Advanced Microsoft Word 2013 Word Manual-v3.pdf · Romanian. SDUSD IT Training Advanced Word 2013 Spring 2017 2 ... Subtitle style, etc. A Theme is the biggest collection of formatting

Advanced Microsoft Word 2013

IT Training

March 2017

Spanish

French

German

Romanian

SDUSD IT Training Advanced Word 2013 Spring 2017

2

Table of Contents

Introduction ...................................................................................................................... 3

Styles, Style Sets, and Themes............................................................................................ 4

Exercise 1 – Apply a Single Style ........................................................................................................... 5

Exercise 2 – Apply a Style Set ............................................................................................................... 5

Exercise 3 – Apply a Theme .................................................................................................................. 6

Tables of Contents ............................................................................................................. 8

Exercise 4 – Create a Table of Contents ............................................................................................... 8

Insert a Footnote ............................................................................................................. 10

Exercise 5 – Insert a Footnote ............................................................................................................ 10

Insert a Link to the Internet ............................................................................................. 11

Exercise 6 – Insert a Link to a Website ............................................................................................... 11

Mail Merge ...................................................................................................................... 13

Exercise 7 – Mailing Labels ................................................................................................................. 14

Exercise 8 – Form Letter ..................................................................................................................... 19

Exercise 9 – Preview, Modify, & Run the Form Letter Mail Merge ..................................................... 24

Completed Mail Merge Illustration .................................................................................................... 29

Interactive Forms ............................................................................................................. 30

Exercise 10 – Insert Content Control Fields ........................................................................................ 30

Collaborate with Someone on a Document ...................................................................... 39

Exercise 11 – Track Changes ............................................................................................................... 39

Exercise 12 – Compare and Consolidate Two Documents .................................................................. 42

Basic Keyboard Shortcuts ................................................................................................. 45

Help ................................................................................................................................ 46


3

Introduction

This training handbook contains certain advanced Microsoft Word 2013 topics selected for the employees of the San Diego Unified School District.

It is not intended to be a comprehensive book on advanced Word.

Before using this handbook, it is strongly recommended that you already be comfortable using Word’s basic tools, listed below. This class only covers advanced topics.

If you have not taken the Introduction to Word training class offered by SDUSD yet, we recommend you to do so before taking this class.

You should know how to use these Basic Word tools before taking this class:

Create, Save, and Open a Word document Format Painter Copy-and-Paste and Move Text Insert and Modify a Graphic Object (picture, photo, shape, etc.) Insert and Modify a Table Create Headers and Footers Create a Bookmark Link Link an Excel Chart or Worksheet into a Word Document Preview & Print a Word Document

These topics are covered in this Advanced Word class:

Working with Styles Create an automated Table of Contents Insert Footnotes Insert Working Hyperlinks to the Internet Mail Merge (mailing labels and form letters) Create Interactive Online Forms (drop-down lists, fill-in text boxes, etc.) Restrict Editing by Other People, Protecting Your Document Collaborate with Coworkers on a Single Document

This handbook was written by one of our SDUSD IT Trainers expressly for use by the employees of the San Diego Unified School District.

The illustrations and step-by-step instructions in this handbook were created using Word 2013 software on a PC computer with Windows 7.


4

Styles, Style Sets, and Themes

Using Styles, Style Sets and/or Themes can:

1. Help you create a polished, professional looking document. 2. Help you create Word documents related to one another (like matching letterhead,

business cards, brochures, etc.) with no formatting errors or missing elements. 3. Save you a lot of time and stress.

A Style is a single, small collection of formatting characteristics, such as font name, size and color, along with paragraph spacing and alignment. A Style can be applied to a single word, phrase, sentence, part of a document, or to a whole document.

Example: You can apply the “Title” style to the main title at the beginning of a document. Apply the “Heading 1” style to all of the headings at the beginning of each section within a document. Do this by selecting the individual pieces of text (or just click

right on them) and then choosing the appropriate Style.

A Style Set is a slightly bigger collection of formatting characteristics which include everything in a single Style, as well as additional Styles.

