Professional Documents
Culture Documents
Advanced
Word 2003 Long Documents
Advanced
Outline View................................................................................................................................. 7
Displaying the Outline.......................................................................................................................7
Sections ..................................................................................................................................... 12
Section Breaks................................................................................................................................12
Removing a Section Break .............................................................................................................13
Bookmarks................................................................................................................................. 14
Locating Bookmark Text.................................................................................................................14
Frames ....................................................................................................................................... 19
Saving Frames................................................................................................................................21
TOC Frames............................................................................................................................... 21
Saving the TOC Frame...................................................................................................................22
Indexes....................................................................................................................................... 22
Automatic Marking ..........................................................................................................................23
Inserting the Index ..........................................................................................................................24
Styles ......................................................................................................................................... 25
Modifying Styles........................................................................................................................ 28
Templates .................................................................................................................................. 32
Creating a Template .......................................................................................................................32
Something Else to Try ....................................................................................................................32
Permissions............................................................................................................................... 34
Installing the Rights Manager .........................................................................................................34
Setting Permission..........................................................................................................................35
Removing Permission.....................................................................................................................35
Newspaper Columns................................................................................................................. 37
Distributing Column Text ................................................................................................................38
Comparing Documents............................................................................................................. 44
Maintaining Links...................................................................................................................... 49
Cropping Images....................................................................................................................... 62
For Example: ..................................................................................................................................62
Connecting Shapes................................................................................................................... 81
Formatting Connectors ...................................................................................................................82
Themes..................................................................................................................................... 114
For Example.................................................................................................................................114
Applying Themes ..........................................................................................................................115
Something Else to Try ..................................................................................................................115
Outline View
Outline view shows the structure of the document with the different levels of text clearly displayed.
This view is used to reorganise the text in the document by moving, copying and changing the levels.
To use Outline view successfully, all text in the document should be formatted using styles, with the
default Heading styles used for all headings and subheadings.
An Outline example:
Choose View, Outline or click on the Outline view button at the beginning of the horizontal scroll bar.
X To activate the next outline level e.g. to change from Heading 1 to Heading 2, click on the
Demote button on the Outline toolbar.
X To move to the previous level (e.g. from Heading 2 to Heading 1) click on the Promote button on
the Outline toolbar.
X To return a paragraph to body text using the Normal style, click on the Demote to Body Text
button on the Outline toolbar.
X To move a paragraph up or down, click in the paragraph and then on the Move Up or Move
Down buttons on the Outline toolbar
X To view only specific levels of text, click on the Show button of the last number you wish to view.
To view all heading 1 and 2 text, for example, click on 2.
X To work with the selected level only, click on the Collapse button to hide all lower levels, or the
Expand button to view all levels again.
Keystroke Action
[Alt Shift -] Collapse all subheadings and text under the selected heading
[Alt Shift L] Toggle between displaying all body text or the first line of each paragraph only
A header or footer can be inserted in any document view, but will only be visible in Print Layout View
or Print Preview. By default, headers and footers will apply to the entire document regardless of the
page on which they are inserted.
X Position the cursor on any page of the section in which you wish to set the header or footer.
X Choose View, Header and Footer.
X The header area will be displayed and the rest document text will turn grey.
X The Header and Footer toolbar will display.
X Your cursor will be positioned in the header area where you can enter any text required. The
Header Style will automatically have been selected, and a centre and a right tab will show in the
the ruler.
X Enter any text required, or choose any required options from the Header and Footer Toolbar.
X Click Close on the header and footer toolbar to return to normal editing.
The Page Setup dialog box is used to set different headers and footers for the odd and even pages of
the document, or a different first page header or footer:
Sections can be used to set different headers and footers at specific points in the document.
X Position the cursor on any page of the section in which you wish to set the header or footer.
X Choose View, Header and Footer.
X If you wish the header or footer to be different from the previous section's, release the Same as
Previous button on the Header/Footer toolbar.
Page Numbering
If a document is split into sections, the pages can be numbered consecutively or with each section
starting at Page 1.
X Insert the page number in the header/footer and choose Insert, Page Numbers.
X Click on Format.
X Click on Continue from Previous Section on the header and footer toolbar if you wish the
numbers to run consecutively across sections.
X If you wish to start the section with a new number, click in Start At and type the first page number
for the section.
X Choose OK.
Sections
Until a document is split into sections, all formatting changes such as margins or headers and footers
will affect the entire document. Section breaks are used to split the document into sections that can
hold different formats without affecting the entire document.
Section Breaks
There are four types of section breaks that can be inserted into a document:
Break Description
Next Page This inserts a section break and page break so that the next section starts at the top of
the next page.
Continuous This inserts a section break at the cursor position so that the next section starts on the
next line.
Even Page This will start the next section on the next even numbered page.
Odd Page This will start the next section on the next odd numbered page.
Section breaks can be removed easily in normal view. Click on the Normal View button at the
beginning of the horizontal scroll bar or choose View, Normal.
Formatting options such as margins and page orientation can be applied to the current section by choosing the
relevant command and choosing This Section in the Apply To box.
Bookmarks
Bookmarks are used to mark text in documents and are used with fields and cross-references.
Bookmark names must begin with a letter, can be no longer than 40 characters in length and cannot
contain spaces.
To set a bookmark:
Once a bookmark has been assigned to text in the document, the bookmark name can be used to
locate and select the text at any time.
You can also you use the Find and Replace option to search for bookmarks
Cross Referencing
A cross reference is used to show where additional information is located within the document e.g.
See Table 1 on Page 13. You can cross reference bookmarked text or text formatted with one of the
default heading styles.
X Type the introductory text e.g. "For more information see ".
X Choose Insert, Reference, Cross-reference.
X Under Reference Type choose the item you are referring to (e.g. Heading or Bookmark).
X Under Insert Reference To choose the type of information you want to display (e.g. Page
number).
X If referring to a bookmark, choose the bookmark name in the For Which Bookmark list or if
referring to a heading, choose the paragraph text in For Which Heading.
X Choose Insert and Close.
For Example:
The following settings will insert a cross reference to the bookmark named Glossary. The page number that the
glossary is on will be inserted as a hyperlink.
If any changes are made to the document and you want to update the cross-references, select the entire
document and press [F9].
Footnotes appear at the bottom of the page while endnotes appear at the end of the section or document.
X Position the cursor where the reference number of the note is to appear.
X Choose Insert, Reference, Footnote.
X Choose whether to insert the note as a Footnote or Endnote.
