Microsoft Word 2010 Tutor 3 by PrinceYemiCasca

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									     INSTRUCTOR-LED COURSEWARE




     Word 2010 – Level 3




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              PCM Courseware, LLC.
      6960 N. Ardara Ave., Glendale, WI 53209
      Phone: 800-693-7040 • Fax 414-386-1711
          http://www.pcmcourseware.com
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I N T R O D U C T I O N




                            INSTRUCTOR-LED COURSEWARE




                           Word 2010 – Level 3




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                                        PCM Courseware, LLC.
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                                6960 N. Ardara Ave., Glendale, WI 53209
                                Phone: 800-693-7040 • Fax 414-386-1711
                                    http://www.pcmcourseware.com
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                     COPYRIGHT NOTICE AND LICENSE AGREEMENT

 PCM Courseware, LLC. 2010
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ALL RIGHTS RESERVED. This material is copyrighted and all rights are reserved by PCM
Courseware, LLC. When you purchase this product, you are entitled unlimited use of purchased product
in perpetuity.
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This product may be used by instructors only at a single physical location unless licenses were purchased
for more than one location. The number of locations eligible for use of the course materials will equal the
number of site licenses purchased. You may copy and distribute the manual files, lesson files and lab files
only within the confines of the specific site(s) of the license agreement. You may not under any
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circumstances, distribute, rent, or lease the manual, its documentation, the training files, or any copies
thereof, to third parties. If the purchaser has more than one training location and wishes to use the
courseware at these locations, then a licensed must be purchased for each additional location.

Courseware may be customized and modified as the purchaser sees fit as long as the copyright
information is clearly displayed within all documents. The purchaser may add their own name and logo to
the printed manuals as long as the copyright information is present on all printed versions of the
courseware.

This courseware license may not be transferred, assigned, given, rented, leased or resold to any third party
in any form.




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I N T R O D U C T I O N




Only printed copies of the courseware may be made available to students. Under no circumstances may
the source Microsoft Word courseware files be made available on a network, internet or intranet, or any
other removable or non-removable media.

It is the responsibility of the Purchaser to print out copies of the courseware. PCM Courseware, LLC will
in no way be held responsible for inadequate printing facilities at the Purchaser’s site, resulting in the
inability to print out the courseware. In such cases that the original source courseware files or training
files are corrupted, PCM Courseware, LLC will replace any corrupted training files.

Passwords necessary to access the courseware or download courseware from the PCM Courseware, LLC
Web site must not be disclosed to any third party in any form.

The purchaser may not make available any courseware to those who have not attended a training class at




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the purchaser’s licensed site.




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Any student who has attended a training class in which PCM Courseware training materials were used
may keep one copy of the printed training manual and any accompanying exercise and lab files for
personal use only.




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PCM Courseware, LLC. reserves the right to revise this manual and its files and make changes from time
to time in their content without notice.

This license entitles the purchaser of the Entire Courseware Library to receive any new courseware or any
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updates to existing courseware produced within one (1) year of the purchase date via the PCM
Courseware, LLC Web site. PCM Courseware, LLC will not be held responsible for an inadequate
Internet Connection at the purchaser’s location resulting in an inability of download any new courseware.
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The purchaser’s remedy for problems or inconveniences encountered from the use of the training manual
or its related training files shall be limited to the refund of the price paid for this courseware. PCM
Courseware, LLC. shall not be liable to the purchaser or any other person with respect to any liability, loss
or damage caused, directly or indirectly, by use of this courseware or the related training files. Please
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inform PCM Courseware, LLC of any errors or omissions in any of the courseware materials.

While every genuine effort has been made to ensure the accuracy of the material, PCM Courseware, LLC.
makes no warranty, express or implied, with respect to the correctness, reliability and freedom from error
of the manual or the related training files. Data used in this manual and its training files are fictitious. Any
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reference to actual persons or companies is entirely coincidental.
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©2010 PCM Courseware, LLC                                   3
I N T R O D U C T I O N




Table of Contents




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TABLE OF CONTENTS ........................................................................................................................4	
  




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WORD 2010 LEVEL 3 – INTRODUCTION ...........................................................................................6	
  
    COURSE REQUIREMENTS................................................................................................................6	
  




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    COMPONENTS OF THE MANUAL .....................................................................................................7	
  
    TRAINING FILES .............................................................................................................................8	
  
    WHAT’S NEW IN WORD 2010?.......................................................................................................9	
  
LESSON 1 -	
           WORKING WITH CHARTS ......................................................................................11	
  
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    1.1	
   CREATING A CHART ..........................................................................................................12	
  
    1.2	
   RESIZING A CHART ...........................................................................................................17	
  
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    1.3	
   CHANGING THE LAYOUT AND STYLE ................................................................................20	
  
    1.4	
   LABELING CHART ELEMENTS ...........................................................................................23	
  
    1.5	
   FORMATTING CHART TEXT...............................................................................................26	
  
    1.6	
   FORMATTING CHART ELEMENTS ......................................................................................29	
  
    1.7	
   CHANGING THE CHART TYPE............................................................................................35	
  
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    1.8	
   SHOWING OR HIDING GRIDLINES ......................................................................................38	
  
    1.9	
   CUSTOMIZING AXES .........................................................................................................40	
  
    1.10	
   CHANGING A CHART’S SOURCE DATA ..........................................................................45	
  
    1.11	
   SAVING A CHART TEMPLATE .........................................................................................49	
  
    LESSON SUMMARY – WORKING WITH CHARTS ...........................................................................52	
  
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    LESSON 1 QUIZ ............................................................................................................................54	
  
    LAB 1 – ON YOUR OWN ..........................................................................................................57	
  
LESSON 2 -	
           WORKING WITH LONGER DOCUMENTS ...............................................................58	
  
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    2.1	
      CREATING A DOCUMENT OUTLINE ...................................................................................59	
  
    2.2	
      CREATING A TABLE OF CONTENTS ...................................................................................64	
  
    2.3	
      USING BOOKMARKS..........................................................................................................69	
  
    2.4	
      ADDING FOOTNOTES AND ENDNOTES ...............................................................................73	
  
    2.5	
      ADDING CROSS-REFERENCES ...........................................................................................76	
  
    2.6	
      CREATING AN INDEX.........................................................................................................80	
  
    2.7	
      CREATING CAPTIONS ........................................................................................................85	
  
    2.8	
      CREATING A TABLE OF FIGURES .......................................................................................88	
  
    2.9	
      CREATING AND USING QUICK PARTS ...............................................................................91	
  
    2.10	
      CREATING A MASTER DOCUMENT .................................................................................98	
  
    2.11	
      INSERTING SUBDOCUMENTS INTO A MASTER DOCUMENT ..........................................100	
  
    2.12	
      VIEWING DOCUMENTS SIDE BY SIDE...........................................................................104	
  
    2.13	
      USING FULL SCREEN READING VIEW ..........................................................................107	
  




Introduction                                                                    4
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    2.14	
   USING THE NAVIGATION PANE ....................................................................................110	
  
    LESSON SUMMARY – WORKING WITH LONGER DOCUMENTS ....................................................115	
  
    LESSON 2 QUIZ ..........................................................................................................................117	
  
    LAB 2 – ON YOUR OWN ........................................................................................................120	
  
LESSON 3 -	
            WORKING WITH FORMS ......................................................................................122	
  
    3.1	
   CREATING A FORM..........................................................................................................123	
  
    3.2	
   RESIZING A FORM ...........................................................................................................127	
  
    3.3	
   ADDING A TEXT FIELD TO A FORM .................................................................................129	
  
    3.4	
   ADDING A DATE PICKER FIELD TO A FORM ....................................................................132	
  
    3.5	
   ADDING A CHECK BOX TO A FORM .................................................................................135	
  
    3.6	
   ADDING A DROP-DOWN LIST TO A FORM .......................................................................138	
  
    3.7	
   ADDING HELP TO FORM FIELDS ......................................................................................141	
  




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    3.8	
   PROTECTING A FORM ......................................................................................................143	
  
    3.9	
   USING A FORM TEMPLATE ..............................................................................................146	
  




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    LESSON SUMMARY – WORKING WITH FORMS ...........................................................................149	
  
    LESSON 3 QUIZ ..........................................................................................................................150	
  
    LAB 3 – ON YOUR OWN ........................................................................................................152	
  




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LESSON 4 -	
            WORKING WITH MACROS ...................................................................................153	
  
    4.1	
   RECORDING A MACRO ....................................................................................................154	
  
    4.2	
   RUNNING A MACRO ........................................................................................................159	
  
    4.3	
   EDITING A MACRO ..........................................................................................................162	
  
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    4.4	
   SAVING A DOCUMENT WITH MACROS ............................................................................165	
  
    4.5	
   OPENING A DOCUMENT WITH MACROS ..........................................................................168	
  
    4.6	
   ADDING A MACRO TO THE QUICK ACCESS TOOLBAR .....................................................170	
  
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    LESSON SUMMARY – WORKING WITH MACROS ........................................................................174	
  
    LESSON 4 QUIZ ..........................................................................................................................175	
  
    LAB 4 – ON YOUR OWN ........................................................................................................177	
  
LESSON 5 -	
            CREATING AND POSITIONING GRAPHICS ...........................................................178	
  
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    5.1	
   CREATING DRAWING OBJECTS .......................................................................................179	
  
    5.2	
   FORMATTING DRAWING OBJECTS...................................................................................187	
  
    5.3	
   ALIGNING OBJECTS.........................................................................................................191	
  
    5.4	
   ROTATING OBJECTS ........................................................................................................194	
  
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    5.5	
   ORDERING OBJECTS ........................................................................................................200	
  
    5.6	
   GROUPING OBJECTS ........................................................................................................202	
  
    LESSON SUMMARY – CREATE AND POSITION GRAPHICS ...........................................................205	
  
    LESSON 5 QUIZ ..........................................................................................................................206	
  
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    LAB 5 – ON YOUR OWN ........................................................................................................208	
  
CLASS PROJECT – SHAREHOLDER UPDATE .................................................................................210	
  

INDEX .............................................................................................................................................211	
  




©2010 PCM Courseware, LLC                                                         5
I N T R O D U C T I O N




Word 2010 Level 3 – Introduction
Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system for
an instructor-led environment that facilitates learning via auditory, visual and hands-
on experiences by each student. The manual is broken down into several lessons
with each lesson subdivided into several sections. Each section covers a particular




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skill or concept related to the main lesson topic. In each section you will find:




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1.    A brief introduction to the section topic.
2.    Step-by-step “how to” instructions.




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3.    A hands-on “Let’s Try It” exercise which students perform with the instructor.
4.    An independent “On Your Own” activity at the end of each lesson to identify
      any problem areas and to ensure that learning has taken place.
5.    A chapter summary at the end of the lesson, reviewing major concepts and
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      topics discussed in the chapter.
6.    Chapter quiz to ensure that learning has taken place.
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Rather than having to sift through blocks of paragraphs of written text, the
introductions are brief and easy to understand, illustrated with diagrams, lists, tables
and screen shots to aid in comprehension and retention. The step-by-step format of
the manual enables for quick scanning by the instructor during teaching time and the
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ability to pull out the main points quickly without having to filter the desired
information from chucks of text.
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Course Requirements
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It is assumed that the student has a fundamental understanding of the Windows
operating system and how to maneuver with a mouse. Students should be familiar
with the concepts taught in the Word 2010 Level 1 and Level 2 courses.

A full installation of Microsoft Word 2010 should be available on each desktop, with
a fresh installation strongly encouraged.




Introduction                                    6
I N T R O D U C T I O N




Components of the Manual
The Word 2010 manual consists of the following components:

A Table of Contents To allow the students to quickly find desired concepts
Introduction                Discussion of manual components, course requirements,
                            courseware philosophy and training lab set.




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Lessons                     The lessons are the manual chapters, each of which is
                            composed of several sections relating to the lesson topic or




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                            skill.
Sections                    Each section begins with a brief introduction to the section




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                            topic and is followed by step-by-step instructions on how
                            the student is to accomplish a particular task. The students
                            then perform the task with the instructor in a “Let’s Do It!”
                            exercise. Each step in the Let’s Do It exercise provides the
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                            How (step-by-step) and Why (the reason for performing the
                            step) of each phase necessary to accomplish the task.
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Lesson Summary              The sections concepts are summarized in sequential order in
                            the Lesson Summary section, allowing for quick review.
Labs                        Each section concludes with an independent “On Your
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                            Own” exercise called a Lab. The Lab gives the opportunity
                            for the student to practice what he/she has learned and to
                            discover any problem areas with the topic in the section.
                            Each lab covers the skills taught in that particular lesson
                            (chapter).
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Chapter Summary             Each section concludes with a “Chapter Summary” which
                            briefly reviews all of the topics discussed in the section.
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Chapter Quiz                Each section concludes with an independent “Chapter
                            Quiz” to test the level of learning that has taken place. The
                            quiz is in multiple choice and short answer format and can
                            be done in class together or as an end of chapter test.
Class Project               The course concludes with an independent “Class Project”
                            to test the level of learning that has taken place. In this
                            project, the student utilizes skills learned throughout the
                            class.
Index                       Allows students to quickly find desired concepts.




©2010 PCM Courseware, LLC                         7
I N T R O D U C T I O N




Training Files
Each PCM Courseware course comes with a set of Lesson Files and Lab Files
designed to employ real-world situations and examples. The Lesson Files are
designed to be used in the Let’s Do It exercises that the students perform with the
instructor. The Lab Files are to be used for the On Your Own exercises at the end of
each Lesson. Both the lesson files and lab files should be stored on the each
Student’s Desktop in the folder Lesson Files.




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Introduction                                  8
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What’s New in Word 2010?
 What’s New                 Description of Feature
 Alternative Text on        You can now add Alternative Text titles to a table so that text
 Tables                     readers will have access to additional information.
 Background                 Located under the Picture Tools, you can now remove the
 Removal Tool               background color of a Word document.




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 Backstage View             Office Button options are now located under the File tab on the
                            Ribbon, what Microsoft refers to as Backstage view. The new




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                            view allows for quick access to permissions, meta-data, common
                            document tasks and version management.
 Built-In Screen            Located under the Insert tab, Word now has a Screenshot




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 Capture Tool               feature that allows you to take a screen dump of the entire
                            window or just a part of the window.
 Document Sharing           Enhanced sharing allows multiple people to work on a
                            document simultaneously online.
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 New Numbering              Word now includes new fixed-digit numbering formats such as
 Formats                    001, 002, 0001, 00002, etc.
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 Office Button              Redesign of the Office Button. It is now a small rectangle
                            rather than a large circle and contains only basic window
                            commands.
 Office Live                Office 2010 syncs nicely with your Office Live Workspace
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 Workspace
 PDF Writer                 Word now includes a built-in PDF writer, allowing you to save
                            documents in PDF Format. It is no longer necessary to
                            download an add-on.
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 Permissions                Under the Review tab, the Protect Document option has been
                            renamed to Restrict Editing. A new tab entitled Block
                            Authors has also been added.
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 Photo Editing              Word now includes many new photo editing tools.
 Tools
 Printing                   Under the File menu, the Print command displays a nice
                            selection of print options, all in one place.
 Protected Mode             Whenever you download a document from the Internet, Word
                            will not allow you to edit the document until you have enabled
                            editing. From the Trust Center, you can specify which types of
                            documents Word will open in Protected Mode.
 Search                     New search features that allow you to search charts, tables, and
                            footnotes.




©2010 PCM Courseware, LLC                       9
I N T R O D U C T I O N




 What’s New               Description of Feature
 Search Interface         When performing a Search, Word now displays as a left-hand
                          pane, with options for narrowing the search. A navigable map
                          of thumbnails of your document is also available.
 Share Point              You can now save a file directly to Share Point
 SkyDive Account          You can now directly upload documents to your Windows Live
                          SkyDive account and access them from any other computer.
 Smart Art                Word includes new Smart Art Templates and template
                          categories.
 User Interface           New cleaner interface. You can now show or hide the Ribbon
                          with a single click.




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Introduction                                 10
                                                                   1
                                                                   Lesson
L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




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Lesson 1 - Working with Charts




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Lesson Topics:
1.1 Creating a Chart                        n
1.2 Resizing a Chart
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1.3 Changing the Chart Layout and Chart Style
1.4 Labeling Chart Elements
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1.5 Formatting Chart Text
1.6 Formatting Chart Elements
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1.7 Changing the Chart Type
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1.8 Showing or Hiding Gridlines
1.9 Customizing Axes
1.10 Changing a Chart’s Source Data
1.11 Saving a Chart Template




© 2010 PCM Courseware, LLC                             11
L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




1.1 Creating a Chart
In this lesson, you will learn how to insert a chart into a Word document.



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        harts are an ideal way to graphically present your numerical data. If you have
        Microsoft Excel 2010 installed on your computer, you can add a chart to your
        Word documents to provide a visual element for your numeric data. Click the




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        Chart on the Insert Ribbon, choose the type of Chart you want and then click
OK. An Excel spreadsheet with sample data will then display in a separate pane, into




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which you replace the sample data with your own data.

Some available chart types are:




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    •   Pie Chart
    •   Line Chart
    •   Bar Chart                           n
    •   Area Chart
    •   Column Chart
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    •   Doughnut Chart
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Word 2010 Level 3                                      12
     L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




     To Create a Chart
     1.      Set the insertion point where you wish to insert the chart.
     2.      Click the Insert tab on the Ribbon.
     3.      Click the Chart button on the Illustrations group.
     4.      Click the chart type you want from the Insert Chart dialog box.
     5.      Click OK to display an Excel spreadsheet with sample data.
     6.      Replace the sample data with your own data.
     7.      Click the Close button on the Excel pane to close the spreadsheet.




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     Let’s Try It!




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What                                                   Why

1.        Open Microsoft Word.                         Launches the Word application.




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2.        Press the Ctrl + N keystroke                 Creates a new blank document.
          combination.
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3.        Click the Insert tab on the                  Switches to Insert tools and commands.
          Ribbon.

4.        Click the Chart button on the                Displays the Insert Chart dialog box.
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          Illustrations group as shown.
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5.        Click the Column category in the             Displays available chart types in the Column
          left pane.                                   category.

6.        Click the Clustered Bar chart type           Selects the chart type that we want.
          in the right pane (first row, first
          column) as shown below.




