Word 2016 Level 3 Copyright © 2016 30 Bird Media LLC.

Course Objectives After you complete this course, you will know:  Use advanced formatting features such as text formatting, custom styles, embedded objects and charts, building blocks, and linked content  Manage documents by configuring Word documents, creating or modifying templates, and tracking and reviewing document changes  Use references within documents by creating bookmarks, cross-references, and indexes, and citing external sources to create a bibliography or table of authorities  Define or import data sources to create a mail merge for use with form letters, envelopes, or labels  Record and manage simple macros, and create forms using content controls and legacy form fields Copyright © 2016 30 Bird Media LLC

Chapter 1: Advanced formatting You will learn how to:  Apply advanced text formatting  Create tables and charts  Create reusable content  Use linked text boxes in a document Copyright © 2016 30 Bird Media LLC

Custom Styles  Character styles contain only font formatting elements.  Paragraph styles can contain both font formatting elements and paragraph formatting elements.  Linked styles can also contain both font and paragraph formatting elements. Copyright © 2016 30 Bird Media LLC

Modifying Styles  To update a style that's based on existing text, right-click the style name, and click Update to Match Selection.  To freely update a style in the Modify Style window, right-click the style name and click Modify. Copyright © 2016 30 Bird Media LLC

Assessment: Advanced text formatting Most commonly used controls in the Font window are also found on the ribbon. True or false? A.True B.False True. The most common controls in the Font window can be found on the ribbon. Copyright © 2016 30 Bird Media LLC

Assessment: Advanced text formatting What paragraph controls can you find in the Paragraph window? Choose all that apply. A.Borders B.Indentation C.Lists D.Pagination E.Shading B and D are correct. The Paragraph window has controls for indentation, spacing, pagination, and formatting exceptions Copyright © 2016 30 Bird Media LLC

Assessment: Advanced text formatting You're writing a document in which all employee names will be colored and italicized, and you've decided to do so using a custom style. What style type should you choose? A.Character B.Linked C.Paragraph A is the correct answer. Character style is the best for coloring and italicizing. Copyright © 2016 30 Bird Media LLC

Module B: Tables and charts You will learn how to:  Insert a table by using Microsoft Excel data  Insert and format charts  Use formulas and calculations in tables Copyright © 2016 30 Bird Media LLC

Managing objects  To move or resize, select object  To edit, double-click  To update link, right-click and click Update Link  To change linking options, right-click and click Linked Object > Links.  To change embedded type, right-click and click Linked Object > Convert Copyright © 2016 30 Bird Media LLC

Inserting formulas  Every formula must begin with an equal sign ("=").  Formulas contain functions, and data for the functions to act upon.  Data can be entered as values or as references Copyright © 2016 30 Bird Media LLC

Assessment: Tables and charts Which descriptions are true of embedded objects? Choose all that apply. A.They can be edited in the source application. B.They can be copied or shared without worrying about access to external files. C.They lead to larger document file sizes than linked objects do. D.They lead to smaller document file sizes than linked objects do. E.They reflect any changes made to the original file. A,B, and C are descriptions of embedded objects. Copyright © 2016 30 Bird Media LLC

Assessment: Tables and charts What is true of linked objects? Choose all that apply. A.They can be edited in the source application. B.They can be copied or shared without worrying about access to external files. C.They lead to larger Word document file sizes than embedded objects do. D.They lead to smaller Word document file sizes than embedded objects do. E.They reflect any changes made to the original file. A, D, and E are true. They are true statements about linked objects. Copyright © 2016 30 Bird Media LLC

Assessment: Tables and charts A Word chart is very much like an embedded Excel object. True or false? A.True B.False That’s true. In fact, the chart's data is stored as an Excel object. Copyright © 2016 30 Bird Media LLC

Assessment: Tables and charts If you don't have Excel installed, you can't use formulas in Word tables. True or false? A.True B.False False. Although Word tables use the same sorts of formulas as Excel, you don't need to have Excel installed. Copyright © 2016 30 Bird Media LLC