X Choose Number format: and Start at: number.
X Choose Custom Mark if you wish to mark the note manually with a number, letter or symbol.
X Choose what numbering Continuous, Restart each section or Restart each page.
X Click on OK.
X To delete a footnote or endnote, select the reference number in the document and press [Delete].
X The footnote or endnote text will be deleted at the same time. To edit footnote or endnote text,
double click on the reference number.
All lines of the TOC are inserted as hyperlinks. Clicking on a TOC entry or its page number will automatically
move the cursor to that part of the document.
X Ensure all headings that will make up the table of contents are formatted using the Heading
styles.
X Position the cursor where the table of contents is to appear.
X Choose Insert, References, Index and Table and click on the Table of Contents tab.
X Choose the required options for the table of contents and click on OK to insert the table at the
cursor position.
X If you have not used the standard heading styles throughout the document then you will need to
Click the Modify button and assign your own headings to the table of contents levels.
The text in the Table of Contents uses the TOC styles - TOC1 for the main headings, TOC2 for sub headings.
These styles can be changed as required.
The table of contents will update automatically each time the document is opened. To update the
Table of Contents without re-opening the document:
X Click anywhere inside the table and press the right mouse button.
X Choose Update Field.
X Choose Update Entire Table and OK.
Frames
Frame pages are special documents that divide the screen into two or more panes, each containing a different
document. When the frame page is saved, links to all documents in the panes are created. When the frame is re-
opened, all linked documents will be opened in their panes.
To convert the original document to a frame, with the original text in one of the panes:
X Save the document in the normal way - this is important in case you make a mistake while
creating the frames.
X Choose Format, Frames, New Frames Page.
The original document will remain on screen, with the following Frames toolbar:
Button Description
New Frame Left Inserts a new, empty frame to the left of the original document
New Frame Right Inserts a new, empty frame to the right of the original document
New Frame Above Inserts a new, empty frame above the original document
New Frame Below Inserts a new, empty frame below the original document
Once a new frame has been inserted, a document can be displayed in this frame as follows:
X In the Frame tab, click on the Browse button and locate the document to display in the frame.
The name of the document will show in the Initial Page box.
X Check the Link to File box so that the document itself will not be saved in the frame, only a link to
the document. This ensures only one copy of the document exists without duplication.
X Choose OK.
Frames can be resized by positioning the mouse over the frame border and dragging as required.
Saving Frames
Once all frames have been added and the panes have been populated with documents, the main
frame page is saved in the normal way.
X Choose File, Save or File, Save As, or click on the Save button on the Standard Toolbar.
X Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box
and select the drive and/or folder.
X Click in the File Name box and type a new name for the TOC document.
X Click on Save.
When the main frame page is opened, all documents contained in its frames will be opened at the same time.
Any changes made will be saved in the relevant document.
TOC Frames
It is possible to create a table of contents in a new frame. The original document from which the TOC
will be created remains unaffected, while the TOC is saved under a different name. The TOC contains
a link to the original document so that any changes to the original document can be reflected
automatically in the TOC.
When the TOC is opened, the original document is opened on the right-hand side of the screen.
Each line of the TOC is a hyperlink to the relevant part of the original document.
It is possible to save the new TOC frame so that it can be opened again at a later stage.
X Choose File, Save or File, Save As, or click on the Save button on the Standard Toolbar.
X Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box
and select the drive and/or folder.
X Click in the Filename box and type a new name for the TOC document.
X Click on Save.
Indexes
An index can be created automatically from the text of a document. Before the index can be inserted,
all entries have to be marked in the document - this can be done manually or using a concordance
file.
An example index:
It is possible to mark the words you wish to appear in the index manually - although this can be a
time-consuming process.
Automatic Marking
It is also possible to mark all index entries automatically, using what is known as a concordance file.
The concordance file contains a list of all words to be included in the index, and is created in Word:
X Create a new document containing a list of all words to appear in the index - each word should be
on a new line. Save and close this file when complete.
X Activate the document in which you wish to create the index.
X Choose Insert, Reference, Index and Tables.
X Select the Index tab and click on AutoMark.
X Click on the drop-down arrow in the Look In box and select the drive and folder in which the
concordance document is stored. Select the name of the document from the list displayed and
click on Open.
X All words will be marked automatically with hidden text displayed. To hide the index codes and
paragraph marks, click on the Show/Hide button on the Standard Toolbar.
Note that the index entries that you type in the concordance file are case sensitive.
Once all entries have been marked, the index can be generated:
X Position the cursor where the index is to appear and choose Insert, Reference, Index and
Tables.
X Select the Index tab and choose the format for the index. To customise the format, choose From
Template and click on Modify. This will allow you to update the styles that make up the index.
X Choose OK to insert the index.
To add any new words to the index, ensure the words are marked before clicking in the index and
pressing [F9].
If the document changes, select the entire document and press [F9] to update the index
Styles
A style is a combination of formatting options that can easily be applied to the text in a document.
Styles speed up the formatting of a document and promote consistency - if the same style is applied
to all headings in a document, the formatting of these headings will always be identical.
A set of Heading styles is provided which should be used to format the different levels of headings in
a document. These are named Heading 1 to 9, Heading 1 being used for main headings.
The following keyboard shortcuts can also be used to apply styles to selected text:
Keystroke Action
Shift Ctrl S Activates the Style box on the Toolbar - press the arrow keys to select styles
Shift Ctrl N Applies the Normal style
Ctrl Alt 1 Applies the Heading 1 style
Ctrl Alt 2 Applies the Heading 2 style
Ctrl Alt 3 Applies the Heading 3 style
Shift Ctrl L Applies the List Bullet style
Creating Styles
If text already exists containing the formatting to be stored in the style, a style can be created quickly
as follows:
X Position the cursor inside the block of text containing the formatting.
X Click in the Style box on the Formatting Toolbar.
Show the Styles and Formatting task pane using the Styles and Formatting button on the Formatting
Toolbar.
X Click on the New Style button on the Styles and Formatting task pane.
X Enter a name for the style and any other settings in the top part of the dialog box:
X Use the buttons in the centre of the New Style box to add all formatting options for the new style:
X To add more advanced formatting, click on the Format button and select the format you wish to
change. Select the relevant option in the dialog box and choose OK. Repeat this step until all
formatting has been added.
By default, styles are stored in the document in which they are created. If you wish to reuse the same styles, they
can be stored in a template.
Modifying Styles
When a style is edited, all text using the style will be updated in the document.
