Advanced Microsoft Word 2003 CIS 100: Introduction to Computers Mr. A. Craig Dixon Spring 2006

Advanced Microsoft Word Graphics and Clip Art Word allows you to add clip art from its collection, or a graphic contained in any standard graphic format.Word allows you to add clip art from its collection, or a graphic contained in any standard graphic format. For older formats like Computer Graphics Metafile (.cgm), you may have to install a graphics filter for Word to use your graphic file.For older formats like Computer Graphics Metafile (.cgm), you may have to install a graphics filter for Word to use your graphic file. It is tempting to use many graphics in your documents, but each graphic is a complex element that must be positioned, sized, and balanced against the whole. Use them only when appropriate.It is tempting to use many graphics in your documents, but each graphic is a complex element that must be positioned, sized, and balanced against the whole. Use them only when appropriate.

Advanced Microsoft Word Adding Clip Art 1.Click Insert > Picture > Clip Art… 2.The Clip Organizer is displayed in the Task Pane. Type what you are looking for into the search bar and click Go. 3.Once you have found a clip, click the down arrow beside it and then Insert.

Advanced Microsoft Word Object Linking and Embedding (OLE) There are two methods of adding a graphic (and many other types of external files) to a Word document.There are two methods of adding a graphic (and many other types of external files) to a Word document. Linking – the document points to the external file. Changes in the file are reflected in the document. If the file is no longer present, the object is no longer displayed.Linking – the document points to the external file. Changes in the file are reflected in the document. If the file is no longer present, the object is no longer displayed. Embedding – the document contains a copy of the external file. If the external file is changed, it must be re-embedded for the changes to be reflected in the document. Because the document contains a copy of the file, the size of the document may be substantially larger.Embedding – the document contains a copy of the external file. If the external file is changed, it must be re-embedded for the changes to be reflected in the document. Because the document contains a copy of the file, the size of the document may be substantially larger.

Advanced Microsoft Word Linking a Graphic Into a Document 1.Click Insert > Picture > From File… 2.The Insert dialog is displayed. Navigate to your file. 3.Click the down arrow next to the Insert button and click Link to File.

Advanced Microsoft Word Embedding a Graphic Into a Document 1.Click Insert > Picture > From File… 2.The Insert dialog is displayed. Navigate to your file. 3.Click the Insert button.

Advanced Microsoft Word Formatting a Graphic Once a graphic is inserted, it can be:Once a graphic is inserted, it can be: Resized – the picture is stretched to fit the new desired sizeResized – the picture is stretched to fit the new desired size Cropped – parts of the picture are removed to fit the new desired sizeCropped – parts of the picture are removed to fit the new desired size Cropping or resizing does not change the amount of storage capacity required for embedded graphics.Cropping or resizing does not change the amount of storage capacity required for embedded graphics. Aligned – the picture is left-aligned, right-aligned, or centered.Aligned – the picture is left-aligned, right-aligned, or centered. Floated over text – text is allowed to flow behind the pictureFloated over text – text is allowed to flow behind the picture

Advanced Microsoft Word Resizing a Graphic 1.Click the graphic. Small boxes called handles appear at points along its border. 2.Click a handle and drag until the outline is the appropriate size. 3.Release the mouse button. 4.To maintain the aspect ratio (i.e. the ratio of width to height) click and drag one of the corner handles. Failure to maintain aspect ratio may cause your picture to become distorted. Handles Outline

Advanced Microsoft Word Cropping a Graphic 1.Make sure the Picture toolbar is displayed. 2.Select the crop tool. 3.Click and drag a handle until the outline is around the part of the picture you want to keep. 4.Release the mouse button. 5.Click the crop tool again to deselect it. Crop tool crops to

Advanced Microsoft Word Aligning and Floating a Graphic 1.Right-click the graphic, then click Format Picture. 2.Click the Layout tab. 3.Choose how the text should behave in relation to the graphic. 4.Choose the graphic’s alignment. (not available when “In line with text” is selected.)

