1. Lesson 2: Applying Advanced Formatting

2. Lesson Objectives use wildcards to find or replace searches
create custom styles
customize existing styles
set advanced layout options
assign keyboard shortcuts to styles
set character space options
create character-specific styles
create or break section links
create custom field formats
link text boxes
Pg 27
Briefly introduce the topics that will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.

3. Using Wildcards in Searches?
Indicates one character to be searched with search criteria; can enter more question marks to indicate more characters to search. *
Indicates any number of characters along with other characters entered in search criteria.
<( )
Similar to setting up a prefix where Word will search for any words, regardless of length, after search criteria in brackets.
( )>
Opposite of the previous example where Word will search for words that end with search criteria entered in brackets.
[ ]
Searches for words of same length with at least one character entered in square brackets.
[-]
Searches for words of same length that match criteria for characters entered in square brackets.
Pg 27-28
Objective 1-4.1

4. Using Wildcards in Searches
[n-n]
Searches for words where a character exists within range of characters specified.
[!n-n]
Searches for words where character is not one specified in range of characters.
{n}
Finds words that will match specified number of previous character before opening bracket.
{n,}
Finds words that match minimum number of previous character entered in search criteria. @
Searches for words matching characters preceding wildcard.
Pg 27-28
Objective 1-4.1

5. Using Wildcards in Searches
To specify you want to use wildcards in a search, use one of the following methods:
Open Navigation pane, click arrow for search field, and click Options, or
Pg 28
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6. Using Wildcards in Searches
In Navigation pane, click arrow for search field, click Advanced Find, and click More
When Use wildcards feature selected, wildcards appear on Special menu as reference
Pg 28-29
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7. Setting Advanced Formatting Features
Changing Character Spacing Options
Proportionally spaced fonts use only as much space as needed for each character
Monospaced fonts set each letter with same width regardless of letter
The quick brown fox jumped over the lazy dog.
To adjust character spacing:
Click Home and, in Font group, click Font dialog box launcher, click Advanced tab, or
press CTRL+D and click Advanced tab, or
right-click text, click Font, click Advanced tab
Pg 30-31
Objective 1-2.1, 1-2.2
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8. Setting Advanced Formatting Features
Scale
Alter width of selected text by percentage amount.
Spacing
Adjust amount of spacing used by each character in selected text by set amount. Expanding adds more spacing between characters; condensing reduces amount of space used by each character.
Position
Raises or lowers selected text from normal position (base line) by set amount.
Kerning
Alters amount of spacing between selected text based on characters in selected text.
Pg 31
Objective 1-2.1, 1-2.2
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Normal/ Base Line

