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Microsoft Word 2010 Level 3 potx
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Microsoft Word 2010
Level 3
www.ddls.com.au
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MICROSOFT WORD 2010
LEVEL 3
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ISBN 978-1-921721-48-9
Copyright 2010 Melbourne
by Watsonia Software Pty Ltd (ABN 64 060 335 748)
Published by Watsonia Publishing
47 Greenaway Street
Bulleen Vic Australia 3105
Telephone: (61 3) 9851 4000
Facsimile: (61 3) 9851 4001
Web site: www.watsoniapublishing.com
Product Code INF1012
First published: September 2010; Revised November 2010
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Production Acknowledgments
This course is the result of team collaboration.
However, several individuals need to be singled out
for acknowledgement including Natalie Ford, Lisa
Charlesworth, Marie Krupa (proofing), and Ron Krupa
(course assembly and publishing).
Trademark Acknowledgments
All terms mentioned in this manual that are known to be trademarks
or service marks have been appropriately acknowledged or
capitalised. Watsonia Software cannot attest to the accuracy of this
information. Use of a term in this manual should not be regarded as
affecting the validity of any trademark or service mark.
Screen Shots © 1983-2010 Microsoft. All rights reserved.
Disclaimer
Every effort has been made to provide accurate and complete
information. However, Watsonia Software assumes no responsibility
for any direct, indirect, incidental, or consequential damages arising
from the use of information in this document. Data and case study
examples are intended to be fictional. Any resemblance to real
persons or companies is coincidental.
Copyright Notice
This publication is protected in accordance with the provisions of the
Copyright Act. Apart from permissions expressed in the Copyright
Act pertaining to copying for study, review, or research, no part of
this publication may be reproduced in any form, or stored in a
database or retrieval system, or transmitted or distributed in any
form by any means, electronic, mechanical photocopying, recording,
or otherwise without written permission from Watsonia Software Pty
Ltd.
Microsoft Word 2010 - Level 3
© Watsonia Publishing - i - Read Me Preface
READ ME FIRST
1
4
In case you're not familiar with the terminology,
Read Me First is quite often the name given to a
computer file that contains important information
for people to know prior to using an application.
This section contains some important information to
help you use this book so we thought we'd start
with a Read Me First section.
Who this course is for... Microsoft Word 2010 Level 3 is designed for users who are keen to
extend their understanding and knowledge of Word beyond creating basic
documents.
What skills and knowledge
you will acquire...
The skills and knowledge acquired in this course are sufficient to be able
to use and operate the software at an advanced level especially as it
relates to creating more complex documents and also automating
document procedures.
What you'll need to know
before beginning this
course...
This course assumes an understanding of the topics and concepts
covered in Levels 1 and 2. It would also be beneficial to have a general
understanding of personal computers and the Windows operating system
environment.
The objectives of this guide… At the completion of this course you should be able to:
• apply various page layout techniques
• save a document as a PDF and view it in a PDF reader
• customise mail merges
• insert and work with text boxes
• create and work with SmartArt
• create and use building blocks
• create, use and delete bookmarks
• create and work with a table of contents in a document
• create and work with an index in a document
• create and use interactive fields.
• create and work with master documents
• create and remove several forms of protection for your document
• create and work with electronic forms in Word
• create and work with macros
• insert content from other sources
What you get in a Chapter... Each of the chapters is comprised of a summary page listing the topics
covered in that chapter. The chapter then consists of single-page topic
sheets pertaining to the theme of the chapter.
What you'll need to have
before commencing this
course...
Many of the topics in Microsoft Word 2010 Level 3 require you to open
an existing file with data in it. These files can be downloaded free of
charge from our web site at www.watsoniapublishing.com. Simply follow
the student files link on the home page. You will need the product code
for this course which is INF1012.
As you work through this
guide…
It is strongly recommended that you close all open files, if any, prior to
commencing each new chapter in this learning guide. Each chapter,
where relevant, has its own set of course files and any from a previous
chapter are no longer required.