     © 2010 PCM Courseware, LLC                             13
     L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




What                                                   Why




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7.      Click OK.                                    Launches the Excel application and displays a
                                                     worksheet with Sample Data.

8.      In the Excel worksheet, click
                                                 n   Activates the worksheet and selects the first cell
        inside of the cell containing the            whose data we want to change.
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        word Series 1.

9.      Type: Harrison as shown below                Enters data into the second cell in the first row
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        and then press Tab.                          and then moves to cell C1.
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10. Type: Browne and then press                      Enters data into the cell next to Harrison and
    Tab.                                             moves to cell D1.

11. Type: Lane.                                      Enters data into the cell next to Browne




     Word 2010 Level 3                                      14
 L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




What                                               Why

12. Click in cell E1.                            Activates cell E1.


13. Type: Hoffman.                               Enters data into the cell next to Lane.


14. Click in the cell with the words             Enters data into Cell A2 and moves to cell B2.
    Category 1 (cell A2) and type:
    1st Qtr. Press Tab.




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15. Type: 35000 and then press Tab.              Enters data into cell B2 and then moves to cell




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                                                 C2.

16. Type: 85000 and then press Tab               Enters data into cell C2 and then moves to cell




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                                                 D2.

17. Type: 65000 and then press Tab           n   Enters data into cell D2 and then moves to cell
                                                 E2.
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18. Type: 90000.                                 Enters data into cell E2


19. Click in the cell with the words             Enters data into Cell A3 and moves to cell B3.
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    Category 2 (cell A3) and type:
    2nd Qtr. Press Tab.

20. Type: 50000 and then press Tab.              Enters data into cell B3 and then moves to cell
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                                                 C3.

21. Type: 105000 and then press                  Enters data into cell C3 and then moves to cell
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    Tab.                                         D3.

22. Type: 40000 and then press Tab.              Enters data into cell D3 and then moves to cell
                                                 E3.

23. Type: 85000 and then press                   Enters data into cell E3.
    Enter.




 © 2010 PCM Courseware, LLC                             15
 L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




What                                               Why

24. Click on the Lower-right                     Moves the data selection border up, to exclude
    corner of the blue border                    the last two rows of sample data.
    surrounding the data until your
    mouse pointer transforms into a
    double arrow. Drag upwards
    until the last two rows are hidden
    by a gray band. Release the
    mouse button.




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25. Click the Close Button on the                Closes the Excel spreadsheet and updates the
    top right corner of the Excel                chart to reflect the new data.
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    window.
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 Word 2010 Level 3                                      16
L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




1.2 Resizing a Chart
In this lesson, you will learn how to increase or decrease the size of a chart.



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        ou can change the size of an embedded chart by holding your mouse pointer
        over any of the chart’s sizing handles until the pointer transforms into a double
        arrow. Then, drag either inwards or outwards, depending on whether you want




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        to decrease or increase the size of the chart. As you drag, you will see a dark
bordered outline which represents the size of chart.




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To Resize a Chart
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1.    Select the chart by clicking on the white chart area.
2.    Position your mouse pointer over a sizing handle until the pointer transforms
      into a double arrow.
3.    Click the sizing handle and drag it inward to reduce the size of the chart or
      outward to increase the size of the chart.
4.    Release the mouse button when the chart is the desired size.




© 2010 PCM Courseware, LLC                             17
L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




Let’s Try It!
What                                                   Why
1. Click anywhere on the White Chart                   Activates the chart and enters drag
   Area.                                               mode.

2. Position your mouse pointer over the                Enters sizing mode.
   lower right sizing handle until the
   pointer transforms into a double arrow.




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3. Click and drag the chart outward and                Increases the width and height of the
   down about a half an inch in each                   chart.




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   direction.




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4. Release the mouse button.                        Completes the process of resizing.
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5. Click the Save button on the Quick               As we have not yet saved our document,
   Access toolbar.                                  the Save As dialog box displays.

6. Click Desktop in the left pane.                  Displays the Desktop folder.


7. Double-click the Lesson Files folder.            Switches to the Lesson Files folder.




Word 2010 Level 3                                      18
L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




What                                                  Why
8. Type: My Chart in the file name box              Names the file “My Chart” and saves
   and click Save.                                  the document.




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© 2010 PCM Courseware, LLC                             19
     L E S S O N   1   –   W O R K I N G   W I T H   C H A R T S




     1.3 Changing the Layout and Style
     In this lesson, you will learn how to change the layout and style of a chart.



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                fter creating your chart, three contextual Ribbons appear under Chart Tools
                when the chart is selected: Design, Layout and Format, from where you can
                format your chart, apply various styles and change the chart layout.




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     From the contextual Design Ribbon, you can apply various predefined chart layouts and
     chart styles as well as change the chart type and modify the existing chart data. There are
     a wide variety of chart styles both in 2-D and 3-D formats that you can apply from the
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     Chart Styles group on the Ribbon. Click the More button to display a gallery of all
     available chart styles.
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     For each chart type, you can also apply a preset layout from the Chart Layouts group.
     Again, clicking the More button on the Chart Layouts group will display a gallery of all
     available layouts.
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     Changing the Layout and Style of a Chart
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     1.      Click the chart to select it.
     2.      To change a chart layout or style, click the contextual Design tab under Chart
             Tools. Make your desired selection from the Chart Layout and/or Chart Style
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             group.
     3.      Click the More button on the Chart Layout or Chart Styles group to display
             additional layout or style thumbnails.

     Let’s Try It!
What                                                    Why

1.        Click on the border of the chart.             Selects the chart and displays the
                                                        contextual Design, Layout and Format
                                                        Ribbons.




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What                                                    Why

2.      Click the Design tab under Chart                Switches to chart design options.
        Tools on the Ribbon as shown.




3.      On the Chart Layouts group, click               Applies the Layout 3 layout to the chart.
        the third thumbnail as shown.




                                                                              y
                                                                    nl
                                                            O
4.      Click the More button on the
        Chart Styles group as shown
                                                 n      Displays the Chart Styles gallery.
                                   tio
        below.
                       ua
          al
Ev




5.      Click the last style in the fourth              Applies Style 32 to the selected chart.
        row (Style 32).

6.      On the Chart Layouts group, click               Changes the chart layout back to Layout
        the first thumbnail.                            1.




     © 2010 PCM Courseware, LLC                             21
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What                                                    Why

7.      Click the Save button on the Quick              Saves the active document.
        Access toolbar.




                                                                            y
                                                                   nl
                                                            O
                                                 n
                                   tio
                       ua
          al
Ev




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1.4 Labeling Chart Elements
In this lesson, you will learn how to add labels to a chart’s elements.



A
         fter creating your chart, you may wish to customize its various elements,
         depending on the chart layout you have chosen. Labeling a chart element
         inserts a small text box on or near the element. For instance, you may wish to




                                                                       y
         display or reposition a chart title, axis titles, chart legend or add data labels to the
data table. To add or modify a chart element, click the contextual Layout tab under




                                                              nl
Chart Tools, click the button for the label you want to add or modify on the Labels area
and then make your selection.




                                                       O
                                            n
                              tio
You can then format the actual text of the labels by clicking inside of the text box, drag-
selecting the existing text and then typing your changes.
                  ua
     al
Ev




To Add/Modify a Chart’s Labels
1.    Click the chart to select it.
2.    Click the contextual Layout tab under Chart Tools.
3.    Click the button for the label you want to modify on the Labels group.
4.    Select the option you want from the list.




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     To Change Chart Text
     1.      Click on the Text Object you wish to edit.
     2.      Click inside of the selected object and begin typing.


     Let’s Try It!
What                                                    Why

1.        Click on the border of the chart.             Selects the chart and displays the




                                                                               y
                                                        contextual Design, Layout and Format
                                                        Ribbons.




                                                                     nl
2.        Click the Layout tab under Chart              Displays the Chart Layout Ribbon.
          Tools.




                                                            O
3.        Click the Chart Title button on the           Inserts a Chart Title text box on the chart
          Labels group on the Ribbon and                area.
          choose Centered Overlay Title
          from the menu as shown below.
                                                 n
                                   tio
                       ua
           al
Ev




4.        Click the Chart Title button again            Inserts a Chart Title text box above the
          on the Ribbon and choose Above                chart and resizes the chart to
          Chart from the menu.                          accommodate it.

5.        Select the text in the Chart Title            Enters a title for the chart in the chart title
          box, type: Sales by Rep as shown.             box.




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What                                                    Why

6.      Click the Axis Titles button on the             Inserts a text box below the Category X
        Ribbon, point to Primary                        axis.
        Horizontal Axis Title and choose
        Title Below Axis from the menu.

7.      Select the text in the Category Axis            Enters the text for the x-axis box.
        Title box, type: Quarter.

8.      Click the Axis Titles button on the             Inserts a horizontal text box to the left of




                                                                              y
        Ribbon, point to Primary Vertical               the Value Z axis.
        Axis Title and choose Horizontal




                                                                     nl
        Title from the menu.




                                                            O
9.      Select the text in the Value Axis               Enters the text for the y-axis box.
        box, type: Sales.

10. Click the Data Labels button on              n      Inserts the data values above the data
    the Ribbon and click Outside End                    series.
    from the menu.
                                   tio
11. Click the lower-right sizing                        Increases the size of the chart.
    handle and drag to the right and
    downward about ½-inch
                       ua


12. Click the Save button on the Quick                  Saves our changes.
    Access toolbar.
          al
Ev




     © 2010 PCM Courseware, LLC                             25
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1.5 Formatting Chart Text
In this lesson, you will learn how to format chart labels.



Y
        ou can format any text object on your chart, such as the chart title and chart axis
        labels using the formatting techniques that you have already learned. You can
        change the text or apply various formatting such as bold, italics, font size, font




                                                                         y
        type, text alignment, colors and patterns. Use the Mini-Toolbar which displays
when you right-click on highlighted text or use any of the commands on the Font group




                                                               nl
on the Home Ribbon.

You can use the Format Object dialog box, which allows you to apply a wide variety of




                                                       O
formatting from one location. Right-click the object and choose Format [Selected
Object] from the contextual menu. Click the desired tab in the left pane and make your
selections.


To Format Chart Text
                                            n
                              tio
1. Click on the border of the Text Object you wish to edit.
2. Click the Home tab and make any selections from the Font group on the Ribbon
   Or
                  ua

   Right-click and make any selections from the Mini-Toolbar.
   Or
   Right-click and choose Format [Selected Object], click the desired tab and make
   your changes. Click OK.
     al



Let’s Try It!
Ev




What                                                  Why
1. Right-click any of the values on the              Right-clicking on a selected object that
   Value Axis (the vertical axis on the              contains text will display the Mini-
   left) and select 12 from the Font Size            toolbar.
   drop-down list on the Mini-Toolbar
   as shown below.




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What                                                   Why




2. Click the Sales By Rep text object on           Selects the Chart Title.
   top of the chart.




                                                                          y
3. Click the Home tab on the Ribbon.               Displays Home commands and tools.




                                                                nl
4. Click the Font Size drop-down list              Changes the Font Size of the text to 24




                                                       O
   and select 24.                                  pt.

5. Click the Font Color button on the              Changes the font color to dark red.
   Ribbon and click the Dark Red color      n
   swatch under Standard Colors.

6. Click the Quarter text object.                  Selects the Category Axis title.
                              tio
7. Click the Font Size drop-down list on Changes the Font Size of the text to 14
   the Ribbon and select 14.             pt.
                  ua


8. Click the Sales text object.                    Selects the Value Axis title.
     al



9. Click the Font Size drop-down list on Changes the Font Size of the text to 14
   the Ribbon and select 14.             pt.
Ev




10. Right-click on the Chart Title (Sales by Displays the Format Chart Title dialog
    Rep) and click Format Chart Title        box.
    from the menu.

11. Click on the Border Color tab.                 Switches to Border Color options.


12. Click the Solid Line radio button.             Sets the text box to be bordered by a
                                                   solid line.




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What                                                  Why
13. Click the Color button as shown                Sets orange as the border color.
    below and choose Orange from the
    Theme color category.




                                                                        y
                                                                nl
                                                       O
14. Click Close.                            n          Closes the Format Chart Title dialog
                                                       box and applies the change.
                              tio
15. Click anywhere in the document.                    Deactivates the text box. You can see
                                                       that the text box is surrounded by an
                                                       orange border.
                  ua

16. Click the Save button.                             Saves our changes.
     al
Ev




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1.6 Formatting Chart Elements
In this lesson, you will learn how to format individual chart elements.



F
         rom the contextual Format tab, you can apply formatting such as fill color
         (solid, gradient, picture or texture) and borders as well as visual effects such as
         shadows, reflection, glow, bevel, etc. to the individual elements of your chart. In




                                                                     y
         order to do so, you must first select the object and then choose the formatting
you wish to apply. For instance, if you wanted to change the fill color for one of the bars




                                                              nl
for a specific data series, you would select one of the bars, click the Shape Fill button on
the Ribbon and choose the desired color from the color palette.




                                                       O
                                            n
                              tio
                  ua
     al
Ev




Use the Shape Fill, Shape Outline or Shape Effects buttons on the Shape Styles group
to apply effects to your chart shapes. The Shape Styles gallery also includes some
interesting effects. To add effects to the text on your chart, use the Text Fill, Text
Outline or Text Effects buttons on the WordArt group.

Another handy way to format chart elements is by using the Format Selection button on
the Design Ribbon. When clicked, the Format Object dialog box appears from where
you can apply multiple formatting.




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     To Apply Formatting to Chart Elements
     1.      Click the chart object that you want to format.
     2.      Click the contextual Format tab under Chart Tools.




                                                                            y
     3.      To apply a fill color to the object, click the Shape Fill arrow on the Shape




                                                                   nl
             Styles group and choose the desired color from the color palette. Click Picture,
             Gradient or Texture to fill the object with any of these items.
     4.      To apply or modify the lines or border of an object, click the Shape Outline




                                                            O
             arrow on the Shape Styles group and choose the options you want.
     5.      To apply an effect to an object, click the Shape Effects arrow on the Shape
             Styles group, point to the desired category from the list and then click the
             effect you want to apply from the gallery.
                                                 n
     6.      To apply effects to chart text, use the tools on the WordArt Styles group.
                                   tio
     Let’s Try It!
What                                                    Why
                       ua

1.        Click on the border of the chart.             Selects the chart and displays the
                                                        contextual Design, Layout and Format
                                                        Ribbons.
           al



2.        Click the Format tab under Chart              Displays the chart Format Ribbon.
          Tools.
Ev




3.        Click any of the values on the Value          Displays the Format Axis dialog box.
          Axis (the vertical axis) and click the
          Format Selection button under the
          Current Selection group as shown
          below.




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What                                                    Why




4.      Click the Number category in the                Displays number formatting options.




                                                                             y
        left pane.




                                                                    nl
5.      In the Category box in the right                Changes the number formatting of the
        pane, select Number as shown                    data series from Currency to Number.
        below.




                                                            O
                                                 n
                                   tio
                       ua
          al



6.      In the Decimal places box, type:                Set the number formatting to no decimal
        0. Click Close.                                 places.
Ev




7.      With the value series still selected,           Displays the WordArt gallery.
        click the More button on the
        WordArt Styles gallery.

8.      Click the gallery style in the fourth           Applies the Gradient Fill – Accent 6 style
        row, second column as shown                     to the selected text.
        below.




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What                                                    Why




                                                                               y
                                                                     nl
                                                            O
9.      Click on the Sales text box.                    Selects the chart element we want to
                                                        format.

10. Click the More button on the
    Shape Styles gallery as shown below.
                                                 n      Displays available shape styles.
                                   tio
                       ua
          al
Ev




11. Click the blue Shape Style in the last              Applies the Shape Style to the selected
    row, second column (Intense                         shape.
    Effect – Accent 1).

12. Click on the Quarter text box.                      Selects the chart element we want to
                                                        format.

13. Click the second Shape Style in the                 The most recently used style row is
    Shapes Gallery on the Ribbon as                     displayed first in the Shape Style gallery.
    shown below.




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What                                                Why




14. Click on any of the orange bars for             Selects the data object we want to format.
    Harrison (the leftmost bar in each




                                                                          y
    group) as shown below.




                                                                nl
                                                        O
                                             n
                               tio
                   ua


15. Click the Shape Fill button on the              Changes the bar color for Harrison data
    Shape Styles group and click the                series to purple.
       al



    Purple color swatch under the
    Standard Colors category.
Ev




16. Click on any of the orange bars for             Selects the data object we want to format.
    Brown (the bar to the right of
    Harrison).

17. Click the More button on the                    Displays available shape styles.
    Shape Styles gallery.

18. Click the red Shape Style in the last           Applies the Shape Style to the selected
    row, third column (Intense Effect               shape.
    – Accent 2).




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What                                                Why

19. Click on the while lined plot area              Selects the chart element we want to
    of the chart as shown below.                    format.




                                                                           y
                                                                 nl
                                                        O
20. Click the Shape Effects button on               Displays a list of available shape effects.
    the Shape Styles group.                  n
21. Point to Glow and click the glow                Applies a light orange glow to the chart
                               tio
    style in the last row, last column as           element.
    shown below.
                   ua
       al
Ev




22. Click the Save button on the Quick              Saves the active document.
    Access toolbar.




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1.7 Changing the Chart Type
In this lesson, you will learn how to change the chart type.



W
             ord offers many different chart types to aid you in communicating different
             types of information. Once your chart is created, you can change the type of
             chart (to a pie chart, line chart, area chart, etc.). To change the chart type,




                                                                    y
             click the Change Chart Type button on the Type group under the
contextual Design tab under Chart Tools to display the Chart Type dialog box. From




                                                               nl
there, you can choose from a wide array of chart types.




                                                       O
                                            n
                              tio
                  ua


                                  Change Chart Type dialog box
     al



To Change the Chart Type:
1.    Click the chart to select it.
Ev




2.    Click the contextual Design tab under Chart Tools on the Ribbon.
3.    Click the Change Chart Type button on the Type group.
4.    Click the chart type category that you want in the left pane.
5.    Click the chart type that you want in the right pane.
6.    Click OK.




© 2010 PCM Courseware, LLC                             35
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     Let’s Try It!
What                                                    Why

1.      Click anywhere on the chart.                    Selects the chart whose chart type we
                                                        want to change.

2.      Click the contextual Design tab on              Switches to chart design tools and
        the Ribbon.                                     commands.