Assessment: Creating building blocks What can't you do from within the Building Blocks Organizer? A.Delete a building block. B.Edit a building block's content. C.Edit a building block's properties. D.View all your building blocks in one place. B is correct. To edit the building block's content, edit it in the document, then save it again with the same name. Copyright © 2016 30 Bird Media LLC

Assessment: Creating building blocks The Building Blocks template is saved in the background without any user interaction. True or false? A.True B.False False. You’ll be asked to save it when you close Word. Copyright © 2016 30 Bird Media LLC

Assessment: Creating building blocks It's easy to move a building block from one gallery to another. True or false? A.True B.False True. You can easily edit its properties in the Building Blocks Organizer Copyright © 2016 30 Bird Media LLC

Breaking text links  Only the link you selected is broken.  The text all remains on the side before the link  No text is lost when you break a link.  Deleting a box in the middle of a story doesn't break any links. Copyright © 2016 30 Bird Media LLC

Assessment: Linking content When you delete a text box in the middle of a story, it splits it into two separate stories. True or false? A.True B.False False. It doesn't break the link, it just removes that box. Copyright © 2016 30 Bird Media LLC

Assessment: Linking content If you unlink a text box, the text that was in it might not be displayed but won't be erased. True or false? A.True B.False True, if you link the story to a new box, the text will flow into that one instead. Copyright © 2016 30 Bird Media LLC

Assessment: Linking content  If you had a series of five linked text boxes, and broke the link between the second and third, the last three would still be linked together. True or false? A.True B.False That’s true. Only the link you break is removed. Copyright © 2015 30 Bird Media LLC

Summary: Advanced formatting In this chapter, you learned how to:  Format text using the Font and Paragraph windows, and create and modify styles  Insert OLE objects like Excel documents or charts into documents, and use formulas in Word tables  Create and manage building blocks using the Building Blocks Organizer  Lay out content by linking text boxes into a single story Copyright © 2016 30 Bird Media LLC

Assessment: Configuring Word options You probably shouldn't use stricter security settings than the Trust Center defaults. True or false? A.True B.False That’s true. Doing so might interfere with accessing documents and features you need. Copyright © 2016 30 Bird Media LLC

Assessment: Configuring Word options What features can you control in the Proofing section of the Word Options window? Choose all that apply. A.Additional editing languages B.AutoCorrect C.AutoRecover D.Custom dictionaries E.Macro settings B and D. Both AutoCorrect and Custom Dictionaries can be accessed in the proofing section. Copyright © 2016 30 Bird Media LLC

Assessment: Configuring Word options Changes you make in the Word Options window might affect other Microsoft Office applications such as Excel and PowerPoint. True or false? A.True B.False True. Some settings, such as spelling options, apply to all Office applications. Copyright © 2016 30 Bird Media LLC

Module B: Working with templates You will learn:  About the Template Organizer  How to attach a new template to an existing document  How to create templates  How to modify existing templates Copyright © 2016 30 Bird Media LLC

Attaching templates 1.On the Templates tab, click Attach 2.Select a template, click Open 3.To update document styles to match new template, check Automatically update document styles 4.Click OK Copyright © 2016 30 Bird Media LLC

Creating templates 1.Add desired template content to new or existing document or template 2.Open Save As window 3.Choose a template type: .dotx .dotm .dot 4.Choose a file location Copyright © 2016 30 Bird Media LLC

Assessment: Working with templates When you attach a new template to a document, it doesn't necessarily change the document's appearance. True or false? A.True B.False True. You have the option of updating document styles to match the template. Copyright © 2016 30 Bird Media LLC

Assessment: Working with templates What can you do from the Organizer window? Choose all that apply. A.Copy a style between templates. B.Copy building blocks between templates. C.Delete a custom style. D.Delete a template. A and C are correct. You can copy a style or delete a custom style within the Organizer. Copyright © 2016 30 Bird Media LLC

Assessment: Working with templates The easiest way to modify a template is to create a new document based on it, then save it as a template using the same name. True or false? A.True B.False False. This would give you an error message. You need to open the template itself. Copyright © 2016 30 Bird Media LLC

