toappear e.g. after the Word KCHS

Click on Insert menu Select Reference (When using Office XP)

Select footnotes

Select footnotes or endnotes

Click OK

Type the meaning i.e. KAM COLLEGE OFHEALTH SCIENCE




Page Break & Page Numbering

Page Break

Position the cursor where you want to apply page break

Click on Insert Menu

Select Break

Select page break Click OK

Inserting Page Numbers:


Select Page Numbers

Click Format

Select e.g. 1, 2, 3 OR -1-, -2-, -3- etc. Select Continue to from previous section

Click OK

- Click OK again




Insert Section Break

Section Break (This is done if you want to use different numbersformats within one document e.g. 1, 2, 3 etc. and i, ii, iii, etc.)

* Having inserted page numbers;

Put the cursor on the word of the last page of the section which youwant to apply different number format e.g. i, ii, iii etc.


Select Break

Under Section break types, Select Next Page

Click OK

Press Delete (to delete empty page)

Click Insert menu




Section break cont’d:

Select Page Numbers

Click on format

Select 1, 2, 3

Select Start at: 1

Click OK then OK. Put the cursor on the first page (the area to apply roman numbers i.e. i,

ii, iii etc.

Click on Insert menu

Select page numbers

Click on format

Select i, ii, iii etc. Select start at i.

Click OK, then OK




Day 7

Exercise




ADDING TABLE OF CONTENTS

STEPS:

- Select all the headings to be put in the table of contents; start withthe First heading e.g. Working with tables

- Click on heading styles i.e. heading selection box (under normalbox) on the formatting tool bar.

- Select heading 1.

- After selecting heading 1; do the following:

- Place the cursor where you want to put the table of contents.

- Click on Insert Menu.

- Select references or index and tables. - Select table of contents tab.

*Under show levels; select 1.

- Click ok.

T bl f C t t t’d




Table of Contents cont’d:

Adding levels 2, 3 etc. (Sub-headings)

- Highlight the word to be put in the table of contents as asub heading e.g. re-sizing the table

- Click on the heading selection box (under normal box) onthe formatting tool bar.

- Select heading 2

- Click on Insert Menu.

- Select reference or index and tables. *Under show levels; select 2.

- Click Ok.

T bl f C t t t’d





*In case the document has moved down to a

different page from the one indicated on the table

of contents; updated the table of contents by doing

the following:-

- Put the cursor in the table of contents.

- Right click.

- Select updated Field.

- Then updated the entire table

T bl f C t t t’d





*In case you want to remove some headings from the table of content;do the following:-

- Highlight the text e.g. re-sizing tables from the document (in thedocument area and not in the table of contents).

- Click on the heading selection box (under normal box). - Select normal.

- Put the cursor in the table of contents area.

- Right click.

- Select update field.

- Select entire table. - Click ok.




MASTER DOCUMENT

.

A master document can be used to store a

set of `sub documents’ that are saved

as separate files. (Microsoft word files only.)




Creating a Master Document.

- Open a blank document.

- Click on view menu.

- Select outline.

- Type the text e.g. open student file.

- Click on insert sub document symbol from the toolbar.

- Specify file location (the place where the file is located).

- Select the file.

- Click open.




Master Doc Cont’d:

- Save your master document.

- Close master file

- Open the file (Master file), a link will be displayed, click on that link.

*If you want to create several links in the master document do the following:

- While you are on the master document; type another text below the first link e.g.Open tutors file.

- Click on Expand sub document symbol on the toolbar.

- Then click on insert sub document symbol on the toolbar.

- Specify the file location.

- Select the file.

- Click open.- Save the changes (i.e. click on `save’ not `save as’)

- Close the master document.

- Open it, click on the link in order to open the file.




CREATING AN INDEX.

You may want to create an index for a document.

An index may include both headings and sub

headings and you can choose how the page

numbers are to be displayed and printed. Creating an index in ms word is a two step

process. You must first mark the entries to be

included within the index and then actually insert

the index into your documents.




INDEX Cont’d:

MARKING INDEX ENTRIES.

- Select the first word (entry) to be included in the index.

- Press alt + shift + * (or click on insert menu, select reference, indexand table,

- Click on mark entry.

- Highlight the word (entry) inside the main entry. - Click on mark (or mark all if the word appears in different pages)

- Select the next entry (word) to be put in index, click inside the mainentry box, and highlight the word (entry).

- Click on mark or mark all.

- Continue until all entries are done.

- Click close when finished.

INDEX C t’d




INDEX Cont’d

To insert the index.

- Place the cursor where you want to insert the

index. - Click on insert menu.

- Select reference, then index and tables.

- Click on Right align page numbers. - Select e.g. 1 column.

- Click ok.



Study Hard !!!!

By Tutor Songo

advanced word ppt.ppt

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