                                                                             y
3.      Click the Change Chart Type                     Displays the Change Chart Type dialog
        button on the Type group as shown.              box.




                                                                    nl
                                                            O
                                                 n
                                   tio
4.      Click Line in the left pane.                    Displays chart types in the Line category.


5.      Click the fourth chart type from the            Chooses the Line with Markers chart
                       ua

        left in the right pane in the Line              type.
        category (Line with markers)
          al
Ev




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What                                                    Why

6.      Click OK.                                       Closes the Change Chart Type dialog box
                                                        and applies the new chart type.

7.      Click the Change Chart Type                     Displays the Change Chart Type dialog
        button on the Type group.                       box.

8.      Click Bar in the left pane.                     Displays chart types in the Bar category.




                                                                             y
9.      Click the first chart type from the             Chooses the Clustered Bar chart type.
        left in the right pane in the Bar




                                                                    nl
        category (Clustered Bar).




                                                            O
10. Click OK.                                           Closes the Change Chart Type dialog box
                                                        and applies the new chart type.

11. Click the contextual Layout tab on           n      Switches to chart layout tools and
    the Ribbon.                                         commands.
                                   tio
12. Click the Data Labels button in the                 Removes the data labels from the chart.
    Labels group and select None.

13. Click the Save button.                              Saves the active document.
                       ua
          al
Ev




     © 2010 PCM Courseware, LLC                             37
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1.8 Showing or Hiding Gridlines
In this lesson, you will learn how to show or hide gridlines on your chart.



G
          ridlines are horizontal or vertical lines displayed in the plot area that help you
          to visualize the value point values in a chart. There are two types of gridlines:
          Major gridlines and Minor gridlines. Major gridlines are displayed at each




                                                                     y
          value on an axis while minor gridlines occur between the values of an axis. To
display or hide gridlines, click the Gridlines button on the Axes group under the




                                                              nl
contextual Layout tab.




                                                       O
                                            n
                              tio
                  ua


Depending on the chart style, gridlines can help improve the readability of a chart;
     al



however, they should be using sparingly so as not to make your chart appear too
cluttered.
Ev




To Modify Chart Gridlines
1.    Click the chart to select it.
2.    Click the contextual Layout tab under Chart Tools on the Ribbon.
3.    Click the Gridlines button on the Axes group.
4.    Point to Primary Horizontal Gridlines, Primary Vertical Gridlines, or Depth
      Gridlines.
5.    Choose whether to display Major Gridlines, Minor Gridlines or both Major
      and Minor Gridlines.




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     6.      To apply custom formatting to gridlines, point to Primary Horizontal
             Gridlines, Primary Vertical Gridlines, or Depth Gridlines, click the More
             Primary Horizontal or Primary Vertical gridlines option and then make your
             selections from the Format Gridlines dialog box.


     Let’s Try It!
What                                                    Why

1.        Click anywhere on the chart.                  Selects the chart whose chart type we




                                                                             y
                                                        want to change.




                                                                    nl
2.        Click the contextual Layout tab on            Switches to chart layout tools and
          the Ribbon.                                   commands.




                                                            O
3.        Click the Gridlines button on the             Displays the Gridlines menu.
          Axes group on the Ribbon as
          shown.                                 n
                                   tio
                       ua


4.        Point to Primary Horizontal                   Displays both the Major & Minor
          Gridlines and choose Major &                  Horizontal Gridlines.
          Minor Gridlines.
           al



5.        Click the Gridlines button on the             Displays both the Major & Minor
          Ribbon, point to Primary Vertical             Vertical Gridlines.
Ev




          Gridlines and choose Major &
          Minor Gridlines.

6.        Click the Gridlines button on the             Hides the Minor Vertical Gridlines.
          Ribbon, point to Primary Vertical
          Gridlines and choose Major
          Gridlines.




     © 2010 PCM Courseware, LLC                             39
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1.9 Customizing Axes
In this lesson, you will learn how to change the values of the X and Y Axis.



F
        or most charts, data is plotted along the horizontal (X) axis and along the
        vertical (Y) axis (3-D charts contain a (Z) axis as well). Categories are generally
        plotted on the horizontal axis and values are plotted on the vertical axis. Thus,




                                                                      y
        the x-axis is referred to as the category axis and the y-axis is referred to as the
value axis. We have already seen that you can change various formatting options such as




                                                              nl
font type, color and size, alignment of text, formatting of numbers, patterns, etc. of both
category and value axis data.




                                                       O
                                            n
                              tio
                  ua
     al
Ev




When you create a chart, Word automatically creates a default scale for the horizontal and
vertical axis. Sometimes, the default scale is not ideal and your chart will prove difficult to
read. The Axis command button on the Layout group allows you to display values in
thousands, millions, etc. Additionally, you can set the minimum and maximum values for
the value axis, as well as the major and minor units of measurement (you will need to turn
on minor gridlines as you learned in the last lesson for the minor gridlines to display)
from the Format Axis dialog box.

If axis readability is an issue, you may wish to also consider changing the axis alignment
from the Format Axis dialog box.



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                                                                    y
                                                              nl
                                                       O
                                           Format Axis Dialog Box
                                            n
To Format the Category and Value Axis
                              tio
1.    Click the chart to select it.
2.    Click the contextual Layout tab under Chart Tools on the Ribbon.
3.    Click the Axes button on the Axes group.
                  ua

4.    To change how the values are displayed, point to Primary Vertical Axis and
      choose the desired display (Default Axis, Thousands, Millions, Billions, or Log
      Scale).
5.    To modify the layout of the horizontal axis, point to Primary Horizontal Axis
     al



      and choose the desired display (Left to Right, Right to Left, Axis without
      Labeling or None).
6.    To select custom axis options, point to Primary Vertical Axis or Primary
Ev




      Horizontal Axis, and then click More Primary Vertical Axis Options or More
      Primary Vertical Axis Options
      Or
      Select the axis you want to format and click the Format Selection button on
      the Current Selection group of the Layout Ribbon.
7.    Select the desired axis options.
8.    Click Close to close the Format Axis dialog box.




© 2010 PCM Courseware, LLC                             41
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Let’s Try It!
What                                                   Why
1. Click anywhere on the chart.                        Selects the chart whose chart type we
                                                       want to change.

2.   Click the contextual Design tab on                Switches to chart design tools and
     the Ribbon.                                       commands.

3.   Click the Change Chart Type                       Displays the Change Chart Type




                                                                         y
     button on the Type group as shown.                dialog box.




                                                                nl
                                                       O
                                            n
4.   Click Column in the left pane.                    Displays chart types in the Column
                              tio
                                                       category.

5. Click the first thumbnail in the column             Changes the chart type to Clustered
                  ua

   category (Clustered Column) and then                Column
   click OK.

6.   Click the contextual Layout tab on                 Switches to chart layout tools and
     the Ribbon.                                        commands.
     al



7.   Click the Axes button on the Axes                  Displays the Axes menu.
Ev




     group on the Ribbon as shown.




8. Point to Primary Vertical Axis and click Displays the values on the Vertical
   Show Axis in Thousands.                  Axis in thousands.




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What                                                   Why
9. Click the Axes button on the Axes                   Displays the Axes menu.
   group again.

10. Point to Primary Vertical Axis and click           Displays the default values on the
    Show Default Axis.                                 Vertical Axis.

11. Click on any of the values for the                 Selects the Value Axis.
    Vertical Value Axis as shown below.




                                                                         y
                                                                nl
                                                       O
                                            n
                              tio
12. Click the Format Selection button on               Displays the Format Axis dialog box.
    the Current Selection group as shown.
                  ua
     al



13. Click Axis Options in the left pane.               Ensures that Axis Options is the
                                                       active category.
Ev




14. Click the Fixed button next to                     Sets the option to manually specify the
    Maximum.                                           highest value on the axis.

15. Change the Maximum value to 110000                 Displays the maximum value on the
    as shown below.                                    axis as 110000.




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What                                                   Why




                                                                         y
16. Click the Fixed radio button next to               Displays the values on the Y-axis in




                                                                nl
    Major Unit and change the Major Unit               increments of 15000.
    to 15000.




                                                       O
17. Click Alignment in the left pane.                  Switches to Alignment options.


18. In the Custom Angle box, type: 20 as               Change the rotation of the text by 20
    shown below.                                       degrees.
                                            n
                              tio
                  ua
     al
Ev




19. Click Close.                                       Closes the Format Axis dialog box.


20. Click the Save button.                             Saves the active document.




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1.10 Changing a Chart’s Source Data
In this lesson, you will learn how to change the source data of a chart.



Y
         ou can edit the source data of your chart at any time by displaying the Excel
         worksheet containing your data and making your changes. When adding new
         rows of data, drag the blue border so that it includes the new rows in your data




                                                                     y
         range.




                                                              nl
For more options, use the Select Data Source dialog box from where you can highlight
the range of data to be included, rearrange the position of legend data series items, switch
rows and columns or add a new series of data.




                                                       O
To modify the source data of a chart using the Select data dialog box, activate the chart,
click the Select Data button on the Data group of the Design Ribbon, click the collapse
dialog box button and then highlight the new range of data to be included in the chart.
                                            n
                              tio
                  ua
     al
Ev




You can also delete a data series by selecting the data series you want to remove and
clicking the Remove button. To reorder your data series, click the data series you
want to move and click the Move Up or Move Down arrows.


To Modify the Source Data of a Chart
1.   Select the Chart.
2.   Click the contextual Design tab on the Ribbon.
3.   Click the Edit Data button on the Data group.
4.   Make your changes.


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5. Close the Excel application window when finished.

To Change the Source Data of a Chart using the
Select Data Source dialog box
1. Select the Chart.
2. Click the contextual Design tab on the Ribbon.
3. Click the Select Data button on the Data group.
4. Click the Collapse Dialog Box button on the right side of the Chart Data Range
   text box.




                                                                         y
5. Select the entire data range you wish to include in the chart.
6. Click the Expand Dialog button.




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7. Click OK to close the Select Data Source dialog box.




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To Delete a Data Series
1.   Select the Chart.
2.   Click the contextual Design tab on the Ribbon.
                                            n
3.   Click the Select Data button on the Data group.
4.   Click the Data Series name you want to delete and click the Remove button.
                              tio
Tip:    You can also modify individual data series by clicking the Add button to add a
        new data series or Edit to change the range of an existing data series. You will
        need to select the range for both the Series Name (category value) and the Series
                  ua

        Values.

Let’s Try It!
       al



What                                                   Why
1. Click the Chart area.                               Activates the Chart.
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2. Click the Design tab on the Ribbon.                 Switches to Design commands and
                                                       tools.

3. Click the Select Data button on the                 Displays the Select Source Data dialog
   Data group as shown.                                box.




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What                                                   Why
4. Click the Collapse Dialog button next               Collapses the Source Data dialog box
   to the Chart Data Range text box as                 to allow you to select a data range.
   shown below.




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5. Click in cell A1 and drag across and down Select the cell range A1 to D3, to
   to cell D3 as shown below.                exclude the data for Hoffman.




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6. Click the Expand Dialog Box button as               Returns to the Source Data dialog
   shown below.                                        box.
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7. Click OK.                                           Closes the Source Data dialog box.


8. Click in cell B2, the 1st Quarter data for          Selects the cell we want to change.
   Harrison.




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What                                                   Why
9. Type: 65000 and then press Enter.                   Changes the 1st Quarter figure for
                                                       Harrison to 65000.

10. Click the Close button on the Excel                Closes the Excel window and returns
    window.                                            us to our chart.

11. Click the Save button.                             Saves our changes.




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1.11 Saving a Chart Template
In this lesson, you will learn how to save a custom chart as a template.



I
      f you have spent some time extensively customizing a chart, you can save its
      formatting as a chart template. Saving a chart as a template will save any
      customization you have made to a chart and will be available for use in other




                                                                    y
      documents. This is especially handy for companies who like to maintain a
collection of standard charts to maintain consistency in their reporting.




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                  ua


All chart templates that you save will appear in the Templates category of the Insert Chart
     al



dialog box. This means that you can create new charts based on your template or apply
the template to an existing chart. If need to copy your templates to another computer,
click the Manage Templates button on the Insert Chart dialog box to open an Explorer
Ev




window. From there, you can copy and paste your templates to another folder or disk
drive.


To Save a Chart as a Template
1.   Select the chart.
2.   Click the contextual Design tab under Chart Tools on the Ribbon.
3.   Click the Save as Template button under the Type group on the Ribbon.
4.   Type a name for your chart.
5.   Click Save.




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Let’s Try It!
What                                              Why
1. Select the Chart area.                         Activates the Chart.


2. Click the Design tab on the Ribbon.            Switches to Design commands and tools.


3. Click the Save as Template button              Displays the Save Chart Template dialog box.
   on the Type group as shown.




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                                                                nl
                                                       O
4. In the File Name box, type: Sales
   Chart as shown below.
                                            n     Enters a meaningful name for the chart.
                              tio
                  ua


5. Click Save.                                     Saves our template.
     al



6. Press the Ctrl + O keystroke                    Opens the Lesson 1 file in Word.
   combination and select the Lesson 1
   file in the Lesson Files folder. Click
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   Open.

7. Click the chart area.                           Selects the chart.


8. Click the Design tab on the Ribbon.            Switches to Design commands and tools.


9. Click the Change Chart Type button Displays the Change Chart Type dialog box.
   on the Type group.




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What                                              Why
10. Click Templates in the left pane.             Displays all chart templates that have been
                                                  saved.

11. Click the thumbnail for the Sales              Applies the template to the selected chart.
    Chart template and then click OK.              You may wish to refresh your data to ensure
                                                   that the correct range is selected.

12. Click the Edit Data button on the              Displays the Excel worksheet with our data.
    Ribbon.                                        If the correct range of data is not selected,
                                                   you will need to drag the blue border until




                                                                        y
                                                   the range you want is inside of the border.




                                                               nl
13. Click the Close button on the Excel            Closes the Excel application and returns us
    Application window.                            to Word.




                                                       O
14. Click the File tab and select Close            Saves and closes the Lesson 1 file.
    from the menu. Click Save when
    asked to save your changes.

15. Click the File tab and select Close
    from the menu. Click Save when
                                            n      Saves and closes the My Chart file.
                              tio
    asked to save your changes.
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Lesson Summary – Working with Charts
     In this lesson, you learned how to insert a chart in your documents by
      clicking the Chart button on the Insert Ribbon and then choosing the desired
      chart layout.
     Next, you learned how to resize a chart by first selecting the chart, clicking
      on one of its sizing handles and dragging inward to reduce the size of the




                                                                y
      chart or outward to increase the size of the chart.
     Next, you learned that after creating your chart, three contextual Ribbons




                                                              nl
      appear when the chart is selected: Design, Layout and Format, from where
      you can format your chart, apply various styles and change the chart layout.
      You learned that you can change the layout and design of your chart from




                                                       O
      the contextual Design tab.
     Next, you learned how to edit label text by clicking inside of the text box and
      typing in your text.                  n
     Next, you learned that from the contextual Format tab, you can apply
      formatting such as fill color (solid, gradient, picture or texture) and borders
                              tio
      as well as visual effects such as shadows, reflection, glow, bevel, etc. to the
      individual elements of your chart.
     Next, you learned how to change your chart type by clicking the Change
                  ua

      Chart Type button on the Type group under the Design tab to display the
      Change Chart Type dialog box. From there, you can choose from a wide
      array of chart types.
     Next, you learned that major gridlines are displayed at each value on an axis
     al



      while minor gridlines occur between the values of an axis. To display or hide
      gridlines, click the Gridlines button on the Axes group under the contextual
      Layout tab.
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     Next, you learned that the Axes command button on the Layout group
      allows you to display values in thousands, millions, etc. Additionally, you can
      set the minimum and maximum values for the value axis, as well as the major
      and minor units of measurement from the Format Axis dialog box.
     Next, you learned how to change a chart’s source data reference. To change
      the source data, activate the chart, click the Select Data button on the Data
      group of the Design Ribbon, click the collapse dialog box and then highlight
      the new range of data to be included in the chart.




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     Lastly, you learned how to save a chart as a template that you can use in
      other documents. Click the Save as Template button under the Type group
      on the Ribbon and type in a name for your new chart template.




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                                  Lesson 1 Quiz
1.   To insert a chart in a document, you:
     A. Click the Chart button on the Data Ribbon and then choose the type of chart
          you want to insert.
     B. Click the Chart Wizard button on the Home Ribbon and follow the
          instructions of the Wizard.
     C. Click the Chart button on the Insert Ribbon and then choose the type of chart
          you want to insert.
     D. Click the Chart button on the contextual Design Ribbon and then choose the




                                                                     y
          type of chart you want to insert.




                                                              nl
2.   From where can you add a title to your chart?
     A. From the Titles button on the Format Ribbon.
     B. From the Data Labels button on the Design Ribbon.




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     C. From the Legend button on the Format Ribbon.
     D. From the Chart Title button of the Layout Ribbon.

3.   The horizontal axis typically located at the bottom of the chart is also called:
                                            n
     A. The Category (X) Axis
     B. The Category (Y) Axis
                              tio
     C. The Category (Z) Axis
     D. The Value (Y) Axis

4.   How do you resize a chart?
                  ua

     A. Select the chart, click the Resize button on the Format Ribbon and then enter
        the width and height in the appropriate boxes.
     B. Drag the chart to the left to reduce its size or drag the chart to the right to
        increase its size.
     al



     C. Click on one of the sizing hands and drag inwards or outwards.
     D. Select the chart, click the Chart Size button on the Design Ribbon and then
        enter the width and height in the appropriate boxes.
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5.   Name three chart types that you can apply to your chart. How can you change the
     chart type of an existing chart?



6.   What three contextual tabs appear when you select a chart, from where you can
     apply formatting to your chart?
     A. Design, Styles, Layouts
     B. Format, Outline, Layout
     C. Format, Labels and Axes
     D. Design, Layout and Format



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7.   To change the text of a chart label, you can click directly in the text box and type
     your changes.
     A. True
     B. False

8.   The Chart Styles group on the Ribbon only displays 5 thumbnails but you know that
     there are more styles available. How can you display the entire Chart Styles gallery?



9.   What is one way to change the color of a data series?




                                                                  y
     A. Select the data series, click the Fill button on the Chart Ribbon and choose the
        desired color from the Color palette.




