Transcript SUNY Morrisville

SUNY Morrisville-Norwich
Campus-Week3
CITA 130
Advanced Computer Applications II
Spring 2005
Prof. Tom Smith
Objectives
Word 2003
 Tutorial 2 – Editing and Formatting a Document
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Tutorial 3 – Creating a Multiple-Page Report
Tutorial 4 – Desktop Publishing
and Mail Merge
Tutorial 5 – Creating Styles, Outlines, Tables, and
Tables of Contents
Select and delete text
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You can use different methods to select text with
the mouse or keyboard.
Use the mouse to quickly select any amount of
text—a letter, a line, or the entire document.
To select a single line or more, click in the
selection bar, which is the blank space in the left
margin where the cursor turns into an arrow.
After the text is selected, you can perform many
actions, including deleting the highlighted text by
pressing the Delete key.
Move text within the document
The ability to move text within a
document is a timesaving editing feature.
 Moving text, compared to retyping the
same amount of text, makes it much
easier to reorganize a document.
 Dragging and dropping text enables you to
move small or large amounts of text with
a few mouse clicks.
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Drag-and-drop text
To drag and
drop text, first
select the text to
be moved.
Next, press and hold down the
mouse button until the pointer
changes into the drag-and-drop
pointer shown below.
Finally, drag the text
to its new location
and release the mouse
button.
Cut, copy and paste text
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Cutting or copying and then pasting text is
another way to move text from one
location to another.
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Cutting text removes it from its original
location
Pasting places it in a new location
Copying leaves the text in its original location,
but places a copy of the text in the new
location when you paste
Cut and copied items are stored on the
Clipboard.
 In Word 2003, a maximum of 24 items
can be stored on the Clipboard.
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Using the clipboard
Find and replace text
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The Find feature enables you to locate a word or
phrase in a document.
The Replace feature enables you to automatically
change the word or phrase after it is found.
You can set the options to automatically replace
every occurrence of the text or to only replace
individually selected occurrences.
Delete a recurring word by searching for the word
and replacing it with nothing or a space.
You can also change the document's appearance
by replacing a font, a special character, or the
appearance of the text (bold, italic, etc.).
Use Find and Replace
Change margins, line spacing,
alignment, and paragraph indents
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Margins affect the amount of white space
between the type and the edge of the paper.
Line spacing, which you can change using the
Line Spacing button on the Formatting toolbar,
determines the amount of white space between
lines of type.
Text alignment identifies how the text lines up
between the left and right margins.
Paragraph indents change where text starts and
stops on each horizontal line without changing
the margins.
Indents are most often applied to the first line of
a paragraph, but entire paragraphs can be
indented for various reasons.
The Page Setup dialog box
Use the ruler to set margins
Modify line spacing
Indenting a Paragraph
Align text using the
Formatting toolbar
Emphasize points with bullets, numbering,
boldface, underlining, and italics
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Bullets and numbers make lists stand out from
the rest of the document.
Click the Bullets or Numbering button on the
Formatting toolbar to add bullets or numbers to
each paragraph.
If you add or remove an item in a numbered list,
Word will automatically adjust the numbers.
Text can also be emphasized and made clearer
through the use of bolding, underlining, and
italicizing.
Use a bulleted list to organize data
Change fonts and adjust font sizes
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Important text, such as titles or headings, should look
different from the regular text in a document.
Do this by making the title or headings larger or selecting a
different font.
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Fonts are classified as serif or sans serif
Traditionally, documents use a serif font for the main text and
a sans serif font for headings
Draw attention to specific words by using the buttons on
the Formatting toolbar to make the words bold, underlined,
or italic.
A quick way to alter either the font or the font size is to
access the font list or the font size list. These drop-down
lists allow you to quickly change the font/font size.
Choose a font from the
Formatting toolbar
Previewing Formatted Text
It’s helpful to preview a document after
formatting it, because the Print Preview
window makes it easy to spot text that is
not aligned correctly.
 To preview and print a document, press
Ctrl+Home, click the Print Preview button
on the Standard toolbar, click the One
Page button on the Print Preview toolbar,
and examine the document.
 Click the Print button on the Print Preview
toolbar.