Example: You can apply the “Lines (Stylish)” Style Set to an entire document by first placing the cursor anywhere in the document, and then clicking the Lines (Stylish) Style Set. Instantly, all the Styles within that Style Set will be applied to everything in that document. This might include a main Title style, Heading 1 style, Subtitle style, etc.

A Theme is the biggest collection of formatting choices that include everything in a Style plus a set of theme colors and special visual effects that are color/design coordinated to make your whole document look professional and pulled-together. Note that you should apply Styles or Style Sets to your document first, and then apply a Theme.

Example: After applying the Styles or Style Set to the document, try applying one of the Themes from the Themes Gallery. Hover over a Theme thumbnail to see a preview of what the document would look like, then click the Theme you want.

You can think of it this way:

“A Theme is like an entire suit of clothes designed to work together for an overall polished look. A Style Set is l ike a group of coordinated accessories that go with the suit… a scarf, earrings, bracelet, and shoes, which can be changed according to how you want to look that day. A single Style is l ike just one of those accessories… the pair of earrings or the scarf, alone.”

It is generally a good idea to finish creating the entire document first, and then apply a Style and/or Theme afterward.

Styles and Themes can get very complex in Word, with an almost unlimited amount of flexibility. It is usually a good idea to start out simple, then get complex later.


5

Exercise 1 – Apply a Single Style

1. Use the document the instructor tells you to use.

2. Click to place the cursor on the main title.

3. On the Home tab ribbon, in the Styles group, hover the mouse over several styles to see the preview in the document. Or, right-click anywhere to display the Mini Toolbar, and click Styles from there.

4. Click on the Style called “Title”. (If you don’t see

one called “Title”, try using “Heading 1”

instead).

5. Observe how the text now has that style applied.

6. Go through the document and apply appropriate heading styles as indicated/needed, directed by your instructor.

7. Keep the document open for the next exercise.

Exercise 2 – Apply a Style Set

1. Click to place the cursor anywhere in the document. 2. On the Design tab ribbon, in the Document Formatting group, hover the mouse over

several Style Sets to see the preview of what it would look like in the document.

3. Click to choose one of the Style Sets. 4. Observe that the whole document has been formatted to that Style Set. Multiple Styles

are applied at the same time. 5. Try out different Style Sets, and for each one return to the Home tab to see its effect on

the Styles group choices. 6. Leave the document as is, and go on to the next exercise.

A single Style

A Style Set

Another Style Set


6

Exercise 3 – Apply a Theme

1. Make sure your open document has had a Style Set applied to it (previous exercise). 2. If there isn’t already a Shape on the main title’s page, create one. 3. Place the cursor anywhere in the document.

4. On the Design tab in the Document Formatting group, at the far left edge of the ribbon, click the Themes command.

5. Hover the mouse over each theme design in turn and observe the preview of what the document will look like with each choice. When you find one you like, click that theme. It will be applied to the entire document.

6. If you can’t recall which theme you applied, just open the Themes command and observe which theme thumbnail is highlighted in light blue. That’s the one in use.

Themes


7

7. Do a “Save As”, and save this document with your first name as its name, on the Desktop. Leave the document as is, and go on to the next exercise.

Current theme


8

Tables of Contents

Word can instantly create an automatic Table of Contents, which you can then edit or update as needed. You can use one of the default TOC (Table Of Contents) styles that come with Word, or you can design your own.

To create a TOC you first have to go through the document and apply certain Heading Styles to all the topics you want to have displayed in the TOC. If you already applied Styles or Style Sets to the document, then the correct kinds of Styles should already be in place.

For example, if you want a subtitle (naming a certain section or chapter) to be in the TOC, that subtitle must have a type of Heading or Subheading style applied to it.

After all the Heading Styles have been applied, the document is ready to build a Table of Contents. You should create a separate page for the TOC to appear. Usually this means inserting an extra blank page near the beginning of the document, just after the cover page, or before the first page full of text in the document.

The TOC tool searches through the document, picking up all the heading and subheading styles that were applied to text. The Table of Contents is then displayed.

