Documents: Building long documents - WebLearn : … Tom Green’s document, TGreen Cert.docx, which you created earlier based on the template in its earlier form Step 2 Examine the

Documents: Building long documents


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About These Activities

Software Used

Word 2013

Documents Used

Balham Intro.docx

Certificate Done.dotx

Comment and Combine.docx

Comment and Combine Revised.docx

email2.docx

TGreen Cert Done.docx

Thesis Assembled.docx

Thesis Container.docx

Thesis Chapter 1.docx




Track Changes.docx

View Options.docx

Copyright

Pamela Stanworth makes this booklet and the accompanying slides available under a Creative Commons licence (BY-NC-SA: Attribution-NonCommercial-ShareAlike).

The Oxford University crest and logo and IT Services logo are copyright of the University of Oxford and may only be used by members of the University in accordance with the University’s branding guidelines.

Finding the Exercise Files

All the files for these exercises have been provided for you on a network drive. Your area of the drive is called the Home Drive H: .

They can also be downloaded from the ITLC Portfolio (visit http://portfolio.it.ox.ac.uk and search for “documents building” or similar search text to find the course pack for this course).

http://portfolio.it.ox.ac.uk/


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Steps for the Learning Objectives

Learning Objective One Using templates to create new documents

All the files for these exercises have been provided for you on your home dr ive H: \

Task 1

Start Word

Step 1

Click the Start button on the Taskbar at the bottom of the

screen

In the Star t menu, type Word in the search box

Choose Word

Step 2

(On your office or home computer you might otherwise start the

program using a Word icon or tile on the Desktop)

Step 3

If you are prompted for any user information, just click

A Word licence screen appears briefly

Task 2

Create a standard new document based on Normal .dotm

Examine it

Step 1

Word offers to create a new document

If necessary, choose

Step 2

Click Blank Document

This creates a new document, based on the standard template called Normal .dotm

Step 3

Enter a few words of text

Notice the page layout (margins, paper size) and styles (the way that body text, headings etc. are formatted)

There is (usually) no pre-typed text in this template

Task 3

Create a new document using built-in templates

Among the Sample Templates, choose one that appeals to you

Examine it

Step 1

Choose New from the Fi le tab


Word offers several templates, from which to create a new document

Step 2

Choose one that appeals to you

A new document is created


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Step 3

Enter some sample text

Compare the page layout and styles in this document; some text has already been set up for you, known as boilerplate text

Task 4

Close all documents without saving


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Learning Objective Two Creating and using your own template

Task 1

Create a new blank document

Step 1

Choose New from the Fi le tab


Step 2

Choose Blank Document

Step 3

A new blank document is created

Task 2

Change the page setup

Step 1

Select the Page Layout tab from the ribbon

Step 2

Choose Margins and set the margins to Narrow (1.27 cm) all around

Step 3

Choose Orientat ion and set Landscape orientation

Task 3

Type some standard text:

Certificate of Attendance (ENTER) (ENTER)

This is to certify that (ENTER) (ENTER)

has attended the course (ENTER)

Task 4

Modify the style Normal to have Verdana 20pt font with extra space before and after

Step 1

On the Home tab, click on the launcher for the Styles

group, to show the Styles pane

Right-click on the Normal style name and choose Modi fy in the context menu

Step 2

Use the controls in the dialog to set Verdana font and

20pt size

Step 3

Click to modify the Normal style

Notice that all the text in the document is now re-formatted

Task 5

Create a new style with distinctive font and paragraph formatting

Step 1

At the bottom of the Styles pane, click to create a new

style

Step 2

Enter a Style Name of NewTitle

Set 28pt font size, bold, and click to centre the text

Use to change the line spacing


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Step 3

Click to create the new NewTitle style

There is no need yet to type any text with this style applied

Task 6

Save the document as a template called Cert i f icate .dotx

Place it in the default templates folder on your computer

Step 1

Choose Save As from the Fi le tab

Click to display the Save As dialog

Step 2

Set Save As Type to Word Template(*.dotx)

Notice that the file location has been set to the default templates folder, Custom Off ice Templates

Step 3

Give the filename Certificate (Word will append the

extension .dotx)

Task 7

Close the template – do not make the mistake of adding content to the template itself!

