Session 12 - More Word Wonders

More of the easy stuff!!

This week we will continue to look at some of the Word features that are not as obvious or that we missed first time around, for those that were here last year.

Sorting in Word

One might think - "why do I need to know how to sort in Word, we have Access for that?" Well yes, but if you have a small list of items that you are writing as you think of them, you can use the sort feature to organise the items.

If your information is in a table it is very simple, just click on the sort button in the table layout.

The sort table dialog box will appear and you can select the sort column - simple.

But what about sorting text that is not in a table. This is easy as well.

This is the same document, but it has been converted to text paragraphs using the Convert To Text feature.

To sort paragraphs, use the sort button on the Home ribbon paragraph section.

Moving Paragraphs

As well as sorting paragraphs, you can very quickly move paragraphs up and down within a document. Using the same example, rather than sorting the paragraphs, you can move them up or down untilk they are in the correct spot. To do this, click in the paragraph that you want to move, use the keyboard shortcut of Shift+Alt+Up or Shift+Alt+Down key.

Status Bar

The Word 2013 Status bar is actually very useful and quite customisable. The Status Bar is located at the bottom of the screen (just in case you didn't know what it is called).


The left side of the status bar has:

• Page Number/Go To
• Word Count/Word count dialog box
• Proofing errors/Correction
• Language / Change Language
• Macros

The Right hand side of the status bar has:

• Document View options – Print, Full screen, Web, Outline and Draft
• Document Zoom.

Viewing Windows

One useful feature is the ability to view 2 documents side by side to compare their contents.

To do this, you need to have 2 documents open.

Click on View Side by Side

Review

You should already be aware of the basic review tools, but there are quite a few things that you can do with this ribbon.

Spelling and Grammar

Most people, me included, keep the Spell Check as you type option on. This will highlight any errors by underlining with red squiggly lines. You can right-click on the word to see alternate correct spelling.

You can also click on the Spelling & Grammar button to check your whole document.


This will allow you to correct mistakes that are consistent through your document - select Change All - or just do one word at a time. If you check the correct grammar option, it will also give you alternative grammar options as well as highlighting areas of your document that break the selected grammar rules. I must admit that I don't use this as I already know that my documents are informal and "conversational" without Microsoft telling me.

Research and Thesaurus

The Research and Thesaurus are useful tools that you can use when creating documents. I do sometimes use the Thesaurus, when you are sick of using the same word to describe something and need a different word or at least some inspiration.

Translate

As I am not a linguist, I am really not sure how good this tool works, but can only assume that it does a reasonable job! You can translate the whole document, or use the mini translator to translate words.

 

Comments

Comments are used during a review when there are multiple people who will collaborate on a document. One person may create the document and then allow a few other people to review the document and suggest changes.



You can add comments using the New Comment button. You can also use Ink Comments, which allow you to write a comment freehand using the mouse or a stylus if you have one.

When you load the document, you can view all of the comments and make any changes that were suggested,

Tracking

Tracking is very similar to comments - when multiple people are needed to collaborate on a document - such as an editor for a book publisher - the main person can review the document and decide which changes they may want to keep and discard those that they don't want to keep.

You need to turn tracking on before you start to make changes or review the document.

Once tracking has been turned on, any changes are tracked and the main user can review the changes and decide whether they want to keep them or not.

Text inserted and text deleted - note the markup

Adding inked comments - comments, whether inked or types, can help explain why  the changes were made

Inking Tools

Inking tools include highlighter pens and hand drawn doodles

Use the Review panel to see who made the changes and then the buttons to accept or reject the changes.

Compare

This is useful if you wish to compare two versions of the same document - this will highlight any differences there may be. A new document will be created highlighting the differences. Great if you have different versions stored and you lose track of what changes have been made along the way.

I have made some changes to version 2 of the Moodle document. I can use this to find out what those changes are.

The compare document is opened up in Review mode - you can review the changes in the document and decide whether you want to accept or reject the changes.

Insert Links

Hyperlinks

Hyperlinks are mainly used to link to web pages, but you can also link to an email address as well as a program.

Bookmarks

Bookmarks are used to link to a particular spot in a document. To create a bookmark, you need to go to where you want the bookmark and highlight the text or spot to mark it. You create the bookmark by giving the area a name.

Once you have created your bookmark, you can easily navigate to it by opening up the Bookmarks dialog, select the bookmark name and click on Go To or you can double-click the bookmark name.

