Microsoft Word 2013 Only - CCI Learningccilearning.com/.../2014/10/3251-1_Word_2013_Expert...Microsoft ® Word 2013. Expert Certification Guide . Lesson 3: Customizing ... Quick Parts,

Microsoft® Office Specialist 2013 Series

Microsoft®

Word 2013 Expert Certification Guide

Lesson 3: Customizing Document Elements

Lesson Objectives In this lesson you will be introduced to working with different elements that can be customized for a particular type of document or purpose, such as setting up templates, customizing themes, or managing styles between templates. On successful completion of this lesson you will be able to:

create and manage building blocks

create and modify colors or fonts for themes

create and modify templates

organize styles, Quick Parts, or macros from one document/template to another

link to external data

Working with Building Blocks Objective 1-4.1

Building blocks are sections of reusable document content that you can insert into documents. Use them to save time and ensure consistency in your documents. Building block content includes headers and footers, cover pages, text boxes, bibliographies, citations, placeholders, equations, themes and content controls (fields). Building blocks are organized into galleries by type and category. A number of pre-defined building blocks are available in the Quick Parts gallery. You can also create your own and add them to the Quick Parts Gallery.

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Lesson 3 Customizing Document Elements

Building blocks are saved as part of a document template. The default template for all new Word documents is the Normal template. You can save your own building blocks to the Normal template, or as part of a custom template.

Using Quick Parts Quick Parts are building blocks that you might use often - headers, footers, tables, cover pages or signatures. The Quick Parts gallery is accessible from the Text group on the Insert tab.

AutoText Insert building blocks that have been categorized as AutoText entries into your document. These entries display in a gallery when you point to AutoText.

Document Property

Choose from a list of document properties you can insert into your document. These properties are also visible on the Info tab in Backstage view.

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Customizing Document Elements Lesson 3

Field Fields are used to display dynamic content or to set up mailing lists.

Building Blocks Organizer

Use this to manage, edit and maintain building blocks.

Save Selection to Quick Part Gallery

Click this command to save selected document text as a custom building block.

You can provide a name and description for the Quick Part, as well as assign it to a particular gallery and category. Once you save text as a Quick Part, it will be available for use in all other documents created from the same template. To insert a quick part, on the Insert tab, in the Text group, click Quick Parts, locate the Quick Part in the gallery, and then click to insert the Quick Part into your document.

You can also type the name of the Quick Part and press to insert the Quick Part into a document.

A Quick Part can be replaced when you save a selected entry with a name used by another Quick Part. Word will prompt you about the replacement to ensure this is what you want to do; make sure to take a moment to verify you want to proceed with this action.


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Adding Fields in a Quick Part

You can include fields in a Quick Part to have Word automatically generate information in the document based on what was entered, such as the name of the author on the title page or the path to find this document on the network.

To insert a field in a Quick Part, position the cursor where the field is to be inserted, then, on the Insert tab, in the Text group, click Document Property or Field to select the appropriate field. Information for the Document Property fields comes from the properties you enter for a file, which can be viewed in Backstage, after clicking the File tab. When you want Word to perform a specific task such as inserting the name of the file and its location, use the Field option instead.

Some fields include switches that can further customize the information to be inserted. For instance, the first image below shows the selected options for the Title field. However when you click Field Codes, the field code displays with switches applied to this field to apply the Title case selection, as seen in the second image:


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More field codes for automating and customizing information are available than are covered in this course. For more information, please refer to the Microsoft Office website (http://office.microsoft.com) for details on how to use various field codes.

Using the Building Blocks Organizer Quick Parts are arranged into specific galleries, and then into categories within each gallery. Many items within the Building Blocks Organizer were pre-designed by Microsoft and included with the software when it was installed. The list of items here, other than the ones you or others created on this computer, are the names of each of the items you see whenever you select a command from the Quick Parts drop-down list.

To view the available Quick Parts, click the Insert tab, click Quick Parts in the Text group, then click Building Blocks Organizer. Click any item in the list box to preview it in the right pane.