X Show the Styles and Formatting task pane using the Styles and Formatting button on the
Formatting Toolbar
X Click on the style you wish to change - a drop-down arrow will appear. Choose Modify from the
drop-down list
X Make the changes using the Format button and the relevant formatting categories.
X Choose OK then Close to return to the document.
A style can also be modified by changing the format of any text in the document that has the style
applied to it.
X Select a piece of text that has the style applied that you wish to modify.
X Change the format of the text as normal.
X Click on the original style name in the Styles and Formatting Task pane.
X Choose Update to Match Selection.
Copying Styles
Styles are stored in the document in which they were created, and initially are only available in this
document. They can be copied between documents to eliminate the need to recreate styles over and
over again.
X Choose the styles to be copied by holding [Ctrl] and clicking on each style.
X Click on Copy.
X Choose Close when complete.
You can copy more than one style at the same time by holding down the CTRL key when as you select the
styles.
X Choose Format, Styles and Formatting to display the Styles and formatting Task Pane.
X Click on the drop down arrow on your required style and choose Modify.
X Click on Format and choose Numbering from the pop-up menu.
X Ensure the Numbered tab is selected and choose the required numbering style from those
displayed.
X To edit the style of numbering, click on Customize and amend as required (see diagram below).
Choose OK when complete.
X Choose OK and Close to apply the numbering.
It is also possible to number all headings in a document. The following document shows the
numbering of Heading 1 and Heading 2 paragraphs:
X Choose Format, Styles and Formatting to display the Styles and formatting Task Pane.
X Select Heading 1 in the Styles list.
X Click on Modify.
X Click on Format and choose Numbering from the pop-up menu.
X Choose the Outline Numbered tab and choose the format the most closely resembles the
numbering you require.
X To edit the formatting in any way, click on Customize. In the Level list, click on each level
number in turn and ensure the correct number format, number position and text position is
selected. Choose OK when complete.
X Choose OK and Close to apply the numbering.
Templates
Every Word document is based on a template - the default template for blank documents is
normal.dot. Templates can contain standard text and formatting that is entered automatically each
time a new document is created from the template.
As well as standard text and formatting such as margins and fonts, the following can also be stored in
the template:
Creating a Template
A new template can be created by adding all of the required elements to a new document e.g.
standard text, page setup, headers and footers and other formatting.
X Ensure all standard text has been typed and any formatting options to be saved in the template
have been applied.
X Choose File, Save As.
X Click in the File Name box and enter a name for the template.
X Change Save As Type to Document Template - the default template folder will be displayed.
X Choose Save.
It is possible to store the template in a subfolder of the default template folder, so the template will
appear under a different tab in the New Document dialog box.
X Enter a name for the new folder and click on OK, the folder will be opened for you.
X Click in the File Name box and enter a name for the template.
X Click on Save when complete.
X User templates are saved on the local C: drive and can contain any user-specific styles, AutoText,
macros and toolbars. The default user template folder is C:\Program Files\Microsoft
Office\Templates but this can be changed as required (see below).
X Workgroup templates are saved on a shared network drive and can be used by everyone in a
group or department.
User templates take precedence over workgroup templates. If normal.dot appears in the user directory and the
workgroup directory, the user version will be used by default.
Permissions
The Permissions button on the standard toolbar allows you to set the permissions on a document i.e. what can
be done to that document. For example, you can prevent certain users from saving the document, or only allow
access to the document for a set number of days.
You will need to download the Windows Rights Management Tool before you can set permissions in a
document. You will be prompted to do this when you click on the Permissions button for the first time
Setting Permission
To restrict the permissions for the current document, click on the Permissions button on the standard toolbar.
Removing Permission
Remove all permissions from a document by choosing File, Permission and Unrestricted Access.
Protecting Documents
You can protect your Word documents to restrict the type of changes that colleagues can make to these
documents. You can limit the formatting changes that can be made to the document, or can only allow certain
editing to take place:
Editing Description
Tracked changes All changes to the document will be marked, allowing you to accept or reject each change
as required
Comments No changes will be allowed to the text of your document, but colleagues may add
comments to the document
Filling In Forms If your document contains form fields, only these will be allowed to be accessed. No
changes will be allowed to the text of your document
No Changes No changes will be allowed
To set document protection, choose Tools, Protect Document to show the Protection task pane.
Restricting Formatting
X Click on OK
Editing Restrictions
To enforce editing restrictions, e.g. to form fields only, check the Allow only this type of editing box. Choose
the type of editing from the drop-down arrow.
If your document contains multiple sections, you can set the editing restrictions on specific sections only by
clicking on the Select Sections link. Uncheck each section you wish to allow full editing in, then click on OK.
When all settings have been selected, click on the Yes Start Enforcing Protection button.
You can assign a password at this stage. The password will need to be typed before the document is
unprotected.
Newspaper Columns
Newspaper columns are also known as "snaking" columns and are read from top to bottom. Text is
typed in the first column until the bottom of the page is reached. The cursor will then move to the top
of the second column where text will be typed in the same way.
To create columns for text that has not yet been typed:
X Position the cursor where the columns will start and choose Format, Columns.
X Type or select the number of columns required.
X Click on the drop-down arrow in the Apply To box and choose This Point Forward.
X Choose OK
Press [Ctrl Shift Return] to quickly insert a column break at the cursor position.
Inserting Comments
You can insert comments into any document if you wish to add a note about the text without interrupting the
document's flow.
X Choose Insert, Comment or click on the Insert Comment button on the Reviewing Toolbar
Comments show differently depending on the view you're using in your Word document:
In Print Layout view, the comment will appear as a balloon on the right-hand side of the page
In Normal view, comments will appear in the Reviewing Pane along the bottom of the screen. To hide
this pane, click on the Show menu on the Reviewing Toolbar and choose Reviewing Pane.
To remove a comment, right-click over the comment and choose Delete Comment from the shortcut menu.
Before collaborating in Word, it's important to ensure your user name and initials are set correctly, as these will
be used to identify your changes.
Comments will print with the document by default. To hide comments from print:
Tracking Changes
If you need to work on a Word document with a number of colleagues, you can track the changes that
each person makes to the document so that all changes are recorded.
When tracking changes, you can view your document in a number of different ways, using the Display for
Review list at the beginning of the Reviewing toolbar.
Option Description
Original This shows the original unchanged document
This is how the document would look if you rejected all changes
Original showing markup This shows inserted text and formatting changes in balloons on the right-hand side
of the page. Deleted text appears crossed out, in its original place in the document.