Advanced Microsoft Word Tab Stops In this class, we will talk about four types of tab stops (there are others):In this class, we will talk about four types of tab stops (there are others): Left tab stop – text set at this tab will be left-alignedLeft tab stop – text set at this tab will be left-aligned Right tab stop – text set at this tab will be right-alignedRight tab stop – text set at this tab will be right-aligned Center tab stop – text set at this tab will be centered on the tabCenter tab stop – text set at this tab will be centered on the tab Decimal tab stop – decimal numbers set at this tab will have their decimals aligned under this tabDecimal tab stop – decimal numbers set at this tab will have their decimals aligned under this tab To cycle through the available tabs, click the tab button to the left of the ruler.To cycle through the available tabs, click the tab button to the left of the ruler. Tab button

Advanced Microsoft Word Setting Tabs 1.Cycle to the appropriate tab using the tab button. 2.Click on the ruler to place the tab. 3.Drag the tab to adjust its position if necessary. 4.Once a tab is set, pressing the Tab key while the cursor is to the left of the tab will skip to that tab instead of the default tabs set every half an inch.

Advanced Microsoft Word Formatting and Clearing Tabs 1.Click Format > Tabs… 2.Change the tab alignment if desired. 3.Choose a leader if desired. A leader appears across the space spanned by the tab.A leader appears across the space spanned by the tab. 4.To clear a tab, select it from the list box and click Clear. 5.To clear all custom tabs, click Clear All.

Advanced Microsoft Word Tables The tables we are used to look like this:The tables we are used to look like this: However, tables can be used to lay out the look of a page by removing the table’s bordersHowever, tables can be used to lay out the look of a page by removing the table’s borders Heading 1 Heading 2 Heading 3 Row Heading 1 DataDataData Row Heading 2 DataDataData Row Heading 3 DataDataData

Advanced Microsoft Word Creating Tables 1.Click the Table button on the Standard toolbar. 2.Choose the dimensions of the table by moving the cursor across the resulting grid. 3.Click the bottom right-most cell in your dimension to insert the table. Note: Tables can only be removed by selecting them and using the “cut” command

Advanced Microsoft Word Cells Each “compartment” of a table is called a cell.Each “compartment” of a table is called a cell. There are several things that can be done to a cell, including:There are several things that can be done to a cell, including: Selecting the cellSelecting the cell Splitting the cell into multiple cellsSplitting the cell into multiple cells Merging the cell with other cellsMerging the cell with other cells Resizing the cellResizing the cell Changing the horizontal and vertical alignment of the cell’s contentsChanging the horizontal and vertical alignment of the cell’s contents

Advanced Microsoft Word Selecting a Cell Move the cursor to the left side of the cell. It should change to a black block arrow.Move the cursor to the left side of the cell. It should change to a black block arrow. Click while the cursor is a block arrow to select the cell to its right.Click while the cursor is a block arrow to select the cell to its right. You can select an entire row (horizontal group of cells) by moving the cursor to the left of a row (outside its border) and clicking.You can select an entire row (horizontal group of cells) by moving the cursor to the left of a row (outside its border) and clicking. You can select an entire column (vertical group of cells) by moving the cursor to the top of a column (it will become a down-pointing block arrow) and clicking.You can select an entire column (vertical group of cells) by moving the cursor to the top of a column (it will become a down-pointing block arrow) and clicking.

Advanced Microsoft Word Splitting a Cell 1.Right-click a cell and select Split Cells… from the resulting context menu. 2.Select the number of rows and / or columns to split the cell into. 3.Notice that only the selected cell is split; an entire row or column is not created in the table. (We’ll see how to do this later.)

Advanced Microsoft Word Merging Cells 1.Select a group of cells to merge. 2.Right-click the selected cells and choose Merge Cells… 3.The selected cells are merged into a single cell. 4.Notice the merged cell may span rows or columns.

