word 2003 - tutorial 3

Word 2003 – Tutorial III

Track ChangesTrack Changes in Print Layout View

User InformationViewing the changes

Accepting / Rejecting Changes

Inserting Comments

Window Splitter

Compiling a Table of Contents

Creating an Index

Saving a Word Document as a Web Page

Page Margins and Gutter MarginsPage Margins

Gutter Margins

Indentations

Setting TabsChanging the default tab stops

Removing Tabs

Word 2003 – Tutorial 3 1

Track Changes

Word gives you the option to track changes inside your document. Tracking changes could be very useful to professors/students who want to identify changes that occurred in a document.

Reviewing Toolbar

To be able to start working on the Track Changes inside your document, you need to show the Reviewing toolbar. From the Menu bar, select View >Toolbars >Reviewing.

The Reviewing toolbar contains many options that make it easy for you to use the track changes option inside your document.

Track Changes in Print Layout View

To start using the track changes while you are working inside Print Layout View, click on the Track Changes button found on the Reviewing toolbar. Notice how the TRK label is automatically highlighted on the Status bar.

Word is ready to identify the errors found in your document. You can correct misspelled words (underlined in red) and grammatical errors (underlined in green), knowing that Word is recording the changes.

In the Print Layout, Word will display the changes in a box.

All changes in Font, Font Size, and Font Color for a specific part of the document are placed in the same box.

Other format changes like Text Alignment are placed in separate boxes.

Deleted words are placed in separate boxes.

Inserted text will appear in a different font color, and will be underlined.

All boxes have arrows pointing to the exact text where the change took place.

The left side of the document shows vertical lines indicating the regions where changes have occurred.

Placing the mouse over new text or


over the box containing the information on the changes displays a pop-up box. This box contains information about that specific change, the user responsible for the change, the date, time, and type of editing done.

User Information

The user information identifies the person who is using the application. Your name is automatically entered when Word is installed on your computer. To confirm or change this information, follow these steps:

1. From the Menu bar, select Tools > Options. 2. Choose the User Information tab. 3. Type your name in case it is not there under Name and then click on the OK button.

Note: If you have just typed a new name in the User Information tab, and you continued editing, all changes you do will be marked with a different color to indicate that they have been performed by a different user. Moreover, the pop-up box containing the information on the user will appear in a different color.

Viewing the changes

To view all the changes you made to your document as one list, click on the Reviewing Pane button

found on the Reviewing toolbar. A new window will appear listing the changes per category.

In the Normal View, the changes you made to your document cannot be identified easily: you can identify that a change has occurred at a specific place but you cannot identify the type of change that took place like you do in Print Layout View. Thus, the Reviewing Pane option is considered fundamental to see the changes you made to the document, while you are working in the Normal View.

Note: In Normal View, all the changes you made to your document appear as follows:


• All the boxes that point to the region where changes have been made will disappear.

• Deleted words are shown with a line across them, and their color is changed.

• The parts that were added will appear underlined and will appear in a different color.

• When you place the mouse over new text or over the box containing changed text, a pop-up box appears. It contains information related to the specific change

• To identify where change have taken place, check the vertical lines that appear on the left of the document as well.

Accepting / Rejecting Changes

After reviewing the document using the Track Changes option, you can send the document to any user. He/she in turn will be able to review the document and the changes you made. The user has the option to accept or reject part or all the changes made to the document.

To accept all the changes made to a document, click on the drop down arrow next to the Accept

Change button and select the Accept All Changes in Document.

To accept all the changes made to a document, click on the drop down arrow next to the Accept Change button and select the Accept All Changes in Document

To reject part of the changes made to a document, select a box containing some

changes and click on the Reject Change/ Delete Comment button found on the Reviewing toolbar. Once you reject a change, the box that used to contain the changes will disappear and the changes become part of your text.

To reject all the changes made to a document, click on the drop down arrow next to the Reject Change/ Delete Comment button, and select the Reject All Changes in Document

Note: In Normal View, it is necessary to place your cursor on the modification itself before clicking on Accept Change or Reject Change/ Delete Comment buttons. Else the change will not be accepted or rejected.


Inserting Comments

Sometimes you want to explain a certain point in your document but do not want to include the explanation inside the text. A way to do so is by using the Insert Comment feature of Word. You can insert comments as side notes to help you mark certain points of your document. You can use comments to mark the place that you reached while reading the document. To insert a comment, select to view your document in Print Layout View and follow this procedure:

• Place your cursor on the location where you want to insert the comment.

• From the Menu bar, select Insert >Comment.

You can also insert a comment from the Reviewing toolbar:

Click on the New Comment button.