MMM Green Soles AutoText Entries


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Items in the list box can be sorted by Name, Gallery, Category or Template. Click the appropriate column heading to sort the list. As you create your own Quick Parts, they will also appear in the list.

Use the buttons below the list box (Edit Properties, Delete and Insert) to work with the currently selected building block. Editable building block properties are the same properties shown in the Create New Building Block dialog box: name, gallery, category, description, save in template and options. Any building block can be modified and saved, or saved as a new entry with a new name. To modify the text of a building block, insert the building block into a document, make changes to the text in the document, select the modified document text, and then save the text as a building block again (thereby re-creating it).

When you change a building block by editing its properties or re-creating it, Word prompts you to replace the previous entry. Make sure you are replacing the correct building block because you cannot undo a change. If you inadvertently replace a building block, you will need to re-create it.

If you save a building block in the Building Blocks template, when you exit Word you will be prompted to save all the new entries into the Building Blocks.dotx template. Saving them here ensures they will be available to all documents every time you start Word. Also, if a virus should attach itself to the Normal template, these are not lost when you delete the template to have Word re-create it.


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Learn the Skill In this exercise you will create Quick Parts and building blocks for specific types of tasks.

1 Create a new blank document and then type the following:

Andrew McSweeney Travel Director Tolano Adventures 88 Piermont Drive Seattle, WA 98117 (206) 555-6262 [email protected]

2 Select the Tolano Adventures text and bold the text. Also make it one size larger.

3 Select the entire text and then apply the Green, Accent 6, Darker 25% color to the text.

4 With the text still selected, on the Insert tab, in the Text group, click Quick Parts, click AutoText and click Save Selection to AutoText Gallery.

5 Save this as am and save it in the Normal template.

6 Open the TA Employee List file and select the New York address only (do not include the telephone number). On the Insert tab, in the Text group, click Quick Parts, click AutoText and click Save Selection to AutoText Gallery.

7 Type: ny as the name of the new AutoText entry and save it in the Building Blocks template.

8 Repeat steps 6 and 7 for the Seattle office address. Leave the suggested name as is and save this entry.

9 With the Seattle address still selected, save this AutoText again as sea.

You now have two AutoText entries with the same information. In general you likely would not create two entries for the same text; this is a demonstration of how easy it is to duplicate information and apply any name to the AutoText, as could occur if someone else created an AutoText entry but saved it with a different name. You will then use the Building Blocks Organizer to view all entries to see if you have duplicates that can be deleted.

10 Close all documents without saving.

11 Create a new blank document, type: am and press .

Andrew McSweeney’s information should now appear on the screen.

12 Press twice after Andrew’s information, type: ny and press .

Now go into the Building Blocks Organizer to review the contents there and delete an entry.

13 On the Insert tab, in the Text group, click Quick Parts and click Building Blocks Organizer.

14 Click the 88 Piermont entry at the top of the list, then click Delete. Click Yes to confirm the deletion.

15 Scroll through the list of entries in the Building Blocks Organizer and click one to preview it.


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You should notice that a number of galleries are listed as you go through the items. You can choose to

sort the items by the gallery or any of the column headings. By default, the sort is alphabetical by the name of the entry.

16 Click the Gallery column heading.

All entries are now alphabetized by gallery and then by the name.

17 Scroll through the list until you can see the list of Footer Gallery entries. Click one of these to select it, then click Insert.

There should now be a footer at the bottom of the document.

18 Exit the footer and, at the end of the document, press twice.

Now try inserting a field to automatically insert the name and location of the file into the current document.

19 On the Insert tab, in the Text group, click Quick Parts, and click Field.

20 Type: f to display the first field that begins with this letter.

21 In the Format list, click Lowercase and click the Add path to filename option. Then click OK.

22 Select the entire line with this new entry and change the font size to 8. On the Insert tab, in the Text group, click Quick Parts, click AutoText and then click Save Selection to AutoText Gallery.

23 Type: file as the name of the new AutoText entry and save it in the Normal.dotm template. Click OK.

24 Close all documents without saving.


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Customizing Themes Objective 1-4.2

A theme is a set of unified design elements, such as colors, fonts, and graphics, which provides a consistent look for all pages in a document. Applying a theme to a document is a matter of matching a theme to the message. Word includes a live preview of the theme and its options so you can easily decide whether the theme is appropriate for the message in the document.