Final showing markup This shows inserted text in place in the document, but in a different colour and
underlined. Deleted text shows in balloons on the right-hand side of the page.
By default, the changes made by everyone that has worked on the document will show. You can view a list of
reviewers, and choose to show or hide each as required:
X Click on the Show menu on the Reviewing Toolbar and choose Reviewers
X To hide all changes by a specific reviewer, click in the box in front of that reviewer's name. Repeat
this step to show the reviewer's changes again.
Once all changes have been made to the document, you can review the changes and choose which to keep
(accept) or lose (reject).
X Press [Ctrl Home] to move the cursor to the top of the document
X Click on the Next button on the Reviewing toolbar to select the first change
X Click on the Accept button to keep the change and make it permanent in the document or
X Click on the Reject button to discard the change and keep the original document text
Button Action
You can accept or reject all changes in the document by clicking on the drop-down arrow of the Accept or
Reject button. Choose to Accept all Changes in Document or Reject all Changes in Document
Comparing Documents
f you have two versions of the same document, you can compare these to highlight all differences.
X Any text in this second that did not appear in the first will show as deleted text.
X Any text in first document that does not appear in this document will show as inserted text.
You can now accept or reject each marked change in the document as required. Use the following buttons on the
Reviewing Toolbar to accept or reject each difference:
Button Action
If you want to accept all changes, click on the drop-down arrow of the Accept button on the Reviewing toolbar
and choose Accept all Changes in Document.
If you save the file, the original of the second document will be replaced.
You can compare two documents and create a new document from the comparison.
X Press [Alt] and [Tab] until the correct application is selected. Release [Alt] only when the correct
application is highlighted or
X Click on the application's icon on the Task Bar along the bottom of the screen.
The Copy, Cut and Paste buttons on the Standard Toolbar can be used to copy data from one
application to another.
X In the source application, select the text or item you wish to move or copy.
X Choose Edit, Copy or click on the Copy button on the Standard Toolbar.
X Activate the target application and ensure the correct document position is selected.
X Choose Edit, Paste or click on the Paste button on the Standard Toolbar.
If the data does not paste in the correct format, choose Edit, Paste Special for more options e.g. Unformatted
text or Picture.
The following shortcut keys can be used to move and copy text:
Keystroke Action
Ctrl C Copy
Ctrl X Cut
Ctrl V Paste
Text can also be moved or copied from one application to another using the drag-and-drop feature.
X Right click on any blank area of the task bar to display the shortcut menu.
X Choose the required option to arrange all applications on screen.
X In the source document, select the text or object you wish to move or copy.
X To move - Position the mouse over selected item to display the white arrow shaped mouse
pointer. Drag the text over to the target application and release the mouse button.
X To copy - hold [Ctrl] while dragging and release the mouse button before releasing the [Ctrl] key.
Paste Link
It is possible to run multiple applications under Windows 95 or Windows NT, and to cut or copy data
between these applications. The application from which you are copying is the source while the
application to which you are copying is the target.
It is also possible to link data between applications. The data will be stored in the source application
with a reference to the data stored in the target. The target will be updated each time the source is
changed.
Linking keeps document sizes to a minimum as the original data is stored in the source file while only a
representation of this is stored in the target document.
X Press [Alt] and [Tab] until the correct application is selected. Release [Alt] only when the correct
application is highlighted or
X Click on the application's icon on the Task Bar along the bottom of the screen.
Linking Data
X In the source application, select the text or object you wish to copy.
X Choose Edit, Copy or click on the Copy button on the Standard Toolbar.
X Activate the target application and ensure the correct document position is selected.
X Choose Edit, Paste Special and click on Paste Link.
X Ensure the correct paste format is selected and click on OK.
Maintaining Links
By default, links are updated automatically each time the Word document is opened. This can be
changed to manual updating if required - the linked data will only update when the user chooses.
Open the document that contains the linked data and choose Edit, Links.
X Change to Manual updating and click on Update Now each time you wish to update the links.
X Choose Open Source to open the source application and document.
X Choose Change Source if the source file has been moved or renamed.
X Choose Break Link to remove the link without deleting the data from the Word document.
Embedding Objects
Embedding allows you to use all of the features from another program without leaving the current
applications. It can be used to insert Word tables into PowerPoint, Excel spreadsheets into a Word
document, etc.
The embedded object will be stored in the target document and as such can significantly increase the
size of the file.
As an embedded object is stored in the source document, this method should not be used if file size is an issue.
Formatting Text
The text in the Word document should be typed using the standard Heading styles – Heading 1
should be used for any slide titles, Heading 2 for any main bulleted points, Heading 3 for sub-bulleted
points, etc. Any body text with the Normal style will not be included in the presentation.
PowerPoint 2003 will be launched and the presentation will be displayed on screen. It can be edited
using any of the standard PowerPoint features.
If you wish to include Word text in an existing PowerPoint presentation, open the presentation and choose
Insert, Slides from Outline.
Inserting Graphics
Although Microsoft Office has a large number of ClipArt images available for insertion, Word also
supports a number of additional graphic formats so that images created in other applications may be
inserted into a document.
When an image is selected, the Picture toolbar is displayed automatically. This toolbar contains options for
formatting images:
To change the image colour, click on the Image Control button - the following options are available:
Option Description
Automatic Original colour of the image
Greyscale Colour is replaced by various shades of grey
Black and White Image is displayed only using black and white - no colour or grey shading
Watermark The image is made much lighter, so that text could be read over the image
Inserting ClipArt
ClipArt can be added to a document to illustrate a point or add light relief to a complex document.
ClipArt categories include signs, maps, symbols, currency and cartoons. Microsoft Office ClipArt can
be added to a document by using the ClipArt Task Pane
X Click on the drop down arrow at the top of the Task Pane and Choose Insert Clip Art
X Type a word or phrase that describes the picture that you are looking for and then click Search
X Your Images will be displayed in the Insert Clip Art Task Pane
X Scroll through the images until you find your desired image
X Click on the drop down arrow for that clip
X Click on Insert to insert the selected image in your document.
X Select the images to be inserted. Multiple images can be selected by clicking on the first image
and holding [Ctrl] while clicking on each additional image.
X Click on Insert.
When searching for images in the Clip task pane you may wish to be more selective in your search
options so that fewer images are shown, and they match your specified criteria more precisely.
Media Types
Category Description
Clip Art ClipArt, drawings and other static graphics.
Photographs photographs and scanned images
Movies Video clips, animated GIFs and other animations. Note that animated GIFs will display
only if the document is saved in HTML format and viewed in a web browser such as
Internet Explorer or Netscape.
