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Microsoft Word AT Tips _ Tricks

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					                          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.

  

				
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