Module C: Tracking and reviewing changes You will learn how to:  Track document changes  Review changes and comments  Combine or compare different versions of a document Copyright © 2016 30 Bird Media LLC

Assessment: Tracking and reviewing changes When multiple users have made tracked changes in a document, they will be __________. A.All identical B.Displayed in different colors C.Displayed in separate panes D.Formatted differently B is correct. The changes will be different colors. Copyright © 2016 30 Bird Media LLC

Assessment: Tracking and reviewing changes Two people have made their own revisions to a document, but neither has tracked changes. How can you best consolidate both sets of changes into a new document? A.Combine the documents. B.Compare the documents. C.Compare each document with the original version, then combine the results of each comparison. D.None of the above: without tracked changes, you'll have to reconcile them manually. B. Comparing the documents is the best way to consolidate multiple sets of changes if tracked changes is not used. Copyright © 2016 30 Bird Media LLC

Summary: Advanced document management You learned how to:  Configure Word options, including proofing, saving, and security  Create, modify, organize, and attach templates  Track changes to a document, review them, and combine or compare different versions of the same document Copyright © 2016 30 Bird Media LLC

Creating Bookmarks  Click a location, or select part of the document.  On the Insert tab, click Bookmark.  Type a name for the bookmark. – First character must be a letter. – Other characters may be numbers or letters. – Can’t contain spaces, but can use underscore  Click Add. Copyright © 2016 30 Bird Media LLC

Managing Bookmarks 1.Click Bookmark. 2.Select the bookmark.  Click Go To to navigate to the bookmark.  Click Delete to remove the bookmark  You can use the Sort by buttons to order bookmarks either by name or location. Copyright © 2016 30 Bird Media LLC

Assessment: Internal references What is true about bookmark names? Choose all that apply. A.They cannot contain spaces. B.They cannot contain underscores. C.They may begin with a letter or number. D.They must begin with a letter. E.They must begin with a number. A and D are true. A bookmark name must start with a letter and may not contain spaces. Copyright © 2016 30 Bird Media LLC

Assessment: Internal references When you move the full contents of a bookmark, the bookmark itself will also move. True or false? A.True B.False That’s true. However, if you only move part of its contents, the bookmark will remain where it was. Copyright © 2016 30 Bird Media LLC

Assessment: Internal references Cross-references are useful, even if you're planning to print the document. True or false? A.True B.False. True. Even though the hyperlinks won't work, you can still refer to page numbers Copyright © 2016 30 Bird Media LLC

Modifying indices Copyright © 2016 30 Bird Media LLC  To change entry: edit field content’s manually, or delete entry and create new  To manually add subentry: separate each level with colon  To manually add cross-reference, after entry type \t " “  To format page entry as bold or italic, type in front of index term \b or \i

Modifying indices, continued Copyright © 2016 30 Bird Media LLC  To update entry/page number: place insertion point in index and click Update Index.  Change formatting: – Delete entry and create new – Right-click entry, click Edit Field, then Index.  Edit entry manually

Troubleshooting index problems  If page numbers are still incorrect after update, verify showing hidden formatting  If entries that should be identical aren't combining properly – Verify same case for both entries – Check for mismatched extra spaces – Check for formatting differences – Make certain all entries are identical, copy and paste one to all  If index isn’t sorting properly – Verify that the index is generated in the correct language – Review all tracked changes Copyright © 2016 30 Bird Media LLC

Troubleshooting index, continued  If entry doesn’t appear after update, check for syntax error  If multiple entries is a list instead of page range – Define as bookmark and create single entry for bookmark – Don’t using special characters when naming bookmarks  If cross-references aren't formatted properly, use formatting controls Copyright © 2016 30 Bird Media LLC

Assessment: Indexing What index type might you use if you have a lot of subentries but space is limited? Choose the best response. A.Cross-referenced B.Indented C.Right-aligned D.Run-in D. A Run-in index displays multiple subentries on a single line. Copyright © 2016 30 Bird Media LLC

