1. 1 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. by Mary Anne Poatsy, Keith Mulbery, Eric Cameron, Jason Davidson, Rebecca Lawson, Linda Lau, Jerri Williams Chapter 7 Document Automation

2. Create an electronic form Insert form controls Protect a form Create a macro Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. 2

3. Run a macro Apply document restrictions Set passwords to open a document Use digital signatures to authenticate documents Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. 3

4. A form is a document designed for collecting data for a specific situation May be electronic and completed online, or may exist as a printed document 4 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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6. In Word, you can create a form template – A form template is a document that defines the standard layout, structure, and formatting of a form – Save the document as a Word template – Establish settings to enable user to enter data in specific places, but prevent editing in any other way – Enables you to maintain integrity of original document while allowing you to customize it 6 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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8. If you want users to fill out a form electronically, you must insert form controls into a form template – Also called form fields – Help the user complete a form by displaying prompts such as drop-down lists and text boxes – Examples: Rich text, picture, check box – Text content controls are most common and are used to enter any type of text into a form 8 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

9. Check box form fields consist of boxes that are checked or unchecked Drop-down lists allow users to choose from one of several existing entries Many forms require a date – Date Picker displays a calendar that the user can navigate rather than typing in a date Legacy form fields are created and/or used in Word 2003 or earlier versions 9 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

10. ActiveX controls are form elements designed for use in Office 2007 and later versions Design Mode enables you to view and select control fields so you can make necessary modifications After a form has been created and is ready to be distributed, it should be protected to prevent modification other than basic data entry 10 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

11. 11 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

12. 12 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

13. A macro is a set of instructions that executes a series of keystrokes, often to complete a repetitive task, using only a button click or keyboard shortcut If you store a macro in a document, save it as a Macro-Enabled Document, which adds the extension.docm and stores VBA macro code in the document 13 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

14. The process of creating a macro is called record macro Macro instructions are written in Visual Basic for Applications (VBA) The process of playing back or using a macro is called run macro 14 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

15. 15 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

16. If you work with documents containing confidential information, you may want to protect those documents from unauthorized access The Mark as Final command enables you to create a read-only file and sets the property to Final on the status bar 16 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

17. 17 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

18. To ensure that others do not modify formatting or styles, you can set formatting restrictions on documents Editing restrictions specify limits for users to modify a document – A user exception is an individual or group who are allowed to edit only a particular section of a collaborative document 18 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

19. 19 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

20. Information Rights Management (IRM) services are designed to help you control who can access documents containing sensitive information You can set passwords to open or modify documents 20 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

21. 21 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

22. Word uses Microsoft Authenticode technology to enable you to digitally sign a file using a digital certificate – An attachment to a file or e-mail that guarantees the authenticity of a file, provides a verifiable signature, or enables encryption Digital signatures are electronic stamps that display information about the person or organization that obtained the certification 22 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

23. 23 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

24. If you want to create your own digital certificate for personal use, you need to install the Digital Certificate for VBA Projects – Allows you to create a self-signed digital signature Word allows you to insert a signature line into a document – Enables individuals and companies to distribute and collect signatures electronically 24 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

25. 25 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

26. Create an electronic form Insert form controls Protect a form Create a macro Run a macro Apply document restrictions Set passwords to open a document Use digital signatures to authenticate documents 26 Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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28. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. 28 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.