Where to from here... Have a look at the next page which explains how a topic page works,
ensure that you have access to the exercise files (see above), and you're
ready to make a start.
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Microsoft Word 2010 - Level 3
© Watsonia Publishing - ii - How To Preface
WORKING WITH TOPIC SHEETS
The majority of this book comprises single-page
topic sheets. There are two types of topic sheets:
task and reference. The layout of both is similar
– an overview at the top, detail in the centre and
additional reference (optional) material at the
bottom. Task sheets contain a Try This Yourself
step-by-step exercise panel in the detail area as
shown below.
Topic name
General topic overview provides an introduction to the topic
Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice
exercise for you to work through. In Reference topic sheets this is usually replaced
by a box with reference information.
In Task topic sheets screen shots and graphics provide a visual clue as to what
will happen when you work through the Try This Yourself practice exercise. In
Reference topic sheets the screen shots and graphics are used to visually
represent information and concepts.
The For Your Reference (optional) element provides a quick summary of the steps
required to perform a task. These usually only appear in Task-based topic sheets.
The Handy To Know (optional) element provides additional information such as
alternate ways of accomplishing a task or further information providing handy tips.
1
2
3
4
5 6
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Microsoft Word 2010 - Level 3
CONTENTS
© Watsonia Publishing - iii - Contents
Chapter 1: Page Techniques 1
Inserting A Cover Page .................................................................................. 2
Inserting A Blank Cover Page ........................................................................ 3
Inserting A Watermark .................................................................................... 4
Creating A Watermark .................................................................................... 5
Removing A Watermark ................................................................................. 6
Applying Page Colours ................................................................................... 7
Applying A Page Border ................................................................................. 8
Applying Lines To A Page .............................................................................. 9
Chapter 2: Saving To PDF 11
Understanding PDF ...................................................................................... 12
Saving A Document As A PDF ..................................................................... 13
Viewing A PDF File ....................................................................................... 14
Chapter 3: Mail Merge Techniques 15
Running A Saved Merge .............................................................................. 16
Excluding Recipients .................................................................................... 17
Filtering Recipients ....................................................................................... 18
Sorting Recipients ........................................................................................ 19
Selecting Another Data Source .................................................................... 20
Applying An If…Then…Else… Rule ............................................................. 21
Applying A Fill-In Rule .................................................................................. 22
Chapter 4: Text Boxes 23
Understanding Text Boxes ........................................................................... 24
Inserting A Preformatted Text Box ............................................................... 25
Typing Text Into A Text Box ......................................................................... 26
Positioning A Text Box ................................................................................. 27
Resizing A Text Box ..................................................................................... 28
Deleting A Text Box ...................................................................................... 29
Drawing A Text Box ...................................................................................... 30
Formatting A Text Box .................................................................................. 31
Chapter 5: SmartArt 33
Understanding SmartArt ............................................................................... 34
Inserting A SmartArt Graphic ........................................................................ 35
Inserting Text ................................................................................................ 36
Adding Shapes Below .................................................................................. 37
Adding Shapes Above .................................................................................. 38
Adding Shapes Before And After.................................................................. 39
Adding An Assistant ..................................................................................... 40
Promoting And Demoting Positions .............................................................. 41
Switching Right To Left ................................................................................. 42
Positioning SmartArt ..................................................................................... 43
Resizing SmartArt ......................................................................................... 44
Applying A Different Layout .......................................................................... 45
Applying A Colour Scheme ........................................................................... 46
Applying A SmartArt Style ............................................................................ 47
Deleting SmartArt Shapes ............................................................................ 48
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Microsoft Word 2010 - Level 3
CONTENTS
© Watsonia Publishing - iv - Contents
Chapter 6: Building Blocks 49
Understanding Building Blocks ..................................................................... 50
Inserting A Building Block ............................................................................. 51
Creating Building Blocks ............................................................................... 52
Saving Building Blocks ................................................................................. 53