Task 8

Create a new document based on the Certificate template

Step 1

Choose New from the Fi le tab, then choose

Your new Certificate template should be listed in the default custom template location

Step 2

Click your Certificate template

A new document is created (notice its name in the title bar), based on your certificate template

Task 9

Notice the margins and orientation of the new document (derived from the template), the pre-typed text and the styles

Some standard text has been pre-typed into the new document - you can edit this as necessary

Task 10

Enter sample text for the certificate

Apply styles and notice the style definitions which come from the template

Step 1

Use the document: enter a name Tom Green and the course

title Advanced Word-Scrambling

You are editing a document based on the template: the template itself is unchanged

Step 2

On a new line at the bottom, type Spooner College,

Oxford and apply the style NewTi t le

Examine the style formatting: both the Normal style and the custom style NewTi t le have the formatting set in the template


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While you are at the IT Learning Centre, all the documents you save during these exercises should be put on your Home Drive H: \ (except for any templates you may create)

On IT Learning Centre computers, custom templates are saved in Documents\My Documents \Custom Off ice Templates

Task 11

Save the document in your home dr ive H: \ , giving the filename TGreen Cer t.docx


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Learning Objective Three Significance of editing a template

All the files you save during these exercises should be put on your Home Drive H:\ (except for any templates you may create).

Task 1

Open the Cert i f icate.dotx template directly (it was created in an earlier exercise)

Step 1

In the Fi le|Open dialog, browse to the Templates location

Step 2

Open the template Cert i f icate .dotx

Check in the title bar that you have the template itself open, not a new document based on the template

Note: If you did not create this template in an earlier exercise, you may be able to copy Cert i f icate Done.dotx from the student exercises folder into the Templates folder of your computer – ask your teacher or demonstrator for help with this

Task 2

Change the page orientation to Portrait

Apply a page border

Redefine the Normal style to have a different font and colour

Redefine the NewTi t le style to have green text

Close the template, saving changes

Step 1

Choose the Page Layout tab from the ribbon

Change the paper orientation to Portrait

Step 2

Use Page Borders (in the Design tab of the ribbon) to apply a box border around the page, of any style you choose

Step 3

Select the Home tab and click on the launcher for the

Styles group, to show the Styles pane

Step 4

Select some text that has the Normal style

Right-click on the Normal style name in the Styles pane, and choose Modi fy

Step 5

Select the font Broadway with dark blue text and

click

Step 6

Note that all text in the template is now re-formatted with the new font

Step 7

Select a blank line at the end of the document

Right-click on the NewTi t le style in the Styles pane and choose Modi fy

Change the font colour to green

Step 8

Close the template

When prompted, agree to save changes to the template


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Task 3

Create a new document based on the revised Certificate template

Notice that it matches the layout and styles of the revised template

Close the document, saving it as Blank Cert i f icate.docx

Step 1

Choose New from the Fi le tab, then choose My templates in the left panel

Your revised Certificate template should be listed in the New dialog, probably in the Featured group

Step 2

Choose the Certificate template and create a new document

The new document is based on the newly-revised template - it matches every aspect of the template

Step 3

Do not insert any text in this document

Close the new document and save it as Blank Cer t i f icate.docx

Task 4

Re-open the Tom Green certificate

Notice that no changes have taken place in the attached document, even though the template has been revised

Step 1

Open Tom Green’s document, TGreen Cer t.docx , which you created earlier based on the template in its earlier form

Step 2

Examine the document - it has the same layout, styles and formatting which were originally set up

This document has not been changed when its template was revised

Task 5

Close all documents, without saving further changes


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Learning Objective Four Converting a document to another template

Task 1

Open Balham Intro.docx

It has been placed in your Home Drive H: \ (or in another place as directed by your teacher)

Examine the setup, the contents and the formatting used in this document

Step 1

Select the document named Balham Intro.docx

Click

Step 2

Notice the page setup (margins, paper size and orientation)

Step 3

Notice how the text in the body paragraphs and the various headings is formatted

Notice the headers and footers

Task 2

Select the whole contents of the document and copy it

Step 1

Select all the main text of the document (press CTRL+A or

click )

Copy the text to the computer’s clipboard memory (press

CTRL+C or click )

Task 3

Create a new blank document by choosing New from the Fi le tab

Task 4

To establish the new formatting, type just one word (e.g. your name) into the new document and press ENTER

Task 5

Paste into the new document (e.g. using CTRL+V or )

Delete the temporary paragraph, which you inserted for Task 4

Task 6

Examine the new document and notice the page setup and how the text is now formatted – these are taken from your Normal template

Step 1

Examine the margins and paper size of the new document

The headers/footers now follow the settings in the Normal template (you may have altered this in an earlier exercise)

Step 2

Use the Reveal Formatt ing pane (press SHIFT+F1) to examine the formatting in the new document

The body paragraphs have the Normal style with no additional formatting

Step 3

The Normal font of this new document is probably black Calibri 11 point (was blue Georgia 12 point in the Balham Intro document)