A text box appears with a line pointing towards the location you selected.

Write your comment in the box and click once anywhere outside the box.

To delete a comment, select the comment and choose Reject Change/Delete Comment

button from the Reviewing toolbar.

Note: In the Print Layout View, you can view comments normally. In the Normal View however, you cannot see the comment; you can only see a vertical line where the comment had been inserted. In addition, when you add a comment in the Normal View, the Reviewing Pane will open automatically and your comment will appear in the Reviewing Pane.

Comparing and Merging Documents

Word allows you to compare and merge documents. For example, you have started reviewing and correcting mistakes in a certain document, however you forgot to activate the Track Changes option. In this case, Word can compare the original document to another document version in order to identify the changes you made. This procedure requires that you have two documents. The first copy is the original document and the second copy is the non-tracked document in which you made some corrections without activating the Track Changes. Open the non-tracked document in Word. From the Menu bar, select Tools > Compare and Merge Documents…. The Compare and Merge Documents dialog box will appear.


1. Select the document with which you want to compare changes.

2. Click the down arrow next to the Merge button, and select one of the three options below:

• Merge: Allows you to add and track the changes in the original document.

• Merge into current document: Allows you to add and track the changes into the non-tracked document.

• Merge into new document: Allows you to add and track the changes into a new document.

Window Splitter

Word allows you to split the window of the document you are working with into two parts. This feature can be very helpful, especially in some cases that require you to keep a part of the document fixed and visible at all times, while you are working on editing the document in the other part of the window.

To split the window, follow the steps below:

From Menu bar, select Window > Split. The mouse pointer changes into a horizontal line. Fix the horizontal line at the place where you want the splitting to occur, and click


once at this location. The window is split now, and you can scroll through both parts independently. Notice that this feature creates two copies of the same document. You can choose to make either the first part or the last part of the document fixed. You cannot use more than one window splitter at once.

Note: When you split a document, no changes are made to the document, only the view changes to allow you to view two copies of the same document in the same window of the Word application.

To remove the split, select from the Menu bar, Window > Remove Split.

Compiling a Table of Contents

The table of contents or TOC lists the headings/titles inside a document. It can be very useful to create an overview of the topics discussed in a document. The table of contents can be created manually, or created automatically within Word.

To be able to automatically create and insert a table of contents in your document, follow the steps below:

1. First we need to reveal the Outlining toolbar. From the Menu bar, select View > Toolbars > Outlining.

2. Type the text for which you want to create a table of contents. Add a heading for every paragraph inside the document. Note: As you will see later, providing headings for your text is not a condition to have a TOC inserted, but headings make your text look more organized.

3. To insert a TOC, place the cursor at the beginning of the document, and from the Menu bar, select Insert > Reference > Index and Tables. Choose the Table of Contents tab.

4. Under General section, from the Formats drop down menu, select the format of your choice. In Show levels, you can specify the maximum number of levels you wish to include in your TOC by typing or using the Up and Down arrows.

Note: Number of levels is different from the number of headings in your text. Introduction, body, and conclusion are on the same level (example: Level 1). Under each, you might have more headings of higher levels. You should specify a maximum level otherwise all headings of level greater or equal to the specified would not be included in your TOC.


Finally, click on the OK button. Word warns you that there are no entries to insert a TOC (Error! No table of contents entries found). This is because no levels were associated with the headings that were created.

To specify a level for the headings, highlight each heading and from the Outlining toolbar, click on the drop down menu next to Body text and select a level.

Notice that some headings might have the same level depending on whether they are of same importance. For instance, you have main headings, sub-headings, and even sub-sub-headings. The main headings all have the same level value (Level 1 for example), the sub-headings have the same level too (different from that of the main headings, for instance, Level 2), and finally, the last headings have the highest level value. Notice how the regular text (the non-heading text) has no level. It is specified as Body text.

When done, either go to the start of the document (where you have previously inserted a TOC) and select Insert > References > Indexes and Tables and click OK, or directly from the Outlining toolbar, click on Update TOC button.

Note: The Go to TOC button highlights the Table of Contents. After inserting your TOC you can either Demote or Promote headings. That is, you can move a heading of

Level 1 to Level 2 by clicking the Demote button found on the Outlining toolbar.


The same approach applies to Promote a heading. Remember to update your TOC after performing any action.

Creating an Index

An index provides help about certain terms or phrases in your text. An index can provide a page number, a cross- reference, and other options.

To add an index, from the Menu bar, select Insert > References > Indexes and Tables Select the text to be indexed and from the Index and Tables dialog box select the Index tab.