To apply a theme to a document, on the Design tab, in the Themes group, click Themes. Use the options to the right of the Style Sets gallery to customize a theme to your preferences.

Once you make selections for the theme, you can save the new theme. On the Design tab, in the Themes group, click Themes and then Save Current Theme. Note that, while you cannot create your own themes from scratch, you can customize one of the built-in themes and then save it with a new theme name. When you save a theme with a new theme name, it appears in the Custom section at the top of the Theme gallery.

When a customized item is no longer needed, it can be deleted from the Custom list for each item. Right-click the item in the appropriate list and then click Delete.

Click Yes to activate this option. Note that you are only deleting the choices made for the custom theme and not the actual fonts which are installed with the Word program.

Modifying the Colors You can change the color scheme by using one from another theme, or create your own colors such as those used in your company logo. To choose a different color scheme, click the Colors command in the Document Formatting group.

Point at a color theme to preview how the colors may affect the message of the document; for instance, do the titles stand out now that they are in a bright color versus a subtle effect from another color theme? If you want more precise colors or want to alter them slightly, click Customize Colors.


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Notice the sample at the right that outlines which item will be altered when it is selected. Click the arrow at the right of the item whose color you want to change:

Click the appropriate color or, to choose a specific color, click More Colors.

If you know the exact values for the desired color, select which color model you want to use (RGB or CMYK) and enter the values for the appropriate fields. Once you click OK, the new color will be applied to the selected item.

You can then choose to make other color changes or save the new theme. You can also click OK to exit the dialog box to see how the new colors may have affected the document. You can still return to the Customize Colors dialog box to make other changes or to save the new theme. Saving the theme is beneficial if you plan on using these colors with this theme on future documents.

When you choose to save, Word will navigate to a specific folder where theme files are stored for future access.


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Modifying the Fonts In some instances, you may prefer to change the fonts for the theme. To change the font, click the Fonts command in the Document Formatting group of the Design tab:

To set specific fonts for the headings and body fonts, click Customize Fonts.

Make the appropriate selections and enter a name for this customized theme font. It will then appear in the list of theme fonts when activated.

Customizing Style Sets Document style sets are a collection or group of styles that may be applied to a document to give it a professional appearance. The document style sets built into Word have been compiled by Microsoft to save you time when you need to ensure there is consistent formatting across the entire document.

Document styles sets can be selected from the Document Formatting gallery on the Design tab.


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As you point to each style set in the gallery, you can preview how your document will look when the style set is applied. You can change any of the styles for a document style set as if you were changing styles in any other document. Use the options below the gallery to revert to the default style set, or to save any changes as a new style set.

Style sets are designed to be applied with selected pieces of text, whereas themes are designed with formatting options that can be applied throughout the entire document.

Learn the Skill In this exercise you will work with themes, and customize colors.

1 Open the Trade Show Brochure Draft document and save it as Trade Show Brochure Draft (Themes) - Student.

2 Click the Design tab, then, in the Themes group, click Themes and click Basis.

The document should show different colored headings.

3 Change the first title, New Tour Offering, to be Heading 1.

4 Click the Design tab and, in the Document Formatting group, click Shaded as the style set.

The colors do not change, but now include shading with the headings.

Suppose you like this style for the headings, but the color is not quite the right shade:

5 Click the Colors button and then scroll through the list of themes that include the green color.

6 Assume none of these match what you would like to use; click Customize Colors.

7 Click the arrow for Accent 1 and then click the Green, Accent 1, Darker 25% color.

8 Type: TA Brochures as the name of this new color scheme and then click Save.

To change the fonts for the style sets:

9 Click Fonts and scroll through the list of fonts to see how these affect the document. Then click Customize Fonts.

10 Click the arrow for the Heading font field and click Cooper Black.


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Note: We are choosing a very noticeable font to show how you can affect a document with a bold choice which may or may not be appropriate for your document.

