Friday, 15 February 2019

Microsoft Training - Word Intermediate 1 day course outline video

Microsoft Training - Word Intermediate 1 day course outline video



Microsoft Training - Visio Introduction 1 day course outline video

Microsoft Training - Visio Introduction 1 day course outline





Excel Intermediate 1 day course outline video

Microsoft Training - Excel Intermediate 1 day course outline





Microsoft Word - Formatting - Inserting Page Breaks

Inserting Page Breaks 


Page breaks can be inserted between text where a page break, that does not occur naturally, is required.  It could be between chapters where each new chapter starts on a new page.

1. Position cursor at point of page break

2. Select the Insert Ribbon

3. Click on the Page Break button on the Pages Group


An alternative method is

The shortcut key is Ctrl-Return

Section Breaks 


Section breaks are a way of separating different parts of a document that needs to be treated differently.  It could be the table of contents from the rest of the document or may be having a document go from portrait to landscape.


1. Position cursor at point of page break

2. Select the Page Layout Ribbon

3. Click on the Breaks button on the Page Setup Group.

4. Select the Section Break from the list

Microsoft Word - Formatting - Inserting Page Numbers and Date and Time

Inserting Page Numbers and Date and Time. 


1. Click on the Insert tab.





2. Click on the Page Number button.

3. Point to the position you want.




4. Click the Page Number → Format Page Numbers.



5. Click on the Number Format list arrow to select number scheme.



6. Select the Start Number.

7. Click Ok.

Inserting a Date or Time. 


1. Select the page and location where you require to insert a date or time → Insert tab.


2.     Click on the Date & Time Button.



3. If necessary select the required language.

4. Select Update automatically if you wish the date & time to update automatically.

5. Select the Time format.

6. To set the current date & time (based on you computer’s clock) as the default, Click Default, and click Yes to the confirmation box that is displayed.

7. Click Ok.






































Microsoft Word - Formatting - Line Spacing

Line Spacing 

Line spacing controls how the text wraps around once it has reached the end of the line and there is more text that continues in that paragraph.

1. If the settings are to be for text that is to be typed up, then position the cursor at the point where the line spacing is to carry on from, otherwise select the text that the new settings are to apply to


2. Click on the line spacing button on the Paragraph group on the Home Ribbon.


3. Choose the setting required

Microsoft word - Formatting - Paragraph Formatting

Paragraph Formatting 

Paragraph formatting allows you to define how the general text appears.  It controls the indents, the line spacing and the space before and after a paragraph.

Paragraph formatting is controlled from the Paragraph group on the Page Layout Ribbon.

The general items can be set directly from the ribbon, but there are more advanced options available by using the dialog box that can be called up by clicking on the launcher.





Paragraph Spacing 

Paragraph spacing control how much space is left at the end of each paragraph.  If you wan to set up a document where you want to leave a different gap from the normal line spacing between paragraph then the option define the space before or after a paragraph can be used


Here there is no paragraph spacing.  To separate the paragraph an extra carriage return needs to be entered between each of the paragraphs



Here there is a paragraph spacing after of 10 points.

Notice there is no extra carriage return between paragraphs as the spacing puts the gap in.

But on the address it is not carriage returns at the end of each line but line breaks, as on the address we would not want to have a gap between each line of the address.

A Line break can be put by using Shift-Enter.


The spacing can be entered on the paragraph group on the Page Layout Ribbon.































Microsoft Word - Formatting - Paragraph and Indents

Paragraph Indents 

At times not all text should start at the margins.  Maybe in the middle of a report a quote needs to be displayed, and to distinguish it from the rest of the information the information can be indented either on one side or on both sides.  Indents are like margins that are temporarily different from the standard.

If the indentation is to be made to the left only then, it can be done by using the increase or decrease indent buttons on the paragraph group on the Home Ribbon.



Otherwise the indents can be made on the paragraph dialog box where the left and right indents can be changed.

Here other types of indents can also be selected.

First Line Indent – allows just the first line to be indented.  This could be used as a way of separating paragraphs if you do not  wish to leave extra space between them.

Hanging Indent is where all but the first line is indented.  The bullet points are a variation of this type of indent.

Indenting on the ruler 




Indenting can be done on the ruler.

1. Sets the first line indent

2. Sets the hanging indent

3. Sets the right hand indent

If 1 and 2 are moved together they will set the left indent.

Microsoft Word - Formatting - Paragraph Layouts and Indents

Paragraph Layouts and Indents. 

Changing Paragraph Alignment. 

Text starts out positioned evenly along the left-hand margin, uneven on the right-hand margin.

Left-alignments is the most common used alignment option when creating letters, there are other alignments also to choose from.

Right-alignment: when adding a date to a letter, aligned to the right side of the letter.

Centred text: Used most often for aligning document headings in the centre of the letter.

Justified: Spreads text evenly between the margins, used often with Newspaper layouts.

Modifying Existing Text. 


In most cases it is easier to type your document then to apply the formatting, in this example we will be centring a letter header.

1. Select the text that you wish to centre on the page.



2. Click on the requited alignment option from the Home tab → Paragraph Group.



Align left, Centre, Align right or Justify.

