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Microsoft Application SeriesWord 2010AdvancedBest STL Courses never cancelled: guaranteed Last minute rescheduling 24 months access to Microsoft trainers 12 months schedule UK wide deliverywww.microsofttraining.netVersion 1

Your Best STL Learning ToolsWelcome to your Best STL training course.As part of your training, we provide you with the following tools and resources to support andenhance your learning experience.Thank you for choosing Best STL.1In-coursehandbookTo guide you through yourtraining while you are on thecourse.Contains unit objectives,exercises and space towrite notes.4DelegateaccountYour delegate accountgives you access to: Reference material Course exercise files Advice & support forum Rewards programme Promotions & Newsletters2Referencematerial312 monthsaccess to MicrosofttrainersAvailable online throughyour delegate account.Available through onlinesupport forum.Comprehensive referencematerial with 100 pages,containing step-by-stepinstructions.Need help? Our team ofMicrosoft qualified trainersare on hand to offer adviceand support.5Trainer hintsand tipsHints and tips availableonline from our Microsoftqualified trainers for: All MS Office applications VBA MS Project MS Visio more6Save withPromotionsSave on further trainingcourses you book withPromotions. 30% off list price(time limited) 50 off list price(blue card discount)E&OEBest STL reserves the right to revise this publication and make changes from time to time inits content without notice.

ContentsUsing Mail Merge . 1Starting the Mail Merge Wizard. 1Using Mail Merge to create letters . 1Using Mail Merge to create labels. 2Practice Activity: Using Mail Merge. 3Creating Forms . 4The Developer Ribbon . 4Form controls . 4Creating a form. 5Practice Activity: Working with Forms . 7Working with large documents . 8Master documents . 8Footnotes and Endnotes . 10Indexes. 11Table of Contents . 13Bookmarks . 14Cross-references . 16Practice Activity: Working with large documents . 17Managing document revision . 18Using Track Changes . 18Comparing Documents . 21Combining documents . 22Practice Activity: Managing document revision . 23Automation and customisation . 24Macros . 24Customising Word . 27Practice Activity: Automation and Customisation . 28

Using Mail MergeObjectives:1. Create letters for mass mailings using the Mail Merge Wizard.2. Edit mail merge settings and data sources to update a form letter.3. Create labels for mass mailings.Starting the Mail Merge Wizard1. Create your letter ready for mailing, and save.2. Go to Mailings/Start Mail Merge group and click the Start Mail Merge button.3. Select Step by Step Mail Merge Wizard from the list provided.The Mail Merge task pane appears on the right of your screen. Using Mail Merge to create lettersFollow through the six steps in the Mail Merge Wizard to create a letter for a mass mailing.1. Select the type of document you are creating from the options provided, and click Next atthe bottom of the task pane.2. Select the appropriate option for the starting document. If you have the letter documentopen, select the ‘Use the current document’ option. Click Next at the bottom of the taskpane.3. Select the data source containing the names and addresses of the letter recipients.Typically this will be from an Excel file, database or Outlook contacts. Select theappropriate option, click Browse to select the data source. You will be shown a previewof the data source. Click OK, then click Next to continue to step 4.4. Insert the fields to be used for addressing and saluation purposes by clicking the MoreItems link. This allows you to insert the relevant fields from your data source into theletter. Select a field and click Insert to enter the field into the document. Click Next tocontinue.5. Preview the letters to your recipients. You have the opportunity to exclude unintendedrecipents at this step. Click Next to continue.6. The letters are ready to be printed, edited or saved using the ‘Print’ or ‘Edit IndividualLetters’ options respectively.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 1

Mail Merge Wizard step-by-step Using Mail Merge to create labelsLabels can also be created using the Mail Merge Wizard as outlined in ‘Using Mail Merge tocreate a letter’, with a couple of exceptions:www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 2