Inserting Quick Parts .................................................................................... 54
Editing Building Blocks ................................................................................. 55
Deleting Building Blocks ............................................................................... 56
Saving Building Blocks To A Template ........................................................ 57
AutoText Versus Quick Parts ....................................................................... 58
Chapter 7: Bookmarks 59
Creating Bookmarks ..................................................................................... 60
Navigating With Bookmarks ......................................................................... 61
Deleting Bookmarks ..................................................................................... 62
Chapter 8: Table Of Contents 63
Understanding Tables Of Contents .............................................................. 64
Inserting A Built-In Table Of Contents .......................................................... 65
Navigating With A Table Of Contents ........................................................... 66
Updating Page Numbers .............................................................................. 67
Updating A Table Of Contents ...................................................................... 68
Customising A Table Of Contents ................................................................ 69
Formatting A Table Of Contents ................................................................... 70
Chapter 9: Indexing 71
Understanding Indexing ................................................................................ 72
Marking Index Entries ................................................................................... 73
Creating An AutoMark File ........................................................................... 74
Marking Index Entries With An AutoMark File .............................................. 75
Removing Marked Entries ............................................................................ 76
Generating An Index ..................................................................................... 77
Modifying The Index Format ......................................................................... 78
Updating An Index ........................................................................................ 79
Chapter 10: Fields 81
Understanding Fields .................................................................................... 82
The Field Dialog Box .................................................................................... 83
Inserting A Document Information Field ....................................................... 84
Setting Field Properties ................................................................................ 85
Showing And Hiding Field Codes ................................................................. 86
Showing And Hiding Field Shading .............................................................. 87
Inserting Formula Fields ............................................................................... 88
Inserting A Date And Time Field ................................................................... 89
Updating Fields Automatically When Printing .............................................. 90
Locking And Unlocking Fields ...................................................................... 91
Applying A Number Format .......................................................................... 92
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Microsoft Word 2010 - Level 3
CONTENTS
© Watsonia Publishing - v - Contents
Chapter 11: Interactive Fields 93
Understanding Interactive Fields .................................................................. 94
Inserting a FILLIN Field ................................................................................ 95
Typing Fields Codes ..................................................................................... 96
Activating Interactive Fields .......................................................................... 97
Inserting An ASK Field ................................................................................. 98
Using REF To Display Bookmarks ............................................................... 99
Activating Fields Automatically ................................................................... 100
Chapter 12: Master Documents 101
Understanding Master Documents ............................................................. 102
Creating A Master Document ..................................................................... 103
Creating Subdocuments ............................................................................. 104
Working With Master Documents ............................................................... 105
Inserting Subdocuments ............................................................................. 106
Formatting A Master Document .................................................................. 107
Editing Subdocuments ................................................................................ 108
Merging Subdocuments .............................................................................. 109
Splitting Subdocuments .............................................................................. 110
Deleting Subdocuments ............................................................................. 111
Building A Table Of Content ....................................................................... 112
Printing A Master Document ....................................................................... 113
Why Master Documents Are Misunderstood .............................................. 114
Chapter 13: Tracking Changes 115
Understanding Tracking Changes .............................................................. 116
Enabling And Disabling Tracked Changes ................................................. 117
Changing Tracking Options ........................................................................ 118
Showing Revisions In Balloons .................................................................. 119
Showing Revisions Inline ............................................................................ 120
Showing And Hiding Revisions ................................................................... 121
Showing Specific Types Of Revisions ........................................................ 122
Showing And Hiding The Reviewing Pane ................................................. 123
