Microsoft Word Lab Sheet/ Misc Word Topics

 

Pasting into Word

Word gives you much power and flexibility in that it allows you to paste many types of things into a Word document. You can paste an image, a computer screen picture, another word file, an excel chart, a calendar, a text box, a caption, a hyperlink, the list goes on an on.

  1. Pasting a Picture/Image into word.

To paste an image into Word you select INSERT from the Toolbar and scroll down to the word picture. From this point Word will ask if you wish to use ClipArt or for you to tell it where the image file resides. At this point you will be required to remember where your images reside and then select that file. Upon doing so your image will appear in you document.  Note you can also copy an image from a web page and immediately insert into a document by clicking on the paste button or typing Ctr+V.

 

  1. Text Box: Sample text boxTo insert an excel chart you can either select an entire Excel file and insert or you can open up an excel worksheet select the desired items you wish to insert and then click on the copy button in Excel. (you can also type Crt+C, or go through the toolbar Edit—Copy). Upon returning to Word you will need to select Paste Special (Edit—Paste Special) and then select the Microsoft Excel Worksheet Object. If you want to insert your own excel worksheet that has not been created type on the box with the X underneath the toolbar.
  2. For almost all of the insert/paste techniques all you need to do is select insert from the toolbar and then scroll down to the item/function that you wish to execute.
  3. To insert a comment, select [G1]  Highlight the area you wish to comment on, then select Insert—Comment, then type in the comment you wish to enter.
  4. You can even bookmark places in your document. Just place the cursor in the area you wish to have bookmarked, and then select insert-bookmark. You will be required to give it a name. Then in the future when you wish to go to that place you can just go to the insert-bookmark and hit go to instead of add. You can also view your bookmarks by going to the toolbar—tools | options, and then selecting view bookmarks.
  5. To paste into Word a copy of a computer screen, say an internet site go to the site and then select ALT+Print Screen. You will not notice any change on your computer but when you go to the Word document and click on paste or type CRT+V your screen will appear on the page.

 

Auto Correct and Auto Text

Many of you have already worked enough with word to know that it has the ability to automatically correct your mistakes. This function is entitled as AutoCorrect. But did you know that you have the ability to customize your AutoCorrect entries?  Word already does this for your name, but it can be done for so much more.

      To add an autocorrect entry all you need to do is…. Click on Format | AutoFormat | Options | Auto Correct. A new screen will appear and then you just enter your letters with the replacement test.

      AutoText is a handy function as it allows you to create say a masthead for a newsletter (words with a graphic) and you can automatically enter it.

      To use AutoText in this way, type a heading, insert a graphic. Highlight the entire unit go to Click on Format | AutoFormat | Options | Auto Text. A new box will come up and give you an automatic autotext name. If this name is acceptable then click on Insert. Now whenever you wish to enter this in a document you need only to goto Insert | AutoText and then select the name that you designated for your masthead. Your new heading is now added. NOTE you can also perform the same function with AutoCorrect. The only difference is after you have highlighted the text you select Tools | AutoCorrect. Then click on the formatted Text button and you can have word automatically add the graphic whenever you type the autocorrect characters you have designated.

 

Which is better to use?

Widow/Orphan Control

      A Widow is an entire line that is left off to print on another page.

      A Orphan is one word that is left to be printed on another page.

      Use Format | Paragraph to enable Widow/Orphan Control.

 

A First Look At Macros

      A Macro is a programming aspect built into word to allow you to customize the program to make repetitive tasks for you easy. Let’s look at one easy example. Say you have to always write a lot of letters. What do you always do the same in every letter? You type your name and address, unless of course you work for a company and you use letterhead. But you don’t so every letter you write you have to retype your name, address, date, etc every time. One hard way to not retype all this info is to open up a saved letter, delete the items that do not pertain to your current letter and type away. But what if you could hit a button when you opened a new document that automatically listed your letter heading? That would be more efficient right? Now hear is how to set that up…..

 

The first step is to go to Tools | Macro | Record New Macro. This will then ask you whether or not you wish to place the macro as a toolbar or keyboard command. You will also be asked to give the macro a name. Upon completion, Microsoft Word begins recording and you have to manually stop it. Once you have stopped recording the macro is over. [type in your address before you stop recording] Now in the future whenever you hit that button you address will appear exactly where you typed it in. You can also use this record macro function to save and print at the stroke of one button.

 

Creating Envelopes from Word/Understanding the Auto Resume/Fax/Report Options

      

Mail Merge with Word (for this part use the word letter you downloaded)

      This process assumes you already have a ‘boilerplate’ letter created with a corresponding database. First step open up the word document. Then select Tools | Mail Merge. There are three main steps. The first step is to deal with the Main Document [Create], you can either select the active window or create a brand new document. The second step is to tell the computer where the data exists. Now make the connection (note you will have to change the selection criteria from Word Document to Access db). Next, in the example that you will use there will be no matching fields and you will be prompted and asked if you would like to edit main document. Click it, because yes you would like to edit main document. Now all you need to do is insert the proper fields. Once you are done you can view the merge data before you actually perform the operation. Click on Merge to actually execute the function.

 

Creating a Form Within Word

      This is a more complex function that currently you might find no use for. But what if you would like to obtain information about people without them altering your form and you do not have a website? Simple, Create a form in Word and then just send them the file. But in order to create a form you have to think about what to ask. For now, lets just get other people’s name address, telephone, sex .The next is to step click on View | Toolbars | Forms. This will bring up the form toolbar. Now type the word Name and then click on abl [stands for textbox] this will bring up a gray form. Do the same for address and telephone number. When it comes to sex you will want to add a drop down menu.  Once you click on the right icon (at this point you will have to pay attention to lecture because I cannot describe it) The new prompt box will ask you to enter the drop down criteria. Enter in Male then Add. Now enter Female then Add. When you are all done click on the padlock icon. Now the form is protected and all one can do is enter data. You have now just created a simple form.

 [G1]Sample comment box