1. Select the Labels option at step 1.2. Select the type of labels you are using by clicking the Label options link at step 2, if youare using labels from a manufacturer that are a standard size(e.g. Avery).Practice Activity: Using Mail Merge1. Open Practice memo.2. Resave as Practice memo merge.3. Use the Mail Merge Wizard to create a letter from the Practice memo merge document.4. At step 3, select the Use an existing list option and select the file Addresses.docx asthe source data. Exclude the employees who work in the Information Technologydepartment from the recipient list.5. At step 4 of the wizard, use the More Items link to insert the following fields at the top ofthe Practice memo merge document to create the mailing address:First name Last nameEmp addressCityState Postalcode6. Also at step 4 of the wizard, insert the First name field after the word Dear to completethe salutation at the beginning of the letter.7. At step 5, preview the merge results. You should have four letters, if you excluded theemployees in the Information Technology department at instruction 4 above.8. At step 6, choose the Edit Individual Letters option, and save the document containingthe letters as Practice memo merge complete.9. Close the mail merge documents.10. If you wish to do so, start a new document and use the Mail Merge Wizard to createmailing labels for the letters.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 3

Creating FormsObjectives:1. Creating a form using form controls.2. Editing form control properties.3. Protecting and testing a formThe Developer RibbonTools for creating form controls are accessed through the Developer ribbon. If the Developerribbon is not visible at the top of the Word 2010 screen, do the following.1. Click the Office button and then click Word Options.2. In the Popular category, check “Show Developer tab in the Ribbon” and click OK.The Developer Ribbon appears at the top of the screen to the right of the other ribbons. Form controlsForm controls are located on the Developer ribbon. Controls allow users to enter informationinto the form.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 4

Creating a formWhen creating a form, consider using a table as the basis of the form as form controls canbe entered into their own cells in the table. This then makes it easy to control alignment.Inserting a control into a form1. Place the cursor where the control is to be inserted.2. Select the icon for the desired control from the Developer ribbon/Controls group.The control appears at the position of the cursor.Modifying a control’s properties1. After inserting the control, select the control to be modified (e.g. if you wish to add itemsto a dropdown list control).2. Go to Developer/Control group and click the Properties button.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 5

Protecting a formOnce the form is ready for use, it must be protected so users can only use the controls in theform for the purposes of filling the form in.1. Go to Developer/Protect group and click the Protect Document button.2. Check the box underneath Editing Restrictions and select Filling in Forms.3. Click the Yes, Start Enforcing Protection button.4. Enter and reconfirm a password to apply protection. Saving a formAs a form is used numerous times once created, consider saving the form as a template fileonce it has been set up and is ready to use.1. Go to the Office button, select Save as then select Word template.2. Save the file to an appropriate location.Testing the form1. Start a new document from the template file.2. Fill in the form, checking that the control used are working as desired.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 6

Practice Activity: Working with Forms1. Open the file Practice employee.2. Resave the file as Practice Employee Form.3. In the second column of the table, insert form controls (Developer/Controls group) asfollows:Name:Text controlAddress:Text controlDivision:Dropdown listGender:Dropdown listDate of hire:Date picker4. Select the Text control for the Address, and change the Properties setting toAllow Carriage Returns (multiple paragraphs).5. Select the Dropdown list control for Division, and use Properties to create the followingitems for the list: Finance, Information Technology, Marketing, Sales6. Select the Dropdown list control for Gender, and create Male and Female list items.7. Select the Date picker control and use Properties to check that an appropriate dateformat is set for it (UK type date display instead of US type date display).8. Protect the form, setting Filling in Forms under Editing Restrictions before applying theprotection so users will be able to use the form controls.9. Resave the file as Practice Employee Form Test.10. Test the form by filling in the form using Practice Employee Form Test.11. Save and close all files related to this practice activity.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 7

Working with large documentsObjectives:1. Create, edit and format using master documents and subdocuments.2. Insert and delete footnotes and endnotes.3. Mark index entries and use index entries to create an index.4. Create and update a Table of Contents.5. Create and use bookmarks and cross-references to locate text and objects in adocument.Master documentsA master document is a document that contains a set of related documents calledsub documents. The purpose of a master document is to break up a large document intosub documents for easier organisation and manageability. This can be useful if severaldifferent people are working on creating parts of the same document, e.g. a report.Note: Master document and sub document files must all be saved into the same folder.Creating a master document1. Create a new Word document, and save the document into the same folder as the filesthat will become the sub documents of your master document file.2. Go to View/Document Views group and click the Outline button. You are now ready toinsert the sub document files into the master document.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 8