Assessment: Indexing You shouldn't copy and paste or manually edit index entries, as doing so can interfere with how the XE field code works. True or false? A.True B.False That’s false. Sometimes manually copying and pasting index entries is the easiest way to resolve common problems. Copyright © 2016 30 Bird Media LLC

Module C: Citing external sources You will learn how to:  Create and manage sources  Add citations  Compile a bibliography  Create a table of authorities in a legal document Copyright © 2016 30 Bird Media LLC

Assessment: Citing external sources The citation style you should use depends largely on your subject matter and chosen audience. True or false? A.True B.False True. Different fields adhere to different standards. Copyright © 2016 30 Bird Media LLC

Assessment: Citing external sources Which of the following statements are true about sources? A.Each source must have a unique tag name. B.Each source must have a unique title. C.Every source you define is stored in a master list on your computer. D.Multiple authors must be entered one at a time in a separate window. E.The field names you're prompted to enter depend on the type of source. A,C, and E are true. You can have multiple sources using a same title if their tag names differ, and you can enter multiple authors separated by semicolons. Copyright © 2016 30 Bird Media LLC

Assessment: Citing external sources How can you keep a customized bibliography format? Choose the best response. A.Download it from Office.com B.Save it as a building block C.Save it as a document template D.You can't, but must manually edit it for each document. B is the best response. You can save it as a building block. Copyright © 2016 30 Bird Media LLC

Assessment: Citing external sources A Table of Authorities is typically found only in what kind of document? Choose the best reply. A.Educational B.Humanities C.Legal D.Scientific C. A Table of Authorities is only used to cite sources in legal documents. Copyright © 2016 30 Bird Media LLC

Summary: Using references You should now know how to:  Use bookmarks to mark important points in a long document, and refer to bookmarks or other document locations using cross-references  Mark index entries, use them to compile an index, and troubleshoot indexing problems  Cite external sources, then assemble them into a bibliography or Table of Authorities Copyright © 2016 30 Bird Media LLC

Chapter 4: Creating mailings You will learn how to:  Create or import recipient lists for mailings and labels  Create a form letter using a mail merge  Create envelopes and labels Copyright © 2016 30 Bird Media LLC

Module A: Recipient lists You will learn how to:  Create and customize a recipient list  Import a recipient list from an external data source  Import a recipient list from your Outlook contacts Copyright © 2016 30 Bird Media LLC

Assessment: Recipient lists A recipients list doesn't allow custom fields, but there are generic fields you can use however you like. True or false? A.True B.False False. You can define whatever fields you like. Copyright © 2016 30 Bird Media LLC

Assessment: Recipient lists After customizing an imported address list, you find a misspelled street name. How can you most easily correct it? Choose the best answer. A.Click Validate addresses in the Mail Merge Recipients window. B.Edit the data source in its original application, then repeat the import process. C.Edit the field directly in the Mail Merge Recipients window. D.Open the data source from within the Mail Merge Recipients window, and edit the field there. D is correct. You can edit the field in the Mail Merge Recipients window. Copyright © 2016 30 Bird Media LLC

Assessment: Performing mail merges The Mail Merge Wizard is a very different process than manually performing a mail merge. True or false? A.True B.False False. The wizard walks you through the same steps in order. Copyright © 2016 30 Bird Media LLC

Assessment: Performing mail merges What would you use to skip a record that matched certain criteria? Choose the best response. A.A merge field B.A merge filter C.A merge match D.A merge rule D is correct. A Next Record If rule would skip all records matching its criteria. Copyright © 2016 30 Bird Media LLC

Assessment: Performing mail merges The process for editing a merge field can be used on other types of field as well. True or false? A.True B.False That’s true. MergeField is only one available type in the Field window. Copyright © 2016 30 Bird Media LLC

