REVIEW for APRIL 2008
CKCS Word Processing Review #66
Jerry Heaton, MS Word SIG Leader
A table of contents follows:
Click on the topic to go direct to that topic.
Contents
PRESENTATION: CELLULAR PHONE – THE IPHONE
MISSING TOOLBARS ON EMAIL OR WORD
USING THE FORMAT PAINTER TO ESTABLISH HEADINGS IN YOUR DOCUMENT
WORKING WITH MULTIPLE DOCUMENTS
USING SPLIT SCREEN ON ONE OPEN DOCUMENT
DISPLAY TWO DOCUMENTS SIDE BY SIDE..
USE CASCADE TO DISPLAY MULTIPLE DOCUMENTS.
We continue with this system:
- If there is a project a classmate has an interest, we attempt to demonstrate the “how to do” that project.
- We attempt to explain why things work as they do, or
- We will discuss a topic a classmate wants to know more about.
Note: “we” include the classmates. Often classmates help with demonstrations for projects and solutions.
PRESENTATION: CELLULAR PHONE – THE IPHONE
This
session included a video featuring the Apple iPhone. This presentation emphasized
how modern cell phones are aggressively moving into areas that had been
dominated exclusively by desktop and laptop computers. Our Microsoft Word
specialist, Jerry Heaton, got his first cell phone over 20 years ago. It
weighed 5 pounds. Jerry recently became the owner of an iPhone, (weighing 5 ounces) and showed on the big screen, most all
of the many features and the power of that particular instrument. The iPhone
came on the market a in 2007 with much fanfare. Several improvements have been
made since then.
NOTE: The tape recorder was off for the first part of this session, therefore those questions were missed.
Toolbars can be turned on or off on most any Microsoft product. The only Toolbar than cannot be turned off is the menu bar. The menu bar is the one with no icons, -- just words, i.e in Outlook Express the menu bar has FILE, EDIT, VIEW, TOOLS, MESSAGE and HELP.
If some of your toolbars are missing, they may have accidentally (or on purpose) been ‘turned off’. You might think that if the SEND icon is not in sight, you can’t send your Email, but actually, even with the toolbars ‘off’, you can go to TOOLS on the menu bar and find a SEND AND RECEIVE section.
Anyway, in Outlook Express to get all your toolbars turned on, right click in a vacant space on the menu bar and the following listings should show; TOOLBARS and VIEW BAR. When you left click on either one of those items, it will turn that item on. It will be necessary to right click again and then left click on the second item to get both items turned on.
If you are using Windows Mail there is a third item you should turn on, and that is the SEARCH BAR which is a great feature that comes with Vista.
Once you have your document finished with headings in place you may want to add a TABLE OF CONTENTS. (TOC)
There are some steps you need to follow to create a TOC
- Highlight the first heading you want in your TOC.
- Click on the STYLE box on the formatting tool bar (located to the left of the font name and the sixe box.
- There you will find HEADING 1, HEADING 2, and HEADING 3 (2 would be a sub heading of 1; 3 would be a subheading of 2). Make your choice and click on it. This will identify this as a heading you want in your TOC.
- Repeat steps 1, 2 and 3 until you have identified all heading in your document.
- Place your insertion point where you want your TOC to be located.
- Click on INSERT > REFERENCE > INDEX AND TABLES
- Select the TABLE OF CONTENTS tab.
- Then click OK
- If the resulting TOC is not as you want, delete it and repeat this process until satisfied.
Using the above system, an example of a table of contents, (which is not based on anything in this document) is illustrated below:
TABLE OF CONTENTS
Abraham Lincoln as a boy............................................................................... 6
Education........................................................................................................... 12
Setting up a law office..................................................................................... 33
On the campaign trail...................................................................................... 40
The election....................................................................................................... 48
The fateful night................................................................................................ 54
On an actual table of contents in Word, you can hover your insertion point over a listing in your TOC and the insertion point indicator should change to a small hand. Then clicking on the listing in your TOC your view will instantly ‘jump’ to that topic even though it might be many pages away. If by any chance your insertion point does not change to a hand when you hover over the listing, it may be necessary to hold down the control key as you click on a listing, and it should then ‘jump’ to the results.