11 Type: TA Brochures as the name of this new custom theme font and click Save.

Notice how the document styles now display with this font:

12 Point at some of the different themes to see how they affect your document.

If you like this new style set but don’t want to use it with this document:

13 Click the More button on the gallery and then click Save as a New Style Set. Type: TA Brochures as the name of this new style set and click Save.

You can then apply another font theme or delete this from the Fonts list.

14 Click Fonts.

Notice the new font theme appears at the top of the list with a Custom heading.

15 Right-click Cooper Black and click Delete. Click Yes from the dialog box.

16 Click Themes and choose another theme for the document.

17 Save and close the document.

Working with Templates Objectives 1-4.2, 2-1.1

A template determines the basic formatting for a document. Templates contain document settings such as fonts, styles, page layout, special formatting, shortcut keys, macros and menus. All Word documents are based on a template.

Templates save time as they help you create a document, or help set the standard for specific types of documents.

MMM Standardizing Forms


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Word provides a number of templates. The most common (and default) template used is the Normal template. Unless otherwise specified, every macro, AutoCorrect entry, style, building block, or general formatting option such as margins or font size is saved with this template.

A template may also contain a virus if it was included in a macro that was stored with the template. Once the template is used (either to change the original template or applied to a document), the virus will activate the dormant macro virus. Microsoft has taken measures to protect the software, but be sure to run a scan on your system if you are using any files created in versions prior to Word 2007, in which a macro virus might still be dormant, or if you are unsure of the origin of the original template or document.

Note: If you suspect a virus is attached to your Word documents, the best way to prevent any more documents from being infected is to delete the Normal template. Word will create a new one when it starts the next time; however, any items saved with the template such as macros or styles will be lost when the Normal template is deleted.

Templates provided with Office are installed with Word and automatically stored and saved in a Templates folder on your computer, \Program Files\Microsoft Office\Templates or \Program Files (x86)\Microsoft Office\Templates. When you create or save documents as templates, they are stored in the default location for your regular documents. If you want them to be available using the Personal option, you must save them in the \Documents\My Documents\Custom Office Templates location.

To create a document using a template, click File and click New to view a list of templates available for use:

Click a template to preview its contents in another window and click Create if you want to use this template. Alternatively, you can double-click a template to automatically create a new document with this template.

Go to Microsoft.com to find more templates

Choose a commonly-used template from these options

Create a new document using one of these pre-designed document types.


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To create a template for future use, either select a template from the New window or open an existing document that contains the styles and other formatting elements you want (such as the company logo, tables, or a SmartArt diagram) in the document. Then click File, click Save As, click the location to save the file, then, in the Save as type field, click Word Template.

Any document can be saved as a template that cannot be changed unless you open the template file and save the changes there. Save the file in a central location such as a restricted network drive that people can use to create a new document, and ensures that no one can change the template without permission.

A template is saved with the .dotx (Document Template) extension. Templates created with Word 2003 or earlier are saved with the .dot extension.

Sharing Template Tools As you begin to create items such as macros or customized styles, you may want to include these with other documents, setting up a consistent look and feel to company documents that follow a specific standard for colors, fonts or logo placement.

You can quickly and easily copy, delete, or rename items from one document to another, including styles and macros. To access the Organizer using template options, click File, click Options, and click Add-ins. Then click the arrow for Manage, click Templates and click Go.

Use the Templates and Add-ins dialog box to display which template may be applied or used with this document; for example, the Normal template is currently attached for a new document. If the template you attach has styles with the same name, you can choose to automatically update the styles to use the ones available in the attached template. If there are other templates containing styles you want to use, these can be added in the Global templates and add-ins area.

If you plan to use Word for creating Web documents, notice this dialog box also contains tabs to assist you with these options. For instance, if you are working with XML tags within Word, you can work with schemas or cascading style sheets (CSS) for documents you plan to upload to your web site. These options are beyond the scope of this course. Please refer to Word Help for more assistance.


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When you want to share elements from one document to another, or one template to another, you can use the Organizer button in this dialog box. The Organizer allows you to add these elements without having to create them individually.