Sounds Wav files and other sound clips
If you choose to add to the organiser now, Word will display a message while it finds and organises
your media files.
Once you have added clips to the organiser, you can locate clips and organise and insert them into
your slides as required.
X Click on the Clip Organizer link at the bottom of the Insert ClipArt task pane.
X Clips will be organised by the folder they were found in. Click on the name of a folder on the left of
the Clip Organizer window to view the images in that folder.
X Clips are also stored in collections, which are hierarchical lists of images that have keywords
relating to their collection
X Click on the image on the right that you wish to insert. A drop-down menu will be displayed.
X Choose Copy.
X Close the Clip Organizer using the button in the top-right corner of the window.
X Back in Word, choose Edit, Paste or press [Ctrl V] to insert the clip onto the current document.
You can create your own collection categories and import Clips into them and import clips from the Microsoft
Gallery On-line.
Text Wrapping
Images can be placed in line with the text of a document, or can float over text. If the image is set to
float over text, the document text can be wrapped around the image in a number of different ways.
Option Description
Square Text will wrap around all sides of the image in a square shape.
Tight Text will wrap around the shape of the image itself rather than the box around the image.
Through Text will wrap around the actual image, including any blank areas inside the image.
Top & Bottom Text will not wrap to the sides of the image, only above and below the image.
The image is placed behind the document text - the document text will cover the image if in the
Behind Text
same place.
In front of Text The image is placed in front of the document text, obscuring any text in the same place.
Click on the image and choose Format, Picture to display the following Wrapping options.
Select Square to wrap text around the left and right sides of
the picture's border. Once this option is selected you can
choose the sides to which the text will be placed.
The Text Wrapping button on the Picture Toolbar can also be used to control the text wrapping
around an image. Right click on the image and choose Show Picture Toolbar if the toolbar is not
displayed by default.
1) The image is floating over text and, as such, text can wrap around all sides of the image:
2) The image is not floating over text - only a single line of text can appear next to the image:
Repositioning Images
When an image is floating over text, it can be repositioned anywhere, including the margins of a
document. When the image is selected, white boxes or "handles" will appear around the image.
X Position the mouse over the edge of the image (not on a handle) and drag to move the object.
X Hold [Ctrl] while dragging to copy the object.
X Hold [Shift] while moving or copying the object to line it up perfectly with the original position.
Sizing Images
Although images can be resized by dragging the handles around the image, this will not ensure the
proportions of the image are kept.
Cropping Images
Cropping allows you to resize a graphic by hiding portions of the object. It is useful for removing
unwanted areas of the picture.
For Example:
An image before cropping: An image after cropping
To crop an image:
X Position the mouse pointer over a handle of the picture and drag the mouse to hide the required
portion.
Adding Captions
Captions can be added to each image in a document and numbered sequentially. When an image is
added or removed, all numbers will be updated. Depending on whether the image is floating over text
or not, the caption will appear in different positions:
If the image is set to float over text, the caption will be placed in a text box that can be repositioned as required.
If the image is not set to float over text, the caption will be placed on the next line of the document
To insert a caption:
The AutoCaption button is used to add captions to images automatically as they are inserted.
All lines of the table are inserted as hyperlinks. Clicking on a table entry or its page number will automatically
move the cursor to the object referenced.
X Position the cursor where the table of figures is to appear and choose Insert, Reference, Index
and Table.
X Click on the Table of Figures tab.
X Choose the required options for the table of figures and click on OK when complete.
Only captions from images that have not been set to float over text will be included in the table of figures.
To update the table of figures with any new captions added to the document:
Drawing Lines
If the drawing canvas is disabled, you can draw lines anywhere on the document page:
The following keys can be held while drawing the line to change the way in which the line is created:
Key Action
Shift Forces a straight line
Ctrl Draws the line from the centre out.
Shift + Ctrl Draws a perfectly straight line from the centre out
Drawing Shapes
X Click on the Rectangle or Ellipse button on the Drawing Toolbar or click on AutoShapes and
select the required category and shape (see table below).
X Position the mouse where the top-left corner of the shape should appear, then click, hold and
drag the mouse diagonally to create the required shape and size.
The following keys can be held while drawing the shape to change the way in which the shape is
created:
Key Action
Shift Forces a perfect shape e.g. a square or circle
Ctrl Draws the shape from the centre out
Shift + Ctrl Draws a perfect shape from the centre out
AutoShapes
Category Description
Various line styles such as scribbles, freeform lines and arrowed lines.
Additional AutoShapes can be created by choosing More AutoShapes from the AutoShapes menu.
This reveals the Clip Art task pane displaying various pre-created images, including:
If you would prefer not to use the drawing canvas then click Tools, Options, Click on the General Tab and de-
select the create drawing canvas when inserting AutoShapes option.
Selecting Objects
A line, shape or other object such as an image must be selected before it can be manipulated in any
way. It is possible to select a single object, or multiple objects on a
page.
X Drag the mouse over all objects to be selected, as in the following illustration:
If you would prefer not to create a drawing canvas, you can disable this feature. You can then draw shapes
anywhere on the page.
To display gridlines
X Click on the Draw menu on the Drawing toolbar and choose Grid
X Check the Display Grid lines on screen box
X Click on OK
To ignore the grid snap when positioning a graphic hold down the ALT key as you move the object.
Moving an Object
X Position the mouse over the edge of the object (not on a handle) and drag to move the object.
X Hold [Ctrl] while dragging to copy the object.
X Hold [Shift] while moving or copying the object to line it up perfectly with the original position.
X Hold [Alt] while moving if you would like to ignore the grid settings
Many AutoShapes also display a small yellow diamond when selected. This handle can be used to
change the shape of the object when dragged in different directions.
It is possible to change a shape into another shape entirely without losing any formatting:
Press [Ctrl D] to duplicate the selected object. The copy will be placed slightly below and to the right
of the selected object.
Aligning Objects
The Align command is accessed through the Drawing Toolbar and is used to ensure shapes or objects
are precisely aligned with each other. If the Align Left option is used, for example, all selected objects
will be lined-up with the left-most object.
For Example:
Objects before left alignment Objects after left alignment
Align Centre should be used to align objects in a column, while Align Middle should be used to align objects in
a row.
Distributing Objects
The Distribute command is also accessed through the Drawing Toolbar and will ensure the spacing
between three or more objects is identical.
For Example:
It is possible to create a toolbar containing the Align and Distribute options. This is especially useful if
you use these commands over and over again.