To add an index, from the Menu bar, select Insert > References > Indexes and Tables

From the Formats drop down menu, choose a format of your choice. You can view the format you have just selected in the Print Preview area shown on top of the Index tab.

Click the Mark Entry button at the bottom of the tab page to open the Mark Index Entry dialog box.

Include the information, example: sub-entries, cross-references, bookmarks, page number format, etc… then click on Mark button then click on Close.

Note: The Mark Index Entry dialog box stays open so that you can mark multiple index entries.

After inserting the index, you can include a heading for your index table to insert in your TOC. Don’t forget to specify a Body text level for the index heading and click on the Update TOC when done.


Typing in Arabic

To be able to type a text in Arabic using Word, make sure the Arabic language pack is installed on your computer. In case it is not installed, leave a message at CNS in order to configure your Operating System to type in Arabic. After your computer is ready to use Arabic, you need to add the language bar so that you can switch between Arabic and English whenever you want.

To view the Language bar on your desktop:

1. Minimize Word and from the Start menu, select Control Panel > Date, Time, Language and Regional Options > Regional and Language Options.

2. Select Languages tab and click on Details button

3. Click on Add button and select Arabic (Lebanon) from the Input language drop down menu and click on the OK button and you will have the Arabic (Lebanon) language added under Installed services section

4. Click on Key Settings button and a message will prompt you,Do you want to apply the keyboard layout changes now? Click Yes, then an Advanced Key Settings dialog box will appear click OK

5. Click on Language Bar button and from the Language Bar Settings, click OK button

6. From the Text Services and Input Languages dialog box, click OK button then click Apply from the Languages and Regional Options dialog box then click on OK

7. You should have the Language Bar added on the lower right corner of the windows taskbar (see right figure)

8. Click on it to obtain the list of abbreviations for the languages that have added. In our case, we have two abbreviations EN for English and AR for Arabic. Make sure you select AR to be able to type in Arabic inside Word.


9. Now maximize Word and from the Formatting toolbar, click on to set the typing

mode to Right-to-Left and you are ready to start typing in Arabic.

Saving a Word Document as a Web Page

Professors can upload Word documents to websites. However there are some disadvantages when uploading Word to the Web:

Word documents use more computer space than files in HTML format and large files may create network congestion and delays.

The Word document requires the client computer to have Word installed locally to function properly, while the HTML file can be read by any browser (e.g. Netscape, Internet Explorer).

The Word document requires one step further: a new window will pop-up asking whether the client wants to Save or Open the document. The HTML version, on the other hand, loads instantly on the browser.

To save a Word document as a Web page, follow the steps below:

1. Open the Word document.

2. From the Menu bar, select File>Save as Web Page. The Save As window will open.

3. From the Save as type select Web Page instead of Single File Web Page


4. From the Save in drop down menu, select the location where you want to save the new file.

5. You can change the File name of your new Web page document.

6. To change the title of the Word document, click on Change Title button. This title will appear at the top of the web browser when a person views your Web page. Click OK when done.

7. Click on Save.

Note: If you try to view the icon of the file we have just saved as a Web Page from My Documents folder, the file icon includes both the Word and the HTML logos (see figure on the right).

Note: If your Word document contains pictures follow the same procedure as above to save the file as a Web page but notice that after you save the file as a Web page you will obtain an HTML document (as above) and a folder accompanied with it. This folder contains the pictures of the saved file.

To save a Word document in Arabic as a Web page:

1. Open the Word document in Arabic.

2. From the Menu bar, select File>Save as Web Page. The Save As window will open.

3. From the Save as type select Web Page instead of Single File Web Page

4. From the Save in drop down menu, select the location where you want to save the new file.

5. You can change the File name of your new Web page document.

6. You can also change the Page Title of your document. As mentioned earlier, this title will appear at the top of the web browser when a person views your Web page. Click OK when done.

7. From the Save As dialog box, click on Save.


Page Margins and Gutter Margins

Page Margins

Margins represent the white empty boundaries formed around the paper inside a Word document. Margins can be user-defined and changed at any time. To change the margins measurements:

1. From the Menu bar, select File>Page Setup, the Page Setup dialog box will open, choose the Margins tab.

2. Under Margins section, enter a value in any of the Top, Bottom, Left, and Right boxes using the up and down arrows. The Preview section will reflect the changes you have just done

3. When finished, click OK

Gutter Margins

In order to bind a Word document after printing it, you need to create enough space either from the top or right or left of the document for the binding. To set a gutter position and value:

1. From the Menu bar, select File >Page Setup, the Page Setup dialog box will open, choose the Margins tab.

2. Select the position of the gutter from the Gutter position drop-down menu, to be either on top, left or right to the left of the document, and from the Gutter box, enter a value for the gutter’s measure using the up and down arrows. The Preview section will reflect the changes you have just done.