If you transfer your word document with a table of contents to an Email or Web Page, you usually get the same ‘jump to’ results without holding down the control key.
TIP 1: Once you identify your first heading and assign it say HEADING 1, if you want to add color to that heading do it then.
USING THE FORMAT PAINTER TO ESTABLISH HEADINGS IN YOUR DOCUMENT
1. First, decide which will be the first headings you want to promote. This will become your model for the rest of the main headings in your document.
2. Then in the style box at the left part of the formatting toolbar, select a heading of the color, size and font you wish to use.
3. This sets your model primary heading the way you want it.
4. Place your insertion point somewhere in that new model heading
5. DOUBLE click on the format painter icon, which turns that feature on and keeps it turned on and memorizes the style, color, font and font size.
6. Find each subsequent heading -- place your arrow to the left of the subsequent lines you want to become headings, click once to the left of each subsequent headings. It will become identical to your model heading.
7. When finished, you may turn off the format painter by touching ESCAPE on your keyboard or by clicking on the format painter icon.
8. Once all your main heading have been done, go back to your first sub heading and select the appropriate color, font etc for subheadings from the style box.
a. Note: if you don’t find exactly what you want in the style box, RIGHT click on a heading in the style box and modify it to suit your needs. Then and in the future your modified heading should be available for your use.
WORKING WITH MULTIPLE DOCUMENTS
At times you need to work with two or more documents at the same time. The ideal thing is to open the documents, one at a time, until you get all the documents open that you want to use.
In WORD 2000 or WORD 2003, it is easy to move from one document to another. The trick is using a shortcut involving two keys. They are the ALT key and the TAB key. You hold down the ALT key and just tap the TAB key – while continuing to hold down the ALT key. This shows you a menu of all the documents you have open. There will be an icon for each document and when that icon is active, the title of the document will be listed in large letters below. Keeping the ALT key depressed, tap the TAB key again, and again, to continue to move from icon to icon.
When you get the icon/document that you want, just release the ATL key and instantly you have the document or program on the screen. When ready to access another ‘open’ document, just depress the ALT key again and keep it held down and tap the TAB key. Practice this some and see how it works.
Using Word 2000, 2002and 2003, this works with several word documents open, you may have a data base open, a web page open, America Online open, etc. It was easy to switch from one to another and copy, paste items from one document or the web page to another. Try this is works great.
If you are using WORD 97, this system works fine if moving from one program to another, but you can only open one Word Processing document in the grouping using the system described above. You may, however, while in WORD, look at a list of all open word documents by pressing ALT + W. If you have 4 word documents open, their titles will be listed and numbered 1 through 4. If you want to view document #3, simply press 3 on your keyboard. By the way, I recommend you upgrade to a newer version of Word.
USING SPLIT SCREEN ON ONE OPEN DOCUMENT
If you have
a long document open, you are able to split your display into two windows with
two separate rulers and two scroll bars. Either window may be used to view any
two parts of the same document at the same time. This is done by hovering over
the small rectangle (box) that sits just above
the arrow at the top of the right scroll bar. Hover your pointer over that
tiny box until your pointer changes to a double line with an arrow pointing up
and one pointing down (this is referred to as a RESIZE symbol). Once your
pointer changes to the resize symbol, click and drag the rectangle box to the
middle of the display creating two separate windows showing two parts of the
same document.
Since each window has its own ruler and its own scroll bar, this allows you to check or visit two parts of the same document in one view. It makes it very convenient to cut and paste something from the back portion of document and move it to the front or vice versa. This is a really nice editing feature.
View Of A Display Showing Two Different Views Of One Document
You may return to a normal (single window) view by hovering your pointer just over the rectangle box line which sits above the middle ruler and click and drag it back to the top of your display. Another way to return to a single window is to save and close your document then reopen it.
TIP: You may quickly switch from the top window to the bottom window by pressing SHIFT + F6
DISPLAY TWO DOCUMENTS SIDE BY SIDE
This is easily accomplished by using a Windows feature. Find a blank space on your task bar. Right click on the blank space and select TILE WINDOWS VERTICALLY.