Grouping Objects
Multiple objects can be grouped to a single object that can be moved, copied or formatted in a single
command. The Group commands are available through the Drawing Toolbar.
The following objects are separate and will While the following objects are grouped.
always have to be selected one at a time. Clicking once on either object will select both.
To group objects:
To ungroup objects:
If a group of objects has been ungrouped, they can be regrouped quickly without the need to select all individual
objects first.
X Choose Draw, Regroup. The last set of ungrouped objects will be regrouped.
X After you have selected multiple graphics you can reveal the grouping options by right clicking
the mouse on any selected graphic.
Example Description
Original shape
X Select the object to be rotated or flipped. Multiple objects should be grouped before selecting
them
X Choose Draw, Rotate or Flip
X Choose the required option from the submenu displayed.
Free Rotation
When you select a shape or item of ClipArt a Rotate tool will display on that graphic as a small green
circle, which will allow you to rotate your image to the desired angle.
It is possible to create a toolbar containing the Rotate and Flip options. This is especially useful if you
use these commands over and over again.
Applying Formatting
X Change the line thickness and style by clicking on the Line Style button and choosing the
required format.
X If a dashed line is required, click on the Dash Style button and choosing the required dash
format.
X To add an arrowhead to the start and/or end of a line, click on the Arrowheads button and
choose the required option.
Additional Formatting
The line and fill formatting of a shape can also be changed as follows:
X If a line has been selected, and not a shape such as a circle or rectangle, arrowheads can be
added to the beginning or end of the line.
X Remove the colour from a shape by clicking on the drop-down arrow in the Fill Colour box and
choosing No Fill.
X Remove the line around a shape by clicking on the drop-down arrow in the Line Colour box and
choosing No Line.
It is possible to set the default format, so that any new lines and shapes will be formatted
automatically:
X Right click on the shape containing the format you wish to set as the default.
X Choose Set AutoShape Defaults.
Connecting Shapes
You can connect shapes and lines that you have drawn using a connector too. Connectors will allow
you to access points on the border of a shape and join to a point on another shape by selecting a
number of connection types.
The example below shows shapes and a variety of connector lines - straight, curved and with arrows.
To use connectors:
If using elbow connectors, use the yellow box on the selected connector line to change the shape of the elbow.
Formatting Connectors
Once the connector has been drawn if you need to amend it, access the shortcut menu for that
connector by right clicking it.
Shadows
There are many shadow effects that can be applied to objects in Word, for example:
3D Effects
Text Boxes
Text boxes can be used to position text or graphics anywhere in the document, and to wrap the text
around these boxes in different ways. Text boxes can be positioned anywhere - including in the
margins, header, footer or over another text box.
Before inserting a text box, ensure you are in Print Layout view and that the Drawing Toolbar is
displayed.
X The drawing Canvas will appear to help you to position your text box
X Position the mouse where the top-left corner of the box should appear and drag the mouse
diagonally to create the required shape and size.
X Release the mouse button to display a cursor inside the text box.
X Type the text to appear in the box.
X Click away from the box, in a blank area of the document, when complete.
X Fit or Expand the Drawing Canvas using the Drawing Canvas toolbar, if required
Text boxes are moved and sized in the same way as other shapes.
For example:
To link a text box with another, first ensure the second text box is entirely empty.
X Right click on the edge of the text box containing the text you wish to wrap to another box.
X Choose Create Text Box Link from the shortcut menu displayed.
X Click anywhere on the text box you wish to link with the first.
X Once your text has filled the first text box it will automatically flow to the next text box
To remove a text box link, right click on the edge of the first text box and choose Break Forward Link.
Text box with no wrapping. Document text is covered by the box if in the same position on the page:
Option Description
Square Text will wrap around all sides of the image in a square shape.
Tight Text will wrap around the shape of the image itself rather than the box around the
image.
Behind Text The image is placed behind the document text - the document text will cover the image
if in the same place.
In front of The image is placed in front of the document text, obscuring any text in the same place.
Text
For Example
A mail merge is performed by following each step in the Mail Merge Task Pane. You can navigate
forwards and backwards through the steps of the Mail Merge Wizard by using the controls at the
bottom of the task pane.
You can also select merge options by using the Mail merge toolbar
X If it does not display, choose Tools, Letters and Mailings, Mail Merge Wizard to display the
Mail Merge Task Bar
X Select the type of document you require for the merge (see table below)
Once you have selected your document type click on Next at the bottom of the task pane to move on to
step 2
X In the task pane, select the source for your main document (see table below)
X Once you have selected your starting document source, click on Next at the bottom of the task pane
to move to Step 3
Option Description
Use an existing You can select names and addresses from an existing word document, or merge to
list data stored in a number of other formats, such as Excel spreadsheets, Access
tables and queries and comma delimited files.
Select from You can select names and addresses from any Outlook contacts folder that you
Outlook contacts have access to.
Type a New list The Mail Merge Wizard will assist you to set up your recipient list.
X Click on New Entry to add the next record to the data file. Press [Tab] to move between the
fields.
X Click on Delete Entry to remove the selected record
X Click on Find Entry to search for previously entered data
X Click on Filter and Sort to select specific records to merge
X Click on Customize to add or delete fields
X Click on Close once you have finished entering the data. Save the data source file by locating the
required drive and folder then clicking on Save.
Your data will be displayed in the Mail Merge Recipients list window. Make any additional modifications such as
sorting, selecting and filtering and then click OK.
Click on Next at the bottom of the task pane to move to step 4 of the mail merge.
If you have not selected a previously typed document, or template that contains text, you will now
need to type your letter in the document displayed in the left hand window.
To proceed with your mail merge you need to position fields from the recipient list in the document
where you would like the data to appear in the document.
Option Description
This adds an address block for the top of the letter - you can choose how the
name and address will appear
This adds a greeting line e.g. Dear Mr Smith. You can choose exactly how this
greeting will appear
You can only use this option if you have electronic postage software installed on
your computer
This lets you add the content of a specific field at the cursor position e.g. Name or
Zip Code
As well as inserting fields, you can type any text or insert items such as tables, images, etc. as required. All
merge fields will appear in double-angled brackets in the document:
The same fields can be used more than once in the main document e.g. you could use the First Name in the
address of the document, and again in the salutation line.
Matching Fields
If you have used a data source other than one created in Word or using Outlook contacts, your data source field
names may not match Word's defaults. If your data source contains a column named Surname for example, this
will not be recognised by Word as the column here is called Last Name.