Centre alignment applied








Microsoft Word - Formatting - Paragraph and Tabs

Paragraph Tabs. 

Tab stops are predefined stopping point along the document’s typing line. Word’s default tab setting is every half-inch.

There are various different tab stops to choose from which to choose from, to select the different tabs use the Tab button located at the top of the vertical ruler bar.

Microsoft Word - Formatting - Tabs

Tabs 

Tabs allow you to control how the data is laid out in your document.  As default the tabs are set at 0.5” or 1.27 cms, so every time the tab key is pressed it moves the cursor to the next tab position.

Tabs can be set for the highlighted text or from that point onwards (until the next set of tabs are set).

The tabs can be set via the ruler or by the dialog box.

Setting Tabs via the Ruler 


1. Position the cursor or select text

2. Choose the type of tab required on the left hand side of the ruler

3. Click on Position required on the ruler

4. Repeat steps 2 and 3 as required





Setting Tabs via the Dialog Box 


1. Position the cursor or select text

2. Launch the Paragraph dialog box

3. Click on the Tabs button on the bottom left of the Paragraph dialog box.

4. Enter the tab stop position

5. Choose alignment

6. Choose leader

7. Click on set

8. Repeat steps 4 to 7 until all required tabs have been set.

9. Click on OK





Individual tabs can be cleared by selecting the tab and clicking on the clear button.  If all tabs are cleared then the tab key will take you back to the default tab stops.

The default gap between tab stops can be changed here as well.














Microsoft Word - Formatting - Templates

Templates & Styles.

Microsoft Word come will a large amount of predefined templates designed for you to use, it is also possible to download additional templates from web sites and create your own templates.

The templates are located in the New Document dialog box under the installed Templates.

It is also possible to base your own custom template on one of the Microsoft built-in templates.

If you modify the original default template and save it into the same location you will have created a new default template.

If you do not wish to overwrite the default template enter a new name for the template when saving the template.

Using a Built-­‐in Template. 


1. Click on the Office button.



2. Click New.



3.    A range of templates will be displayed, select the required template by double clicking on it, some templates will need to be downloaded before you can use them.



4. Type your document.

Modifying a Template. 


1. Click on the Office button.

2. Click New.

3. Select the template that you wish modify.

Make the changes to the template.

4. Click the Office button → Save As

5. Click the Save as Type list arrow, and then click Word Template.

The location should default to the folder for My Templates.

If you require to save the template within the Installed Template, navigate to the following :

c:\Program Files\Microsoft Office\Templates\1033.

6. Enter a new name for the customised template otherwise you will replace the default template.

7. Click Save, and click Yes if necessary to replace the default template.




Applying a Quick Style. 


A style is a collection of formatting settings which have been saved with a name in a template or document.

Style Sets are a new feature for Word 2007, making it easier to format text.

Quick style Gallery allow you to view the wide range of styles available within Word 2007.

To preview what the style would look like before selecting it, highlight your text, point to a thumbnail in the gallery to display a live preview of it in the selected text. If you like it, click the thumbnail to apply it.

1. Select the text which you wish to apply the style.

2. Click on  the Home tab.



3. Click the scroll up / down arrow, or click More list arrows in the Quick Styles group to see additional styles



4. Select the style that you wish to apply from the gallery.



 Style Set Cont. 


Style Sets in Word are used to quickly change the formatting of a document

A selection of the built-in style set available.

Each style set consists of a variety of different formatting style combinations, which you can view using the Quick Style gallery.



Changing a Style set. 


1. Click on the Home tab.



2 Click the Change Style button.



3 Point to a Style Set, and then select the style set required.



Tip: 

It is possible to reset a document back to document quick Style.

Select the Home tab → Change Style button → Style SetReset Document Quick Steps.



Resetting a document back to document Quick Style from a Template. 

Select the Home tabChange Style button → Style SetReset to Quick Steps from Template.

Search and select the template and click Ok.



Creating a Style set. 


1. Apply formatting to the document with the style that you wish to save.

2. Click on the Home tab.




3. Click on the Change Styles button → Point to Style Set.



4. Click Save as Quick Style Set.



The Save Quick Style set dialog box will be displayed.

Enter a file name for you style, if required ClickSave as Type list arrow → Select Word Template.

5. Click Ok.






































































Microsoft Word - Formatting - Text Highlight Colour

Text Highlight Colour

Text Highlight Colour makes it look as if you have used a highlighter pen on the text.

1. Select the text

2. Click on the Text Highlight Colour button



This changes the colour of the background to the underlined colour.  If this is not the colour required then click on the drop down arrow next to button and select the colour required

Monday, 11 February 2019

Microsoft Word - Formatting - Change Letter Case

Change Letter Case 

Sometimes text is typed into the document in the wrong case.  You might have left the CAPS LOCK on by accident.  The text does not need to be deleted and then re-typed in the correct case.  It can be changed automatically.

1. Select the text

2. Click on the Change Case button

3. Select the case required.

Microsoft Word - Formatting - Fonts

Fonts 

The font button has the live preview option, so as selections are highlighted and then the cursor is over the fonts, the document shows how the document would look before the final choice is made.