3. When finished, click OK.


Indentations

Make sure you can see the rulers found at the top and left. If you can’t then go to View > Ruler. From the ruler found on the top of your document notice the four shapes in grey. Three appear to the left (they could be found one on top of the other depending on the indentation you already have) and one found to the right. These are the Indent shapes. Place your mouse pointer on each of these shapes. You will get a small tool tip that specifies the job of that shape: Square = Left Indent, lower triangle = Hanging Indent, upper triangle = First Line Indent, and finally, right triangle = Right Indent.

Highlight the paragraph you want to indent.

There are many ways to indent a text:

1. Indenting the whole selection (to the left or right).

2. Indenting the first sentence only in the whole selection (to right).

3. Indenting everything below the first sentence in a selection (to right).

First of all, place your cursor before the first sentence in the paragraph you want to indent then go to Format > Paragraph.

The Paragraph dialog box will open.

1. Under General you can see the Alignment, Directions, and Outline level of your paragraph.

2. Under Indentation you can change the indentation settings for your paragraph. Left Indent:

• Change the values found in the Before text and After text fields. Notice the changes in the Preview area. Notice that this will affect all your selection. Click on OK and view the changes. Notice that the three shapes (the Left Indent, Hanging Indent, and First Line Indent shapes) have moved a bit to the right. In this case you have increased the left indentation of the document. You can undo this action by dragging the three shapes to the opposite direction (left instead of right).

Hanging Indent:


• Highlight your paragraph and go to Format>Paragraph and take a look at the Special drop down menu. You can choose either Hanging or First Line indentation or None if you don’t want any sort of indentation. Notice what happens when you select either one:

i. Hanging indents everything below the first sentence.

ii. First line indents the first sentence only.

• You can choose to increase/decrease the value by which to indent from the By field. Values are displayed in inches.

i. By choose Hanging and clicking on OK, everything below the first sentence will be indented. Notice in the ruler that the lower triangle along with the square have been dragged to the right whereas the upper triangle is still in its place. This is to prove that the lower triangle serves as the Hanging Indent shape. The square specifies that our indentation is left indentation i.e. we are increasing the indentation to the left of the selection. Terms might be confusing at times however once you understand it becomes very clear.

ii. If you choose First line from Special and click on OK, the first sentence only is indented. From the document top ruler, it is obvious that the top triangle has been dragged whereas everything below it is still in place. This shows that the top triangle is the one responsible for First Line indentation.

iii. The last type of indentation is the Right Indentation. If you go to Format>Paragraph and change the value in the After text field then click on OK you will notice that in the document, the Right Indent triangle found on the right side of the top ruler, has been dragged to the left. This increases the indentation to the right of the document.

3. Under Spacing you can change the spacing between sentences in your paragraph.

Another way to indent a whole paragraph is by placing the cursor in front of any sentence in a paragraph or highlighting the paragraph and clicking on the Decrease Indent or

Increase Indent buttons found on the Formatting toolbar.

Setting Tabs


A Tab Stop is a location on the horizontal ruler that indicates how far to indent the first line of a paragraph and how far to indent a line every time your press the ENTER key then TAB key on your keyboard. In other words, you can suggest the position you want to place your cursor to begin your sentence. To set a Tab Stop position, follow the steps below:

From the Menu bar, select Format > Tabs.

The Tabs dialog box will open; in the Tab stop position box, type the distance that you want the tab to move the cursor. Tabs are set in inches.

When finished, click on the OK button.

When you press the TAB key on your keyboard and start typing the first word of your sentence will be placed at a position according to the tab stop position you specified.

The Tabs dialog box provides the following options:

The Alignment section specifies the position from which you want text to continue.

Left places all additional text to the right of the tab.

Center centers text from the tab stop position.

Right places all additional text to the left of the tab

Decimal aligns all text at the decimal point.

Bar creates a bar at the tab point for dividing text.

If you want to add a leader, select any of the leader style found under Leader section, and click on the OK button.

Changing the default tab stops

From the Menu bar, select Format > Tabs.

From the Default tab stops, enter the distance, in inches, between each tab.



Removing Tabs

To remove tabs if you no longer need them:

From the Menu bar, select Format > Tabs, then in the Tab stop position box, select the tab you want to remove, and click Clear.



word 2003 - tutorial 3

Documents

default tab stops

select tools

print layout view

tab stop position

select format

select insert

select view

select file