Exercise 4 – Create a Table of Contents

1. The instructor will tell you which document to use.

2. Create a new blank page at the beginning of the document. A good way to do this is to place the cursor at the very beginning of the first page, and insert a Page Break by holding the CTRL key down and tapping the Enter key once.

3. Make sure the cursor is sitting at the beginning of the first blank line of the new blank page.

4. On the References tab in the Table of Contents group, click the Table of Contents command, and then select the second choice in the drop-down list, called Automatic Table 2. Note that whichever Theme you applied earlier to the document is reflected in the TOC design choices.

Click to choose the 2nd one

Click here


9

5. The TOC is inserted with all the entries displayed. If you applied Styles and a Theme in the last exercise, the new Table of Contents will adopt them.

6. TROUBLESHOOTING: If you notice a missing entry in the TOC, it means that text in the document didn’t have the right Style applied to it, and so was not included in the TOC. You’d have to return to that part of the document, apply the correct Style, save, return to the TOC page, and update the TOC.

7. If necessary, you can keep working on the document, adding more pages of text with headings or subheadings that have the right Styles applied, and then update the TOC whenever you want.

8. To update the TOC, click anywhere inside the TOC and then click the Update Table of Contents tab that appears at its top. Then choose to update only the page numbers in the TOC, or the entire TOC.

Note that you can design a

customized Table of Contents by using the Custom Table of Contents tools at the bottom of the Table of Contents menu.

Click this tab to update the TOC

Choose how to update, then click OK


10

Insert a Footnote

A footnote is a small bit of text at the very bottom of a page, whose purpose is to offer a definition, explanation, or comment of something mentioned in the main body of that page. When you insert a first footnote, a tiny number “1” is inserted next to the text in the main body of the page it is referring to. That same number is inserted at the beginning of the footnote at the bottom of the page, so you can match them up, and find what the footnote is referring to. If you insert a second footnote further in the document, it would automatically use the number 2, and so on.

Footnotes are best used whenever you quote someone, or paraphrase a source. You don’t need to use a footnote for information that is generally known, such as Abraham Lincoln’s birth or death.

Another time you should use a footnote is when you are citing a source. For example, if you use a bit of information from someone else’s work, you should cite that source in a footnote.

Exercise 5 – Insert a Footnote

1. Use the same document you used in the last exercise, or whatever the instructor tells you to use.

2. Click to place the flashing cursor just to the right of the last word in the second paragraph, of the first page after the TOC.

3. On the References tab, in the Footnotes group on the left, click Insert Footnote.

4. Type this as the footnote: The form will be a made-up example to illustrate content control fields.

5. Note that Word inserted a tiny numeral 1 where the flashing cursor was, and the footnote is automatically inserted at the bottom edge of the page.


11

Insert a Link to the Internet

A hyperlink (aka “link”) in a Word document can be useful if your intended readers will be viewing it online. For example, you might want to make it easy for your readers to navigate quickly to a given web page online just by clicking a link in the document.

Links can be inserted onto a single word, phrase, or sentence. They can also be inserted onto a graphic object, like a drawing, picture, clipart, etc.

Exercise 6 – Insert a Link to a Website

1. Use the same document from the last exercise or whichever one the instructor tells you.

2. Insert a picture of the SDUSD logo anywhere in your document. Your instructor will tell you where to find the logo file. Once inserted, single-click on it to select it.

3. On the Insert tab, in the Links group, click Hyperlink.

4. At the bottom of the Insert Hyperlink dialog box, in the Address field, type: www.sandiegounified.org and then click OK.

This is the object into which you’re inserting the link.

Be sure this is the current selection

This is the document you’re working in now

Type the URL (web page address) here


12

5. Test your link to see if it works. Clicking on the logo (press Ctrl and click) should open a browser window and navigate automatically to the SDUSD home page.

6. You can quickly edit or remove a link by right-clicking on it, and using the shortcut menu.


13

Mail Merge

Some people call it “bulk mail”. You know those throw-away magazines and advertisements you get in your home postal mailbox? They probably used a Mail Merge tool to create the mailing labels for those.