                                                              nl
     B. Select the data series, click the Shape Fill button on the Format Ribbon and
        choose the desired color from the Color palette.
     C. Select the data series, click the Color and Lines button on the Design Ribbon




                                                       O
        and choose the desired color from the Color palette.
     D. Select the data series, click the Axis button on the Layout Ribbon, click the
        Color tab and choose the desired color from the Color palette.
                                            n
10. You want to insert a new row of data. Describe how to add additional data and the
    process to change the chart’s source data to reflect your new row of data.
                              tio
                  ua

11. What does the Collapse Dialog Box button do?
    A. Collapses the dialog box so that you can select a data range.
    B. Closes the dialog box so that you can select a data range.
    C. Hides the dialog box so that you can select a data range
    D. Allows you to switch to a different dialog box tab.
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12. You decide that instead of a column chart, you want to change your chart type to a
    line chart. To do this, you:
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    A. Click the Layout button on the Design Ribbon and choose the desired layout.
    B. Click the Change Chart Type button on the Design Ribbon and choose the
          desired layout.
    C. Click the Charts Styles button on the Format Ribbon and choose the desired
          table format.
    D. Click the Line Chart button on the Layout Ribbon.

13. To add special formatting to a data series such as shadows, glow or bevel, what
    command button would you use?
    A. Shape Fill
    B. Special Formatting
    C. Shape Outline


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     D. Shape Effects




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LAB 1 – ON YOUR OWN
1.    Create a new blank Word document.

2.    Create a new column chart.

3.    In the datasheet, enter the following data:




                                                                     y
                                                              nl
                                                       O
                                            n
      Click the Switch Row/Column button on the Data Ribbon so that the year is
      displayed on the bottom of the chart. Close the Excel application window
      when finished.
                              tio
4.    Display the entire Chart Styles Gallery. Change the chart style to the style in the last
      row, second column.
                  ua

5.    Title the chart: Sales by Year. Title the Category Axis: Year and the Value
      Axis: Sales.

6.    Change the chart type to a Clustered Bar. Save the document as
      al



      SalesByYear.

7.    Select the Categories for the X-Axis and using the Format Selection button, change
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      the orientation to 90 degrees (Hint: Display the Alignment category)

8.    Apply Bold formatting to the values in both the Value and the Category axes.

9.    Select the Chart Title and display the WordArt Styles gallery. Apply the WordArt
      style in the 2nd row, 2nd column to the title. Save the document.

10.   Save the chart as a template with the name: MyLabTemplate

11.   Close the document.




© 2010 PCM Courseware, LLC                             57
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                                                                                  Lesson
L E S S O N   2   –   W O R K I N G   W I T H   L O N G E R   D O C U M E N T S




Lesson 2 - Working with Longer
           Documents




                                                                          y
                                                                 nl
Lesson Topics:




                                                       O
2.1     Creating a Document Outline
2.2     Creating a Table of Contents        n
2.3     Using Bookmarks
                              tio
2.4     Adding Footnotes and Endnotes
2.5     Adding Cross-References
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2.6     Creating an Index
2.7     Creating Captions
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2.8     Creating a Table of Figures
2.9     Creating and Using Quick Parts
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2.10    Creating a Master Document
2.11    Inserting Subdocuments into a Master Document
2.12    Viewing Documents Side by Side
2.13    Using Full Screen Reading View
2.14    Using Thumbnails and Document Maps



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2.1 Creating a Document Outline
In this lesson, you will learn how to create a document outline.



W
            hen working with longer documents, especially those with several chapters or
            sections, it is often helpful to first create your chapter or section headings and
            then add the detail information later. This enables you to lay out the




                                                                           y
            structure of your document so you can see the overall organization of the
manuscript, allowing you to make structure changes before it gets too large.




                                                                  nl
When creating a document outline, you will need to format it using one of the Heading
Styles such as Heading 1, Heading 2, etc. so that when you switch to Outline View, only




                                                        O
the headings and subheadings are displayed. Using Word’s built-in Heading Styles also
allow you to quickly create a Table of Contents, which we will discuss in the next
section.
                                             n
When in Outline View, enter your headings. Word automatically formats headings as
Heading 1 style. To create a subheading, press Tab or click the demote button on the
                              tio
contextual Outlining Ribbon. This will indent a main heading and convert it to a
subheading. Likewise, you can turn a subheading into a main heading by clicking the
promote button on the contextual Outlining Ribbon or pressing the Shift + Tab keys.
You can easily move headings up or down by clicking the Move Up or Move Down
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buttons on the Outlining Ribbon.
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                                      Contextual Outlining Ribbon

When creating your outline, you will notice plus symbols next to the main headings and
minus symbols next to the subheadings. Double-clicking the plus symbol hides the
subheadings. To display the subheadings, double-click the heading plus symbol again.

Once you have the structure of your document laid out, the next step is entering your
text. To do this, it might easier to switch to Normal or Page Layout view.




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     To Create an Outline:
     1.     Click the View tab on the Ribbon.
     2.     Click the Outline button on the Document Views group.
     3.     Type your heading and press the Enter key.
     4.     To create a subheading, press Tab or click the Demote button on the Outline
            Tools group of the contextual Outlining Ribbon.
     5.     To revert to a higher level heading, press the Shift + Tab keys
            Or
            Click the Promote button on the Outline Tools group of the contextual
            Outlining Ribbon.




                                                                               y
     6.     To move a heading or subheading to a different location, click the Move Up
            or Move Down buttons on the Outlining Ribbon until the heading is in the




                                                                      nl
            desired location.
     7.     When finished, click the Close Outline View button on the Ribbon.




                                                            O
     Let’s Try It!
What                                             n      Why

1.        Press the Ctrl + N keystroke                  Opens a new blank document.
                                   tio
          combination.

2.        Click the View tab on the Ribbon.             Switches to View commands and tools.
                       ua


3.        Click the Outline button on the               Switches to Outline View.
          Document Views group.
           al



4.        Type: Chronology and then press               Enters the first main heading.
          Enter.
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5.        Type: Solitude and then press                 Enters the next main heading.
          enter.

6.        Press the Tab key.                            Demotes the main heading to a
                                                        subheading.

7.        Type: Serenity and then press                 Enters the subheading.
          Enter.




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What                                                    Why

8.      Type: Being at Home and then                    Enters the next subheading.
        press Enter.

9.      Type: Being Alone and then press                Enters the next subheading.
        Enter.

10. Click the Promote icon on the                       Promotes the subheading up one level.
    Document Views group as shown
    below.




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                                                                      nl
                                                            O
11. Type: Economy and then press
                                                 n      Enters the next main heading.
                                   tio
    Enter.

12. Press Tab and type: Serf of the                     Demotes the heading to a subheading
    Soil.                                               and enters the text for the subheading.
                       ua


13. Press Enter and then type: Credit.                  Enters the next subheading.
          al



14. Press Enter and then press the                      Promotes the subheading up one level.
    Shift + Tab keystroke combination.
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15. Type: Civil Disobedience                            Enters the next main heading.


16. Double-click the plus symbol to                     Collapses the level, hiding the
    the left of the word Solitude as                    subheadings.
    shown below.




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What                                                Why




                                                                           y
                                                                  nl
17. Double-click the plus symbol to                 Redisplays the subheadings.
    the left of the word Solitude again.




                                                        O
18. Complete the rest of the outline as
    shown, pressing Tab to promote
    (indent) the text and Shift+Tab to       n
    demote the text.
                               tio
                   ua
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19. Click the View tab on the Ribbon.               Displays View commands and tools.


20. Click the Print Layout button on                Displays the document in Print Layout
    the Document Views group.                       view.

21. Click the Save button.                          Displays the Save As dialog box.




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What                                                Why

22. Navigate to the Lesson Files folder             Navigates to the folder where we want to
    on your Desktop if necessary.                   save our file.

23. Type: Thoreau Outline in the File               Saves and names the document.
    name box then click the Save
    button.

24. Click the File tab and choose Close             Closes the active document.
    from the File Options menu.




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2.2 Creating a Table of Contents
In this lesson, you will learn how to create a Table of Contents.



A
         table of contents, which typically is inserted at the beginning of a document,
         lists all of the headings and subheadings in a document, along with their page
         numbers. This allows the reader to quickly find the section of a document in




                                                                          y
         which he or she is interested.




                                                                 nl
If you did not use an outline for your document headings and subheadings, you will first
need to apply a heading style such as Heading 1, Heading 2, etc. to all headings and
subheadings that you want displayed in the Table of Contents. To insert a Table of




                                                       O
Contents into your document, click the Table of Contents button on the References
Ribbon and choose the desired style from the gallery. To insert a custom Table of
Contents, click Insert Table of Contents from the Table of Contents button menu and
select any desired styles and formatting.   n
                              tio
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                               Inserting a Custom Table of Contents



To Create a Table of Contents
1.    Apply a heading style to any heading that you want displayed in the table of
      contents.
2.    Set the insertion point where you wish to insert your table of contents.


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     3.      Click the References tab on the Ribbon.
     4.      Click the Table of Contents button and click the style you want from the
             gallery.
     5.      To Insert a manual Table of Contents:
             a. Click the Table of Contents button on the References Ribbon.
             b. Click Insert Table of Contents.
             c. Select the desired table of contents style from the Formats drop-down
                  list.
             d. Select any desired options.
             e. Click OK.
     6.      To delete a table of contents, click the Table of Contents button and click




                                                                               y
             Remove Table of Contents from the button menu.




                                                                      nl
     Tip: To refresh/update a Table of Contents to reflect the addition or deletion of
          pages, right-click on the Table of Contents and select Update Field from the
          pop-up menu.




                                                            O
     Let’s Try It!                               n
What                                                    Why
                                   tio
1.        Click the File tab and then click             Launches the Open dialog box.
          Open.

2.        Click Desktop on the left side of             Opens the Desktop folder.
                       ua

          your screen.

3.        Double-click the Lesson Files                 Opens the Lesson Files folder and displays
          folder.                                       the files in that folder.
           al



4.        Click on the file named: Thoreau              Opens the Thoreau document.
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          and then click the Open button.

5.        Scroll to page 2 of the document              Before we can create our table of contents,
          and highlight the word                        we will have to apply a heading style to all
          “Chronology”.                                 of our headings and subheadings.

6.        Click the Styles dialog launcher as           Displays the Styles pane from where you
          shown below.                                  can apply styles to selected text.




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What                                                    Why




                                                                               y
7.      Click Heading 1 on the Styles list              Applies the Heading 1 style to the selected




                                                                      nl
        as shown (if the Heading 1 and                  text. The Styles Pane will remain open as
        Heading 2 styles are not listed, click          we apply headings to our document.
        Options and then select All Styles




                                                            O
        from the Select Styles to Show
        drop-down list).

                                                 n
                                   tio
                       ua


8.      On the top of page 3, highlight the             Applies the Heading 1 style to the selected
        heading “Where I Lived” and click               text.
          al



        Heading 1 on the Styles Pane.

9.      Scroll down and highlight the                   Applies a Heading 1 style to the selected
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        heading: “Solitude”. Click                      text.
        Heading 1 on the styles pane.

10. Highlight the subheading                            Selects the text to which we want to apply
    “Serentity” (directly under the                     a style.
    Solitude heading).

11. Click Heading 2 on the Styles                       Applies a Heading 2 style to the selected
    Pane.                                               text.




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What                                                Why

12. Highlight the next subheading                   Applies a Heading 2 style to the selected
    “Being at Home” and click                       text.
    Heading 2 on the Styles pane.

13. Apply a heading styles to the rest of the headings and subheadings in the document
as follows:

                       HEADING                                   STYLE




                                                                           y
                  On Being Alone                                Heading 2
                  Economy                                       Heading 1




                                                                  nl
                  Serf of the Soil                              Heading 2
                  Credit                                        Heading 2
                  Civil Disobedience                            Heading 1




                                                        O
                  The Government                                Heading 2
                  The Church                                    Heading 2
                  Individual Freedom                            Heading 2
                  Visitors                   n                  Heading 1
                  Thoreau’s Journal                             Heading 1
                  Jan 1                                         Heading 2
                               tio
                  Jan 3                                         Heading 2
                  Jan 4                                         Heading 2
                  Jan 5                                         Heading 2
14. Click the Close button on the                   Closes the Styles pane.
                   ua

    Styles pane.

15. Scroll up to the second page of the             Inserts a new line above Chronology and
    document and set the insertion                  then sets the insertion point where we wish
       al



    before the word Chronology.                     to insert our Table of Contents.
    Press the Enter key and then press
    the Up Arrow key.
Ev




16. Type: Table of Contents and then                Enters the title for our Table of Contents.
    press Enter.

17. Click the References tab on the                 Displays References commands and tools.
    Ribbon.

18. Click the Table of Contents                     Displays the Table of Contents dialog box.
    button and then click Insert Table              We will insert a manual Table of Contents
    of Contents.                                    in our document.




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What                                                Why

19. From the Formats drop-down list,                Selects the Formal table of Contents
    select Formal as shown below.                   format.




                                                                           y
                                                                  nl
                                                        O
                                             n
                               tio

20. Uncheck the Use hyperlinks                      Removes the option to format the Table
                   ua

    instead of page numbers.                        of Contents as hyperlinks.

21. Click OK.                                       Inserts the Table of Contents into our
                                                    document.
       al



22. Press Ctrl + Enter.                             Inserts a page break after the Table of
Ev




                                                    Contents.

23. Click the Save button.                          Saves the current document.




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2.3 Using Bookmarks
In this lesson, you will learn how to use Bookmarks to navigate to a specific place in your
document.



B
         ookmarks allow you to jump to a specific place in your document. The
         concept is similar to a paper bookmark you may use to mark your place while




                                                                          y
         reading a novel. A bookmark marks your location so you can quickly jump to it
         at a later time.




                                                                 nl
Bookmarks are codes that Word inserts in your document and are not visible on the
screen. Creating bookmarks is accomplished from the Bookmark command on the




                                                       O
Insert Ribbon.

                                            n
                              tio
                  ua
     al
Ev




To Create a Bookmark:
1.    Set the insertion point where you wish to insert a bookmark.
2.    Click the Insert tab on the Ribbon.
3.    Click the Bookmark button on the Links group on the Ribbon.
4.    Type a name for the bookmark in the Bookmark name box (Note:
      bookmark names cannot contain spaces).
5.    Click Add.



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     To Use a Bookmark:
     1.      Click the Find button on the Home Ribbon and then click Go To
             Or
             Press the Ctrl + G keystroke combination.
     2.      In the Go to what: list box, click Bookmark.
     3.      Click the Enter Bookmark name arrow and select the bookmark to which
             you wish to navigate.
     4.      Click the Go To button.
     5.      Click Close when finished.




                                                                               y
     Let’s Try It!




                                                                      nl
What                                                    Why




                                                            O
1.        Scroll to page five of the document           Sets the insertion point where we wish to
          and set the insertion point before            insert a bookmark.
          the heading Being at Home.

2.        Click the Insert tab on the Ribbon.
                                                 n      Switches to Insert commands and tools.
                                   tio
3.        Click the Bookmark button on the              Displays the Bookmark dialog box.
          Links group on the Ribbon as
          shown.
                       ua
           al



4.        In the Bookmark name box, type:               Enters the name for the bookmark. As
          Being_at_home.                                bookmark names cannot contain spaces,
Ev




                                                        we will separate the individual words with
                                                        an underscore.

5.        Click Add.                                    Inserts the bookmark and closes the
                                                        Bookmark dialog box.

6.        Press the Ctrl + G keystroke                  Allows us to quickly jump to a specific
          combination and click Page in the             page.
          Go to what: list box.




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What                                                    Why

7.      Type: 12 in the Enter Page Number               Jumps us to page 12 of the document.
        box and then click Go To. Click
        Close.

8.      Set the insertion point before the              Sets the insertion point where we wish to
        heading: Individual Freedom.                    insert a bookmark.

9.      Click the Bookmark button.                      Displays the Insert Bookmark dialog box.




                                                                               y
10. In the Bookmark name box, type:                     Enters the name for the bookmark.




                                                                      nl
    Freedom.




                                                            O
11. Click Add.                                          Inserts the bookmark and closes the
                                                        Bookmark dialog box.

12. Press the Ctrl + G keystroke                 n      Displays the Go To tab of the Find and
    combination and click Bookmark                      Replace dialog box.
    in the Go to what: list box.
                                   tio
13. Click the Enter bookmark name                       Selects the bookmark to which we wish
    arrow and select the                                to jump.
    Being_at_home bookmark as
                       ua

    shown below.
          al
Ev




14. Click the Go To button.                             Jumps to the selected bookmark.


15. Click the Close button.                             Closes the Find and Replace dialog box.




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What                                                Why

16. Click the Save button.                          Saves the active document.




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2.4 Adding Footnotes and Endnotes
In this lesson, you will learn how to add footnotes and endnotes into your document.



F
         ootnotes are comments that appear at the bottom of the page and are used to
         provide remarks on or to explain text in a document. Endnotes appear at the
         end of the document and are typically used for citations of sources. Microsoft




                                                                          y
         Word automatically numbers your footnotes and endnotes although you have
the option of setting the beginning number. You can choose to restart numbering at each




                                                                 nl
section or at each new page.

When viewing a footnote or endnote on your screen, moving your mouse pointer over




                                                       O
the footnote number or endnote number in the document text launches a smart tag
window that displays the footnote or endnote text. Thus, it is not necessary to scroll to
the bottom of the page to view your notes.
                                            n
                              tio
                  ua
     al
Ev




To Create a Footnote or Endnote
1.    Set the insertion point where you wish the footnote or endnote number to
      appear.
2.    Click the References tab on the Ribbon.
3.    To quickly insert a footnote or endnote, click the Insert Footnote or Insert
      Endnote button on the Footnotes group and type in your text.
4.    To insert a customized footnote or endnote:
      a. Click the References tab on the Ribbon.


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            b. Click the Footnotes Dialog Box Launcher.
            c. Click the Footnotes or Endnotes radio button.
            d. Select any additional options (location of note, number format, etc.).
            e. Click Insert when finished.
            f. Type the text for your footnote or endnote.
     5.     To edit a footnote or endnote, click the note number in the document and
            make your changes.
     6.     To delete a footnote or endnote, select the note number and press the Delete
            key.

     Let’s Try It!




