Microsoft Word 2002 manual

Advanced MS Word Microsoft Word 2002 (XP) Be g innin g Intermediate Advanced Version 2[...]

© Focus Training Solutions[...]

Table of Contents Unit 1: Templates .................................................................................................... 5 Introduction to Templates .............................................................................................................................. . 5 Word built-in templates ..............................[...]

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1 Cha p ter 1: Tem p lates Unit 1: Templates Every document in MS Word is based on a template . Templates are a great way to standardize formatting for similar or related documents. Introduction to Templates A template contains the structure and tools for shapin g the style and page layout of finished documents. Templates can contain settings for f[...]

Word built-in templates Word has many built-in templates that you can use. To access built-in templates: 1 Click File Î New to open the New Document task pane. 2 In the New Document Task Pane , click the General Templates link. 3 In the Templates dialog box, click the tab for the subfolder that contains the template you want to use for the new doc[...]

1 Cha p ter 1: Tem p lates Creating a template You can create your own templates based on a ne w Word docum ent, an existing template, or from scratch. Creating a template based on an existing document One of the simplest ways to create a template is to first design a regular Word document and then save the file as a .dot file. 1 Create and design [...]

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2 Chapter 2: Working with Sections Unit 2: Working with Sections Word provides options to create a variety of different layouts and f ormats within long documents. By dividing a d ocument into sections , you can limit formatting choices to individual portions of the document. Overview of Sections There are four different types of section breaks, ea[...]

10 Viewing section breaks It is necessary to view a section break when yo u are customizing sections. Breaks are hidden in documents by default. To view a section break , click the Show/Hide icon ( ) on the Standard toolbar. First section. Section Break Second secti on with different formatting than the first section.[...]

2 Chapter 2: Working with Sections Customizing sections This section provides instructions for custom izing sections once you have made the section break. Changing a section’s orientation You can set up a single document so that portions of it are either landscape or portrait. 1 Place the cursor where you want to start the new section with the al[...]

Columns You can create columns in the middle of a page by dividing the page into conti nuous sections. 1 Place the cursor where you want to start the new section with the columns. 2 Click Insert Æ Break . 3 In the Section break types section of the Break dialog box, click Continuous . 4 Click OK to close the Break dialog box. 5 Click Format Æ Col[...]

2 Chapter 2: Working with Sections Customized headers and footers Document headers and footers are more than decoration. Using a combination of section breaks and headers/footers, you can help readers navigate your document by clearly labeling each section or chapter. The instructions below will help you create three sections with different headers[...]

14 If you are creating different headers for each section, you want to turn off the Same a s Previous feature for each section that you want to co ntain a header or footer that differs the section directly preceding it. 3 Locate the Header and Footer toolbar, which appears everytime the headers and footer are in an editable state. 4 Click the Same [...]

3 Chapter 3: Referencing Unit 3: Referencing Readers need help navigating longer documents. Word’s referencing tools ma ke it easy to create a document where readers can access the information they need quickly and easily. Overview of referencing Refencencing involves first determining what information your readers will want to locate quickly. Us[...]

16 3 In the Cross-reference dialog box, click the Reference Type down arrow and select the type of reference you want to refer to. See the table above for an explanation of each choice. 4 In the Insert reference to field , select what you want Word to insert into the document, like the page number of the item. 5 In the For which list, click the ite[...]

3 Chapter 3: Referencing Focus Training Solutions 17 Creating bookmarks To bookmark text to use as a cross-reference: 1 Select the text you would like to bookmark. 2 Click Insert Æ Bookmark . 3 In the Bookmark name field, enter the name of the bookm ark. Make the name as recognizable as possible. 4 Click Add . All of the bookmarks will be listed i[...]

Creating a Table of Contents (TOC) The table of contents is dependent on heading styles . By default, Word recognizes its built-in heading styles as table of contents entries. In order to quickly create an effective table of contents, use Word’s built-in heading st yles or styles based on them. This will make the process run a lot smoother, espec[...]

3 Chapter 3: Referencing Choosing a table of contents style You do not have to use the standard TOC style. You can choose a different style if you wish. To select a different style: 1 Place the insertion point where you want the table of contents to appear. 2 Click Insert Æ Reference Æ Index and Tables . 3 In the Index and Tables dialog box, clic[...]