Hint: You can also access the Organizer directly. Display the Styles pane, click Manage Styles, click the Restrict tab, and click the Import/Export button.

Notice the Copy button which allows you to copy styles or macros from one document to another. You need to select the items to be copied before the Copy button becomes active. You can also change the file for either list; for instance, in the previous example, the current document is the Trade Show (2-fold) - Student file which may not contain the styles you want to copy into the Normal template. You would then click Close File and choose the required file with the styles you want to use.

To share any macros or building blocks between documents, click the Macro Project Items tab:


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You can only copy the entire NewMacros project to the other file, but, once it has been copied, you can delete an individual macro from the Macro dialog box. This project file will also contain any building blocks that may have been saved with this document.

Setting Specific Styles Only As an alternative to copying styles to share with other documents, you can choose to restrict the use of specific styles in a document, and especially within a template that contains standard company styles. If you are collaborating on a document, note that some styles can be modified. If you do not want anyone to change the styles, set the document up using a specific template in which the styles are restricted.

To restrict the use of specific styles, display the Styles pane, click the Manage Styles button, and click the Restrict tab.

Sort Order Choose how the styles are listed as well as the type of style; select from Alphabetical, As recommended, Font, Based on, or By type. You can also click the option to sort by only styles that are recommended such as headings, normal or list.

Styles list Click to select styles you want to set up in this template/document. Press to select individual styles in the list. You can click one of the Select buttons for specific style types. Visible styles are those that are currently displayed in the list and are probably in use in the document. Built-in styles are commonly used styles that Word creates, such as headings. Built-in styles cannot be deleted.

Set availability of selected styles

Determine which options you want to set for the selected styles, such as restricting them, or preventing changes within themes.


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Only in this document

Choose whether these settings apply only to this document or to other documents as well.

New documents based on this template

Choose to have all new documents created based on this template; for instance, this option could be used with a template that has been set as the company standard to record meeting minutes or new company policies.

Import/Export Displays the Organizer window where you can copy styles from one document to another.

Linking to External Data You can link a document to an external source in various ways for specific tasks; in this case, this refers to using data from another source and inserting it into a Word document, with a link to the external source. For instance, you can set a link to sales analysis data created in an Excel file in a monthly sales report. Setting the link enables the data to be updated in the sales report if the data is changed in the original Excel file.

This feature is useful when you want to create a template using an existing document that may be updated by its author. Setting the link means the template always has the most recent information from the document whenever it is updated.

To link external data in a document, open the document and position the cursor where the external data is be inserted. Click the Insert tab and, in the Text group, click the arrow for Object and click Text from File. Navigate to where the external file is, select it, click the arrow for Insert and click Insert as Link.

Learn the Skill In this exercise you will copy styles to a specific template as well as use the Organizer to share items from one document to another.

1 Create a new blank document and save it in \Documents\Custom Office Templates as a Word Template named TA Standards - Student.

Let’s start by modifying the new template to set it up for Tolano Adventures.

2 Insert the Tolano Adventures logo at the top of the page. Resize it to approximately a quarter of its original size.

3 Insert a footer of your choice, type and center the web address (i.e. www.tolanoadventures.com), and set the text size to 8pt. Select the web site address and change the color to be Green, Accent 6, Darker 25%.

4 Modify the attributes for the following styles:

Style Attribute Heading 1 Font: Arial Color: Green, Accent 6, Darker 25% No Spacing Before and 6pt for Spacing After Heading 2 Font: Arial Color: Green, Accent 6, Darker 25% No Spacing Before and 6pt for Spacing After Normal Font: Arial, size 10pt

5 Save the template.


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Now try inserting a link to a document to create a new template for this form type.

6 Click in the first blank line in the TA Standards document.

7 Click the Insert tab and, in the Text group, click the arrow for Object, and click Text from File. Navigate to where the student data files are and select the Personnel Update file. Click the arrow for Insert and then click Insert as Link.

Notice how the document now contains the contents of the inserted file, and the contents also now use the Normal font.

8 Click anywhere in the Updates heading and apply Heading 1 to this text.

Notice the text now uses the same formatting as was set up for this template.