Note: you may have to change the zoom viewing level of each document to view all the text, margin to margin, in each document (as in the examples above). The type might be rather small though. To change the zoom level, go to VIEW ZOOM and manually change the zoom level., If you have a wheel mouse, it is easier to adjust the zoom level
FROM TRICKS USING YOUR WHEEL MOUSE Hold down the control key on your keyboard and turn the mouse wheel back and fourth and you will increase or decrease your ZOOM level shown in the zoom window on your Standard toolbar. Try this in the page layout view. Go to VIEW > select PAGE LAYOUT. With that wheel and the control button held down, you may change your zoom level from 10% to 500%.
USE CASCADE TO DISPLAY MULTIPLE DOCUMENTS.
There are several ways to view multiple documents on your screen.
The system to use works best when working with only two documents. Open the two documents, they might be text documents, or spreadsheets or pictures. They both will show up on the Task bar at the bottom of your workspace. Right click on a blank area on the task bar. You will see several options shown below.
The stacked option has one document on the top half of the screen, with the second document on the bottom half. Obviously the side by side option is just that.
You may try cascade windows and you will see something like this with three documents open:
The system described above is not my favorite.
END OF APRIL 2008 SIG (WORKSHOP)
REVIEW for MARCH 2008
CKCS Word Processing Review #65
Jerry Heaton, MS Word SIG Leader
A table of contents follows:
Click on the topic to go direct to that topic.
Contents
PROBLEM: OTHERS ARE UNABLE TO OPEN THE DOCUMENTS I CREATE
SAVE ALL YOUR 2007 DOCUMENTS AS *DOC
FINDING TOOLS AND ICONS ON 2007 RIBBON
OTHER OPTIONS TO PUT YOU COMPUTER TO SLEEP
USING A SCANNER TO PUT TEXT ON YOUR COMPUTER
DISCUSS THE OPTIONS SECTION FOUND UNDER TOOLS ON THE MENU BAR
CLEAN UP THE APPEARANCE OF EMAILS YOU FORWARD
VIDEOS / ART SHOWN DURING THIS SESSION
In February and in this session, we are trying something new. The classmates suggest the topics.
- If there is a project a classmate has an interest, we attempt to demonstrate the “how to do” that project.
- We attempt to explain why things work as they do, or
- We will discuss a topic a classmate wants to know more about.
The reference of “we” includes my classmates. This is more of a challenge but I think everyone is enjoying this approach to the conduct of this SIG (workshop). The classmates are definitely involved.
PROBLEM: OTHERS ARE UNABLE TO OPEN THE DOCUMENTS I CREATE
This person has upgraded to Word 2007. That is what is causing this problem. The individual would Email a document to someone and they could not open it.
If you save a document in Word 2007, it saves the document in a completely different format. The extension on a Word 2007 document is *.DOCX,
whereas earlier versions of Word (Word 97-2003) are saved in *.DOC . A person with a version of Word 2003 or older, cannot open a document saved as .docx, they have to be using Word 2007.
The solution: Word 2007 has the capabilitie of saving documents as either *.docx or *.doc. If you save it as the latter version, Word 2007 and Word 2003 and before can open it.
In 2007, to save a document as a *.doc, click on the Microsoft button in the upper left corner and select SAVE AS and choose WORD 97-2003 DOCUMENT. Therefore persons with older versions of Word can open it.
SAVE ALL YOUR 2007 DOCUMENTS AS *DOC
If most of your friends don’t have the 2007 version yet, you may want to save all your documents in the old version. I am doing that until most all my friends’ upgrade to 2007.
To make this change in 2007, click on the MICROSOFT BUTTON, select WORD OPTIONS at the bottom of the dialog box and select SAVE files in this format; WORD 97-2003 Document (*.doc) (see illustration below)
More classmates are switching to Word 2007 (some to Office 2007, which includes Word 2007) – in fact, 30% of those in attendance have made the switch from older Word versions.
FINDING TOOLS AND ICONS ON 2007 RIBBON
Through extensive survey and study, Microsoft reorganized the location of various tools and icons from those familiar locations in previous Word versions to different places on the new Word 2007 Ribbon. The ribbon replaces the various toolbars. Microsoft has made available a convenient program you may download on your computer which shows the older toolbars and when you click on an item at its convenient location, it shows you where that item is located on the new ribbon. It is a neat program and is found for download using the following links:
http://office.microsoft.com/assistance/
They have similar programs for all 2007 MS Office products, Access, Excel, Word, PowerPoint and Outlook. .