Inserting sub documents1. On the Outlining ribbon, click the Show Document button in the Master Document group.2. Click the Insert button in the Master Document group.3. Select the first sub document file from the folder where your master document and subdocuments are saved, then click Open.4. The sub document is inserted into the master document.5. Repeat steps 2 and 3 above to insert other sub documents. Editing a sub document1. Click the Collapse Subdocuments buttonAll subdocuments display as hyperlinks.2. Hold down the Ctrl key and click on a hyperlink to a subdocument to open it.The subdocument can now be edited. Any changes made will also appear in the masterdocument. Notes: A subdocument can also be opened by double-clicking on the small page iconthat appears next to each subdocument, in the master document.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 9

Editing changes made to a subdocument within the master document will be reflected inthe subdocument when it is next opened.Moving and deleting a subdocumentUsing the small page icona subdocument can be moved by dragging and dropping; ordeleted from the master document by clicking on the icon and pressing the Delete key.Footnotes and EndnotesInserting a footnote or endnote1. Place the cursor where the footnote or endnote number is to appear in the documenttext, and go to References/Footnotes group.2. To insert a footnote, click the Insert Footnote button; to insert an endnote, click the InsertEndnote button.3. Enter the text for the footnote or endnote; then click away from where you have typed. Review footnotes or endnotes in a document1. Go to References/Footnotes group.2. Click the dropdown arrow to the right of the Next Footnote button.3. Select from the options provided to proceed directly to the next or previous footnote orendnote in the document. Delete footnotes or endnotes1. Select the footnote or endnote number from within the document text.2. Press Delete.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 10

IndexesMarking index entries1. Select the word or phrase from within the document text.2. Go to References/Index group and click the Mark Entry button.3. In the Mark Index Entry dialogue box, click Mark to mark the selected occurrence of theword/phrase. To mark all occurrences of this text in the document, click Mark All4. With the Mark Index Entry dialogue box open, repeat steps 1 and 3 to continue markingother words/phrases in the document.5. Click Close to exit the dialogue box. www.microsofttraining.net Best STL 2013 Tel: 0207 987 3777Page 11

Creating an index1. Position the cursor where the index is to appear.2. Go to Reference/Index and click the Insert Index button.3. Select settings for index formatting using the Index dialogue box, and click OK. Updating the indexTo include additional index entries once the index has been created:1. Mark the words or phrases to be added to the index (see ‘Marking index entries’).2. Click within the existing index.3. Go to References/Index and click the Update Index button; or press the F9 key.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 12

Table of ContentsWord can generate a table of contents automatically, based on the application of Headingstyles in the document. In simplest terms, any headings with Heading 1, Heading 2 orHeading 3 styles applied can be included in the Table of Contents when it is generated.Applying a style1. Click into or select the paragraph (heading) you wish to apply the style to.2. Go to Home/Styles group. Click the dropdown arrowto view all the styles available inthe Styles gallery.3. Click on the style you wish to use to apply the style to the selected paragraph.Creating a Table of Contents1. Position the cursor where the table of contents is to appear.2. Go to References/Table of Contents group and click the Table of Contents button.3. Select from one of the preset options in the list; or select Insert Table of Contents forfurther options, and click OK. The Table of Contents appears at the cursor position.Updating the Table of ContentsIf headings or page numbering changes, the Table of Contents needs to be updated toreflect these changes.3. Click withint the Table of Contents.4. Press the F9 key. The following message appears:5. Select Update page numbers only or Update entire table, and click OK.Remove the Table of Contents1. Go to References/Table of Contents group and click the Table of Contents button.2. Select Remove Table of Contents.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 13

BookmarksA bookmark identifies a location or a selection of text that you name and identify for futurereference. You can also add cross-references to bookmarks.Creating a bookmark1. Select the text to be bookmarked.2. Go to Insert/Links group and click the Bookmark button.3. Under Bookmark name, type or select a name.Bookmark names must begin with a letter, can contain numbers but can't include spaces.4. Click Add. The Bookmark dialogue box closes. www.microsofttraining.net Best STL 2013 Tel: 0207 987 3777Page 14