20 Customizing the table of contents There will be times when you will want to cu stomize a table of contents. There are two customizable elements in a table of contents: } Heading styles associated with each level : You may decide that you want to use your own customized heading styles in a customized table of contents as opposed to the built-in s[...]

3 Chapter 3: Referencing Focus Training Solutions 21 8 In the Index and Tables dialog box, click the settings and the Print Preview to ensure that the table appears the way you want it to appear. 9 Click OK to generate the table of contents. Note: In my experience, every time I have custom iz ed a table of contents using this method and later wante[...]

8 In the Modify Style dialog box, make any necessary changes to the selected TOC style. Modify the selected TOC style as you would any other style. 9 Repeat steps 7 and 8 until you are finished m odifying styles. 10 Click OK to close the Modify Style dialog box. 11 Click OK to close the Style box. 12 Click OK to close the Index and Tables dialog bo[...]

3 Chapter 3: Referencing Updating the table of contents If you make changes to a document, it may be necessary to update the table of contents to because the headings have fallen on a differen t page. To update a table of contents: 1 Click the table of contents to select it. 2 Press F9 or right-click and select Update Field . 3 In the Update Table [...]

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4 Chapter 4: Macros Unit 4: Macros A macro is a series of commands and instructions that are grouped together as a single command. For example, suppose you have a complex table that you would like to repeat throughout your docum ent, but it requires sever al steps to create and format. Instead of repeating those steps continuously, you can create a[...]

26 5 Click OK to close the Record Macro dialog box. Step 2: Recording the macro After you close the Record Macro dialog box, recording immediately begins and the Stop Recording toolbar appears. 1 Once recording has begun, perform the t asks you want included in the macro. 2 If you need to pause the recording at any time, click the Pause button on t[...]

5 Chapter 5: Forms Unit 5: Forms Forms are documents that require input from readers. You can create a fill-in-the blanks form with text boxes, check boxes, drop-down lists. You can use any of Word’s regular formatting tools to design a form. Usually, once the fo rm is created, it is saved as a template. Designing a form The mechanics of creating[...]

Managing form fields A critical element in creating a form is the Forms toolbar. You can access the Forms toolbar by clicking View Æ Toolbars Æ Forms . The table below explains the function of each icon in the toolbar. Forms toolbar Button Name Description Edit box Adds a text field at the insertion point. Users will be able to enter free form te[...]

5 Chapter 5: Forms Creating a simple form 1 Design the document you want to use a form. 2 You must use the Forms toolbar to create forms. Open the Forms toolbar by clicking View Æ Toolbars Æ Forms . 3 Click where you want a specific type of field to go in the document. 4 Click the appropriate icon on the Forms toolbar to add the field. 5 Click th[...]

30 Protecting forms and making fields active Before you can view and use a form the way a user will, you must protect the form. When a form is protected, the fields are essentially “loc ked” in place so that no further changes can be made to the form, other than user input into the form fields. An un protected form simply looks like the origina[...]

6 Chapter 6: Customizing Word Unit 6: Customizing MS Word Advanced Word users usually customize the soft ware to speed up routine tasks. This section goes over some of the ways to make Word more convenient to use . Viewing and modifying user options One way to modify Word is through the Options dialog box. Liste d below are instructions on using th[...]

32 Specifying a default location for saving files 1 Click Tools Æ Options . 2 Click the File Locations tab. 3 Click the file type you want to modify from the File types list. 4 Click Modify . 5 In the Modify location box, locate the directory you want as your de fault directory and click OK . Modify your file locations her e. Modifying the recent [...]

Customizing toolbars You can customize existing toolbars or create a few of your own. Modifying an exi sting toolbar 1 Click the Toolbar options arrow for the toolbar you w ant to modify. 2 Click Add or Remove buttons . 3 Click the name of the selected toolbar. 4 Click the button you want to add to the t oolbar. Toolbar options arrow. 5 Click outsi[...]

Creating custom toolbars There are several reasons to create a customized toolbar. For example, you can cr eate a toolbar comprised of buttons that you can use to quickly appl y a set of built-in or customized styles that you use regularly. To create a custom toolbar: 1 Click Tools Æ Customize . 2 In the Customize dialog box, click the Toolbars ta[...]

Focus Training Solutions 35 Adding buttons to new toolbars 1 In the Customized dialog box, click the Commands tab. 2 In the Categories list, click the name of the category that contains the command you want to add to you new toolbar. 3 In the Commands list, scroll to the command you want to use, drag the item out of the Commands list, and place it [...]