This link goes direct to the download section – look for INTERACTIVE GUIDES
http://office.microsoft.com/en-us/training/HA102295841033.aspx
The question is it okay always just put your computer on standby when not in use? Some other classmates reported they never turn their computer off letting it run 24/ 7/ 365.
My belief is during the day, it is okay to use Hibernate, or Standby or Sleep for your computer when it will be a while before you return to the keyboard. From those modes, restarting is much quicker.
At night when going to bed, I believe you should turn your computer off. You save recently used and current documents and it resets everything when you start up again. According to Joe Isaac, when you use a program, there often are some operational files that are left on your computer when you close that program down. These unnecessary files are cleared out upon the next startup.
When you shut down your computer go through the proper procedure, go to START > SHUTDOWN. It is not good to push just the power button to kill the power to your unit.
OTHER OPTIONS TO PUT YOU COMPUTER TO SLEEP
There are two basic options for putting your computer to sleep when you're not actively using it, but don't want to use a normal SHUTDOWN
Standby is energy conserving, because your entire computer switches to a low-power state. The hard disk turns off and your computer uses less power. It's easy to return to work, because Standby leaves applications and files open on your desktop. Standby is perfect when you are going to be taking a break. Standby is not appropriate for long term use, overnight is probably pushing it. And it has one important limitation—everything is in memory, not yet saved to the hard drive.
Hibernate mode writes an image of what you are currently working on to a created file on your hard drive, and then shuts your computer almost completely off. To start up takes a bit longer than Standby, since it needs to write to your hard drive. Hibernate also takes a bit longer to resume, since you must go through essentially the normal boot process, although in Windows XP your computer wakes faster from Hibernate than in previous versions of Windows. The advantage is that you can leave your computer in Hibernate mode for days without any ill effect. When you start it back up, you'll see everything exactly as you left it. Hibernate is the perfect mode for shutting down for the night or even the weekend. However, periodically you should shut down your computer normally to reset everything.
USING A SCANNER TO PUT TEXT ON YOUR COMPUTER
The question was asked, is it possible use a scanner to put text into a word document?
Yes, it is possible, but you do have to have a special program to do this. Some more expensive scanners come with such a program. It is called OPTICAL CHARACTER RECOGNITION or OCR. If your scanner doesn’t have this capability, then the OCR program is a purchase item. OCR programs allow you to scan a printed page into your Word Processing and then you are able to modify the text or delete parts of it or reword that text. At times this can be a valuable tool and can save your thousands of keystrokes of having to type a document page from the beginning.
If you don’t have an OCR program, a scan of a printed page is handled as a picture and the text can not be edited or changed in such a picture.
DISCUSS THE OPTIONS SECTION FOUND UNDER TOOLS ON THE MENU BAR
If you go to TOOLS > OPTIONS your will find that this is where you are able to control how the computer helps you do word processing. There are multiple tabs here and under each, you are able to turn on or off some of these helpful features, should you want them to function or not function. When you first purchase Microsoft Word, many options, which Microsoft thinks will be useful, are turned on with check marks. If some of the features they consider helpful, bother you, just look for them and turn the feature off by removing a check mark.
A couple of examples:
Under the SAVE TAB, you may activate ALWAYS CREATE A BACK UP COPY by placing a check mark in front of that feature, should you want that to happen.
Under the SPELLING AND GRAMMAR TAB, they have checked CHECK SPELLING AS YOU TYPE. Since it is possible that I might misspell something in a heading, I prefer to remove the check mark they placed in IGNORE WORDS IN UPPER CASE.
Take a few minutes and study the various tabs you find other TOOLS > OPTIONS. Unless something bothers you, I would not change many of the features Microsoft has activated for you.
A classmate needed to have a long list of her husband’s medicines in a table so that upon visiting a doctor, she only had to take the list and not all the medicine bottles. She had a desire to alphabetize her list of medicines.
This is easy to do. Microsoft word allows you to sort in the field in a table alphabetically. Go to TABLE > SORT, and if your list has a header row, the sure to check at the bottom of that dialog box so your computer knows this fact. You may sort any column you choose alphabetically either in ascending order or descending order.