Advanced Microsoft Word Resizing a Cell 1.Select a cell or cells to resize. 2.Move the cursor to the border that needs to be resized. The cursor becomes a double-headed arrow. 3.Click and drag the border until the cell is the desired size. 4.Notice that only the selected cells are changed. Their columns and / or rows remain unchanged.

Advanced Microsoft Word Changing the Cell’s Text Alignment 1.Right-click a cell, or select a group of cells and right- click the selection. 2.Point to Cell Alignment. 3.Click the alignment that matches your desired horizontal and vertical alignment.

Advanced Microsoft Word Inserting or Deleting a Row or Column 1.Select an entire row or column as detailed earlier. 2.Right-click the row or column and select Insert Rows, Insert Columns, Delete Rows, or Delete Columns as appropriate. 3.Inserted rows are placed above the selected row; inserted columns are placed to the left of the selected column.

Advanced Microsoft Word Tables as Layout Tools The true power of tables can be realized when we no longer see a sheet of paper like this……and begin to see it like this:The true power of tables can be realized when we no longer see a sheet of paper like this……and begin to see it like this:

Advanced Microsoft Word Hiding the Borders from Tables When its borders are hidden, a table can invisibly align, group, and balance the elements on the page.When its borders are hidden, a table can invisibly align, group, and balance the elements on the page. 1.Point to the table; a four-headed arrow in a box appears near the upper-left corner. 2.Click this box to select the entire table. 3.Right-click the table and select Borders and Shading…. 4.Select None.

Advanced Microsoft Word Headers and Footers Sometimes you need to include certain information at the top or bottom of every page of a document (e.g. the page number, title, etc.) This can be accomplished using a header and / or footer.Sometimes you need to include certain information at the top or bottom of every page of a document (e.g. the page number, title, etc.) This can be accomplished using a header and / or footer. The header includes approximately 3 lines of text above the normal editable area of the page.The header includes approximately 3 lines of text above the normal editable area of the page. The footer includes approximately 1 line of text below the normal editable area of the page.The footer includes approximately 1 line of text below the normal editable area of the page.

Advanced Microsoft Word Editing the Header and Footer Click View > Header and Footer.Click View > Header and Footer. The cursor will move into the current page’s header. The following toolbar will be displayed:The cursor will move into the current page’s header. The following toolbar will be displayed: Notice that left, right, and center tabs are present by default in the header.Notice that left, right, and center tabs are present by default in the header. In addition to the tools on the Header toolbar, you may type any text you wish into the header or footerIn addition to the tools on the Header toolbar, you may type any text you wish into the header or footer Page number Number of pages Format page number Insert dateInsert time Link to previous Switch between header and footer

Advanced Microsoft Word Sections Sometimes you need different headers in different sections of a document.Sometimes you need different headers in different sections of a document. This is accomplished using sections. Each section has its own unique header and footer.This is accomplished using sections. Each section has its own unique header and footer. A new section is created using a section break.A new section is created using a section break. You can create a different first page header by clicking File > Page Setup… and checking the Different First Page Header checkbox under the Layout tab.You can create a different first page header by clicking File > Page Setup… and checking the Different First Page Header checkbox under the Layout tab.

Advanced Microsoft Word Creating a New Section 1.Position the cursor at the end of the previous section. 2.Click Insert > Break… 3.We will only be concerned with: Page break – start a new page without starting a new sectionPage break – start a new page without starting a new section Next page – start a new section on a new pageNext page – start a new section on a new page Continuous – start a new section hereContinuous – start a new section here Note: To ensure that each section retains its own unique header, go to each section and deselect the Link to Previous toggle button!

Advanced Microsoft Word A Final Word The concepts in this lecture are best learned through experimentation. Please try them out for yourselves. You can learn more about these features in a couple of hours than I can teach you in days of class time. While complicated, I think you will find mastery of these features highly rewarding and useful. Let me know if I can help you with them.