Accepting And Rejecting Changes ............................................................. 124
Chapter 14: Protecting Documents 125
Understanding Document Protection ......................................................... 126
Making A Document Read-Only ................................................................. 127
Working With A Read-Only Document ....................................................... 128
Restricting Formatting ................................................................................ 129
Working With Formatting Restrictions ........................................................ 130
Restricting Editing ....................................................................................... 131
Making Exceptions ..................................................................................... 132
Stopping Document Protection ................................................................... 133
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Microsoft Word 2010 - Level 3
CONTENTS
© Watsonia Publishing - vi - Contents
Chapter 15: Electronic Forms 135
Understanding Electronic Forms In Word .................................................. 136
Creating A Form ......................................................................................... 137
Understanding Content Controls ................................................................ 138
Displaying The Developer Tab ................................................................... 139
Inserting Text Controls ............................................................................... 140
Setting Content Control Properties ............................................................. 141
Inserting The Date Picker Control .............................................................. 142
Inserting Prompt Text ................................................................................. 143
Inserting Formulas ...................................................................................... 144
Inserting A Combo Box Control .................................................................. 145
Inserting A Drop-Down List Control ............................................................ 146
Protecting And Saving The Form ............................................................... 147
Completing An Electronic Form .................................................................. 148
Editing A Protected Form ........................................................................... 149
Deleting A Content Control ......................................................................... 150
Chapter 16: Macros 151
Understanding Macros In Word .................................................................. 152
Setting Macro Security ............................................................................... 153
Saving A Document As Macro-Enabled ..................................................... 154
Recording A Macro ..................................................................................... 155
Running A Macro ........................................................................................ 156
Assigning A Macro To The Toolbar ............................................................ 157
Assigning A Keyboard Shortcut To A Macro .............................................. 158
Editing A Macro .......................................................................................... 159
Deleting A Macro ........................................................................................ 160
Creating A MacroButton Field .................................................................... 161
Copying A Macro ........................................................................................ 162
Tips For Developing Macros ....................................................................... 163
Chapter 17: Importing 165
Understanding Importing ............................................................................ 166
Importing Text ............................................................................................. 167
Importing Excel Data .................................................................................. 168
Importing Linked Excel Data ....................................................................... 169
Importing And Embedding Excel Data ....................................................... 170
Modifying Embedded Excel Data ............................................................... 171
Concluding Remarks 173
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Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 1 Page Techniques
CHAPTER 1 PAGE TECHNIQUES
Once you have written and formatted your document, you may
consider adding some finishing touches to the overall page layout,
such as cover pages, watermarks, page borders, and the like.
This chapter will step you through some of the page layout
techniques that you can apply to your documents in Word.
In this session you will:
learn how to insert a cover page
learn how to insert a blank cover page
learn how to insert a watermark
learn how to create a watermark
learn how to remove a watermark
learn how to apply page colours
learn how to apply page borders
learn how to apply lines to a page.
INFOCUS
WPL_W816
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Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 2 Page Techniques
INSERTING A COVER PAGE
Try This Yourself: Open File
Before starting this exercise you
MUST open the file W816 Page
Techniques_1.docx...
Click on the Insert tab, then click on
Cover Page in the Pages group
to display the Cover Pages gallery
Click on Cubicles to insert the cover
page at the start of the document
Cover pages are always inserted at
the start of the document no matter
where the cursor is positioned...
Click in Type the company name
and type Alpheius Global
Enterprises
Click in Type the document title and
type The Economics of Installing
Solar Panels
Click in Type the document subtitle
and type For All AGE Operations,
and then type 2010 for Year
Click on Author below the document
subtitle, then click on the blue Author
tab and press . Click outside the
selection to see the result
Let’s remove the original title now that
you have added the cover page...
Scroll to the next page, select the text
The Economics of Installing Solar
Panels for All AGE Operations and
press
Save the document
For Your Reference…
To insert a cover page:
1. Click on the Insert tab, then click on Cover
Page in the Pages group
2. Click on the desired cover page option
3. Replace the sample text with your own
Handy to Know…
• If you insert a second cover page in a
document, it will replace the first cover page.