9. Setting Advanced Formatting Features
Setting Advanced Layout Options
If compatibility required, will need to adjust certain layout options to ensure document will open in earlier versions
To review layout options, click File, click Options, click Advanced category and then scroll to Layout options
Pg 31-2
Objective 1-2.1, 1-2.2
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10. Setting Advanced Formatting Features
Add space for underlines
Add space between lines of text if underline formatting has been applied, thereby maintaining readability of text.
Adjust line height to grid height in the table
Sets line height to be same as height set up for each row in grid, if displayed. Grids can be turned on or off using Align command in Page Layout tab.
Balance SBCS characters and DBCS characters
Use to balance spacing used with SBCS (Single Byte Character Set), originally built for English language versus DBCS (Double- Byte Character Set), designed to manage other languages.
Convert backslash characters into yen signs
Displays when certain Asian languages installed on your system, thereby converting \ character to ¥.
Pg 32
Objective 1-2.1, 1-2.2
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11. Setting Advanced Formatting Features
Don’t expand character spaces on a line that ends with SHIFT-RETURN
No extra space will appear between words if Justify alignment active when you press SHIFT+Enter/Return; when option selected, line of text appears as if Align left is active.
Draw underline on trailing spaces
Add underline to any spaces that follow any text with Underline feature active, such as
Use line-breaking rules
When active, Word will break up long lines of text based on character versus word; generally used for documents that may use another language or will be translated to another language whose characters may represent individual words in that language.
Pg 32
Objective 1-2.1, 1-2.2
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12. Setting Advanced Formatting Features
Using AutoFormat
Works in conjunction with AutoCorrect to assist in entering or formatting specific type of text
Click File and, in Proofing category, click AutoCorrect
Two tabs with AutoFormat command
Vary based on amount of text to be affected Pg
Objective 1-2.1, 1-2.2
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13. Setting Advanced Formatting Features
AutoFormat
Control how some of most common types of text behave. Can turn any feature off if prefer to apply your own styles
Notice options that will replace specific text as you enter it
Can also activate option to preserve styles, or have Word prevent applied styles based on Normal or Body Text styles in your document from changing
Pg 32-33
Objective 1-2.1, 1-2.2
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14. Setting Advanced Formatting Features
AutoFor mat As You Type
Set how text formatted as you type
Options listed help with some common types of text entries, and can quickly be inserted so you can continue typing without needing to format text
Pg 32-33
Objective 1-2.1, 1-2.2
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15. Setting Advanced Formatting Features
Working with Section Links
Various ways to link sections to locations in same document or to other document
Can also set links to or web address
Using the Navigation Pane
When Heading styles applied, can display Headings page of Navigation pane to move to different sections
Headings displays at appropriate level to help identify main heading, subheading, or lower-level subheadings
Pg 34
Objective 1-2.1, 1-2.2
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16. Setting Advanced Formatting Features
Using Bookmarks
When navigating to areas of document that do not need Heading styles applied, create bookmarks to set up links to those areas
To create bookmark, on Insert tab, in Links group, click Bookmark
Bookmark names can contain up to 40 characters using letters, numbers, and underlines
Spaces, punctuation marks, or other characters cannot be used
Need to click Add after entering name
Can sort or display bookmarks by names or locations
Pg 34-35
Objective 1-2.1, 1-2.2
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17. Setting Advanced Formatting Features
If enter a bookmark with wrong name or want to remove from list, select it and click Delete
Once bookmark created, can use it to move to location in document:
On Insert tab, in Links group, click Bookmark, click bookmark in list and then click Go To, or
on Home tab, in Editing group, click arrow for Find and then click Go To, or
press CTRL+G or F%
Pg 35
Objective 1-2.1, 1-2.2
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18. Setting Advanced Formatting Features
Using Hyperlinks
Direct you to another part of same document, different document, web page or site on Internet, or open new blank message
When you type text similar to or web site address, Word will automatically convert to hyperlink
To change text to hyperlink:
On Insert tab, in Links group, click Hyperlink, or
press CTRL+K
Pg 35-36
Objective 1-2.1, 1-2.2
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19. Setting Advanced Formatting Features
Text to display
Enter what text will appear in document for this link.
ScreenTip
Enter help text to appear in ScreenTip when user points at link.
Existing File or Web Page
Select where item can be found using Look in field, including specific location on computer, web page, or from list of recently accessed files.
Place in This Document
Place hyperlink in current document.
Create New Document
Place hyperlink in new document.
Pg 36
Objective 1-2.1, 1-2.2
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20. Setting Advanced Formatting Features
Address
Enter address to be used.
Bookmark
Select heading or existing bookmark from list.
Target Frame
If document set up with frames to contain specific items, select frame for this hyperlink.
Address
Enter web address to be used for this link, such as
Pg 36
Objective 1-2.1, 1-2.2
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21. Setting Advanced Formatting Features
Linking Text Boxes
May need to set up document where you enter text into text box only to discover text longer than height of text box
Make edits to large amounts of text before inserting into text box where you may not be able to see where text needs to change
Decrease font size to accommodate large amounts of text in text box to see text
To insert existing text from another document into text box, use Insert Object on Insert tab, type directly into box, or copy and paste text
Before linking text boxes, need to have at least two text boxes drawn in document and text box to be linked must be empty
Then under Drawing Tools, click Format, and in Text group, click Create Link
Pg 39
Objective 1-2.1, 1-2.2
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22. Setting Advanced Formatting Features
When point at text box where text to continue, cursor changes to
Indicates you will link first text box to this one
Link symbol remains active to pour more of overflow into another text box
Cursor in text box with text in it displays
When no longer need linked text boxes, under Drawing Tools, on Format tab, in Text group, click Break Link
Pg 40
Objective 1-2.1, 1-2.2
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23. Setting Advanced Formatting Features
Customizing Styles
Provides tool to save time in formatting items
Combination of character and paragraph formatting, saved with unique name, that you apply to text to maintain consistency in look and appearance of document
When you modify style, Word automatically updates any text with style applied to reflect changes
To change any styles for document, display Styles pane
Then use New Style button to create new styles, or point at style to change, click arrow at the right side of style and click Modify
Pg 40
Objective 1-2.1, 1-2.2
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24. Setting Advanced Formatting Features
Make changes to formatting using options, or click Format
Can also update style using Automatically update
Can set up all new documents to use all styles in active template
Be careful when selecting this option that changes made to this style do not automatically update throughout document
Pg 41
Objective 1-2.1, 1-2.2
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25. Setting Advanced Formatting Features
Assigning Keyboard Shortcuts
Can be added to style at any time
Saves time when applying styles if applying styles in long document
To do this, display Modify Style dialog box for style, click Format and then click Shortcut key
Press keyboard sequence to assign to style
If sequence in use for another style or feature, Word notifies you of same
Press keyboard sequence not been assigned, and then click Assign.
Pg 41-42
Objective 1-2.1, 1-2.2
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26. Setting Advanced Formatting Features
Customizing Field Formats
If need to reuse text in document, use field to set text to appear automatically in that location
Fields can be inserted using Quick Parts command
Use StyleRef field when working with text that may change as it is reviewed by others
To display options for this field, on Insert tab, in Text group, click arrow for Quick Parts, and click Field. In Field names list, scroll in list and click StyleRef
Pg 47
Objective 1-2.1, 1-2.2
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27. Setting Advanced Formatting Features
Shows all styles available in document
Can then view which heading style to select for use
Field options provide more choices that can be set with this field within document
Pg 47
Objective 1-2.1, 1-2.2
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28. Lesson Objectives use wildcards to find or replace searches
create custom styles
customize existing styles
set advanced layout options
assign keyboard shortcuts to styles
set character space options
create character-specific styles
create or break section links
create custom field formats
link text boxes
Pg 48
Briefly introduce the topics that will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.