                                                                               y
What                                                         Why




                                                                      nl
1.        Scroll to page six of the document and             Sets the insertion point where we wish to
          set the insertion point after the word             add a footnote.




                                                            O
          “time”, the first sentence under the On
          Being Alone heading as shown below.
                                                 n
                                   tio
                       ua


2.        Click the References tab on the                    Displays References commands and
           al



          Ribbon.                                            tools.

3.        Click the Insert Footnote button on                Inserts a footnote number and sets the
Ev




          the Footnotes group as shown.                      insertion point at the bottom of the page
                                                             in the notes area.




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What                                                         Why

Type in the following text in the footnote window:




4.      Scroll up and move your mouse pointer                A small smart tag appears displaying the
        over the footnote number 1 that was                  footnote text.
        inserted at the end of the sentence.




                                                                               y
                                                                      nl
                                                            O
                                                 n
                                   tio
                       ua
          al
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2.5 Adding Cross-References
In this lesson, you will learn how to reference an item located elsewhere in your document.



A
           Cross-reference refers the reader to an object such as a table, a figure, etc. that
          appears in another location in the document. An example of a cross-reference
          would be: “For more information, see Table 3.4 on page 48.” Rather than




                                                                          y
          typing in the page number yourself, Word will automatically update the
number. Should you add, rearrange or delete pages from your document, the page




                                                                 nl
number will automatically be changed to reflect the new position of the pages. You can
create cross-references to headings, figures, bookmarks, captions, numbered paragraphs,
tables, footnotes or endnotes.




                                                       O
                                            n
                              tio
                  ua
     al
Ev




To Add a Cross-Reference to a Document
1.    Set the insertion point where you wish to insert the cross-reference code.
2.    Click the References tab on the Ribbon.
3.    Click the Cross-reference button on the Captions group.
4.    Select the item that you wish to reference from the Reference Type drop-
      down list.
5.    In the For which [Reference Type]: list box, choose the item you wish to
      cross-reference.
6.    Select the type of cross-reference to be displayed from the Insert reference to:
      drop-down list.


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     7.      Select any additional options if desired.
     8.      Click the Insert button.
     9.      Click the Close button.


     Let’s Try It!
What                                                      Why

1.        Scroll to page eight of the document            Sets the insertion point where we wish to
          and set the insertion point after the           insert a cross reference.




                                                                               y
          word “tenderly”, the last sentence of
          the paragraph preceding the Credit




                                                                      nl
          heading as shown below.




                                                            O
                                                 n
                                   tio

2.        Press the spacebar twice.                       Inserts two spaces after the last sentence.
                       ua


3.        Type the following text: (For more              Enters text for the cross-reference.
          information, read as shown below,
           al



          and then press the spacebar.
Ev




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What                                                      Why

4.      Click the Cross-reference button on               Displays the Cross-reference dialog box.
        the Captions group of the References
        Ribbon as shown.




5.      From the Reference type drop-down                 Chooses heading as the type of object we
        list, choose Heading as shown.                    will cross-reference.




                                                                               y
                                                                      nl
                                                            O
6.      In the For which heading window,         n        Chooses the actual object that we will
        scroll down and select Individual                 cross-reference.
        Freedom as shown below.
                                   tio
                       ua
          al



7.      From the Insert reference to: drop-               Chooses heading text as the code that we
Ev




        down list, choose Heading text.                   will insert into our document as a cross-
                                                          reference. The actual text of the heading
                                                          will be inserted.

8.      Click the Insert button.                          Inserts the cross-reference code.


9.      Click the Close button.                           Closes the Cross-reference dialog box.




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What                                                  Why

10. Press the Spacebar and type: on                   Enters additional text for our cross-
    page then press the Spacebar again.               reference.

11. Click the Cross-reference button on               Displays the Cross-reference dialog box.
    the Ribbon.

12. From the Reference type drop-down                 Chooses heading as the type of object we
    list, choose Heading.                             will cross-reference.




                                                                           y
13. In the For which heading window,                  Chooses that actual object that we will




                                                                  nl
    scroll down and select Individual                 cross-reference.
    Freedom.




                                                        O
14. From the Insert reference to: drop-               Chooses page number as the code that we
    down list, choose Page number.                    will insert into our document as a cross-
                                                      reference. The page number of the
                                             n        Individual Freedom heading will be
                                                      inserted.
                               tio
15. Click the Insert button.                          Inserts the cross-reference code.


16. Click the Close button.                           Closes the Cross-reference dialog box.
                   ua


17. Type: ) as shown below.                           Enters the closing parenthesis for the
                                                      cross-reference.
       al
Ev




18. Click the Save icon.                              Saves the active document.




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2.6 Creating an Index
In this lesson, you will learn how to create an index at the end of a document.



A
         n Index is a list of key terms and topics along with their page numbers, typically
         located at the end of the document. An index allows your readers to locate
         significant information quickly.




                                                                           y
Before creating an index, you must first mark the index entries in your document. Once




                                                                  nl
all desired index entries are marked, you then generate your index. To mark an entry, set
the insertion point at the desired entry and click the Mark Entry button on the Index
group of the References Ribbon or press the Alt + Shift + X keystroke combination.




                                                        O
When the Mark Index Entry dialog box appears, enter the desired Main entry heading
and a subentry heading for the index. Once you mark an index entry, Word adds a
special XE (Index Entry) field to your document which is only visible when the
Show/Hide button is activated. Add any additional index options and/or formatting as
                                             n
desired.
                              tio
                  ua
     al
Ev




                                      Mark Index Entry dialog box

After you've marked all the index entries that are to be included in your index, choose an
index format, and then build the actual index. Word will assemble all of the marked index
entries, sort them alphabetically, reference their page numbers, and display the index in
the document.




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     To Create an Index
     1.      Set the insertion point to where you wish the index to refer.
     2.      Click the References tab on the Ribbon.
     3.      Click the Mark Entry button on the Index group
             Or
             Press the Alt+Shift+X keystroke combination to mark the entry.
     4.      Enter the Main Entry heading and Subentry Heading (if applicable).
     5.      Set any other Index options or formats as desired.
     6.      Repeat steps 1 - 4 until all desired entries are marked.




                                                                               y
     7.      Set the insertion point where you wish the index to appear.
     8.      Click the Insert Index button.




                                                                      nl
     9.      Choose the desired index style from the Formats drop-down list.
     10.     Choose any other desired options.
     11.     Click OK to generate the index.




                                                            O
     Let’s Try It!                               n
What                                                      Why
                                   tio
1.        Scroll to page four of the document             Sets the area to where we want the index
          and set the insertion point after the           to refer.
          word “Serenity.”
                       ua

2.        Click the Mark Entry button on the              Displays the Mark Index Entry dialog
          Index group of the References                   box.
          Ribbon.
           al



3.        In the Main entry box, type:                    Enters the main index heading.
          Solitude as shown below.
Ev




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What                                                      Why

4.      In the Subentry box, type: Serenity               Enters the subentry index heading.
        as shown above.

5.      Click Mark. Do Not close the Mark                 Marks the index entry. The Mark Index
        Index Entry dialog box.                           Entry dialog box will remain open,
                                                          allowing you to mark additional entries.

6.      Click after the heading “Being at                 Sets the area to where we want the index
        Home” on page five.                               to refer.




                                                                               y
                                                                      nl
7.      In the Main entry box, type:                      Enters the main entry index heading.
        Solitude.




                                                            O
8.      In the Subentry box, type: Being at               Enters the subentry index heading.
        home.

9.      Click Mark.                              n        Marks the index entry.
                                   tio
10. Scroll to page seven of the document                  Sets the area to where we want the index
    and set the insertion point after the                 to refer.
    heading Serfs of the Soil.
                       ua

11. In the Main entry box, type:                          Enters the main entry index heading.
    Economy.

12. In the Subentry box, type:                            Enters the subentry index heading.
          al



    Inheritance.

13. Click Mark.                                           Marks the index entry.
Ev




14. Set the insertion point anywhere on                   Sets the area to where we want the index
    page eight.                                           to refer.

15. In the Main entry box, type:                          Enters the main entry index heading.
    Economy.

16. In the Subentry box, type: Leisure.                   Enters the subentry index heading.




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What                                                  Why

17. Click Mark.                                       Marks the index entry.


18. Click the Close button.                           Closes the Mark Index Entry dialog box.


19. Scroll to the last page of the                    Sets the insertion point where we wish to
    document and set the insertion point              insert our index.
    at the last blank line.




                                                                           y
20. Press the Ctrl + Enter keystroke                  Inserts a page break so our index will




                                                                  nl
    combination.                                      appear on its own page.

21. Click the Insert Index button on the              Displays the Index dialog box.




                                                        O
    Index group on the Ribbon.

22. Select Classic from the Formats          n        Selects the style of the index.
    drop-down list.
                               tio
23. Click the checkbox next to Right                  Ensures that the page numbers will be
    align page numbers.                               right-aligned on the page.

24. From the Tab leader drop-down list,               Selects the type of tab leader.
                   ua

    choose the dotted-line leader (2nd
    option in list) as shown.
       al
Ev




25. Click OK and observe the index.                   Inserts the index at the insertion point.




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What                                                  Why

26. Click the File tab and choose Close               Saves and closes the current document.
    from the File Options menu. Click
    Save when asked to save your
    changes.




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                                                        O
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     2.7 Creating Captions
     In this lesson, you will learn how to create captions.



     C
                aptions allow you to add meaningful text to the images, figures and tables of
                your documents. Not only are they used to provide information, but they also
                insert style code which is used when generating a Table of Figures.




                                                                               y
                                                                      nl
                                                            O
                                                 n
                                   tio
                                              Caption dialog box



     To Create a Caption
                       ua


     1.      Select the image for which you want to create a caption.
     2.      Click the References tab on the Ribbon.
     3.      Click the Insert Caption button on the Captions group.
           al



     4.      To use a label other than the default Figure, click the Label drop-down arrow
             and select Table or Equation.
     5.      Select the desired position of the caption from the Position drop-down list.
Ev




     6.      To use a numbering sequence other than 1,2,3,…, click the Numbering
             button and make your selections.
     7.      Click OK when finished.

     Let’s Try It!
What                                                      Why

1.        Click the File tab and then click               Displays the Open dialog box.
          Open.




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What                                                      Why

2.      Navigate to the Lesson Files folder               Opens the Thoreau_figures file in Word.
        and open the file named
        “Thoreau_figures”.

3.      Click the image on the first page of              Selects the image we want to caption.
        the document.

4.      Click the References tab on the                   Switches to References tools and
        Ribbon.                                           commands.




                                                                               y
                                                                      nl
5.      Click the Insert Caption button on                Displays the Caption dialog box.
        the Captions group as shown.




                                                            O
6.      After the words Figure 1, type a
        colon and then: Henry David
                                                 n        Enters the text for the caption.
                                   tio
        Thoreau – 1817-1862 as shown
        below.
                       ua
          al
Ev




7.      Click OK.                                         Closes the Caption dialog box.


8.      Scroll to Page 3 of the document and              Selects the image we want to caption.
        click on the image.

9.      Click the Insert Caption button.                  Displays the Insert Caption dialog box.




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What                                                  Why

10. After the words Figure 2, type a                  Enters the text for the caption and closes
    colon and then: Photo of Thoreau.                 the Caption dialog box.
    Click OK.

11. Scroll to Page 5 of the document and              Selects the image we want to caption.
    click on the image.

12. Click the Insert Caption button.                  Displays the Insert Caption dialog box.




                                                                           y
13. After the words Figure 3, type a                  Enters the text for the caption and closes




                                                                  nl
    colon and then: Thoreau’s Cabin.                  the Caption dialog box.
    Click OK.




                                                        O
14. Click the Save button on the Quick                Saves our changes.
    Access toolbar.
                                             n
                               tio
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2.8 Creating a Table of Figures
In this lesson, you will learn how to create a Table of Figures.



A
         fter you have added captions to your tables and figures, you can then create a
         Table of Figures. When creating a document in which there are many
         illustrations, images, charts, and tables, it is often helpful to the reader to provide




                                                                          y
         a Table of Figures, which allows them to quickly find the figures in your
documents. When generating a Table of Figures, Word looks for the Style Code that you




                                                                    nl
specified when inserting your captions.




                                                       O
                                            n
                              tio
                  ua
     al



                                      Table of Figures dialog box
Ev




To Create a Table of Figures
1.    Set the insertion point where you want to insert a Table of Figures.
2.    Click the References tab on the Ribbon.
3.    Click the Insert Table of Figures button on the Captions group.
4.    Click the Tab Leader drop-down arrow and select the type of tab leader you
      want to appear.
5.    Click the Formats drop-down arrow and select the format for your Table of
      Figures.
6.    To generate a Table of Figures from another style, click the Options button
      and make your selections.


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     7.      To modify the formatting and/or style of your Table of Figures, click the
             Modify button and make your selections.
     8.      Click OK when finished.

     Let’s Try It!
What                                                      Why

1.        Set the insertion point in the last page        Sets the insertion point where we want to
          of the document.                                insert a Table of Figures.




                                                                               y
2.        Click the Insert Table of Figures               Displays the Table of Figures dialog box.
          button on the Captions group as




                                                                      nl
          shown.




                                                            O
3.        Click the Formats drop-down arrow               Sets Distinctive as the format for our
          and select Distinctive as shown                 Table of Figures.
          below.
                                                 n
                                   tio
                       ua
           al
Ev




4.        Click the Tab Leader arrow and                  Sets a dotted line as our tab leader type.
          choose the second option (the style
          below (none)) as shown above.




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What                                                      Why

5.      Click OK.                                         Inserts a Table of Figures at the insertion
                                                          point.




                                                                               y
                                                                      nl
                                                            O
                                                 n
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2.9 Creating and Using Quick Parts
In this lesson, you will learn how to insert building blocks using Quick Parts.



Q
          uick Parts are a handy feature introduced in Word 2007 that allows you to
          save text or graphics in what Microsoft calls “Building Blocks” and then call
          it up quickly when you need it. This is especially handy for inserting




                                                                          y
          information such as a Company Name, Logo, Company Address or any other
information that you use often.




                                                                 nl
To create a Quick Part, select the text you want to save, click the Quick Parts button on
the Insert Ribbon and click Save Selection to Quick Part Gallery. The selection will




                                                       O
then be available to you whenever you click the Quick Parts button. When selecting text
for a building block, make sure that you select the ending paragraph mark if you wish to
save the formatting as well.
                                            n
                              tio
                  ua
     al



                               Create New Building Block dialog box
Ev




When creating a Quick Part, you will be asked for information before saving it. Entering
this information correctly will help you quickly find the text that you have saved:

    •   Name – A meaningful name for your building block.
    •   Gallery – To organize your blocks, you can place them in a Gallery. This helps
        you to quickly find them again.
    •   Category – Word provides one category – “General”. You can create your own
        to better organize your blocks.
    •   Description – A meaningful description can help you to find your blocks later
        on.
    •   Save In – Choose the template where you want to save the block.




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     •    Options – Here you can choose “Insert the Content on Its Own Page” to insert
          your block on a new blank page, “Insert in Own Paragraph” to ensure the block
          is not included in an existing paragraph or “Insert Content Only” to insert the
          block at the insertion point.

To organize and/or delete building blocks, use the Building Blocks Organizer from
the Quick Parts menu. Here, you can edit the properties of existing building blocks as
well as delete or insert building blocks in your document. Microsoft Word includes many
predefined building blocks that you can use. You may wish to spend some time
exploring some of the available blocks.




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                               Building Blocks Organizer dialog box



To Create a Quick Part
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1.       Select the text you want to reuse. To include paragraph formatting, make sure
         you select the ending paragraph mark.
2.       Click the Insert tab on the Ribbon.
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3.       Click the Quick Parts button and click Save Selection to Quick Part
         Gallery.
4.       Enter in the desired properties for the Quick Part.
5.       To insert a Quick Part that you have saved, click the Quick Parts button and
         choose the Quick Part you want to use.


To Organize or Work with Built-in Quick Parts
1.       Click the Insert tab on the Ribbon.
2.       Click the Quick Parts button and click Building Blocks Organizer.



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     3.      To sort the Quick Parts list by category, click the Category column heading.
     4.      To edit a Quick Part building block’s properties, click the building block and
             click the Edit Properties button. Make your changes.
     5.      To delete a building block, click the block to select it and then click the Delete
             button.
     6.      To preview a building block, click the building block to select it. A preview
             will display in the Preview Window in the right pane.
     7.      To insert a building block, click the building block to select it and then click
             the Insert button.
     8.      Click Close when finished.




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     Let’s Try It!




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What                                                      Why




                                                            O
1.        Click the image on the first page of            Selects the item from which we want to
          the document.                                   create a building block.

2.        Click the Insert tab on the Ribbon.    n        Displays Insert commands and tools.
                                   tio
3.        Click the Quick Parts button on the             Displays the Quick Parts menu.
          Text group as shown.
                       ua


4.        Click Save Selection to Quick Part              Displays the Create New Building Block
           al



          Gallery.                                        dialog box where we enter the properties
                                                          of the Quick Part.
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5.        In the Name box, type: Thoreau                  Enters a name for the Quick Part.
          Portrait as shown.




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What                                                      Why

6.      Click OK.                                         Closes the Create New Building Block
                                                          dialog box and adds the Quick Part to the
                                                          Gallery.

7.      On the bottom of the first page,                  Selects the text we want to add to the
        highlight the gray band with the text:            Quick Parts gallery.
        Thoreau Excerpts as shown below.
        Make sure you include the paragraph
        mark at the end of the line.




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                                                            O
8.      Click the Quick Parts button on the               Displays the Create New Building Block
        Text group and click Save Selection               dialog box.
        to Quick Part Gallery.

9.      Click the Options drop-down list and
        choose “Insert content in its own
                                                 n        Specifies that the block, when inserted,
                                                          will be placed in a new paragraph.
                                   tio
        paragraph”.

10. Click OK.                                             Closes the Create New Building Block
                                                          dialog box and adds the Quick Part to the
                       ua

                                                          Gallery.

11. Press the Ctrl + N keystroke                          Creates a new blank document.
    combination.
          al



12. Click the Insert tab on the Ribbon.                   Displays Insert commands and tools.
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13. Click the Quick Parts button and                      Inserts the Thoreau Portrait at the
    click the Thoreau Portrait block                      insertion point.