• You can download more cover page designs
from Office Online. Click on Cover Page in
the Pages group and select More Cover
Pages from Office Online. Select a cover
page to apply to the document.
2
6
Microsoft Word 2010 includes 19 cover page
designs that you can apply to long documents,
such as annual reports, reports, white papers and
the like. You simply choose the desired cover
from the Cover Page gallery and replace the
sample text with your own. Cover pages are part of
the Building Block gallery.
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Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 3 Page Techniques
INSERTING A BLANK COVER PAGE
Try This Yourself: Same File
Continue using the previous file with
this exercise, or open the file W816
Page Techniques_2.docx...
Click on the Insert tab, then click on
Cover Page in the Pages
group and select Remove Current
Cover Page
The cover page will be deleted so
you can now insert a blank page to
replace it...
Ensure that the cursor is positioned
to the left of Introduction, then
click on Blank Page in the
Pages group to insert a blank page
A blank page will always be
inserted immediately before the
cursor...
Press + to position the
cursor at the top of the new page,
then type The Economics of
Installing Solar Panels, press
and type For All AGE Operations
Click in the first heading, then click
on the Home tab and then click on
Title in the Styles group to apply
this style to the heading
Click in the subheading, then click
on the Home tab and then click on
Subtitle in the Styles group to
apply this style to the heading
Save and close the document
For Your Reference…
To insert a blank cover page:
1. Press + to position the cursor
2. Click on the Insert tab, then click on Cover
Page in the Pages group
3. Type and format the details for the cover
page
Handy to Know…
• You can save a customised cover page in
the Cover Pages gallery. To do this, select
the entire contents of your cover page, click
on Cover Page on the Insert tab and
select Save Selection to Cover Page
Gallery. Type a Name and Description if
required and then click on [OK].
3
Rather than using one of the predesigned cover
pages from the Cover Pages gallery, you can
create your own cover page by inserting a blank
cover page. After positioning the cursor at the
top of the document, you can insert a new blank
page at the start of the document. From then on the
design, formatting and layout of your cover sheet is
all up to you.
5
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Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 4 Page Techniques
INSERTING A WATERMARK
Try This Yourself: Open File
Before starting this exercise you
MUST open the file W816 Page
Techniques_3.docx...
Double-click in the blank header
area at the top of the page to
activate the header
Watermarks are stored in the same
layer as headers and footers...
Click on Different First Page in the
Options group to remove the tick
When you insert a cover page,
Word turns on the Different First
Page option to ensure that the
formatting on the cover page is not
applied to subsequent pages. So, if
you left the option as is, the
watermark would appear on the first
page only. By removing the tick you
can allow the watermark to appear
on all pages...
Double-click in the document area
or press to close the header
Click on the Page Layout tab, then
click on Watermark in the
Page Background group to display
the Watermarks gallery
Click on DRAFT 2 under
Disclaimers
DRAFT will now appear on all
pages in the document…
Save and close the document
For Your Reference…
To insert a watermark:
1. Click on the Page Layout tab, then click on
Watermark in the Page Background
group
2. Click on the desired watermark
Handy to Know…
• You can restrict the appearance of
watermarks to specific pages by creating
sections. Replace the page breaks with next
page section breaks then insert the
watermark in the section where you want it to
appear.
1
5
A watermark is text or a picture that is applied to
the page background and sits behind the content
in a document. One of the most common reasons
for inserting a watermark is to highlight the status
of a document, such as being a draft only, or to
show that a document is confidential. Text-based
watermarks are so common that Word has included
them in the Watermarks gallery.
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Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 5 Page Techniques
CREATING A WATERMARK
Try This Yourself: Open File
Before starting this exercise you
MUST open the file W816 Page
Techniques_4.docx...