Font Size 

Font size is controlled by the font size button, a size from the list can be selected.  If other sizes are required, then the value can be typed in.

The font size is measured in points.  A point size of 72 will give a text size of one inch height. The size can be seen as Live Preview is active.

The shortcut key is Ctrl-Shift-P and this opens up the font dialog box.

The font can also be increased or decreased slightly by using Grow Font and Shrink




Microsoft Word - Formatting - Clear Formatting

Clear Formatting 

At times the formatting needs to be cleared from the text, rather than going through all the formatting and taking off the different formatting options one by one all the formatting can be cleared in one go.

1. Select the text where the formatting needs to be removed

2. Click on the remove formatting button in the font group on the home ribbon.

The shortcut key for this Ctrl-Spacebar

Microsoft Word - Creating Bulleted Lists

Creating Bulleted Lists. 

One of the best way to draw attention to a list is to use a bulleted list, the bullets may be displayed as a numbered list, letters of the alphabet or graphical symbols.

1. Click where you wish to create a bulleted list.

2. Select the Home tab → Numbering button arrow, select the desired numbering Style.



3. Type the first item in your list, and press the Enter on the keyboard.

If you wish to leave an extra line between the list items, select Shift+Enter then Enter to resume the numbering structure.

To complete the list either click on the Bullets icon or press enter again.

When Does Stress Become A Problem? 

1. When your stresses are so big, occur so often, or last so long that you are unable to handle them well.

2. When you have been over stressed for some time and can notice effects like nervousness, headaches and insomnia.

3. When the energy-draining effect of over stress is noticed in extreme fatigue, poor judgment and low output.

4. When a lowering of the natural resistance of disease in increased illness.

5. When friends and relatives see signs of strain and become concerned.

Changing Bullet or Number Styles. 


1. Select your bulleted list → select the Home tab.

2. Click the Bullets or Numbering button.

3. Select one of the predefined formats.

The formats will be previewed on you list as you hover over the different format options.

Preview:















































Microsoft Word -Microsoft Word - Formatting - Font ColourFont Colour

For presentation purposes, the colour of the text can be changed.

1. Select the text

2. Click on the Font Colour button



This changes the colour of the text to the underlined colour.  If this is not the colour required then click on the drop down arrow next to button and select the colour required


Microsoft Word - Formatting - Displaying Rulers

Displaying Rulers. 

There are two Ruler bars in Word.

Horizontal Ruler: Located above the document, functionality to

1. Length of the typing line

2. Allows adjustment of the Left and Right margin as well as Indents, set Tabs and change Column widths.

Vertical Ruler: Located along the left edge of the document, functionality to:

1. Adjust Top and Bottom margins

2. Change table row heights.

The ruler bars can be turned on / off when required.

The process to Display  Hide Rulers:

1. Select the View tab → Select or clear the Ruler check box.






Microsoft Word - Formatting - Formatting Text Explained

Formatting Text Explained 

Formatting text changes how the text appears.

In Word 2007 there is a new feature called Live Preview.

Once text is selected and the mouse moves over a formatting function then the document previews what the document would appear as if the action was carried out.  This works for the different styles and in the Font group it works when you choose an item from a drop down list, but not when it is a single click icon.

Microsoft Word - Formatting - Format Painter

Format Painter 

At times you might want to copy the formatting of text and apply it to other text.  This can be done by using the Format Painter.  The Format Painter is on the Clipboard group of the Home Ribbon.

1. Select some text that has the format you wish to copy.

2. Click on the Format Painter

3. Highlight the text to have the copied format.

If the same format is to be used several times

1. Select some text that has the format you wish to copy.

2. Click double click on the Format Painter

3. Highlight the text to have the copied format.

4. Repeat the highlight process as many times as necessary.

5. Hit the Escape key to stop the Format Painter


Microsoft Word - Formatting - Headers and Footers

Headers and Footers. 


Headers and Footers help you to keep track on where you are on in your documents. Headers are text printed in the top margin of every page within a document.

Footers are text printed in the bottom margin.

Information that is normally displayed in headers & footers :

Name, document title, page numbers, date printed etc.

If you have created larger document such as a manual, you my have divided the document into sections therefore it is also possible to create different headers and footers for each section.

Creating Headers and Footers.


1. Click on the Insert tab.



2. Click on the Header & Footer button



3. Select a built-in header or footer, or click Edit Header or Edit Footer to modify existing headers / footers.




4. If necessary select the Go to Header or Go to Footer button on to display the header or footer text area.


5. Click the header footer box, type the text that you wish to display.



6. Once the header details have been entered, click on the Close Header Footer button to complete.


Creating Different Headers and Footers for Different Pages. 


1. Click on the Insert tab.



2. Click on the Header & Footer button





3. Select a built-in header or footer, or click Edit Header or Edit Footer to modify existing headers / footers.




4. To create different headers and footers for odd and even pages, click to select the


Different Odd & Even Pages check box.

To create a unique headers or footer for the document’s first page, click to select the Different First Page check box.

To show document text , select the Show Document Text check box.



5. Click Close Header and Footer button to complete.