14. Click the Quick Parts button and                      Inserts the Thoreau Excerpts in a new
    click the Thoreau Excerpts block                      paragraph.




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What                                                  Why

15. Click the Quick Parts button and                  Displays the Building Blocks Organizer
    click Building Blocks Organizer                   dialog box.
    from the menu.

16. Click the Name heading as shown                   Sorts the Building Blocks gallery
    below.                                            alphabetically by Name. This makes it
                                                      easier to find specific Quick Parts.




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                                                        O
17. Scroll down until you see the
    Pinstripes Sidebar block under the
                                             n        Displays a preview of the Quick Part in
                                                      the Preview Window.
                               tio
    Text Box gallery (under the Built-in
    category. Click the Pinstripes block as
    shown below.
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       al
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What                                                  Why




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18. Click Insert.                                     Inserts the Quick Part in our document
                                                      and closes the Building Blocks Organizer
                                                      dialog box.
                   ua


19. Click the Quick Parts button and                  Displays the Building Blocks Organizer
    click Building Blocks Organizer                   dialog box.
    from the menu.
       al



20. Scroll down until you see the                     Displays a preview of the Thoreau Portrait
    Thoreau Portrait block that we                    building block.
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    created under the General category.
    Click the Thoreau Portrait block.

21. Click the Delete button. Click Yes                Deletes the Thoreau Portrait building
    when asked if you wish to delete the              block.
    building block.

22. Click Close.                                      Closes the Building Blocks Organizer
                                                      dialog box.




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What                                                  Why

23. Click the File tab and choose Close               Closes the active document.
    from the File Options menu. Click
    Don’t Save when asked to save your
    changes.

24. Click the File tab and choose Close               Closes the Thoreau_figures document.
    from the File Options menu. Click
    Don’t Save when asked to save your
    changes.




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2.10 Creating a Master Document
In this lesson, you will learn how to create a Master Document.



L
        arge documents can be sometimes clumsy to work with due to their sheer size.
        Microsoft Word’s Master Document feature allows you to divide up your
        document into more manageable units called subdocuments.              Each




                                                                          y
        subdocument is its own file, which makes working on a document with several
other people more manageable as well.




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The Master Document is a container for your subdocuments. The subdocuments are not
actually stored in the Master Document but rather the Master Document contains links to




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the subdocument files. Working with the organization of the Master Document is done
in Outline view. Once in Outline view, you can then rearrange the order of the
subdocuments, modify the subdocuments and even remove subdocuments from the
Master Document.                            n
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                  ua
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To Create a Master Document
1.    Start with a new blank document.
2.    Click the View tab on the Ribbon.
3.    Click the Outline button on the Document Views group of the Ribbon
      Or
      Click the Outline button on the bottom right of your screen.
4.    Type the title for the master document.
5.    Press Enter



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     Let’s Try It!
What                                                      Why

1.      Press the Ctrl + N keystroke                      Creates a new blank documents.
        combination.

2.      Click the View tab on the Ribbon.                 Switches to View commands and tools.


3.      Click the Outline button on the                   Switches to Outline View.




                                                                               y
        Document Views group of the
        Ribbon.




                                                                      nl
4.      Type: Excerpts from Thoreau                       Enters the title for master document.




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5.      Press Enter.                                      Inserts a new heading.


6.      Click the Save icon.
                                                 n        Displays the Save As dialog box.
                                   tio
7.      In the File name box, type:                       Enters a file name for the master
        Thoreau Master                                    document.
                       ua


8.      Click Save.                                       Saves the document.
          al
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2.11 Inserting Subdocuments into a
     Master Document
In this lesson, you will learn how to insert Subdocuments into a Master Document.



O
            nce you have created your Master Document, you will next want to insert your




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            Subdocuments into it. There are two ways to do this— either create a new
            subdocument and enter all the text, graphics, etc. for the document or use an




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            existing file. Even if you create a new subdocument, it will be saved as a
separate file. Once again, you will need to be in Outline View.




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After you have inserted your subdocuments, double-clicking on the plus symbol next to
the subdocument heading will expand and collapse that subdocument.


To Create a New Subdocument
1.    Open the Master Document.
2.    Click the View tab on the Ribbon if necessary.
3.    Click the Outline button on the Document Views group of the Ribbon
      Or
      Click the Outline button on the bottom right of your screen.


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     4.      Click the Show Document button on the Master Document group.
     5.      If necessary, expand any existing subdocuments.
     6.      Set the insertion point where you wish to create a new subdocument.
     7.      Click the Create button.
     8.      Enter desired headings and text for the subdocument.
     9.      Click the Close Outline View button.
     10.     Click the Save button.

     To Insert an Existing Document as a Subdocument
     1.      Open the Master Document.




                                                                               y
     2.      Click the View tab on the Ribbon if necessary.
     3.      Click the Outline button on the Document Views group of the Ribbon




                                                                      nl
             Or
             Click the Outline button on the bottom right of your screen.
     4.      Click the Show Document button on the Master Document group.




                                                            O
     5.      If necessary, expand any existing subdocuments.
     6.      Set the insertion point where you insert a subdocument.
     7.      Click the Insert button on the Master Document group.
     8.      Navigate to the folder that contains the subdocument you want to insert.
                                                 n
             Select the document and then click Open.
     9.      To open the subdocument, double-click the subdocument
                                   tio
             Or
             Ctrl + Click the subdocument link.
                       ua

     Let’s Try It!
What                                                      Why
           al



1.        Click the Show Document button                  Expands the Master Document group to
          on the Master Document group.                   display the Insert and Create buttons.
Ev




2.        Click the Insert button as shown.               Displays the Insert Subdocument dialog
                                                          box.




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What                                                      Why

3.      Highlight the Sub1 document and                   Adds the Sub1 document into the master
        then click Open.                                  document.

4.      Click the Insert button.                          Opens the Insert Subdocument dialog
                                                          box.

5.      Highlight the Sub2 document and                   Adds the Sub2 document into the master
        then click Open.                                  document.




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6.      Click the Insert button.                          Opens the Insert Subdocument dialog




                                                                      nl
                                                          box.

7.      Highlight the Sub3 document and                   Adds the Sub3 document into the master




                                                            O
        then click Open.                                  document.

8.      Click the Insert button.                          Opens the Insert Subdocument dialog
                                                 n        box.

9.      Highlight the Sub4 document and                   Adds the Sub4 document into the master
                                   tio
        then click Open.                                  document.

10. Click the Insert button.                              Opens the Insert Subdocument dialog
                                                          box.
                       ua


11. Highlight the Sub5 document and                       Adds the Sub5 document into the master
    then click Open.                                      document.
          al



12. Click the Create button.                              Inserts a heading for the new
                                                          subdocument.
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13. At the insertion point at the new                     Enters the heading text for the
    subdocument heading next to the                       subdocument.
    plus symbol and type: Thoreau’s
    Journal.

14. Press Enter.                                          Inserts a heading for the new
                                                          subdocument.

15. Press Tab.                                            Demotes the heading.




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What                                                  Why

16. Type: Jan 1                                       Enters the level 2 heading.


17. Double-click on the plus symbol                   Collapses the Solitude subdocument.
    next to Solitude on page 4 of the
    document.

18. Double-click again on the plus                    Expands the Solitude subdocument.
    symbol next to Solitude.




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19. Click the Save icon.                              Saves the Master Document changes.




                                                                  nl
20. Click the File tab and choose Close               Closes the Master Document.




                                                        O
    from the File Options menu.

21. Click the File tab and choose Open       n        Opens the Master Document. Notice that
    from the File Options menu. Click                 when we reopened the Master Document,
    the Thoreau Master file, and then                 the subdocuments are no longer open but
    click the Open button.                            are represented by a link.
                               tio
22. Hold down the Ctrl key and click on               Opens the subdocument in a separate
    the first link.                                   window.
                   ua


23. Press the Ctrl + W keystroke                      Closes the subdocument.
    combination.
       al



24. Click the Expand Subdocuments                     Opens all subdocuments, allowing you to
    button on the Master Document                     work with your subdocuments in the
    group of the Outlining Ribbon as                  Master Document window.
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    shown.




25. Click the File tab and choose Close               Saves and closes the Master Document.
    from the File Options menu. Click
    Save if asked to save your changes.




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2.12 Viewing Documents Side by
     Side
In this lesson, you will learn how to view two open documents side by side.




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W
                  ua

            hen working with multiple documents, you may at times need to copy or
            move data from one document to another or perhaps compare the content
            of two documents. The View Side by Side feature, located on the Window
           group of the View Ribbon, allows you to display two open documents
alongside one another. You need to have both documents opened in order to use this
     al



feature.

The Synchronous Scrolling button on the Window group allows you to synchronize
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scrolling – that is to say, when you move the scrollbar upwards or downwards, both
documents move in that direction. If you modify the window position of one of the
documents, you can restore the Side by Side view by clicking the Reset Window
Position button. To return to normal view, click the View Side by Side button to
toggle it off.


To Display Two Documents Side By Side
1.    Open the documents you wish to view.
2.    Click the View tab on the Ribbon.
3.    Click the View Side by Side button on the Window group.


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     4.      To scroll both documents at the same time, click the Synchronous Scrolling
             button on the Window group of the View tab
     5.      To restore the Side by Side view, click the Reset Window Position button.
     6.      Click the View Side by Side again to toggle it off when you are finished
             comparing the two documents.


     Let’s Try It!
What                                                       Why




                                                                                y
1.        Press the Ctrl + O keystroke                     Displays the Open dialog box.
          combination.




                                                                       nl
2.        Select the Sub1 document and then                Opens the document named Sub1.
          click Open.




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3.        Press the Ctrl + O keystroke                     Displays the Open dialog box.
          combination.                            n
4.        Select the Sub2 document and then                Opens the document named Sub2.
          click Open.
                                    tio
5.        Click the View tab on the Ribbon.                Switches to View commands and tools.
                        ua


6.        Click the View Side by Side button               Displays Sub1 and Sub2 along side each
          on the Window group.                             other.
           al



7.        If the Synchronous Scrolling                     Ensures that Synchronous Scrolling is
          button (located to the right of the              activated.
          Arrange All button) is not lit, click the
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          button as shown below.




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What                                                      Why

8.      Drag the scrollbar downwards.                     Both documents scroll downwards at the
                                                          same time.

9.      Click the Maximize button on the                  Maximizes the Sub1 document window.
        Sub1 document window.

10. Click the Reset Window Position                       Restores the window to Side by Side view.
    button on the Window group of the
    View Ribbon.




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                                                                      nl
11. Click the View Side by Side button.                   Returns to single document view.




                                                            O
12. Click the File tab and choose Close                   Closes the active document.
    from the File Options menu. Click
    Don’t Save if asked to save your
    changes.                                     n
13. Click the File tab and choose Close                   Closes the active document.
                                   tio
    from the File Options menu. Click
    Don’t Save if asked to save your
    changes.
                       ua
          al
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2.13 Using Full Screen Reading View
In this lesson, you will learn how to view documents in Full Screen Reading View.




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F
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         ull Screen Reading view is aimed at improving readability of documents.
         This view makes your documents easier to read by using ClearType
         technology to help reduce eye strain and you can easily increase or reduce
text size without having to change the font size of your documents. Additionally, the
contents of the active document are scaled to fit your screen and unnecessary
     al



toolbars are removed from view.
Reading Layout View includes a Tools button that allows you to look up items in a
Ev




variety of reference sources, insert comments, set highlight text color and find text in
the documents. To change how the text is displayed, click the View Options button
and choose the desired selections from the menu.
To switch to Full Screen Reading view, click the Full Screen Reading button on
the Document Views group of the View Ribbon or click the Full Screen Reading
button on the bottom right side of your screen. Close the Close button to return to
your previous view.




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     To Use Reading Layout View
     1.      Click the Full Screen Reading button on the Document Views group of the
             View Ribbon




                                                                               y
             Or
             Click the Full Screen Reading view button on the bottom right side of your




                                                                      nl
             screen.
     2.      To look up items in a variety of reference sources, insert comments, set
             highlight text color or find text in the documents, click the Tools button on




                                                            O
             top of your screen and make your desired choice.
     3.      To modify how the text is displayed, click the View Options button and make
             your desired selections.
     4.      Click the Close button to return to the previous view.
                                                 n
                                   tio
     Let’s Try It!
What                                                      Why
                       ua

1.        Press the Ctrl + O keystroke                    Displays the Open dialog box.
          combination.

2.        Select the Thoreau file and click               Opens the document named Thoreau.
           al



          Open.

3.        Click the View tab on the Ribbon.               Switches to View commands and tools.
Ev




4.        Click the Full Screen Reading                   Displays the document in Full Screen
          button on the Document Views tab                Reading view.
          of the Ribbon.

5.        Click the View Options button on                Increases the text size without having to
          the top right of your screen and click          modify the format of the document.
          Increase Text Size from the menu.




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What                                                      Why

6.      Click the Close button on the top                 Returns to Print Layout View.
        right of your screen.




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2.14 Using the Navigation Pane
In this lesson, you will learn how to navigate documents using the Navigation Pane.



O             n the Show/Hide group on the View Ribbon is the option to show or hide
              the Navigation Pane, which contains several features to help you in
              navigating large documents.




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                               Document with Thumbnails displayed

When activated, the Navigation Pane appears on the left side of your screen and
contains three tabs:
     al



    •   The leftmost tab displays all of the headings in your document. Click on a
        heading to jump to that section of your document. You can also click and
Ev




        drag the headings to rearrange sections in your document.
    •   The center tab displays each page as a clickable thumbnail with the page
        number underneath - click the desired thumbnail to quickly jump to that
        page.
    •   The rightmost tab displays your search results. Type your search in the
        Search Document box and then press enter to execute the search. Click the
        item in the list containing the search term to quickly jump to that location in
        the document. Pressing the Ctrl + F keystroke combination will immediately
        bring up the search tab of the Navigation pane.




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     To Use the Navigation Pane
     1.      Click the View tab on the Ribbon.
     2.      Click the Navigation Pane checkbox to check it.
     3.      To display all of the headings in your document, click the leftmost tab on the
             Navigation Pane. Click the desired heading to jump to that section of the
             document.
     4.      To display each page as a clickable thumbnail with the page number
             underneath, click the center tab on the Navigation Pane. Click the desired




                                                                               y
             heading to jump to that section of the document.
     5.      To search for text in your document, click the rightmost tab on the Navigation




                                                                      nl
             Pane. Type your search text in the Search box and then press Enter. Click the
             item in the search list to jump to that section of the document.
     6.      To hide the Navigation Page, click the Navigation Pane checkbox to deselect it




                                                            O
             Or
             Click the x on the top right corner of the Navigation Pane.


     Let’s Try It!
                                                 n
                                   tio
What                                                      Why

1.        Click the Navigation Pane check                 Displays the Navigation Pane on the left
          box to select it on the Show group of           side of your screen.
                       ua

          the View Ribbon as shown.
           al
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2.        Click the left tab on the Navigation            Displays the Browse Headings tab of the
          Pane as shown below.                            Navigation Pane.




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What                                                      Why




                                                                               y
3.      In the Navigation pane, click Civil               Jumps to the “Civil Disobedience” section




                                                                      nl
        Disobedience in the heading list                  of the document.
        area.




                                                            O
4.      In the Navigation pane, click On                  Jumps to the “On Being Alone” section of
        Being Alone in the heading list area.             the document.

5.      Click on the “One Being Alone”           n        Enters drag mode.
        section and hold down the your left
        mouse button.
                                   tio
6.      Click and drag upwards until the dark             Moves the On Being Alone section before
        line is below Solitude as shown                   the Serenity section.
        below. Release the mouse button.
                       ua
          al
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7.      Click the center tab on the                       Displays Browse Pages area of the
        Navigation Pane.                                  Navigation Pane.




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What                                                      Why

8.      In the Navigation pane, drag the                  Jumps to page 1 in the document.
        scroll bar to the top until the first
        page is displayed. Click the thumbnail
        for page 1 as shown below.




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                                                            O
                                                 n
                                   tio
9.      Click the rightmost tab on the                    Displays the Search Results area.
        Navigation Pane.
                       ua

10. Click in the Search Document box                      Enters the search term and then displays
    and type: Freedom.                                    the results in the results area.
          al
Ev




11. Click the last search result in the list as           Jumps to the corresponding section in the
    shown below.                                          document.




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What                                                  Why




                                                                           y
                                                                  nl
12. Click the Navigation Pane check                   Hides the Navigation Pane.




                                                        O
    box to deselect it.

13. Click the File tab and choose Close               Saves and closes the document.
    from the File Options menu. Click        n
    Save when asked to save your
    changes.
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L E S S O N   2   –   W O R K I N G   W I T H   L O N G E R   D O C U M E N T S




Lesson Summary – Working with Longer
Documents
     In this lesson, you learned how to work in Outline layout by clicking the
      Outline button on the View Ribbon. You learned about Heading Styles and
      how to promote and demote text from the contextual Outlining Ribbon.




                                                                          y
     Then, you learned how to insert a Table of Contents into your document
      using the Table of Contents command button on the References Ribbon.




                                                                 nl
      You learned that if you did not use an outline for your document headings
      and subheadings, you will first need to apply a heading style such as Heading
      1, Heading 2, etc. to all headings and subheadings that you want displayed in




                                                       O
      the Table of Contents.
     Next, you learned how to insert a bookmark using the Bookmark command
      button on the Insert Ribbon. You learned that bookmarks are codes that
      Word inserts into your documents, marking your location so that you can
                                            n
      quickly jump to the marked location at a later time.
                              tio
     Next, you learned how to add Footnotes and Endnotes into your documents
      using the Insert Footnote or Insert Endnote command button on the
      References Ribbon. You learned that footnotes are comments that appear at
      the bottom of the page and are used to provide comments for or to explain
                  ua

      text in a document. Endnotes appear at the end of the document and are
      typically used for citations of sources.
     Next, you learned how to insert cross-references by using the Cross-
      reference command button on the References Ribbon. You learned that
     al



      cross-references refer the reader to an object such as a table, a figure, etc.
      that appears in another location in the document.
Ev




     Next, you learned how to create an index at the end of your document using
      the Insert Index command button on the References Ribbon. You learned
      that before creating an index, you must first mark the index entries in your
      document. To mark an entry, set the insertion point at the desired entry and
      click the Mark Entry button or press the Alt + Shift + X keystroke
      combination.
     Next, you learned how to add captions to images using the Insert Caption
      command button on the References Ribbon. You learned that when you
      insert captions, Word adds style codes that are used when generating a Table
      of Figures.