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Microsoft Office Word
2003
Tutorial 3 – Creating a MultiplePage Report
Create a header with page numbers
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A header is text printed at the top of every page.
A footer is text printed at the bottom of every
page.
Word has great flexibility in handling headers and
footers.
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You can specify unique headers and footers for the first
page of a document, for even and odd pages in a
document without sections, for each section, and for
even and odd pages within sections
Specifying different headers and footers for even and
odd pages enables you to place items like page numbers
on the outside margin of every page
Specifying different headers and footers for each section
enables you to include items that change, such as
chapter titles, in the header or footer
You can even have some pages with a header and some
pages without, such as a title page
Add a header
View a header
Create a table
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A table organizes information into rows and columns. This
makes the information easier to read and understand.
To display a large amount of information in columns, a table
is easier to organize and edit than columns created with
tabs.
You can create tables in two ways:
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Create a blank table and insert text into it
Convert existing text into a table
To enter text into a table, move the insertion point to the
correct cell and begin typing. Word will wrap the text to the
next line in the same cell and increase the height of the
cells in the row.
Continue moving the insertion point and entering text to
complete your table.
Word table elements
Sort the rows in a table
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You can sort the rows in a table based on the
contents of one of the columns.
Rows can be sorted in ascending or descending
order based on alphabetical, numerical, or
chronological criterion.
The Sort buttons on the Tables and Borders
toolbar provide easy access to the sorting
function.
While all of the sorting options that are available
with a spreadsheet or database program are not
available in a Word table, basic sorting functions
can be performed.
A sample sorted table
Modify a table's structure
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You can modify the structure of a table in
several ways:
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Rows can be added between existing rows or
at the beginning or end of a table
Columns can be added between existing
columns or at the beginning or end of a table
Individual cells can be deleted, merged, and
split
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You can delete the content of a cell or the structure
of the cell
Merging cells removes the border between the cells
Splitting cells creates multiple rows or columns
Format a table
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There are many ways to improve the
visual appeal of your table. You can:
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Adjust the size of the rows and columns
Change the text alignment
Modify the borders
Add a shaded background
Rotate the text inside a cell
Align cell borders and use borders
Adjust the size of the rows and columns in
print layout view so you can take
advantage of the vertical and horizontal
rulers when you drag the borders to new
locations.
 Aligning text in the cells makes the data
easier to compare or understand.
 Borders can draw attention to important
data or enhance the table's appearance.
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Align cell data
Add a border below the header row
Use shading and align the table itself
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Shading highlights important items, such as
headings or totals.
Text can be rotated within a cell, but use this
feature cautiously.
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It can make the text difficult to read, detracting from
your table's appearance and functionality
The alignment of the entire table within the
margins will affect the table's appearance and
impact.
Aligning the table is done from the Table tab of
the Table Properties dialog box.
The Table Properties dialog box
A table with shaded headers
Microsoft Office Word
2003
Tutorial 4 – Desktop Publishing
and Mail Merge
Identify desktop-publishing features
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Desktop publishing has become a common
method of producing commercial-quality printed
material.
Today, many home and office desktop computers
are equipped with software that is capable of
desktop publishing tasks.
These tasks include entering and editing text,
creating graphics, composing or laying out pages,
and printing documents.
Elements of desktop publishing include highquality printing, multiple fonts, graphics,
typographic characters, columns, and other
special formatting features.
A newsletter created in Word
Work with hyperlinks
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Hyperlinks are most commonly found on Web pages, but
they also can appear in Word documents that will be read
online.
Word automatically formats e-mail addresses and URLs as
hyperlinks so that anyone who reads the document online
can simply click that hyperlink to either send an e-mail or
go to a Web site.
If you know that your document will only be read in a
printed format, then you should remove hyperlinks so that
the text appears in the same format as the rest of the
document.
To remove a hyperlink, right-click on the hyperlink text. A
menu of options will appear. Click the Remove Hyperlink
option.
View a hyperlink
Using WordArt
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To create a WordArt image, choose a text design
from the WordArt Gallery.
Enter the text to be enhanced and format it.
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After an image is perfected, you can choose other
WordArt functions to affect its appearance.