X In the Address Block, Greeting Line or More Items dialog box, click on Match Fields
X Next to each field, select the matching field from your data source
X Click on OK
X Click the Next and Previous buttons to navigate through the merged letters
X Click Exclude this recipient to exclude the displayed recipient from the merge
X If you would like to further manage your recipients click Edit Recipient List
X When you have viewed all the records you need to, click on Next to proceed to step 6 to complete
the merge
Mail merge is used to combine the contents of two separate documents to produce a third. It is
usually used to combine a document containing many different addresses - the Recipient list - with a
standard letter - the main document - to produce a final merged document.
X Click on the Print button in the task pane to merge directly to a printer
X Click on the Merge to Document button on the Mail Merge toolbar to merge to a blank document.
This will allow you to check all letters before printing
If you choose the Print option, you can choose the records you wish to merge:
It is not necessary to save the result of the mail merge. As long as the data source and main documents are
saved, it will be possible to perform the merge again if required.
X Click on the Edit Recipient List link on the mail merge task pane
X Click on the drop down arrow of the heading of the column you wish to filter
X Click on the drop down arrow of the heading of the column you wish to filter
X Click on Advanced
X Choose the required query options and click on OK when complete.
Query Examples
The following query will merge only those records with a city of London or Manchester:
The following query will merge only those records with a city of London that have nothing in the
Company field:
It is possible to merge a range of records, for example the first 20 records, or 10 records from the
middle of the data source.
X When you reach Step 6 of the mail merge click on the Edit Individual letters option
X Click in the From and To box and type the first and last record numbers to be merged
X Click on OK to preview the resulting merge
You can add or amend these default fields by clicking the Customise button when creating the data
source:
To remove a field:
The navigation buttons at the bottom of the dialog box are used to navigate records and select the
record to be amended:
X Add a new record by clicking on New Entry. Enter the new data as required.
X Remove the current records by clicking on Delete Entry
X Change the field structure of the data source by clicking on Customise
The data in the Excel worksheet should be entered using the following rules as a guide:
X Field names should be entered into the first row of the spreadsheet. These names should not
include any full stops, exclamation marks or brackets. Each field name should be unique.
X There should be no blank columns or rows within the range of data.
X All data should be contained on a single worksheet.
To merge with external Excel data, create a new, blank document and choose Tools, Letters and
Mailings, Mail Merge.
X Choose the type of document to create e.g. letters, then click on Next.
X Choose to Use the current document, then click on Next
X Choose to Use an Existing List and click on Browse
X In the Files of Type box, choose the type of file you wish to use as the data source e.g. Excel
Files
X Locate the file and choose Open.
X Choose the sheet that contains the data you wish to import
X Click on OK
X Click on OK to continue with the mail merge
X Choose Tools, Letters and Mailings, Mail Merge Wizard to display the Mail Merge Task Pane
X Select a document type of Labels
X Click Next to go to Step 2 of the Mail Merge Wizard
X Click the Label Options link to set up the labels.
X Click Use Current Document. If text is currently displayed in your document window this will be
cleared.
X Click OK
X Click Next to go to step 3
X Open or create your recipient list
X Click Next to proceed to step 4
X Use the Arrange your labels options to place an address block or fields on the label
X Click the Update All Labels button to copy your fields to all labels
X Click Next: Preview your labels
X If you need to sort, select or filter your recipients, click Edit Recipient List
X When Complete Click Next: Complete the Merge
X Click Print to output the labels to a printer or click Edit Individual Labels to out put to a new
document
If you leave the HTML version of the file open in the web browser, any changes to the document will not show in
this version automatically - even if you use your browser's Refresh button.
To show the latest version of the document in your browser, close the browser and run the Web Page Preview
command again.
HTML stands for HyperText Markup Language - the standard format for web pages.
X Choose File and New, this will reveals the New Document task pane.
X Choose Web Page from the New from template section.
A new, blank web page will be created. You can now type and format text and insert images, tables, etc.
X Choose File and New, this will reveals the New Document task pane.
X Under Templates, click on On My Computer
Once you have used the Web Page Wizard once a link to it will appear in the New From Template section of
the task bar
The Web Page wizard has 5 steps, preceded by an Introduction. Read the introductory text and click on Next to
view the first step:
The first step of the Wizard requires you to enter a title for the web page - this will appear in the title bar of the
Web Browser while your web page is open. This step also requires you to enter the location in which the web
page should be saved. Enter the required details and click on Next.
Step 2 - Navigation
If your web will contain more than one page, Word will automatically create navigation links that can
be used to display each page as required. These links can be placed in a frame that will always
appear at the top or left of the browser window, or as a separate page that can be activated from all
pages. Choose the required option and click on Next.
This step allows you to add more pages to the web - either new or existing. New pages can be blank
or based on a template. Add or remove the required pages and click on Next.
This step allows you to change the order in which the pages will appear in your web, as well as
renaming files so that they have appropriate titles. Change the web as required and click on Next.
The final step allows you to apply a global format to your web pages. The theme will add a set
background to all pages, and format all headings, lines and bullets using set options. Choose the
required theme and click on Next. Click on Finish to create the web pages and display the first frame
in Web Layout view.
When a button on this toolbar is used, you are automatically switched to Web Design mode. Click on
the Exit Design Mode button when all items have been added to the page.
Inserting Sound
Sound can be added to the page so that it plays automatically when the page is loaded:
Inserting Movies
Movies can be inserted to play when the page is opened or when the mouse is positioned over the
movie placeholder.
Scrolling text will not display in some web browsers such as Netscape 2 or 3.
X Click on the Insert Scrolling Text button on the Web Tools toolbar.
X Highlight the sample text and replace it with the text you wish to use. The Preview box will display
this text automatically.
X Change the Speed of the text by moving the marker between the Slow and Fast settings as
required.
X To change the background colour of the scroll box, click on the drop-down arrow of the
Background Colour box and choose the required option.
X Choose OK.
X While the box is still selected, change the text colour by clicking on the drop-down arrow of the
Text Colour button on the Formatting Toolbar.
The page background can be changed to a single colour or texture. For example, the following page
is shown with the Stationary background, then with White Marble:
Inserting Hyperlinks
A hyperlink is a link to a specific part of the current document, a different document or a website.
Hyperlinks appear as underlined text and, when clicked, will activate the target automatically. The
following types of hyperlinks can be inserted into Word documents:
Inserting Hyperlinks
There are four options for the targets of hyperlinks created in Word:
X To link to another file, Word or other, click on the Existing File or Web Page icon. Navigate the
folders in the centre of the dialog box to find the file you wish to link to.