Locating a bookmark1. Go to Insert/Links group and click the Bookmark button.2. Select the bookmark name from the list.3. Click Go To. Note: Pressing the F5 key opens the Go To feature in Word, where you can select abookmark to go to its location in the document.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 15

Cross-referencesA cross-reference directs a document reader from one point in the document to another. Thecross-reference can refer to any of the following: a numbered item, a heading, a bookmark, acaptioned table or graphic; a footnote or endnote.Creating a cross-reference1. Enter the text that will be the preamble to the cross-reference – e.g. (see [crossreference]).2. Go to Insert/Links and click the Cross-reference button.3. Under Reference type, select the appropriate item.4. Under Insert reference to, select what will be displayed in the cross-reference itself.5. Click Insert, then Close. The cross-reference appears in the text. www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 16

Practice Activity: Working with large documents1. Create a new document and save it as Practice master.2. Change into Outline view.3. Insert the files Chapter 1 and Chapter 2 as subdocuments.4. Close Outline view.5. Within the Chapter 1 text, find the heading Helpdesk. Enter a footnote after the word‘email’ which reads: [email protected] Create bookmarks for the headings Chapter 1 and Chapter 2.7. To test your bookmarks work, place your cursor at the beginning of the document, anduse the bookmark for Chapter 2 to go to the beginning of Chapter 2. Then use theChapter 1 bookmark to go to the beginning of Chapter 1.8. Within the Chapter 1 text, find the highlighted sentence under the headingAbout our other products.9. Insert a cross-reference at the end of this sentence, which refers to Chapter 2.Optional activities1. Mark four different words or phrases in the Practice master document, and create anindex at the end of the document.2. Create a Table of Contents at the beginning of the document, based on applyingHeading styles to Table of Contents entries in the document.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 17

Managing document revisionObjectives:1. Use the Track Changes feature to mark changes.2. Review a document to accept and reject changes.3. Compare documents for changes.4. Combine documents from multiple authors together.Using Track ChangesTurning Track Changes onGo to Review/Tracking group and click the Track Changes button, or use Ctrl Shift E.Track Changes is now turned on.To add a Track Changes indicator to the status bar, right-click the status bar and selectTrack Changes.Turning Track Changes offWhen you turn off change tracking, you can revise the document without marking what haschanged.To turn off Track Changes:1. Go to Review/Tracking group and click the Track Changes button; or2. Use Ctrl Shift E; or3. Click the Track Change indicator on the status bar once.Note: turning off the Track Changes feature does not remove any changes that havealready been tracked. To remove tracked changes, use the Accept and Reject commandson the Review tab in the Changes group (see the section on ‘Reviewing Changes’, page 20).www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 18

Using Tracking Options and BalloonsTracking options allows you to set how tracked changes in the document are displayed.Typically changes are displayed in the following way: Insertions (where additional text is entered) are shown with an underline Deletions (where text is deleted) are shown with a strikethrough Changed lines (marks all changes) are shown as a vertical line to theleftof the line or paragraph where a change has been made.To change how tracked changes are displayed:1. Go to Review/Tracking group and click the dropdown arrow on the Track Changesbutton.2. Select Change Tracking Options.You can also opt to have changes displayed in balloons which appear outside of thedocument text. Options for display of balloons can be changed using the dropdown arrow onthe Balloons button.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 19

Reviewing ChangesThe Changes group on the Review ribbon can be used to review, accept and reject trackedchanges.The Next and Previous buttons selects the next or previous change in the document.Use Accept to accept the change that has been made.Use Reject to reject the proposed change, and change the wording or formatting back tohow it was originally.When all changes have been reviewed, the following message appears to indicate that thereare no tracked changes left in the document.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 20

Comparing DocumentsTo compare two documents against each other:1. Go to Review/Compare group, click the Compare button and select the Compare option.2. Select the Original document and the Revised document at the top of the CompareDocuments dialogue box. Select the Comparison Settings and Show Changes optionsyou wish to use, and click OK.3. The original, revised or new document shows, with changes to or from the originalmarked as tracked changes.4. If desired, use the Show Source Documents button in the Compare group to change thedisplay of documents on screen. www.microsofttraining.net Best STL 2013 Tel: 0207 987 3777Page 21