Mail Merge is a process that helps you quickly create multiple, customized copies of a single document, such as a bunch of mailing labels, or a personalized form letter that is sent to many different addresses. Google defines Mail Merge as: “The automatic addition of names and addresses from a database to letters and envelopes in order to facilitate sending mail, especially advertising, to many addresses.”

You take two separate files (i.e., a form letter or a sheet of blank mailing labels, and a list of

names and addresses to mail it to) and blend them together to create a third file that combines elements of the first two files. That third file ends up being multiple copies of the form letter, with each copy being individually addressed to each person from the list.

For example, if you had 30 people on the list of names and addresses, then the third file will have 30 pages in it. Each page is a copy of the form letter. Each copy of the letter is individually addressed to each person from the list.

The original two files (the form letter, and the list of names with addresses) are not altered in any way. They remain as they were.

This is how Mail Merge for mailing labels usually works:

A. On a new blank document page, choose which style of mailing labels you will be printing from the list of design choices in the Mail Merge features.

B. Select your Recipient List (Table or Excel worksheet with the names and addresses).

C. Set up the layout of your labels (where the names go, where the street address goes,

etc… these are merge fields)

D. Edit as needed (insert or delete spaces between the merge fields)

E. Preview the labels to make sure they are correctly laid out on the page.

F. Load your printer with the label sheets.

G. Print your labels.

This is how Mail Merge for a form letter usually works:

H. Create a document, such as a newsletter, brochure, or form letter, that you want to mail out to a number of different addresses. We refer to this as the “Main Document” of the Mail Merge.

I. Choose a list of recipients for the Main Document, and connect that list to the Main Document. These are the people the Main Document will be mailed to. We refer to this as the “Data Source” of the Mail Merge.

J. Insert Mail Merge Fields into the Main Document. A Mail Merge Field is like a placeholder that’s coded to understand and accept certain types of data coming in from


14

a data source (such as an Excel, Access, or Outlook file with names and addresses in it). There can be a Mail Merge Field just for a Name, or a Greeting Line, or a Street Address, etc. The Mail Merge Fields are where the individual names & addresses will be inserted.

K. Finish formatting and editing the document as desired. Save it as a regular Word document.

L. Preview, modify as desired, and run the Merge.

M. Print out the individually addressed form letters.

Exercise 7 – Mailing Labels

1. Start from a blank Word document on your screen.

NOTE:

A. Use MAILINGS Create Labels when you want to create hand-typed labels without using Mail Merge, or when you want a whole page of mailing labels with the same name and address on each one (such as for a return address label).

B. Use MAILINGS Start Mail Merge Labels when you want to use Mail Merge to create many labels with a different name and address on each one.

2. On the MAILINGS tab, in the Start Mail Merge group, click Start Mail Merge, and choose Labels...

1

2


15

3. In the Label Options dialog box, make your selections of what brand of labels you’re using. In this exercise, your Label vendor will be Avery US Letter, and the Product number is 8620 Easy Peel Address Labels. Then, click OK.

4. The blank page now displays dotted lines showing where the labels will be printed. This should match with the type of label sheets you will place in the printer.

5. Now we need to choose the list of names and addresses to be printed on the labels. On the MAILINGS tab in the Start Mail Merge group, click Select Recipients. Then click Use an Existing List. The instructor will tell you which file to choose, and where to find it.

Click here


16

6. When you see the Select Table dialog box, make sure there is a checkmark in the lower left corner for First row of data contains column headers. Click OK.

7. Your document should now have a cursor in the first blank label in the upper left corner, and all the rest of the label spaces should have <<Next Record>> in them:

8. On the MAILINGS tab in the Write & Insert Fields group, click the Address Block.

Place checkmark

Click Address Block


17

9. In the Insert Address Block dialog box, make your selections as desired. Look at the Preview screen in the upper right area to see what the addresses will look like on the labels. Click OK.

10. Now your label sheet document should look like this:

11. In the Write & Insert Fields group, click Update Labels.


18

12. The merge fields should repeat in all the other label spaces on the document.

13. In the Preview Results group, click Preview Results to see what the labels will look like if you print them out now.

14. If you are happy with the preview (shown below), you can load your printer with the label sheets and begin printing the labels. If you are not happy with it, you can go back to any of the steps and edit things as needed.