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     Next, you learned how to create a Table of Figures based upon your caption
      style codes using the Insert Table of Figures command button on the
      References Ribbon.
     Next, you learned how to save text and graphics as Quick Parts Building
      Blocks that you can use again later, by using the Quick Parts command
      button on the Insert Ribbon. You learned how to organize, use and delete
      Quick Parts by clicking Building Blocks Organizer from the Quick Parts
      button menu.
     Next, you worked with Word’s master document feature, allowing you to
      divide up your document into more manageable units called subdocuments.




                                                                          y
      Each subdocument is its own file, which makes working on a document with
      several other people more manageable as well.




                                                                 nl
     Next, you learned how to insert subdocuments into a master document by
      either creating a new subdocument (clicking the Create button on the




                                                       O
      Outlining Ribbon) and entering all the text, graphics, etc. for the document
      or inserting an existing file 4(clicking the Insert Subdocument button on the
      Outlining Ribbon) into the master document.
     Next, you learned how to view two documents side by side by using the
                                            n
      View Side by Side command button on the View Ribbon. You learned that
      clicking the View Side by Side button toggles the feature on and off.
                              tio
     Next, you worked with Full Screen Reading view in which the contents the
      active document are scaled to fit your screen and unnecessary toolbars are
      removed from view. To display a document in Full Screen Reading view,
      click the Full Screen Reading button on the View Ribbon.
                  ua


     Lastly, you worked with the new Navigation Pane to quickly navigate to
      different areas of your document. You worked with the heading area, the
      thumbnails area and the search area.
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Ev




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L E S S O N   2   –   W O R K I N G   W I T H   L O N G E R   D O C U M E N T S




                                  Lesson 2 Quiz
1.   To create a document outline, you:
     A. Click the Outline button on the Insert Ribbon.
     B. Click the Insert Outline button on the References Ribbon.
     C. Click the Outline button on the View Ribbon.
     D. Click the Outline button on the Review Ribbon.

2.   When working in Outline view, what does the Shift + Tab keystroke combination
     accomplish?




                                                                          y
     A. Promotes a heading
     B. Demotes a heading




                                                                 nl
     C. Collapses the outline, showing only Level 1 headings.
     D. Expands the outline




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3.   You are working in outline view and wish to collapse your outline so that only the
     top level headings are visible. How can you accomplish this?

                                            n
                              tio
4.   What is the command to insert a table of contents into your document?
     A. Click the Table of Contents button on the Insert Ribbon.
     B. Click the References button on the Insert Ribbon and choose Table of
        Contents from menu.
                  ua

     C. Click the Table of Contents button on the Home Ribbon.
     D. Click the Table of Contents button on the References Ribbon.

5.   Before inserting a Table of Contents, what must you do first?
     al



     A. Save the document in TOC format.
     B. Apply a heading style to all headings you want included in the Table of
         Contents.
Ev




     C. Collapse the outline so that only headings are visible.
     D. Remove any headings styles from those headings you want included in the
         Table of Contents.

6.   What is a bookmark? How do you insert one?




7.   What is the difference between a Footnote and an Endnote?




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     A. Endnotes appear at the bottom of the page and are used to provide
        comments for or to explain text in a document whereas Footnotes appear
        at the end of the document and are typically used for citations of sources.
     B. Footnotes appear at the bottom of the page and are used to provide
        comments for or to explain text in a document whereas Endnotes appear
        at the end of the document and are typically used for citations of sources.
     C. Footnotes appear at the top of every page whereas Endnotes appear at the
        bottom of every page.
     D. Footnotes are visible in normal view whereas Endnotes are only visible in
        outline view.




                                                                          y
8.   What are the advantages of using cross-references (Select all that apply)?
     A. Cross-references allow you to create tabs to organize your data




                                                                 nl
     B. Cross-references allow you to break up your documents into more manageable
        units.
     C. Should you add, rearrange or delete pages from your document, the page




                                                       O
        number will automatically be changed to reflect the new position of the
        pages in the document.
     D. You can create cross-references to headings, figures, bookmarks, captions,
        numbered paragraphs, tables, and footnotes or endnotes.
                                            n
9.   What is the command to mark an entry for insertion into an Index?
                              tio
     A. Alt + Shift + X
     B. Ctrl + Shift + X
     C. Alt + Shift + M
     D. Ctrl + Shift + I
                  ua


10. Besides adding text to pictures, what is another purpose for adding Captions to
    your images?
    A. Adds codes which help you generate a Table of Contents.
     al



    B. Adds codes which help you generate an Index.
    C. Allows you to use the images in subdocuments.
    D. Allows you to build a Table of Figures.
Ev




11. Any changes that you make in a subdocument file will not be reflected in the
    master document.
    A. True
    B. False

12. When you open a master document:
    A. All subdocuments will be opened as well.
    B. Links to the subdocuments will appear in the master document.
    C. All subdocuments will appear as a tiny icon in the master document.
    D. Word will prompt you for the locations of your subdocuments and ask you
       if you wish to update any changes.



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L E S S O N   2   –   W O R K I N G   W I T H   L O N G E R   D O C U M E N T S




13. To save text or images that can be reused in other documents, select the text or
    graphic and then click the ______________________ button (fill in the blank).

14. To display a thumbnail of all the pages in your document, you:
    A. Display the Navigation Pane and then click the right tab.
    B. Display the Document Map (the left tab of the Navigation Pane).
    C. Display the Navigation Pane and then click the center tab.
    D. Click the Thumbnail checkbox in the Show area on the View Ribbon.




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© 2010 PCM Courseware, LLC                             119
L E S S O N   2   –   W O R K I N G   W I T H   L O N G E R   D O C U M E N T S




LAB 2 – ON YOUR OWN
1.    Open the Lab2 exercise file.

2.    Switch to Outline View. Set the insertion point at end of the word Overtime.
      Press Enter, and then press Tab. Type: Scope. Press Enter. Type the rest
      of the outline as shown below (Hint: press the Tab key to promote and press
      Shift + Tab to demote)




                                                                          y
                                                                 nl
                                                       O
                                            n
                              tio
                  ua


3.    Close the document and save your changes.

4.    Open the document named Employee Handbook.
     al



5.    Set the insertion point before the title, “Employee Handbook”. Press the
      Enter key and then press Ctrl + Enter to insert a page break. Press the up
      arrow key to move to the first line of the new page. Insert a Table of
Ev




      Contents. Choose Formal as the Table of Contents style with a dotted tab
      leader.

6.    Set the insertion point at the end of the paragraph under the Length of
      Vacation heading on page 4, after the words vacation table. Type: Please
      refer to the Vacation Table on page

      Insert a cross-reference that refers to the heading Appendix A. Choose
      Heading as the reference type and Page Number object to insert.

7.    Mark all of the subheadings for an index entry, using the main heading as the
      main entry and the level 2 headings as the subheadings.


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8.    Press Ctrl + End to move to the end of the document. Create an index using
      the Classic format with page numbers right-aligned. Choose a dotted line as
      the tab leader.

9.    Scroll to page 6 of the document and set the insertion point after the words
      Table 1 - Vacation Table. Insert a Footnote with the text: Vacation Table
      data subject to change.

10.   Select the Vacation Table at the end of the document and save it as a Quick
      Part Building Block with the name “Vacation Table”.




                                                                          y
11.   Save and close the document.




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                                                                  3
                                                                  Lesson
L E S S O N   3   –   W O R K I N G   W I T H   F O R M S




                                                             y
Lesson 3 - Working with Forms




                                                             nl
                                                       O
Lesson Topics:
3.1 Creating a Form                         n
3.2 Resizing a Form
                              tio
3.3 Adding a Text Field to a Form
3.4 Adding a Date Picker Field to a Form
                  ua


3.5 Adding a Check-Box to a Form
3.6 Adding a Drop-down List to a Form
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3.7 Adding Help to Form Fields
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3.8 Protecting a Form
3.9 Using a Form Template




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3.1 Creating a Form
In this lesson, you will create a new form.



A
        form is a prearranged document with spaces reserved for entering information.
        It is a means of collecting information. You are most likely already familiar with
        paper forms, such as customer surveys, employment applications, etc. Microsoft




                                                                  y
        Word allows you to create electronic forms that you can distribute to those from
whom you need information. These electronic forms can contain drop-down lists or




                                                             nl
check-boxes, making the gathering of data more accurate.

Electronic forms are usually based upon templates. This allows the user to enter data into




                                                       O
the form, without changing the formatting of the form or the form text. It’s a good idea
to lay out your form on paper first as this will make designing it in Word much easier.

When you’re ready to create your form, you may wish to consider using a table. Tables
                                            n
allow you to easily align your text and form fields.
                              tio
Note that the form tools are located on the Developer Ribbon. If the Developer tab is
not visible, click the File tab, click Options and click the Customize Ribbon category.
Then, in the Customize the Ribbon window (the pane of the right), click the checkbox
next to Developer. The Developer tab will now display on the Ribbon.
                  ua
     al
Ev




To Create a New Form
1.    Create a new blank document.
2.    Save the document as a template.


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     3.      Enter the form text (i.e. title, form instructions, etc.)
     4.      Insert a table with the necessary number of rows and columns.
     5.      Click the Developer tab on the Ribbon to access form tools.

     Let’s Try It!
What                                                    Why

1.        Press the Ctrl + N keystroke                  Creates a new blank document.
          combination.




                                                                             y
2.        Click the File tab and then click             Displays the Word options dialog box. We
          Options.                                      will add the Developer Tab to the Ribbon if




                                                                    nl
                                                        it has not already been done.




                                                            O
3.        Click Customize Ribbon in the                 Displays options to customize the Ribbon.
          Category pane.

4.        If Main Tabs is not displayed in              Displays option for the Main Tabs on the
          the Customize the Ribbon pane,
          click the drop-down arrow and
                                                 n      Ribbon.
                                   tio
          choose Main Tabs as shown below.
                       ua
           al



5.        Click the checkbox next to                    Displays the Developer tab on the Ribbon.
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          Developer as shown below.




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What                                                    Why




                                                                                y
                                                                      nl
                                                            O
6.      Click OK.                                       Closes the Word Options dialog box and
                                                 n      displays the Developer tab on the Ribbon.

7.      Click the Bold icon on the Home                 Sets the formatting for the form title.
                                   tio
        Ribbon and then change the font
        size to 16 pt.
                       ua

8.      Click the Center alignment button               Enters a title for the form.
        and type: Conference Evaluation
        Form
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9.      Press Enter twice.                              Inserts two blank lines after the title.
Ev




10. Change the font size to 12 pt. and                  Changes the font size to 12 pt. and left-aligns
    then click the Align Left button.                   the text.

11. Click the Insert tab on the Ribbon.                 Displays Insert commands and tools.




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What                                                Why

12. Click on the Table button on the                Inserts a table with four rows and four
    Tables group and then, with the                 columns.
    mouse button held down, drag
    across the table grid to select four
    rows across and four rows down
    as shown on the right. Release the
    mouse button and press Enter.




                                                                          y
                                                                 nl
13. Click the Save button on the                    Displays the Save As dialog box.




                                                        O
    Quick Access Toolbar.

14. Select Word Template from the            n      Selects Word Template as the file format.
    Save as type drop-down list as
    shown.
                               tio
                   ua


15. In the File name box, type:                     Enters a name for the form.
    Conference Evaluation as shown
    above.
       al



16. Verify that the Templates folder is             Verifies that the Templates folder is the
    the active folder. If not, click                active folder.
Ev




    Templates in the Favorite Links
    section on the left side of your
    screen.

17. Click the Save button.                          Saves the form as a template with the name
                                                    “Conference Evaluation”.




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3.2 Resizing a Form
This lesson will guide you through the process of resizing a form.



M
             ost likely, the size of the columns for your form will not be the size that you
             want and you will inevitably need to resize the form to accommodate your
             form labels and form fields. You can adjust the column width by clicking




                                                                     y
             and dragging the column border or the column margin until the column is
the desired length. If you wish to use a more precise measurement for your column




                                                             nl
widths, use the Column Width box on the Cell Size group of the contextual Layout Tab
(under Table Tools).




                                                       O
                                            n
                              tio
                  ua

To Adjust Column Width
1.    Move your mouse pointer over the border you wish to adjust until the pointer
      transforms into two vertical lines with a horizontal double arrow through it
     al



2.    Click and drag to the left or right until border is the desired width.
Ev




      For a more precise measurement:
1.    Click anywhere in the column that you want to adjust.
2.    Click the contextual Layout tab under Table Tools.
3.    Type in the desired width in the Table Column Width box.




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     Let’s Try It!
What                                                      Why

1.      Click the Home tab on the Ribbon.                 Ensures that the Home tab is the active
                                                          tab.

2.      Move the mouse pointer over the left              Reduces the width of the last column.
        border of the fourth column, then
        click and drag to the right until the




                                                                             y
        border is at the 5” mark on the ruler
        as shown below.




                                                                    nl
                                                            O
                                                 n
                                   tio
3.      Move the mouse pointer over the left              Reduces the width of the 3rd column.
        border of the 3rd column, then click
                       ua

        and then drag to the right until the
        border is at the 4” mark on the ruler.

4.      Move the mouse pointer over the left              Reduces the width of the 2nd column.
          al



        border of the 2nd column, and then
        click and drag to the right until the
        border is at the 3” mark on the ruler.
Ev




5.      Click the Save button.                            Saves the current template.




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3.3 Adding a Text Field to a Form
In this lesson, you will add a text field to your form.



A
         fter you have saved your form as a template and laid out your table, you can
         begin adding form fields to it. The form field tools are located on the Controls
         group of the Developer Ribbon. If you are working in Compatibility Mode –




                                                                   y
         that is to say, your document is saved in an earlier version of Word – you will
only be able to choose from the Legacy Tools.




                                                             nl
There are several types of form fields that you can add. Some of the more common ones
include:




                                                       O
    •   Rich Text or Text box – a fill-in-the-blank box into which a user enters text.
    •   Picture – Inserts a placeholder where you can click to insert a picture.
    •   Check-box – User selects an option by clicking into a box.
                                            n
    •   Combo Box – Allows you to choose from a list of choices or to add additional
        choices.
                              tio
    •   Drop-down list – Allows you to limit the user’s entry to a specific choice. User
        selects desired choice from a list of valid entries.
    •   Date Picker – Allows you to choose a date from a pop-up calendar.
    •   Building Block Gallery – Allows you to insert a Quick Part control.
                  ua
     al



                                           Controls group
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Once you have inserted your form field, you can then set additional options. For
instance, you could set your text field to not allow any more than 4 characters or to allow
only valid date entries. To set form field options, click the Properties button on the
Controls group and the appropriate form field dialog box will display. From there, you
can set the desired options. An example of the Text Form Field Dialog box is below.




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                                                                             y
                                           Text Form Field Options




                                                                     nl
     To Add a Text Form Field




                                                            O
     1.      Set the insertion point where you wish to insert the form field.
     2.      Click the Legacy Tools button on the Controls group and click the Text Box
             Tool.
     3.
     4.
                                                 n
             Click the Properties button to set additional options.
             Select any additional options from the Text Form Field Options dialog box.
                                   tio
     5.      Click OK.

     Let’s Try It!
                       ua

What                                                  Why

1.        Select the second, third and fourth         As the first field can be somewhat long, we are
          columns of the first row as shown           going to merge the second, third and fourth cells
           al



          below.                                      of the first row into one larger cell.
Ev




2.        Click the contextual Layout tab             Switches to Table Layout tools and commands.
          on the Ribbon.




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What                                                  Why

3.      Click the Merge Cells button on               Merges the selected cells into one larger cell.
        the Merge group of the Ribbon as
        shown.




                                                                              y
4.      Set the insertion point in the first          Sets the insertion point where we want to type
        column of the first row.                      our form label.




                                                                     nl
5.      Type: Name of Attendee and                    Enters the label for the first form field, and then
        then press Tab.                               moves to the next column.




                                                            O
6.      Click the Developer tab on the                Switches to Developer commands and tools.
        Ribbon.

7.      Click the Legacy Text Form
        Field button on the Controls
                                                 n    Inserts a text form field into our form.
                                   tio
        group and click the Text Box
        Form Field icon as shown below.
                       ua
          al
Ev




8.      Press Tab.                                    Moves to the second row of our form.




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3.4 Adding a Date Picker Field to a
    Form
In this lesson, you will add a date picker field to your form.



T
        he Date Picker Control allows the user to select a date from a pop-up




                                                                 y
        calendar. When the user clicks in the date field a drop-down arrow appears,
        from which the user can choose the date they want from a mini-calendar. The




                                                             nl
        month is displayed by default. To navigate to a different month, click the
Previous Month arrow or the Next Month arrow.




                                                       O
                                            n
                              tio
                  ua


If you are working in Compatibility Mode, you can insert a text field from the Legacy
tools and set the form field type to Date from the Text Form Field Options dialog box.
     al



To Add a Date Picker Control to a Form
Ev




1.    Set the insertion point where you wish to insert the Date Picker field.
2.    Click the Date Picker icon on the Controls group on the Ribbon.
3.    Click the Properties button on the Controls group to set additional options.




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     Let’s Try It!
What                                                  Why

1.      Type: Date of Conference and                  Enter the label for the next form field then
        then press the Tab key.                       moves to the second column.

2.      Click the Date Picker icon on the             Inserts a date picker field into our form.
        Controls group as shown.




                                                                              y
                                                                     nl
3.      Click the Date Picker control

                                                            O
                                                      Displays the Content Control Properties dialog
        field that you just added as shown
        below and click the Properties
                                                 n    box.
                                   tio
        button on the Controls group.
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What                                                  Why

4.      In the Date Display Box, click                Specifies that the date will be displayed in
        the fourth option from the top as             mm/dd/yy format.
        shown.




                                                                              y
                                                                     nl
5.      Click OK.                                     Closes the Content Control Properties dialog
                                                      box.




                                                            O
6.      Click the Save icon.                          Saves the changes to the form template.

                                                 n
                                   tio
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     3.5 Adding a Check Box to a Form
     In this lesson, you will add a check field to your form.