Cross-reference

Cross-referencing allows you to refer to tables or figures that may be in your document. Cross references will look like Hyperlinks when inserted into a document.

Table of Contents

While we are looking at linking, this is an opportune time to point out that you can use a table of contents as hyperlinks to navigate through your document.

You will find Table of Contents under the References TAB.

Other References

Footnotes

Writers use footnotes and endnotes in documents to explain, comment on, or provide references to something they’ve mentioned in a document. Usually, footnotes appear at the bottom of the page and endnotes come at the end of the document or section.

Citations & Bibliography

You can add Citations to your document or create a placeholder and fill in the information later.

From Word Help:
Create a bibliography
Before you can create a bibliography you need to have at least one citation and source in your document that will appear in your bibliography. If you don't have all of the information that you need about a source to create a complete citation, you can use a placeholder citation, and then complete the source information later.

Note   Placeholder citations do not appear in the bibliography.

Click on the Citations drop down to add a Citation to your document. Complete the details in the Dialog Box.

Your citation will appear at the spot where you placed it.

Once you have all of your citations, you can Insert the Bibliography

Index

You can mark items that you want to appear in an index. All of the items you mark, will be included in the index when it is created.

Class Activity 1

Load a document that you may have on your USB.

Save it with a new name and make some changes.

Use Compare to compare the one you made changes to with the original.

Word Options

Word has many annoying things that it does by default. If they annoy you also, you may need to go into the Word Options and turn some things on or off. Here are a few of the things that annoy me!!

Generally, I am happy with most of the Autocorrect things, but a few of them annoy me. These things can be easily switched off. If there are some annoying items that aren't in the exceptions, you can add them.

AutoFormat and Autoformat as you type

Some of the Autoformatting can also be annoying, I particularly hate that Word will try and change a row of dashes into a solid line.
The difference between the AutoFormat options and AutoFormat as you type is when the autoformatting is applied - at the end of creating your document or as you are creating it.

Save - Advanced Options

The really annoying stuff is at the top!!!

File Locations

On the last page of Advanced options you can access the default file locations and change them if you need to.

Integrating Applications

Mailing Labels with Access

We can create mailing labels using Access – this is a good thing, really!! Access is a database that will allow you to store and manipulate of your data – clients, customers, friends – whatever. You know it and know what it is capable of doing.

When you buy sticky labels from the stationery shop, Officeworks or Kmart or wherever, there are a couple of major brands that are available. Microsoft Office applications have the templates for pretty much all of the major brands and styles of labels. If you can’t find the particular labels that you want to print on, then you can customise the labels to suit what you have.

Follow the prompts to lay out your labels and print if required.

Class Activity 2

Use the Customers table from the Access VideoVidiots database to create some labels in Access.

Mailing labels with Word

Labels are located within the Mailings TAB….BUT

With mail merge, it is always best to choose the Step By Step Mail Merge Wizard.

Follow the steps to create the labels.

You can print all kinds of labels using Mailings – not just address labels. They could be product labels for boxes or shelves, DVD labels, with complements cards, etc.

Class Activity 3

Use the same file to create the same labels in Word

Paste and Paste Link

You have to produce a report for your management on library visits over the past week. A counter was installed and the data taken off and collated into a spreadsheet.



To create a simple Chart, highlight the spreadsheet and choose a column chart from the Insert Chart ribbon.
Delete any blank series, pretty it up, add a title etc.

Here is the spreadsheet and the chart.

In Word, create your report.

The aim is to now insert the data and chart from the spreadsheet. There are a number of ways to do this, but to ensure that our data is up to date at all times, the best way is to create a link between the document and the spreadsheet. This is called OLE or Object Linking and Embedding.

In the spreadsheet, select the range of cells that make up your data.

Copy the information to the clipboard (Ctrl – C) or Copy.

In your document, click on the paste button arrow.

This gives you lots of different options about how you will paste and link this data. I chose to link and use destination styles.

You can resize the table to make it fit within your page width.

Save and Close your document and your spreadsheet

Go into the spreadsheet and change the data for Friday afternoon to be 720. Save and close the spreadsheet.

Reopen your document. What happened?

Class Activity 4

Try adding the chart underneath the spreadsheet.

You can pretty much do the same thing between any of the Microsoft Office Applications, and in fact, any Windows application - not just Microsoft.

Class Activity 5

PDF Files in Word 2013

Just for fun!!

Open a PDF document in Word 2013.