The headings have some direct formatting: they are bold, underlined and are positioned in the margin

It would be good practice to use the headingn styles for the headings, instead of direct formatting


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Task 7

This document has headings which had previously been formatted directly

Apply styles Heading1 and Heading2 to the underlined headings and sub-headings

Step 1

Click in the heading “Finding The University Buildings”

Apply the Heading1 style

Step 2

Repeat for the other headings which have double-underlining

Step 3

Click or select the heading “Autumn Term”

Apply the style Heading2

Step 4

Repeat for the other headings which have single-underlining

Task 8

The appearance of these styles is taken from your Normal template

Save if you wish and close all documents


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Learning Objective Five Assembling a set of documents into a book

Task 1

The following documents are to be assembled to form a large thesis:

Thesis Container.docx Thesis Chapter 1.docx Thesis Chapter 2.docx Thesis Chapter 3.docx Thesis Chapter 4 .docx

Task 2

Open Thesis Container.docx

Task 3

In the container, find the message “Body of Thesis”

Insert the chapter documents at this point

Step 1

Go to page 2 and locate the message “Body of Thesis”

Step 2

Select the arrow next to on the Inser t tab of the

ribbon

Choose from the menu

Step 3

Select the filename Thesis Chapter 1.docx and click

Step 4

Make sure the insertion point is at the end of the newly-inserted text

Use the same process to insert the file Thesis Chapter 2.docx

Step 5

Repeat this for Thesis Chapter 3.docx and then Thesis Chapter 4.docx

Step 6

Delete the message text “Body of Thesis”

Task 4

Examine the book you have built – notice that the page numbers now run from 1 to 17 throughout the document

Task 5

Headings and sub-headings are numbered automatically by styles heading1-3

(If the heading numbers do not show at first, or are incorrectly ordered, re-apply the style to each heading)

Task 6

Footnote numbers run throughout the document automatically


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Task 7

Initially the figure numbers are not updated

Select the whole contents of the document and update fields (CTRL+A then press F9)

Task 8

Now that the document has been assembled, you would usually build the Table of Contents, Index and so on, ready for printing (covered in another IT Learning Centre course, “Academic writing: Managing Your Thesis”)

Task 9

Save this document as Thesis Complete.docx


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Learning Objective Six Viewing, browsing and re-structuring a document

Task 1

Open View Options.docx

Examine the document, noticing borders, columns and various types of figures

These are visible in Print Layout View

Step 1

Open View Options.docx

Ensure that Pr int Layout is selected on the View tab of the ribbon

Step 2

Notice that page 1 has a page border

Step 3

Look at page 7 which is partly in 2 columns

Step 4

Look at the pages which include figures:

Figures 1-3 are in line with the text

On page 4 a washed-out picture lies behind the text

On page 5 the text fits tightly around a small picture

Task 2

Compare the way this document looks in Print Layout and Draft Views

Step 1

Switch to Draft view by clicking on the View tab of

the ribbon

Step 2

In this view, the top and bottom margins are not shown, nor is the edge of the paper

Step 3

Notice what happens to the page border, images and columns in this view

Task 3

Switch back to Print Layout view, using on the View tab

Task 4

View picture placeholders and notice how the various figures now appear

Step 1

Choose from the Fi le tab and select Advanced

from the left panel

Step 2

Scroll down to the Show document content section and check the Show picture placeholders checkbox

Step 3

Look at the numbered figures – they are now shown as simple white boxes

Step 4

Look at the figure on page 5 and the big picture behind the text on page 4 – these still appear as pictures

Task 5

Remember to unset the picture placeholders checkbox afterwards


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Task 6

Close the document, saving any changes if you wish

Open the document email2.docx

Task 7

Display the Navigation pane: check the Navigation Pane checkbox (in the ribbon’s View tab)

Task 8

Use the Navigation pane to go through the document, one page at a time (backwards and forwards)

Step 1

Display the

Step 2

Scroll through the thumbnails of pages

Click a thumbnail to go to a page

Step 3

Go to the top of the document (use CTRL+HOME)

Task 9

Navigate between headings by clicking items in the Navigation pane

Step 4

On the Navigat ion Pane , click

Step 5

Notice that the headings from the document, which in this example have the style Heading2 , are all listed in the Navigation pane

Step 6

Click on a heading that appears in the Navigation pane, to jump to that part of the document

Task 10

Change the style of some of the headings from heading1 to heading2 or heading3

Notice that in the Navigation pane the sub-headings are indented below the main headings