19

15. On the far right side of the ribbon, click Finish & Merge, and then click to edit if needed, or to print out the labels.

Exercise 8 – Form Letter

1. Open/use the document indicated by the instructor. In this example exercise, this is a form letter you want to send out to all the parents at your school.

2. On the MAILINGS tab, in the Start Mail Merge group, click Select Recipients, and then select Use an Existing List.

Use an Existing List

Select Recipients


20

3. In the Select Data Source window, locate the file that has the names and addresses. In this exercise, locate the Excel file as the instructor directs you. Double-click on the file’s name, or single click on it and then click Open.

4. In the Select Table window, it should resemble this illustration, but possibly with a different name and dates showing. Make sure there is a checkmark in the checkbox at the bottom left corner for First row of data contains column headers. (Having column

headers in your Data Source file is a good practice to keep for doing mail merges).

Click OK.


21

5. On the line below the first and last name, insert an Address Block from the Write & Insert Fields group.

6. In the Insert Address Block window, choose how you want the names and addresses to look. Scroll through the Preview screen to view individual people’s names and addresses as they were picked up by the Mail Merge Fields. When done, click OK.

Click Address Block

Preview how each letter will be addressed


22

7. The upper left area of your form letter should now look like this:

8. Press the Enter key once or twice to to create space between the address and the greeting, which comes next.

9. Repeat Step 7 again, but this time insert a Greeting Line placeholder.

10. In the Insert Greeting Line window, choose how you want to greet the addressees. Scroll through the Previews as desired. Then click OK.

Click Greeting Line


23

11. Edit the formatting as desired. Delete any text that should not be there. In the example here, we eliminated the bold and italic formatting to make it look like the rest of the letter. The upper left area of the document should now resemble this:

12. In the first line of the third paragraph of the letter, insert one more Mail Merge Field as the Contact Person. In the Excel spreadsheet we used here for the Mail Merge, there were several different school staff employees designated to help different groups of parents. Subsequently, we want to be sure that the correct school employee’s name is inserted into each letter going to each parent.

Once you have deleted the text “(Insert Contact Person Placeholder Here)” and you have clicked to place the flashing cursor in its place, click Insert Merge Field, and choose Contact_Person.

13. You might need to press the Spacebar once, after the merge field, to have a correct space between it and the next word in the sentence.

Click Insert Merge Field…

… and then click Contact_Person


24

14. That part of the third paragraph should now resemble this:

15. Go through the Main Document letter and edit or format as desired, but leave the Mail Merge Fields alone. Save. Keep this document open for the next exercise.

Exercise 9 – Preview, Modify, & Run the Form Letter Mail Merge

1. You can see what the completed, merged letters will look like before actually running the mail merge. In the MAILINGS tab, in the Preview Results group, click Preview Results.

2. Observe what the letter looks like now. It shows the first name in the list as it would appear if you were to print it out.

We need to adjust the line spacing for the Address Block. There is too much space between each line.


25

3. To adjust the line spacing, highlight/select the Address Block. Note the lighter gray shadow under and to the right. This indicates the extra spacing we need to get rid of.

4. Right-click on the highlighted Address Block, and at the bottom of the shortcut menu, choose Paragraph.

Lighter gray shading indicates how much line spacing is there.

Right-click


26

5. On the Paragraph dialog box, note that the Spacing After for Line Spacing is set at 6 pt. We need to delete that extra spacing and set it to zero. Click the down arrow button to zero pt. Then click OK.

6. Note that now the Address Block’s extra highlight below it is gone.

BEFORE, at 6 pt. AFTER, at 0 pt.

Set to 0 (zero)


27

7. Click the Preview button on the MAILINGS tab again, and observe how the letter looks now:

8. We will run the actual merge now, and preview the finished letters before printing any of them. Click the Finish & Merge button and choose Edit Individual Documents.