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Because the image can be moved and resized like a
graphic, it is considered to be a drawing object
You can use the WordArt toolbar to change the text,
font, or font size
The image can be resized or rotated
Text wrapping determines how the text flows near the
graphic
Finally, the graphic is anchored to the document.
The WordArt Gallery
Edit a WordArt object
Change a WordArt object’s shape
Resize a WordArt object
Create newspaper-style columns
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Text in newsletters is divided into two or more
vertical blocks, or columns.
Text flows down each column.
These newspaper-style columns are easy to read
because you are able to see more text in one
glance due to the width of the column.
If only part of your newsletter is set up in
columns, you will have to insert a section break
between the two areas.
If the two areas are on the same page, use the
"Section Break (Continuous)" option.
The Columns dialog box
Insert and edit graphics
Graphics include a variety of objects such
as graphs, charts, photographs, and
pictures drawn on a computer.
 Graphics are important to a well-designed
newsletter.
 They add visual appeal and should
enhance the reader's understanding.
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The Microsoft Clip Organizer
Insert a graphic object
Crop a graphic
Rotate an object
Wrap text around a graphic
Text can be wrapped around a graphic so
that it follows the contours of the graphic.
 You can position the object anywhere in
the text and choose to wrap text on both
its left and right sides, or just one side.
 Word’s advanced text-wrapping feature
can be used to create a unique look in any
publication.
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Use symbols and special
characters
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Typographic characters are special symbols and
punctuation marks.
There are several ways to enter symbols into a
Word document.
Word will automatically convert some standard
characters into typographic symbols.
The Symbol dialog box can be used to insert
special characters.
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The Symbol dialog box also lists several keyboard
shortcuts, such as Alt+Ctrl+C, which are used to enter
the copyright symbol
Display the Symbol dialog box by selecting Symbol from
the Insert menu
The Symbol dialog box
Add a page border
A border can be placed around the entire
page for documents such as newsletters,
brochures, and advertisements.
 This gives the document a professional,
finished look.
 To add a border, select Borders and
Shading from the Format menu.
 Click the Page Border tab to select from
the border options.
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The Borders and Shading dialog box
Mail Merge
Mail merge refers to the process of
combining information from two separate
documents to create many final
documents.
 Merge fields in the main document will be
replaced with data (names and addresses,
for example) from another file.
 To begin the mail merge process, select
Letters and Mailing from the Tools menu
after opening a new document. Then,
click Mail Merge.
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Mail Merge
Microsoft Office Word
2003
Tutorial 5 – Creating Styles,
Outlines, Tables, and Tables of
Contents
Use Word outlines
An outline is a map to a document.
 It identifies the basic points covered in the
document and the order in which they can
be found.
 You can create an outline before writing a
document, or you can view and edit the
outline for an existing document.
 Heading styles must be used in the
document to create outlines.
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Modify an outline
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In Outline view, you can modify and reorganize
a maximum of nine levels of headings in a
document.
You should place the insertion point in the
heading and click the Move Up or Move Down
button in the Outline toolbar.
You can move a heading level up or down in
importance.
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For example, a Level 2 heading can be promoted to a
Level 1 heading or demoted to Level 3
Outlines can also be printed for a record of the
current document.
Word Outline view
Add footnotes and endnotes
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A footnote is text at the bottom of the page that includes
additional information related to the main text, such as a
source or a cross-reference.
Endnotes are placed at the end of the document instead of
at the bottom of the page.
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Usually, a document will have footnotes or endnotes, but not
both
Word numbers footnotes or endnotes automatically,
renumbering them if one is added or removed.
Word automatically formats footnotes or endnotes.
You can edit a footnote or endnote at any time.
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If the text containing the footnote reference moves to a
different page, the footnote will also move to keep the
reference and the footnote on the same page
Entering a footnote
To enter a footnote, select Footnote after selecting Reference from
the Insert menu. Select the Footnote and AutoNumber options.
Create a table of contents
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Word can automatically create a table of contents if you use
the styles Heading 1, Heading 2, etc.
Word creates a table of contents containing the headings
and the page numbers.
However, Word can't automatically update the table of
contents.