Task 11

Click a to collapse a heading

Click a to expand a heading

Task 12

Switch to Outline View

Ensure that the Outl ining tab is shown

Step 7

Close the Navigation pane

Step 8

Click on the ribbon’s View tab

Step 9

The Outl ining tab appears on the ribbon

Task 13

Toggle between showing level 1 & 2 headings only and showing all text, by using Show

Level control


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Task 14

Use the arrow buttons to move the heading Web Access to Nexus, with all its body text, to a position above Email Addresses

Step 10

Beside the heading Web Access to Nexus, click the black cross

This selects the heading paragraph and all body text subordinate to it

Step 11

Click to move the selected text up above the Email

Addresses heading

Step 12

You can also move a portion of text up & down a document by dragging and dropping in this view - try this, using Undo

where necessary

Task 15

Promote Using Email at Oxford to level 1

Promote Using an Email Client to level 1

Step 13

Beside the heading Using Email at Oxford, click the black

cross

This selects the heading paragraph and all body text subordinate to it

Step 14

Click to promote this to Heading1

Step 15

Repeat this procedure to promote Using an Email Client and all of its subordinate text

Task 16

Demote the parts headed Popular Email Clients and Email Protocols to level 3

Practice promoting and demoting parts of the

document using and

or drag & drop

Step 16

Select the heading Popular Email Clients and its body text

by clicking its black cross

Click to demote this to Heading3

Step 17

Try out and on some other headings to see how they work

You can also promote and demote headings by dragging

horizontally and dropping in this view - try this, using

(Undo) where necessary

Task 17

Close the Outline View, using - this switches to the more familiar Print Layout View

Look at the effect your changes have had on the document

Close the document


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Learning Objective Seven Collaboration between several authors

Task 1

Open Track Changes.docx

Turn on Track Changes (choose from the Review tab of the ribbon)

Task 2

Make a few changes: delete text, insert a few letters or words, change formatting

Notice how these changes are recorded on the screen

Step 1

Change page 73 in the second text paragraph into page 131

Step 2

Delete the last sentence in the document

Add some more text, and delete others

Step 3

Format the main double-underlined headings by applying the Heading1 style

Step 4

All of these changes are tracked on the screen: insertions appear underlined, deletions appear as strike-outs, and formatting changes appear as balloons in the margin

Task 3

Use to discover the

User Name that has been set

You may like to change the User Name to your own name, then edit the document further and note how the changes are tracked

Step 1

Use the General (from the Fi le tab) to see the user

name and initials that have been set for you

Step 2

Change these to your own (or a fictitious) name and initials

Check the Always use these values regardless of s ign in checkbox

Step 3

Make some additional insertions and deletions in the document, noticing how they are now marked

Task 4

Close all documents, saving changes

Turn off track changes (click again)

Task 5

Open Comment and Combine.docx

Display the comments (if they are hidden)

Step 1

Open Comment and Combine.docx

Show the Review tab of the ribbon

Step 2

If the coloured comments are not shown, select

in the Tracking group


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Read some of the comments by different authors on pages 1-6

Step 3

Find the comments that different authors have added to pages 1-6

Notice that each different username has a different colour and prefix

Task 6

Add a few comments of your own

Delete a comment by a previous author

Step 1

In section 1.3 on page 4, choose

Enter a comment that ECDL stands for European Computer Driving Licence

Step 2

Use to delete one of Freda’s comments

Step 3

In another section, insert further comments – notice that your comments are numbered

Task 7

Hide the markup by changing the markup menu (Review tab) to No Markup

Leave this document open

Task 8

Comment and Combine Revised.docx is another version of the same document, where some changes have been made on page 4

Task 9

Use the comparing tool to compare this document with an edited version called Comment and Combine Revised.docx

Step 1

On the Review tab of the ribbon, choose , then select

Compare

Step 2

In the Compare Documents dialog, select Comment and Combine.docx as the original document and Comment and Combine Revised.docx as the revised document,

then click

Step 3

A new document appears, with the revisions marked

Step 4

Examine the insertions and deletions which have been made on page 4

Insertions appear underlined, deletions appear with strike-out marking like this

Step 5

Changes made by different authors would appear in different colours

Task 10 Step 1

Move to the start of the document


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Visit each recent change on page 4 and decide whether to accept or reject it

Step 2

Click to find the first change

Click or to accept or reject this change

Step 3

Use and to move among all the recent

changes on page 4, accepting or rejecting each one

Task 11

Show the Reviewing Pane

Look through the list of recent edits and comments

Step 1

If the reviewing pane is not already visible, click

to show it

This lists all recent comments and changes

Step 2

Scroll through these, noticing the sort of changes that can be recorded

Task 12

Close all documents