29. Review Questions Which two wildcards are the most commonly used?
a. ? d. ( )>
e. <( )
c. *
Mark where the baseline is in the following text:
What does SBCS refer to?
a. Single Based Character System
b. Space Balanced Coding System
c. Single Byte Character System
d. Single Byte Character Set
Pg 48
As time permits, go through the questions with students, or choose to assign these for groups or homework review. Answers are found in a file included with the Instructor Resources.
As noted on the previous slide, point students to the CCI microsite at 2013.ccilearning.com for further review and reinforcement of skills.

30. Review Questions
Which feature works in conjunction with AutoCorrect to assist in text entry or format specific text?
a. AutoComplete c. AutoCorrect
b. AutoFormat d. Replace
If you type a web address and it does not appear as a link when you press the Space, what can you do to correct this?
How can you set Word to show the titles in your document in the Navigation pane?
Pg 48
As time permits, go through the questions with students, or choose to assign these for groups or homework review. Answers are found in a file included with the Instructor Resources.
As noted on the previous slide, point students to the CCI microsite at 2013.ccilearning.com for further review and reinforcement of skills.

31. Review Questions
Which symbol should you see and then click to link text into an empty text box?
a. b.
What can you do if the keyboard sequence you entered has been assigned to another style or item when trying to assign a keyboard shortcut to a style?
How can you differentiate between a character and a paragraph style when you create a new style?
Why might you want to insert a StyleRef field in a header for a major title in your document?
Pg 49
As time permits, go through the questions with students, or choose to assign these for groups or homework review. Answers are found in a file included with the Instructor Resources.
As noted on the previous slide, point students to the CCI microsite at 2013.ccilearning.com for further review and reinforcement of skills.