Name and address look correct now

Correct individualized school staff name is inserted

Greeting looks good


28

9. Choose whether to run the merge for all the “records” or only some of them. A record is a single person’s name and address from the Data Source list.

Choose All and click OK.

10. If there are a lot of names and addresses, it might take a few moments for the mail merge to complete its run. When finished, scroll through them to view the individual letters. (Please see the Completed Mail Merge Illustration on next page).


29

Completed Mail Merge Illustration

Now you can print this document, and all the

copies to all the addressees will print out as one file.


30

Interactive Forms

An Interactive Form is a document you can open on your screen and interact with it. This usually means doing things like filling in blank text boxes that can grow or scroll to accommodate what you type; clicking a button or checkbox; and clicking a choice from a drop-down menu.

Things like a drop-down list or fill-in-the-blank text box are called Content Control Fields. Generally, this is the sequence of tasks to create and use a content control field:

A. Insert a blank Table. This is used to keep the alignment of all content control fields straight. A Table is not required, but is a good practice.

B. Insert a desired content control field into each cell of the Table, either horizontally or vertically.

C. As you insert each content control field, modify as needed. D. Restrict editing on the form so that other people can interact with the content

control fields, but cannot make changes to the document you don’t want. E. Save the document. Make it accessible to your intended audience by posting it on a

website, or sending it to them via email, etc.

In the next exercise you will create an interactive form with several content control fields. It will be the Emergency Contact Form for parents of students, mentioned in the mail merge letter you created in the last exercise. This is intended to be a form the parents can complete online.

Exercise 10 – Insert Content Control Fields

1. Open the Word document your instructor tells you to use for this exercise.

2. If your Word window does not have the DEVELOPER tab, you must display it:

a. Click the FILE tab to get to the Backstage View of Word.

b. In the main menu list on the left side, at the bottom click OPTIONS.

c. Click CUSTOMIZE RIBBON on the left.

d. On the right, click to place a checkmark for DEVELOPER.

e. On the lower right corner, click OK. The DEVELOPER tab should now appear on the Word ribbon, to the right of the VIEW tab.

3. Follow the directions in the document, and the instructions/demonstrations of your instructor, to insert and set up each of the following content control fields:

4. FILL IN THE BLANK TEXTBOX:

a. Delete any text in the Table cell.

b. On the DEVELOPER tab, in the CONTROLS group, click the button for Rich Text Content Control.


31

c. The content control field is inserted.

d. On the DEVELOPER tab in the CONTROLS group, click PROPERTIES

e. In the Content Control Properties dialog box, in the Title field, type the title or description of what you want parents to enter. For this example, type: Parent or Guardian. Then click OK.

Type title here


32

f. If you want to edit the default “Click here to enter text”, do the following:

i. Click on the content control field you just inserted, to select it.

ii. In the CONTROLS group, click to turn on DESIGN MODE.

iii. Edit the gray text. In our example we typed: Click here and type.

iv. Click DESIGN MODE again to turn it off.

5. CHECK BOX:

a. Delete any text in the Table cell.

b. On the DEVELOPER tab, in the CONTROLS group, click the button for Check Box Content Control.

c. The content control field is inserted.

d. Press the Right Arrow key on your keyboard and to its right, type the word Parent to label it.


33

e. On the DEVELOPER tab in the CONTROLS group, click PROPERTIES

f. In the Content Control Properties dialog box, in the Title field, type the title for that check box. For this example, type: Parent. Then click OK.

g. Press the spacebar to move down a line or two, and insert a second content control field check box. Label this one: Guardian.

Type: Parent


34

6. For the Primary Phone number, insert two Rich Text Content Control fields; one for

the Area Code inside the parentheses, and one for the Telephone Number. Change the gray default instructional text to read “Click here & type Area Code” and “Click here & type phone #”. You should make the font smaller, about size 8. Remember to use the Design Mode button to edit this text.

7. In the Table cell to the right of the telephone number, insert three Check Box Content Control Fields as shown below: Home, Mobile, and Work. Follow the same steps you did when you inserted the Parent and Guardian check boxes.