Assessment: Performing mail merges What happens when you finalize a merge and choose a document output? Choose the best response. A.Word creates each record as a separate document in the same folder as the original document. B.Word creates a single new document with each record in its own section. C.Word inserts each record as a new section in the existing document. D.Word preserves the merge fields, and only finalizes the records once you print the document. The answer is B. Word creates a single new document, with each record separated by a Next Page section break. Copyright © 2016 30 Bird Media LLC

Assessment: Envelopes and labels In general, you need a specialized printer to output envelopes or labels in Word. True or false? A.True B.False That’s false. But, you do need to define printer-specific settings in some cases. Copyright © 2016 30 Bird Media LLC

Assessment: Envelopes and labels It's a good idea to define yourself as an Outlook contact, so you can easily insert yourself in the Return address field of envelopes. True or false? A.True B.False False. Word can save a default return address and automatically include it in all envelopes. Copyright © 2016 30 Bird Media LLC

Assessment: Envelopes and labels When you create a page of labels, what does Word use to separate individual labels? Choose the best answer. A.Section breaks B.Tab stops C.Table cells D.Text boxes C is the answer. Word generates a table with cells sized to the label template. Copyright © 2016 30 Bird Media LLC

Assessment: Envelopes and labels When you create a label merge, how does Word separate each record? Choose the best answer. A.An AddressBlock field B.A Next Record field C.A section break D.A table cell B. The Next Record field separates them for purposes of the merge. Copyright © 2016 30 Bird Media LLC

Summary: Creating Mailings You should now know how to:  Create a recipients list in Word, or from an external data source such as a worksheet or database  Create a form letter or email using merge fields  Print individual envelopes or labels  Use a mail merge to generate envelopes or labels for a mailing list Copyright © 2016 30 Bird Media LLC

Running macros Copyright © 2016 30 Bird Media LLC  Click assigned macro button on ribbon or Quick Access toolbar  Press assigned keyboard shortcut  In Code group, click Macros, select desired macro, and click Run  Run automatically: – AutoExec – AutoExit – AutoOpen – AutoClose – AutoNew

Assessment: Macros Regardless of how you create a macro, Word stores it as a VBA program. True or false? A.True B.False True. All macros have to be edited in Visual Basic. Copyright © 2016 30 Bird Media LLC

Assessment: Macros Which window lets you move macros from one document to another? A.Macro B.Organizer C.Recorder D.Visual Basic Editor B. The Organizer lets you move macros on the Macro Project Items tab. Copyright © 2016 30 Bird Media LLC

Assessment: Macros What do you need to do to make a macro run whenever you start Word? Choose all that apply. A.Configure the Trust Center to allow all macros B.Name it AutoExec C.Name it AutoOpen D.Store it in the default template E.Store it in AutoExec.dot B and D are the correct answers. It must be named AutoExec and saved in the default template. Copyright © 2016 30 Bird Media LLC

Assessment: Forms Which form controls require document protection to function? Choose the best answer. A.ActiveX controls B.Content controls C.Legacy form fields D.All of the above. C. You can't fill in legacy form fields unless the document is protected. Copyright © 2016 30 Bird Media LLC

Assessment: Forms Although they can be selected individually, check-box controls are arranged in groups using tag properties. True or false? A.True B.False That’s False. Word treats each check-box control as entirely independent. Copyright © 2016 30 Bird Media LLC

Assessment: Forms What kind of control should you use if you want users to either select an existing option or enter a new one? Choose the best answer. A.Building Block Gallery B.Combo Box C.Drop-Down List D.Rich Text B is correct. A combo box is a drop-down list that also allows users to type a custom response. Copyright © 2016 30 Bird Media LLC

Assessment: Forms To export content control form data to a database, you'll need to use VBA code. True or false? A.True B.False True. To export content control form data to a database you need to use Visual Basic code. Copyright © 2016 30 Bird Media LLC

Summary: Macros and forms You should now know how to:  Record macros in Word, assign them to buttons or keystroke combinations, and copy them between documents and templates  Create forms using content controls and legacy form fields, choose appropriate form controls, and set their properties Copyright © 2016 30 Bird Media LLC

Word 2016 Level 3 Copyright © 2016 30 Bird Media LLC.

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