     C
              heck boxes are controls that a user checks or unchecks to show agreement or
              diagreement. You might want to use check boxes for items from which the user
              can make more than one choice. Check boxes are also commonly used for




                                                                               y
              yes/no options. Like the text box, you can set additional check box options
     from the Check Box Form Field dialog box.




                                                                      nl
     To Add a Check Box Form Field




                                                             O
     1.      Set the insertion point where you wish to insert the check box field.
     2.      Click the Legacy Tools button on the Controls group and click the Check
             Box Tool.                            n
     3.      Click the Properties button to set additional options.
     4.      Select any additional options from the Check Box Form Field Options dialog
                                    tio
             box.
     5.      Click OK.

     Let’s Try It!
                        ua


What                                                       Why

1.        Set the insertion point in the first             Sets the insertion point where we will
           al



          column in the third row.                         type our next form field label.

2.        Type: How would you rate the                     Enters the label for the next form field.
Ev




          Key Note Address?

3.        Press Tab.                                       Moves to the next column.




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What                                                      Why

4.      Click the Legacy Tools icon and                   Inserts a check box form field into your
        click the Check Box Form Field as                 form.
        shown.




                                                                              y
                                                                     nl
5.      Press the Spacebar and type: Poor                 Enters additional descriptive text.




                                                            O
6.      Press Tab.                                        Moves to the third column.


7.      Click the Legacy Tools icon and
                                                 n        Inserts a check box form field into your
        click the Check Box Form Field.                   form.
                                   tio
8.      Press the Spacebar and type: Good                 Enters additional descriptive text.
                       ua


9.      Press Tab.                                        Moves to the fourth column.


10. Click the Legacy Tools icon and                       Inserts a check box form field into your
          al



    click the Check Box Form Field.                       form.
Ev




11. Press the Spacebar and type:                          Enters additional descriptive text.
    Excellent as shown below.




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What                                                  Why

12. Double-click the Check Box form                   Opens the Check Box Form Field
    field for Excellent and observe the               Options dialog box. Double-clicking a
    options.                                          form control is another way of displaying
                                                      the properties for that control.

13. Click OK.                                         Closes the Check Box Form Field
                                                      Options dialog box.

14. Press Tab.                                        Moves to the next row.




                                                                         y
                                                                nl
15. Click the Save icon.                              Saves the template changes.




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                                             n
                               tio
                   ua
       al
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 © 2010 PCM Courseware, LLC                             137
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3.6 Adding a Drop-Down List to a
    Form
In this lesson, you will add a drop-down list to your form.



D
              rop-down List fields are used when you want to contol the user’s entries to a




                                                                    y
              limited choice. When a user enters the drop-down list field, an arrow appears
              on the right. Clicking the arrow displays the choices from which the user can




                                                              nl
              pick.




                                                        O
                                             n
                               tio
The list choices are added by entering them into the Drop-Down Form Field Options
dialog box. Enter each item into the Drop-down item box and then click the Add
                   ua

button. Once you have added all of the list items, you can then order the items in the list
to your satisfaction by selecting the item and choosing the Move Up or Move Down
button until item is in the desired position.
     al
Ev




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     To Add a Drop-Down List Form Field
     1.     Set the insertion point where you wish to insert the form field.
     2.     Click the Legacy Tools button on the Controls group and click the Drop-
            down Form Field icon.
     3.     Double-click the drop-down form field.
     4.     In the drop-down item box, type the item to be added to the list.
     5.     Click the Add button.
     6.     Repeat steps 4 and 5 until all items have been added to the list.
     7.     To order items, select the item to be moved, and then click the Move Up or




                                                                              y
            Move Down button until the item is in the desired position.
     8.     Click OK.




                                                                     nl
     Let’s Try It!




                                                            O
What                                                      Why

1.        Type: What is your occupation?                  Enters the label for the next form field.


2.        Press Tab.
                                                 n        Moves to the next column.
                                   tio
3.        Click the Legacy Tools icon and                 Inserts a drop-down list form field into
          click the Drop-down Form Field                  your form.
                       ua

          icon as shown.
           al
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4.        Double-click the drop-down form                 Displays the Drop-Down Form Field
          field you just added.                           Options dialog box.




     © 2010 PCM Courseware, LLC                             139
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What                                                      Why

5.      Click in the Drop-down item: box                  Enters the first list item.
        and then type: Architecture as
        shown below.




                                                                                y
                                                                      nl
                                                            O
6.      Click Add.                                        Adds the item to the drop-down list.


7.      Continue adding the items below into     n        Enters the rest of the drop-down list
        the Drop-down item box, clicking                  items.
        Add after each item.
                                   tio
                Administration
                   Education
                  Engineering
                      Law
                       ua

                   Technical
8.      Click on Administration in the                    Selects Administration. We are going to
        Items in drop-down list window.                   move this item to the first position.
          al



9.      Click the Move Up button as shown.                Moves the item up one space.
Ev




                                                                         Move Up button
10. Click OK.                                             Closes the Drop-Down Form Field
                                                          Options dialog box and applies the
                                                          changes.
11. Click the Save button.                                Saves the template changes.




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3.7 Adding Help to Form Fields
In this lesson, you will add Status Bar and F1 Key help to your form.



A
           dding Help to your form can make it easier to fill out for the user. For example,
           you can inform the user how information is to be entered into a particular field
           or the type of information that is to be entered. There are two kinds of help that




                                                                     y
           you can add to a form:




                                                             nl
     •    Status Bar – Help text is displayed in the status bar when user selects the field.
     •    Help Key (F1) – An information dialog box is displayed when user selects the
          field and presses the F1 key.




                                                       O
To Add Help to a Form Field                 n
1.       Double-click the form field to which you wish to add help.
2.       Click the Add Help Text button.
                              tio
3.       Click the Status Bar tab to display help text in the status bar.
4.       Click Help Key (F1) to add F1 help.
5.       To add your own help message, click the Type your own radio button and
         enter desired help text in the window.
                  ua

6.       To choose predefined help text, click the AutoText entry and choose the
         desired help message from the drop-down list.
7.       Click OK.
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© 2010 PCM Courseware, LLC                             141
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     Let’s Try It!
What                                                      Why

1.      Double-click the text form field for              Displays the Text Form Field Options
        Name of Attendee.                                 dialog box.

2.      Click the Add Help Text button.                   Opens the Form Field Help Text dialog
                                                          box.




                                                                              y
3.      Click the Status Bar tab.                         Switches to status bar help options.




                                                                     nl
4.      Click the radio button next to Type               Sets the option to type our own help
        your own.                                         message.




                                                            O
5.      In the Type your own: window,                     Enters our status bar help text.
        type: Please enter first name, last      n
        name and title as shown.
                                   tio
                       ua
          al



6.      Click OK.                                         Closes the Form Field Help Text dialog
                                                          box.
Ev




7.      Click OK.                                         Closes the Text Form Field Options
                                                          dialog box.

8.      Click the Save icon.                              Saves the template changes.




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3.8 Protecting a Form
In this lesson, you will learn how to protect your form from unauthorized changes.




                                                                   y
                                                             nl
                                                       O
                                            n
                              tio
A
         fter you create your form, you will want to apply protection to ensure that others
         will not be able to alter its formatting or text. Additionally, protecting a form
         turns it into a useable form; that is to say, users can now select check boxes and
                  ua

         chose items from drop-down lists.


To Protect a Form
     al



1.    Click the Developer Tab on the Ribbon.
2.    Click the Restrict Editing button on the Protect group to display the Restrict
Ev




      Formatting and Editing task pane.
3.    Click the checkbox under the Editing Restrictions area.
4.    Click the Drop-down list under the Editing Restrictions area and select
      Filling in Forms.
5.    Click the Yes, Start Enforcing Protection button.
6.    Enter a password in the password box.
7.    Enter the password again in the confirm password box.
8.    Click OK.




© 2010 PCM Courseware, LLC                             143
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     Let’s Try It!
What                                                    Why

1.      Click the Restrict Editing button               Displays the Restrict Formatting and
        on the Protect group of the                     Editing task pane.
        Developer Ribbon.

2.      Click the checkbox under the                    Enables the Editing Restriction drop-
        Editing Restrictions area as                    down list from which we will choose the
        shown.                                          type of protection we wish to apply.




                                                                              y
                                                                    nl
                                                            O
                                                 n
                                   tio
                       ua

3       Click the drop-down list under the              Selects the type of protection.
        Editing Restrictions area and choose
        Filling in Forms as shown.
          al
Ev




4.      Click the Yes, Start Enforcing                  Displays the Start Enforcing Protection
        Protection button.                              dialog box.




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What                                                    Why

5.      In the Password box, type:                      Enters the password necessary to make
        Conference                                      any changes to the form’s design.

        Note: Passwords are case-
        sensitive

6.      Press Tab and type Conference                   Confirms the password.
        again in the reenter password box.




                                                                               y
                                                                    nl
                                                            O
7.      Click OK.
                                                 n      Protects the form from changes.
                                   tio
8.      Click the Save icon.                            Saves the changes to the form.
                       ua

9.      Click the File tab and choose Close             Closes the template.
        from the File Options menu.
          al
Ev




     © 2010 PCM Courseware, LLC                             145
     L E S S O N   3   –   W O R K I N G   W I T H   F O R M S




     3.9 Using a Form Template
     In this lesson, you will learn how to use a form template



     O
               nce you have created your form and protected your template, the form is ready
               for use. As we saved the form as a template, the form template will appear
               under the My Templates category of the New Document pane. Opening the




                                                                            y
               form as a regular document will enable the user to fill in the required fields,
     and then save the document with a different name. You can also now distribute your




                                                                   nl
     form to others for their use.




                                                            O
     To Use a Form Template
     1.     Click the File tab and then click New.
     2.     Click My Templates in the left pane. n
     3.     Click the template you want and then click the OK.
                                   tio
     Let’s Try It!
What                                                 Why
                       ua

1.        Click the File tab and then click          Displays the New Document Task Pane.
          New.

2.        Click My Templates in the                  Displays the Templates dialog box.
           al



          center pane.

3.        Click the Conference                       Opens the form as a regular document.
Ev




          Evaluation template as shown
          below, and then click OK.




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What                                                 Why




                                                                                y
                                                                     nl
4.      Type: Rodney Larson and then                 Enters information for the first form field then
        press the Tab key.                           moves to the next field.




                                                            O
5.      Click the drop-down arrow in                 Navigates to January 2010 in the small pop-up
        the Date of Conference field.                calendar.
        Click the Previous Month
        button until January 2010 is
        displayed as shown below.
                                                 n
                                   tio
                       ua
          al



6.      Click the number 23 in the pop-              Sets January 23, 2010 as the date field.
Ev




        up calendar as shown above.

7.      Click the checkbox to the left of            Checks the “Excellent” checkbox.
        the word Excellent.

8.      Click in the drop-down list field.           Displays the list items.


9.      Click on Technical from the list.            Selects Technical as the occupation type.




     © 2010 PCM Courseware, LLC                             147
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What                                             Why

10. Click the Save button.                       The Save As dialog box displays, prompting us
                                                 for a file name.

11. Click Cancel.                                Closes the Save As dialog box.


12. Click the File tab and choose                Closes the form without saving changes.
    Close from the File Options
    menu. Click Don’t Save when




                                                                        y
    asked to save your changes.




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                                                        O
                                             n
                               tio
                   ua
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Lesson Summary – Working with Forms
     In this lesson, you learned how to create a form and save it as a document
      template. You also learned that tables are commonly used in form design as
      they allow you to easily align your text and form fields. You additionally
      learned that you can add form fields to your form from the Control group of
      the Developer Ribbon.




                                                                 y
     Then, you learned how to adjust the column width of tables by clicking and
      dragging the column border or the column margin until the column is the




                                                             nl
      desired length. You also learned that if you wish to use a more precise
      measurement for your column widths, use the Column Width box on the
      Cell Size group of the contextual Layout Tab (under Table Tools).




                                                       O
     Next, you learned how to add a text field to a form from the Legacy Tools
      on the Control group of the Developer Ribbon. You learned how to set
      additional field options by double-clicking on a form field.
                                            n
     Next, you learned how to add a Date Picker control to a form which when
      clicked, will display a pop-up calendar from where the user can select a date.
                              tio
     Next, you learned how to add a check box field to a form from the Legacy
      Tools on the Control Group. You learned that check boxes are used for
      items from which a user can make more than one choice.
                  ua

     Next, you learned how to add a drop-down list field to a form from the
      Legacy Tools on the Control Group. You learned that drop-down list fields
      are used when you want to control entries to a limited choice. You also
      learned how to add drop-down list items from the Drop-Down Form Field
      Options dialog box.
     al



     Next, you learned how to add Help to your forms. You learned that there are
      two types of Help that you can add to your form - Status Bar help, where help
Ev




      text is displayed in the status bar when user selects the field and Help Key help,
      where an information dialog box is displayed when user selects the field and
      presses the F1 key.
     Next, you learned how to protect a form by using the Protect Document
      command button on the Developer tab. This ensures that others will not be
      able to alter the formatting or the text of your form. Protecting a form also
      turns it into a useable form.
     Lastly, you learned how to use a form by creating a new document based on
      your form template from the My Templates area of the New Document task
      pane.




© 2010 PCM Courseware, LLC                             149
L E S S O N   3   –   W O R K I N G   W I T H   F O R M S




                                  Lesson 3 Quiz
1.   What is the best format for forms?
     A. Columns
     B. Paragraphs
     C. Tables
     D. Web Page (HTML)

2.   On what Ribbon can you find the text form field?
     A. Drawing Ribbon




                                                                 y
     B. Forms Ribbon
     C. Tables Ribbon




                                                             nl
     D. Developer Ribbon

3.   What type of fields can you add to your form from the Controls group (Select all




                                                       O
     that apply)?
     A. Text field
     B. Check Box
     C. Query Button                        n
     D. Drop-down list
                              tio
4.   Before a form is useable, you must:
     A. Insert a table
     B. Add form field columns
     C. Protect the document for forms
                  ua

     D. Add multiple-choice options

5.   What document format is best suited for forms?
     A. Word 2003 and above
     B. Word Template
     al



     C. Web Page format
     D. Forms format
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6.   While creating your form, you decide that you want to add default text to a text box
     field. How can you accomplish this?
     A. Right-click the field, select “Default Text” from pop-up menu, and then enter
           the desired text.
     B. Click Text Options on the Developer Ribbon and then and then enter the
           desired text in the Text Options dialog box.
     C. Click the text options button on the Forms Ribbon and then enter the desired
           text in the Text Options dialog box.
     D. Double-click the text field and then type in the desired text in the Default Text
           field in the Text Form Field Options dialog box.

7.   You can select more than one option from the drop-down list form field.


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     A. True
     B. False

8.   When might you want to use a check box field (Select all that apply)?
     A. When you want a user to show agreement or disagreement
     B. When you want a user to choose from a list of items
     C. When you want the user to have the option of making more than one choice
     D. When you have yes/no items on your form

9.   Describe the process of adding items to a drop-down list.




                                                                 y
                                                             nl
10. Once you have added items to a drop-down list, you can rearrange them.
    A. True




                                                       O
    B. False

11. What are the two types of help that you can add to a form field?
    A. Status Bar help                      n
    B. Message box help
    C. Form field help
                              tio
    D. Help key help

12. If your document is in Word 2003 or earlier, you can only use the ___________
    tools to add form controls to your document (fill in the blank).
                  ua
     al
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© 2010 PCM Courseware, LLC                             151
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LAB 3 – ON YOUR OWN
1.    Create a new blank document. Type: Customer Satisfaction Survey and
      then press Enter twice.

2.    Save the document as a Word template with the name Customer Survey.

3.    Insert a table with 3 columns and 4 rows. Enter information into the table as




                                                                 y
      follows:




                                                             nl
4.

                                                       O
      Merge together the cells of the second and third columns in the first row to
                                            n
      make one larger cell. Add a text form field in the merged cell.
                              tio
5.    In the column to the right of Date, add a text form field. Restrict the field
      only to accept a Date data type with the format M/d/yyyy (Hint: display
      properties for the Text field)
                  ua

6.    Add a check box form field in the column to the right of “Did you enjoy your
      meal?” text. Press the spacebar and type: Yes. Press Tab and add a check
      box form field in the last column. Press the spacebar and type: No.
     al



7.    In the column to the right of “How often do you eat here?”, insert a drop-
      down list form field. Add the following list items:
Ev




      several times a week
      < once a week
      < once a month
      < once a year

8.    Protect the document for Filling in Forms. Use thunder as the password.
      Save and close the document.

9.    Open the document from the Templates area and complete the form fields.
      Save the document with the name: My Survey. Close the document.




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                                                                   4
                                                                   Lesson
L E S S O N   4   –   W O R K I N G   W I T H   M A C R O S




                                                              y
Lesson 4 - Working with Macros




                                                              nl
                                                       O
Lesson Topics:
4.1 Recording a Macro                       n
4.2 Running a Macro
                              tio
4.3 Editing a Macro
4.4 Saving a Document with Macros
                  ua


4.5 Opening a Document with Macros
4.6 Adding a Macro to the Quick Access Toolbar
     al
Ev




© 2010 PCM Courseware, LLC                             153
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4.1 Recording a Macro
In this lesson, you will learn how to record a Microsoft Word Macro.



I
      f you find yourself performing a task frequently in Word, you can automate that
      task with a macro. A macro is a series of actions such as menu command
      selections or keystrokes that are recorded and can be run or “played back” as one




                                                                   y
      action whenever you need to perform the task. When you record a macro, Word
saves each step that you perform.




                                                                nl
When running a macro, Word automatically performs all of the actions that you recorded
with as little as a single mouse-click. As every keystroke you make is recorded, it is




                                                       O
important to plan the actions you want to record ahead of time so you don’t make a
mistake during the recording phase.

                                            n
                              tio
                  ua


                                      Record Macro dialog box
     al



You should also decide where you want to store the macro. Macros can be stored in the
active document, meaning it will only be available when the document is opened or can
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be stored in the global template file called the Normal.dotm. Any macros stored in the
Normal.dotm file will be available to all other Word documents.

You can record a macro from either the View tab or the Developer tab. By default, the
Developer tab is hidden. To display it, click the File tab, click the Options button, click
the Customize Ribbon and click the check box next to Developer in the Customize the
Ribbon window.


To Record a Macro
1.    Click the View tab on the Ribbon.


Word 2010 Level 3                                      154

								
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