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There is an Update Field feature that can be used to update
the table of contents
You can use the Table of Contents tab in the Index and
Tables dialog box to select the format of the table of
contents.
To change the appearance of the table of contents, change
the document styles and create it again.
Add a Table of Contents using the
Index and Tables dialog box
Objectives
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Introduction to Web Design in Word and
FrontPage
Sharing Office Files Online
Many Web pages are created using the
HTML programming language.
 Web page editors are software programs
designed to generate HTML code.
 A single file Web page is one file that
contains the HTML document along with
all the supporting files.
 A filtered Web page is an HTML document
with the Office-related tags removed.
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Creating Web Pages in Word
Click Web page in the New section in the
New Document task pane.
 Click File on the menu bar, and then click
Save As Web Page.
 In the Save as type list, select Web page.
 Select a location, file name, and page title,
and click the Save button.
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The Save As Dialog Box
Typing the Text of the Home Page
In the Microsoft Word window, design your
Web page just as you would a normal
Word document.
 You can manually transform the look of
any aspect of the Web page, or you can
apply a theme.
 A theme is a designed collection of
formatting options that include colors,
graphics, and background images.
 To access the Theme dialog box, select
Theme from the Format menu.
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Text of Web page
Theme dialog box
Web Page with Theme Applied
Inserting Hyperlinks
Hyperlinks, or links, provide an easy way
to navigate within and between Web
pages.
 You can link to:
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An existing file or Web page
A place in the same document
An e-mail address
Insert a hyperlink by clicking the Insert
Hyperlink button on the Standard toolbar.
Insert Hyperlink dialog box
Creating Web Pages in Excel
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You can convert an Excel workbook into two
types of Web pages: noninteractive and
interactive.
An interactive Web page provides tools for users
to modify and format the values displayed in the
Web page from their browsers, while a
noninteractive Web page does not.
In Excel, save the file as a Web page using the
File menu and check the Add interactivity check
box in the Save As dialog box if you wish to
create and interactive page.
The Save As dialog box
Publishing a Workbook
You can publish either the entire workbook
or a current selection in the active
workbook.
 To publish an Excel worksheet, click the
Publish button in the Save As dialog box
to display the Publish as Web Page dialog
box.
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The Publish as Web Page Dialog
Box
AutoRepublish
Excel can automatically republish the
workbook every time you make changes
and save the workbook.
 To enable AutoRepublish, click the
AutoRepublish every time this workbook is
saved check box to insert a check mark.
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Creating Web Pages in Access
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You can create three types of Web pages based
on Access database objects.
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A static HTML page is a Web page based on an object in
at the time the page was created.
A dynamic HTML page is an object that is created each
time the page is viewed or refreshed.
A data access page is a Web page that is linked to the
data in the database.
To save a static Web page, right-click the object
in the database window you wish to use (or
export) and select Export from the shortcut
menu.
The Export Query As Dialog Box
Viewing the Completed Static Web
Page
Data Access Page created in Access
Creating Web Pages in PowerPoint
Saving and publishing an existing
PowerPoint as a Web page allows Web site
visitors to view and navigate the slide
show in their Web browser.
 Publishing the slide show allows you to
choose options for publishing your
presentation.
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Which slides to publish
Browser compatibility
Page title
The Publish as Web Page Dialog
Box
PowerPoint Presentation
in Internet Explorer
FrontPage 2003
FrontPage is an HTML editor.
 Other editors include: notepad,
Macromedia Dream Weaver, and even
Visual Studio (there are many more…).
 You may create a web page by using the
design view, code view, or a combination
of both.
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FrontPage 2003 Contents
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Folder List- where all files and folders can be
viewed.
Document tabs-the tabs show you what files are
open and which one you are currently working
on.
Quick Tag Selector- allows you to move through
the pages HTML code section headings.
Editing Window-the working “palette” for the
current page. This is where your design is done.
Page view tabs- allows you to choose between
the views (code/design/both).
FrontPage 2003 Contents
Status bar-displays information about the
current page, includes: estimated
download time, page size, authoring
mode, and browser compatibility.
 Toolbars are similar to all other MS
products but you will soon see they are
slightly different.
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