X To create a hyperlink to a web page, click on the Existing File or Web Page icon and type the
full URL of the page in the Address box e.g. http://www.company.com. If a link to the page has
been used recently, click on Browsed Pages to choose the link from your History list.
X To link to a heading or bookmark in the document, click on the Place in this Document icon.
Choose Heading and the appropriate heading, or Bookmark to list all bookmark names
available.
X To create an email hyperlink that will create a new mail message when clicked, click on the E-
mail Address icon and type the full Email address e.g. john_smith@company.com. If messages
created using this link should always have a specific subject, enter this in the Subject box.
Automatic hyperlinks can be inserted as you type, provided the correct AutoFormat as you Type command is
enabled. To enable the command, choose Format, AutoFormat and click on Options.
Choose the AutoFormat as you Type command and ensure the Internet and Network Paths with hyperlinks
command is checked.
X Hyperlinks to web pages can be created automatically by typing the full URL address of the
website e.g. http://www.company.com.
X Email hyperlinks can be created by typing the full email address e.g. johnsmith@company.com.
When this link is clicked, an Outlook message will be created and addressed automatically.
X Hyperlinks to files can be created by typing the computer, folder and filename e.g. \\pc-
one\data\test.doc. When clicked, the file will be opened.
Hyperlink Options
Word is set so that you need to hold [Ctrl] while clicking on a hyperlink to follow that link. If you prefer,
you can disable this option so that hyperlinks can be clicked with no key held down.
To allow for this feature, each file saved in HTML format will have an accompanying folder of the
same name, containing related HTML pages. It is important to remember that moving the HTML file
without the related folder could result in errors in the web pages - always keep the file and folder
together in the same location.
The page will be displayed in Web Layout view and can be edited and formatted as required.
Themes
Themes can be applied to pages to give them a uniform format - including background, bullet style
and heading format.
For Example
Applying Themes
Use styles to ensure all theme formatting is used. The Heading1 style should be used for main headings,
Heading2 for subheadings and List Bullet for bulleted paragraphs.
X Click on the drop-down arrow of the Border button on the Formatting Toolbar.
Recording Macros
A macro is a collection of Word commands that can be run automatically by clicking on a button or pressing a
keystroke. Macros are used to automate tasks and create templates - they should be used whenever a series of
commands will be executed repeatedly over a period of time.
Macros are stored in templates and can only be run if the template is active. If you wish to run a
macro from any document, it should be stored in the NORMAL.DOT template.
Creating Macros
The easiest way to create a macro is by recording it. Macros can be recorded by manually carrying out the steps
you wish the macro to store.
Running Macros
Double click on the REC box of the Status Bar to record a macro.
Running Macros
Before a macro is assigned to a button, menu or keystroke, it can be run in the following way:
Many of the CTRL keys have already been assigned word commands. Use CTRL + SHIFT or ALT key
combinations. You can assign shortcuts to function keys F1 to F12 too.
It is possible to reset the keyboard so that any non-standard keystrokes, such as those assigned to macros, are
removed. Only Word's default shortcut keys will remain assigned to their commands.
X Release the mouse button only when the correct position has been selected.
Customising Icons
Once a command has been added to a toolbar, it can be customised in many ways. Customisation
includes changing the picture of the icon, displaying text labels instead of pictures or adding
separators between icons.
Menu Text
The following is an example of a custom toolbar that contains three standard Word commands for
printing, saving and closing documents, as well as two standard fonts and a macro recorded by the
user:
Creating a Toolbar
Toolbars are stored in templates - if you wish a toolbar to be available in any document, it should be
stored in NORMAL.DOT.
X Click on the Commands tab and choose the category containing the command you wish to add
to the toolbar. All relevant commands will be displayed.
X Click on the required command and drag this over the new toolbar. Release the mouse button to
place the command on the toolbar.
Repeat the above steps until all commands have been added to the toolbar.
Choose Close from the Customise dialog box when complete.
Category Description
File ... Control Each menu is represented as a category. When the category is selected, all commands
Toolbox from that menu will be displayed.
All styles stored in the selected template, plus any default styles that have been used in the
Styles
document
Customising Icons
Once a command has been added to a toolbar, it can be customised in many ways. Customisation
includes changing the picture of the icon, displaying text labels instead of pictures or adding
separators between icons.
An icon can be removed from a toolbar at any time simply by holding [Alt] and dragging the icon off
the toolbar. It is not necessary to choose Tools, Customize before using this method to remove an
icon.
Macro Security
A macro virus is a virus stored within a macro in a document or template. When you open the document and
execute the macro, either knowingly or by accident, the virus will be activated and stored in your main Word
template. After this has occurred, each document you open is in danger of being infected by the virus - and it is
possible for you to transfer the virus to other user's computers by emailing documents or saving files on shared
network drives.
For this reason, Word 2003 offers a number of security levels for the treatment of files containing macros.
Level Description
Very High Unsigned macros are disabled, and signed macros are only enabled if installed in a
trusted location
High Unsigned macros are disabled while signed macros are enabled.
Medium If the macro is unsigned, the user will be prompted as to whether they wish to enable or
disable the macro. Signed macros are automatically enabled.
Low All macros, signed or unsigned, are enabled.
You can also set macro security by choosing Tools, Options and the Security tab. Click on the Macro
Security button.
If you have virus scanning software installed on your computer that is compatible with Office 2000 and
above, all macros will be scanned for viruses before they are enabled. For this reason, it is always
recommended to work only on a computer that has an active up-to-date virus scanning application.
Templates
Every Word document is based on a template - the default template for blank documents is
normal.dot. Templates can contain standard text and formatting that is entered automatically each
time a new document is created from the template.
As well as standard text and formatting such as margins and fonts, the following can also be stored in
the template:
Creating a Template
A new template can be created by adding all of the required elements to a new document e.g.
standard text, page setup, headers and footers and other formatting.
X Ensure all standard text has been typed and any formatting options to be saved in the template
have been applied.
X Choose File, Save As.
X Click in the File Name box and enter a name for the template.
X Change Save As Type to Document Template - the default template folder will be displayed.
X Choose Save.
It is possible to store the template in a subfolder of the default template folder, so the template will
appear under a different tab in the New Document dialog box.
X Enter a name for the new folder and click on OK, the folder will be opened for you.
X Click in the File Name box and enter a name for the template.
X Click on Save when complete.