DESIGN MODE ON

DESIGN MODE Off


35

8. COMBO BOX CONTENT CONTROL:

a. Delete any text in the cell right next to Any Student Allergies?

b. On the DEVELOPER tab in the CONTROLS group, click the Combo Box Content Control button. Then click Properties.

c. In the Content Control Properties dialog box, complete the following:

Type Allergies for the Title.

In the Display Name area, Modify the first entry to read: Food

Then Add these additional list entries:

Fabric

Animals

Medications

Click here to enter multiple allergies, or if allergy is not listed.

In Design Mode, edit the gray descriptive text to read: Click here to choose from list or type it in.

Click OK.


36

9. In the Table cell to the right of the allergies list, insert a new Rich Text Content Control field. The Title should be: Please Describe. In Design Mode, edit the gray descriptive text to read: Click here to type specific allergies, symptoms, and any other helpful information about your child.

10. Turn off Design Mode.

11. Click the REVIEW tab.

12. On the REVIEW tab in the Protect group, click Restrict Editing. We will protect the form from being changed by anyone else, but still allow people to fill it in.

13. The Restrict Editing Pane is displayed on the right side of your screen. Under Editing restrictions, ensure there is a checkmark for “Allow only this type of editing in the document:” and in the drop-down menu below that, choose Filling in forms. Then, click Yes, Start Enforcing Protection.

Make these choices

Click here


37

14. On the Start Enforcing Protection dialog box, leave it blank.

DO NOT ENTER ANY PASSWORD!!

If you forget the password there is NO WAY TO RETRIEVE IT, and your form will be locked up forever.

Just click OK. Save your work.

15. Test out your form. Try filling it out as if you were a parent. Here is an example:

16. DO NOT SAVE your changes. Make sure you end up with a blank form, ready to be filled in fresh. Close the file without saving, so that it remains a blank form.


38

17. This is what your blank form should look like; it’s ready to be used:


39

Collaborate with Someone on a Document

Word has collaboration tools that help you work with someone else on a single document:

Track Changes

Compare

Combine

With Track Changes you can enter comments and make editing and formatting changes to someone’s document, save it, and then send it back to the author. The author can review your changes in the document, and either accept or reject your edits.

With Compare, you can open up two different versions of the same document on your screen at the same time, and compare various aspects of them.

With Combine, you can combine revisions from multiple authors into a single document.

Exercise 11 – Track Changes

1. You will partner with someone else in our class, switch files with your partner, test out their interactive form, add a comment and do at least one edit, and then return the file to them. Follow the instructor’s directions on how to switch files. (This might involve

sending your file to your partner via email attachment, or simply switching seats with

them).

2. Open your partner’s file, if it isn’t already open.

3. Test out the form. Pretend you are a parent filling it out for your child. Observe whether everything works the way you expect. Look for any errors, or for content control fields that do not work right.

4. When done testing the form, remove the protection: On the REVIEW tab in the Protect group, click to display the Restrict Editing Pane. At its bottom, click Stop Protection. You can close the Restrict Editing Pane.

5. On the REVIEW tab in the Tracking group, click the lower half of the Track Changes button, and then click Track Changes. Make sure All Markup is selected.

Click here

Choose All Markup


40

6. Now, everything you do to this document will be recorded and displayed as your personal edits. If you found an error of any kind, make the edit or change you think it needs. This might be a misspelled word, or a missing space, for example. In the illustration below, we deleted an extra line space in between the Parent and Guardian check boxes.

If you can’t find any errors, then replace the word “Mobile” with the word “Cell”.

Alphabetize the three choices.

Note how your edit is marked in red, and in the right-hand margin it displays what you did.

7. Click to place your flashing cursor at the very bottom of the document. Press the spacebar once or twice to move it down away from the Table.

8. On the REVIEW tab in the Comments group, click the New Comment button.

9. Type a comment such as “Nice job” or “I like how you…(name

something you like about your partner’s work)”.


41

10. Click Save.

11. Switch back with your partner to retrieve and view your own file. Observe the tracked changes your partner made on your form.

12. Click inside the edit (in red) your partner made. You can click directly on the edit itself, or click inside the notation in the right-hand margin.