To create a project of this type, I recommend you use a table. See example below:
(This table has been sorted alphabetical by the medicines)
MEDICINE LIST FOR JOE DOE Prepared date
|
Medicines |
Frequency |
Doctor |
Refill needed |
|
|
Allegra 180 mg |
1 per day |
Smith |
No |
|
|
Aspirin 81mg |
1 per day |
Over the counter |
|
|
|
Centrum Silver |
One per day |
OTC |
No |
|
|
Fish Oil |
1 per day |
OTC |
No |
|
|
Lotrel 10/40 mg |
2 per day |
Johnson |
Yes |
|
|
Ocuvite |
2 per day |
OTC |
|
|
CLEAN UP THE APPEARANCE OF EMAILS YOU FORWARD
Some Emails you receive look like this:
Before you forward a messy e-mail like that above, I recommend you use a program that I have used for years. It is called Eclean. When you run your messy e-mail through Eclean it eliminates all those pesky arrows and chopped up lines.
You may download Eclean from a web site to your computer for your ready use. There is a free version you can download and Joe Isaac has a copy of this on his TIPS disk that he hands out. If you like the program, you should send the guy who wrote Eclean, $10. To use this program you simply copy the messy e-mail to your clipboard and then activate Eclean to CLEAN CLIPBOARD CONTENTS and paste back into your forwarding e-mail. The result looks like the example below.
Much better!
Print screen is an extremely hand tool. Every keyboard has a PRINT SCREEN key usually located to the right of the F12 key.
Print screen is similar to using copy and pasting text
within WORD, however, this feature enables you to take a picture of only what
you are seeing on your display. It will include the toolbars, dialog boxes and
such. It is an exact image of what you seen on your screen. Print Screen
mainly has two modes.
- SIMPLY TOUCH PRINT SCREEN button on your keyboard and an exact image of your entire display (title bar, menu bar, standard toolbar, text etc.) is copied to your clipboard and may be pasted into a Word document or into an Email. It is a picture and can not be edited.
- TOUCH ALTERNATE + PRINT SCREEN. This action, should you have a dialog box open, will copy to your clipboard ONLY the dialog box.
The image showing the print screen button on this page was copied from a web site and pasted here by using the print screen key. The image was of the complete display but was cropped using the PICTURE toolbar and only the edited picture was placed here.
ERROR MESSAGES
If you have an error message or some other dialog box on your screen, hold down the ALTERNATE key + PRINT SCREEN key and your copied image will only be of the dialog box. It is ideal to have the exact error message in front of you when you talk to technical support.
NOTE: Remember when you print screen you automatically copy to your clipboard, the actual image you have on your display at the time. If part of the text does not show on your display, it will not show when you print screen. Should part of your text not show, consider holding down the CONTROL key and turn the wheel on your wheel mouse to change the size of the view on your display.
Please note on our standard toolbar, the PASTE symbol is a
clipboard with a piece of paper in front of it. We often talk about the
clipboard when we copy (or cut) text or pictures in our word documents or from
our e-mails. When we copy either text or pictures from a document we say that
those items have been ‘placed on our clipboard’. I think of the clipboard as
an imaginary place in our computer where whatever we have copied or cut is
temporarily stored.
Once you choose another place in your current or a new document where you would like to place the item on your clipboard, you simply click on the paste icon (on the Standard Toolbar) to place the most recent item you have placed on your clipboard to the new location in a current or a new document.
Now the rest of the story: Actually your clipboard is capable of storing all recent items you have copied to it, however, when you use the PASTE icon or Control + V, only the last copied item is pasted. If you wish to see all recent copied items, turn on the task pane VIEW > TASK PANE > click on GETTING STARTED > CLIPBOARD. Click on OPTIONS at the bottome to change the setting to COLLECT all recent items copied to your clipboard.
When you turn off your computer everything on your clipboard is cleared.
VIDEOS / ART SHOWN DURING THIS SESSION
These will be forwarded to you upon request.
PICTURES TAKEN AT JUST THE RIGHT ANGLE. This is an Email.
(If you have a dial-up modem, the following will take a long time to download.)
BALLOON DRESSES (5.92 MB) PowerPoint
END OF MARCH 2008 SIG (WORKSHOP)