Microsoft Word 2007 Tips and Tricks Readability Statistics When Microsoft Office Outlook and Microsoft Office Word finish checking the spelling and grammar, you can choose to display information about the reading level of the document, including readability scores according to the following tests: Flesch-Kincaid Grade Level Click the Microsoft Office Button , and then click Word Options. Click Proofing. Make sure Check grammar with spelling is selected. Under “When correcting grammar in Word”, select the Show readability statistics check box. Under the review tab select Spell Check and your readability level will be displayed once spell check is completed. CISD Assistive Technology/Shehabi/2009 Page 1 Readability level Automatically summarize a document AutoSummarize identifies the key points in a document. AutoSummarize works best on well- structured documents, such as reports, articles, and scientific papers. IMPORTANT Before you can use AutoSummarize in Microsoft Office Word 2007, you need to add AutoSummary Tools to the Quick Access Toolbar. Add AutoSummary Tools to the Quick Access Toolbar 1. Click the Microsoft Office Button , and then click Word Options. 2. Click Customize. 3. In the list under Choose commands from, click All Commands. 4. Scroll through the list of commands until you see AutoSummary Tools. 5. Click AutoSummary Tools, and then click Add. The AutoSummary Tools button now appears in the Quick Access Toolbar. Automatically summarize a document 1. On the Quick Access Toolbar, click AutoSummary Tools, and then click AutoSummarize. 2. Select the type of summary that you want. CISD Assistive Technology/Shehabi/2009 Page 2 3. In the Percent of original box, type or select the level of detail to include in the summary. Select a higher percentage of the original document to include more detail. 4. If you don't want AutoSummarize to replace your existing keywords and comments in the document properties, clear the Update document statistics check box. NOTES To cancel a summary in progress, press ESC. After you create your summary, review it to make sure it covers your document's key points. Keep in mind that the summary text is a rough draft, and you will probably need to fine-tune it. Insert Table Great as an organizing tool for student writing: Before inserting a table into a document, move down the page a couple of lines (hit Enter once or twice) Go to Table on the top menu bar Click on Insert, then Table Choose number of columns (2, 3 or 4) initially Click OK Have students type or copy-and-paste into the first column a number of items of important information from a website, article, chapter, etc. (For example, 10 important items) In the second column, have the student move over the 7 most important items, leaving behind 3. CISD Assistive Technology/Shehabi/2009 Page 3 In the third column, have the student move over the 5 most important items, leaving behind 2 more. In the fourth column, have the student order the items in preparation for writing an outline. Create an organization/flow chart 1. On the Insert tab, in the Illustrations group, click SmartArt. 2. In the Choose a SmartArt Graphic gallery, click Hierarchy, click an organization chart layout (such as Organization Chart), and then click OK. 3. To enter your text, do one of the following: Click in a box in the SmartArt graphic, and then type your text. NOTE For best results, use this option after you add all of the boxes that you want. Click [Text] in the Text pane, and then type your text. Copy text from another location or program, click [Text] in the Text pane, and then paste your text. NOTE If the Text pane is not visible, click the control. Add or delete boxes in your organization chart CISD Assistive Technology/Shehabi/2009 Page 4 Add a box 1. Click the SmartArt graphic that you want to add a box to. 2. Click the existing box that is located closest to where you want to add the new box. 3. Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow under Add Shape, and then do one of the following: If you don't see the SmartArt Tools or Design tabs, make sure that you've selected a SmartArt graphic. To insert a box at the same level as the selected box but following it, click Add Shape After. To insert a box at the same level as the selected box but before it, click Add Shape Before. To insert a box one level above the selected box, click Add Shape Above. The new box takes the position of the selected box, and the selected box and all of the boxes directly below it are each demoted one level. To insert a box one level below the selected box, click Add Shape Below. The new box is added after the other box at the same level. To add an assistant box, click Add Assistant. The assistant box is added above the other boxes at the same level in the SmartArt graphic, but it is displayed in the Text pane after the other boxes at the same level. Add Assistant is available only for organization chart layouts. It is not available for hierarchy layouts, such as Hierarchy. Delete a box To delete a box, click the border of the box you want to delete, and then press DELETE. CISD Assistive Technology/Shehabi/2009 Page 5 When you need to add a box to your relationship graphic, experiment with adding the shape before or after the selected shape to get the placement you want for the new shape. It’s simple to fix common SmartArt mistakes. To add a shape from the Text pane: 1. At the shape level, place your cursor at the end of the text where you want to add a new shape. 