13. On the REVIEW tab in the Changes group, decide whether you want to accept or reject the change. Click either the Accept or the Reject button. Then click to accept or reject this change.

14. Note that whether you accepted or rejected the change, the markup of it remains visible. If you were to print this out now, the markups and margin comment would print also.

15. To return the document to “normal”, do the following:

a. Turn off Track Changes by clicking on its button again.

b. Change the Display for Review setting from All Markup to No Markup.

16. Save and close the file.

Click here

Choose No Markup


42

Exercise 12 – Compare and Consolidate Two Documents

When you compare two versions of the same document, Word will display a new, third document that displays all elements of both. The differences between the two are displayed on your screen in a different font color. You decide which elements you want to keep, and which to toss out.

Then save the newly consolidated third document. The original two documents remain the same. So, you end up with three documents.

1. On the REVIEW tab in the Compare group, click the Compare button, and then click the Compare choice.

2. In the Compare Documents dialog box select the two documents you want to compare. (The instructor will tell you which ones). Click the drop-down buttons to view the lists of documents to choose from, or click the yellow folder icons to search. Select the ones your instructor indicates. Then click OK.

Choose Compare


43

3. A new, third document is created, blending elements from the first two documents together. The first two documents remain unchanged. The new third document displays the differences in another font color.

4. If you don’t see the first two documents displayed on the right, click Compare again, and this time, click Show Source Documents. Then choose which ones to show on screen. Click Show Both.

This is the new consolidated (blended) document. It is a combination of the original document and the revised

version.

Original document

Revised version

Displays who revised what


44

5. On the REVIEW tab in the Changes group, use the Accept and Reject buttons to keep or toss out the changed elements in the blended third document.

6. When the blended document looks the way you want, close all the other windows and save the blended document with a new name. Remember that the original two documents used to create the blended document still remain the same.


45

Basic Keyboard Shortcuts

Note that in key combinations the first key (Ctrl, Shift, Alt, etc.) should be pressed and held down while tapping the second key:

Keys to Use What They Do

Ctrl + N Creates a new, blank document

Ctrl + O Opens an existing document

Ctrl + W Closes the current document

Ctrl + S Saves the current document and keeps it open

F12 Opens the “Save As” window to save a copy of the document under a different name

Ctrl + P Prints the document

Ctrl + scroll the mouse wheel Zooms the document in or out (magnifies/shrinks it)

Ctrl + the plus sign (+) Zooms in (magnifies it)

Ctrl + the minus sign (-) Zooms out (shrinks it)

End Jump to the end of a line (right side)

Home Jump to the beginning of a line (left side)

Ctrl + End Jump to the end of the entire document

Ctrl + Home Jump to the beginning of the entire document

Ctrl + Z Undo the last action

Ctrl + Y Redo the last action

Shift + Arrow Key Right Select (highlight) one single character to the right

Shift + Arrow Key Left Select (highlight) one single character to the left

Ctrl + Shift + Arrow Right or Left Extend selection one word to the right or left

Ctrl + A Select (highlight) entire document

Ctrl + C Copies whatever is selected (highlighted)

Ctrl + V Pastes whatever was copied

Ctrl + X Cuts out whatever was selected (highlighted)

Ctrl + B Bolds the selected text

Ctrl + I Italicizes the selected text

Ctrl + U Underlines the selected text


46

Help

Click the Help button in the upper right corner of any Word document window to access Microsoft’s resources for help with Word. The Help button looks like a question mark:

In the Help window you can either click to open any of the Top Categories, or type a keyword for the topic you want and click the Search button (magnifying glass icon). Word will search for answers and display its findings for you to explore.

The District also has a web page on its site which contains additional resources for help with Microsoft Office Suite applications like Word or Excel. To find this web page, use this navigation:

1. Start by clicking to the Employee Portal on the main SDUSD home page. Login. 2. On the Inside Unified page in the lower left area, underneath Shortcuts, click Technical

Support. 3. Scroll if necessary and click the link: Microsoft Office

… type a keyword and run a search Click a Category, or…