9 Save this as a new template in the location for your student files as TA Personnel Update Form - Student. Then close it.

Now try applying a template to a document that was set up with the Normal template.

10 Open the Presentation Tips document and save this as Presentation Tips with TA Standards - Student. Ensure the Styles pane is visible.

11 Click File and, in Backstage, click Options. Click the Add-ins option and in the Manage field, click the arrow to select Templates. Then click Go.

12 In the Templates dialog box, click Attach. Navigate to \Documents\Custom Office Templates, select the TA Standards template file and then click Open.

13 Click Automatically update document styles and then OK to return to the document.

Your screen should then appear similar to the following:

14 Apply Heading 1 to the Presentation Tips heading.

Notice how you have quick access to the styles (and other items that may exist in this template) simply by attaching it to the document. Accessing the styles this way enables you to keep any Quick Parts or macros, or other items associated with the Normal template as well as the TA Standards template.

15 Apply Heading 2 to all the subheadings that end with an ellipse (…).

16 Save and close the document.

Suppose you wanted to copy the heading styles from the TA Standards template to another document using the Organizer.

17 Create a new document and ensure the Styles pane is displayed. Click Manage Styles, and then click the Import/Export button.


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You should have a screen similar to the following on your screen:

18 Click Close File for the first Styles available in field. Then click Open File and navigate to the Custom

Office Templates folder, select the TA Standards - Student file and click Open.

19 Click Close File in the second list. Then click Open File and navigate to the student files location, select the TA Waiting List Form file and click Open.

20 Click Heading 1, press and then click Heading 2 to select both styles within the list for TA Standards.

21 Click the Copy button to copy these styles to the TA Waiting List Form.

22 Click Yes to All to overwrite the Heading 1 and Heading 2 styles.


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23 Click Close.

24 Click Save to save the changes made to the TA Waiting List Form template. Then make a copy of this document and place it in the Custom Office Templates folder for quick access to complete the rest of the exercise.

25 Create a new document using the TA Waiting List Form and save it as TA Waiting List - September.

You should notice that the two headings in the Styles Gallery now have the same color applied to Heading 1 and Heading 2 styles in the TA Standards template.

26 Apply Heading 1 to the main heading in the table, and Heading 2 to the Interested in text.

With this form, you would likely apply the heading styles in the original template for everyone at Tolano Adventures to use, instead of creating a new document as just completed. The intent of the demonstration here was to show how you can copy styles to another template and apply them as may be needed when creating a new document. If this was a form that another division would use, they could then set up their own colors if they did not want to use the ones provided in the template.

27 Save the document again, and then close it, as well as any other open documents.

MMM Tolano Procedures

GS New Letterhead


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Lesson Summary In this lesson you were introduced to working with different elements that can be customized for a particular type of document or purpose, such as setting up templates, customizing themes, or managing styles between templates. You should now be able to:

create and manage building blocks

create and modify colors or fonts for themes

create and modify templates

organize styles, Quick Parts, or macros from one document/template to another

link to external data

Review Questions 1. If you always enter the filename at the end of each document, which feature would you activate for this

automatically occur?

a. Macro

b. Quick Parts

c. Merge code

d. Footer

2. Which option would you use to insert dynamic content?

a. AutoText

b. Document Property

c. Field

d. Building Blocks Organizer

3. Where can you go to view which document property field to use within a Quick Part?

4. Why should you click the Save command when you see the message regarding changes made to the Building Blocks.dotx file?

5. Why might you want to create a new theme with customized fonts or colors?

6. How do style sets differ from themes?

7. If you discover there is a virus attached to the Normal template, what can you do to remove the virus and prevent it from attaching to future documents?

8. If you want a newly-created template to be available in the New templates screen, where would you save the new template file?

a. \Program Files\Microsoft\Office\Templates

b. \Program Files\Microsoft Office\Templates\New from Existing

c. \Documents\My Documents\Office 2013\Templates

d. \Documents\My Documents\Custom Office Templates

9. How could you use the Organizer feature to manage templates?

10. Why would you want to apply restrictions with styles?

MMM Go online for Additional Review and Activities


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