Press to move the cursor down
a line, click on the Page Layout
tab, then click on Watermark
in the Page Background group
and select Custom Watermark to
display the Printed Watermark
dialog box
Click on Text watermark, then
double-click in Text and type First
Draft
Click on the drop arrow for Font
and select Franklin Gothic
Medium
Click on the drop arrow for Size
and select 96
If you leave this field set to Auto,
Word will use the largest size while
ensuring that the text remains
within the page margins...
Click on the drop arrow for
Colour and select Aqua, Accent 5
(row 1, column 9)
Click on Horizontal in Layout, then
click on [OK]
The custom watermark will appear
on every page in the document…
Save the document
For Your Reference…
To create a watermark:
1. Click on the Page Layout tab, then click on
Watermark in the Page Background
group and select Custom Watermark
2. Complete the options as required
3. Click on [OK]
Handy to Know…
• You can customise existing watermarks in
the Watermarks gallery. To do this, click on
Watermarks in the Page Background group
on the Page Layout tab, right-click on an
existing watermark and select Edit
Properties. Make the required changes and
then click on [OK].
1
6
Rather than choosing a watermark from the
Watermarks gallery, you can create your own
watermark using custom text. Using the Printed
Watermark dialog box, you can also format the
watermark text, such as changing the font, font size
and colour, or you can select an image to be
inserted as a picture watermark.
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Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 6 Page Techniques
REMOVING A WATERMARK
Try This Yourself: Same File
Continue using the previous
file with this exercise, or open
the file W816 Page
Techniques_5.docx...
Click on the Page Layout tab,
then click on Watermark
in the Page Background
group to display the
Watermarks gallery
Currently, the watermark
appears on every page in the
document...
Select Remove Watermark
And voilá, it’s gone...
Scroll through the document to
check that it has been
removed from each page
Save the document
For Your Reference…
To remove a watermark:
1. Click on the Page Layout tab, then click on
Watermark in the Page Background
group
2. Select Remove Watermark
Handy to Know…
• Before removing a custom watermark, you
can save it to the Watermarks gallery.
Double-click in the header area, click on the
watermark, click on Quick Parts and
select Save Selection to Quick Part
Gallery. Type a Name and select
Watermarks in Gallery.
2
It is just as easy to remove a watermark as it is to
add one! It may be necessary to remove the
watermark from a document once you have
distributed your document and received
feedback, comments and the like. You would
remove the watermark when preparing the final
version of the document.
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Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 7 Page Techniques
APPLYING PAGE COLOURS
Try This Yourself: Same File
Continue using the previous file
with this exercise, or open the file
W816 Page Techniques_6.docx...
Click on the Page Layout tab, then
click on Page Colour in the
Page Background group to
display the Page Colour palette
Point to the various colour options
to see them applied temporarily to
the document in Live Preview
To apply a colour you simply click
on it. But let’s do something more
interesting...
Select Fill Effects to open the Fill
Effects dialog box, then ensure
that the Gradient tab is open
Click on Two colours, then select
Olive Green, Accent 3, Lighter
80% (row 2, column 7) in Colour 1
and select Olive Green, Accent 3,
Lighter 40% (row 4, column 7) in
Colour 2
Click on Diagonal up under
Shading styles and click on the
top right Variant thumbnail
Click on [OK] to apply this gradient
to the document
Save the document
For Your Reference…
To apply page colours:
1. Click on the Page Layout tab, then click on
Page Colour
2. Click on a colour or click on Fill Effects to
apply a gradient, texture, pattern or picture to
the background
Handy to Know…
• Unfortunately you cannot apply page colour
to a single page in your document. If you
want to do this, one way to work around this
is to draw a rectangle that covers the entire
page and then arrange the rectangle to sit
behind the text.
1 3
You can make a document, such as an annual
report, booklet, cover page, flyer, brochure and
the like more appealing by applying colour to the
page background. Word provides a range of tools
to apply solid colours, gradients, patterns, textures,
effects or even pictures to the background of the
page.
6
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