Combining documentsTo combine two documents together:1. Go to Review/Compare group, click the Compare button and select Combine.2. Select the Original document and the Revised document at the top of the CompareDocuments dialogue box. Select the Comparison Settings and Show Changes optionsyou wish to use, and click OK.3. The original, revised or new document shows, with changes to or from the originalmarked as tracked changes.4. Review the changes using buttons from Review/Changes group (see the section on‘Reviewing Changes’, page 20). www.microsofttraining.net Best STL 2013 Tel: 0207 987 3777Page 22

Practice Activity: Managing document revision1. Open Practice herbs.2. Ensure Track Changes is turned on in the document.3. Review each of the changes, accepting or rejecting them until there are no trackedchanges remaining in the document.4. Use the Combine feature (Review/Compare Group – Compare button) to combinePractice herbs and Practice herbs revised into a new document.5. Save the Combine result document as Practice herb combined.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 23

Automation and customisationObjectives:1. Record and run a macro.2. Modify and delete a macro.3. Customise the Quick Access Toolbar and Ribbon display in Word.MacrosFrequently used tasks or performed routines can be automated by creating a macro. Amacro is a series of commands and instructions that you group together as a singlecommand to accomplish a task automatically.Typical uses for macros are: To speed up routine editing and formatting To combine multiple commands — for example, to insert a table with a specific size andborders, and with a specific number of rows and columns To make an option in a dialog box more accessible To automate a complex series of tasksTo record, run, modify or delete macros, the Developer Ribbon must be showing in Wordfirstly (see the section on ‘The Developer Ribbon’, page 4).Recording a macro1. Go to Developer/Code group and click Record Macro.2. In the Record Macro dialogue box, enter details for the macro.3. Click OK. Word starts recording the actions you are performing.4. To stop recording your actions, go to Developer/Code group and click the StopRecording button. www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 24

Notes: If you give a new macro the same name as a built-in macro in Office Word 2010, the newmacro actions will replace the built-in macro. To view a list of built-in macros, on theDeveloper tab, in the Code group, click Macros. In the Macros in list, click WordCommands. When you record a macro, you can use the mouse to click commands and options, butnot to select text. You must use the keyboard to select text instead.Running a macro1. Go to Developer/Code Group and click the Macros button.2. Select the macro you wish to run from the list of available macros.3. Click Run. www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 25

Modifying a macroMacros are written in Visual Basic for Applications (VBA) code. An example is shown below.Once a macro is recorded, it can be modified or edited however this is done in the VisualBasic Editor. You may be able to make small changes to the code without having knowledgeof VBA code, otherwise it is advisable to delete the macro and record it again.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 26

Deleting a macro1. Go to Developer/Code Group and click the Macros button.2. Select the macro you wish to delete from the list of available macros.3. Click Delete. Customising WordThe Word 2010 interface can be customised to provide quick access to the features of Wordyou use most often.Customising the Quick Access ToolbarBy default, the Quick Access toolbar contains three buttons: Save, Undo and Redo.Buttons can easily be added or removed from the toolbar. To add a button to the toolbar, right-click on the feature you wish to add and selectAdd to Quick Access Toolbar. To remove a button from the toobar, right-click on the button you wish to remove andselect Remove from Quick Access Toolbar.The dropdown arrow to the right of the Quick Access Toolbar provides access to furtheroptions, including the options to: Show Below the Ribbon which moves the toolbar underneath the ribbon Minimize the Ribbon which shows just the tabs for each ribbon. The whole ribbon willdisplay when the tab is clicked.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 27

Practice Activity: Automation and CustomisationThis is a self-directed activity where you can create and run your own macro.Your trainer may give you some guidance on this before you begin.www.microsofttraining.net Best STL 2013Tel: 0207 987 3777Page 28

ribbon is not visible at the top of the Word 2010 screen, do the following. 1. Click the Office button and then click Word Options. 2. In the Popular category, check "Show Developer tab in the Ribbon" and click OK. The Developer Ribbon appears at the top of the screen to the right of the other ribbons. Form controls