2. Press ENTER, and then type the text that you want in your new shape. 3. To add an assistant box, press ENTER while an assistant box is selected in the Text pane. Although you cannot automatically connect two top-level boxes with a line in the organization chart layouts, such as Organization Chart, you can imitate this look by adding a box to your SmartArt graphic and then drawing a line to connect the boxes. To move a box, click the box that you want to move and then drag the box to its new location. To move or "nudge" the box in very small increments, hold down CTRL while you press the arrow keys on your keyboard. Change Background Color 1. Go to Page Layout Tab on the menu bar. 2. Select Page Background and Select Page Color. This will change the background color of a document on the screen only, not for printing. Insert Different Color Highlighting Highlight Tool Locate the Highlight Tool on the Home Tab and Select your desired color. CISD Assistive Technology/Shehabi/2009 Page 6 Create a form STEP 1: SET UP WORD FOR CREATING FORMS 1. Click the Microsoft Office Button , and then click Word Options. 2. Click Popular. 3. Select the Show Developer tab in the Ribbon check box, and then click OK. NOTE The Ribbon is a component of the Microsoft Office Fluent user interface. STEP 2: OPEN A TEMPLATE OR A DOCUMENT ON WHICH TO BASE THE FORM 1. Click the Microsoft Office Button , and then click New. 2. Under Templates, click My templates. 3. Double-click Normal, and then click Template or Document under Create New. 4. Click the Microsoft Office Button , and then click Save As. 5. In the Save As dialog box, give the new template or document a file name, and then click Save. STEP 3: ADD CONTENT CONTROLS TO THE FORM Design the form by sketching a layout first, or use an existing form as a guide. In your form, you can add content controls, tables, and other graphics elements. On the Developer tab, in the Controls group, click Design Mode, and then click where you want to insert a control. Do any of the following: Insert a text control where users can enter text 1. On the Developer tab, in the Controls group, click the Rich Text control or the Text control . Insert a text fill-in field IMPORTANT Spell Check will not flag any errors that are typed in the text form field. If you want to run Spell Check, use the Rich Text control or the Text control. 1. On the Developer tab, in the Controls group, click Legacy Tools. 2. Click Text Form Field. 3. In the Controls group, click Design Mode, and then do any of the following: • To add a line under the field, select the field, and then click Underline in the Font group on the Home tab. • To limit the amount of information a person can type in the field, set a maximum width by selecting the field, clicking Properties in the Controls group, and entering a value under Maximum length. • To make the field look as long as its maximum length, add instructional text by clicking Properties in the Controls group, and typing text, such as Type your first name here, under Default text. Insert a drop-down list that restricts available choices to those you specify 1. On the Developer tab, in the Controls group, click the Drop-Down List control . 2. Select the content control, and then on the Developer tab, in the Controls group, click Properties. 3. To create a list of choices, under Drop-Down List Properties, click Add. 4. Type a choice in the Display Name box, such as Yes, No, or Maybe. Repeat this step until all of the choices are in the drop-down list. Insert a check box 1. On the Developer tab, in the Controls group, click Legacy Tools. 2. Click Check Box Form Field. 3. Type a space, and then type a label for the check box. 4. To remove the shading from the check box, click Legacy Tools, and then click Shading. NOTE You won't be able to select or clear the check box until you protect the form. STEP 4: SET OR CHANGE PROPERTIES FOR CONTENT CONTROLS Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date. 1. Right-click the content control that you want to change. 2. Click Properties, and change the properties that you want. STEP 5: ADD INSTRUCTIONAL TEXT TO THE FORM Instructional text can enhance the usability of the form you create and distribute. You can change the default instructional text in content controls. To customize the default instructional text for your form users, do the following: 1. On the Developer tab, in the Controls group, click Design Mode. 2. Click the content control where you want to revise the placeholder instructional text. 3. Edit the placeholder text and format it any way you want. 4. If you want the content control to disappear when someone types in their own content to replace your instructions in a Rich Text control or a Text control, click Properties in the Controls group, and then select the Remove content control when contents are edited check box. 5. On the Developer tab, in the Controls group, click Design Mode to turn off the design feature and save the instructional text. NOTE Do not select the Contents cannot be edited check box if you want form users to replace the instructional text with their own text.