Microsoft Word - Tables - Merging and Splitting Cells

Merging and Splitting Cells

At times cells will need to be split or merged,

This can be done by using the Merge group on the Layout Ribbon.



Merge cells 

1. Select cells to be merged

2. Click on the Merge button

If there is text in the different cells, then they will appear in the merged cell separated as different paragraphs

Split cells 

1. Select the cells to be split

2. Enter number of columns and rows necessary



3. Click OK

Microsoft Word - Tables - Inserting Rows

Inserting Rows 

Rows are inserted automatically at the end of a table when tab key is used when working in a table.  (Otherwise the tab key takes you to the next cell.)  

To Insert a row in an existing table. 

1. Highlight row(s)

2. Then select Insert above or Insert below on the Rows and Columns group on the Layout Ribbon.



The rows can also be inserted from the shortcut menu, by selecting the appropriate command.

Microsoft Word - Tables - Inserting Graphical Objects

Inserting Graphical Objects. 

It is possible to insert a wide range of graphics into a cell in a table, most graphical options are found from the Insert → illustrations group. 

1. Select the Insert tab → illustrations group, select the require type of graphical object require, follow the objects prompts.

Microsoft Word - Tables - Formatting Tables

Formatting Tables 

The appearance of the tables can be changed, either for the whole table or for selected cells.

Depending on the formatting required some can be done on the Design Ribbon or by using the Home Ribbon, whereas some options are only available on the Design ribbon.

Borders and shading can be applied from both the ribbons.

1. Select the cells

2. Click on the Borders dropdown.

3. Select the option required.

This applies to the cells selected

The shading would work in exact the same way, but you select the colour required.

Microsoft Word - Tables - Drawing a Custom Table

Drawing a Custom Table. 

It is also possible to draw your own custom table, inserting the vertical, horizontal and diagonal lines.

1. Click on the Insert → Table button.



2. Click → Draw Table.



3. Draw your custom table.

A rectangle creates individual cells of the table boundaries.

Horizontal lines: creates rows.

Vertical lines: creates columns.

Diagonal lines: splits cells.



4. If you wish to delete a line, press and hold Shift, click on the line(s) you wish to delete.

5. Once you have completed the table click outside of the table.

Microsoft Word - Tables - Creating a table from Existing text

Creating a table from Existing text. 

Converting to a Table from Tab Layout.

You may have a document with data layout spaced out using Word tab. It is possible for Word to convert the data directly into a table format.

1. Select the text that you require to be converted into a table.



2. Select the Insert tab → Table.



3. Select Insert Table from the menu.

 

The next will now be displayed in a Table format.

Word uses the tab markers do work out how many columns to create.

Microsoft Word -Tables - Borders and Shading

Borders and Shading.

It is possible to format individual cells or range of cells

1. Select the cells that you wish to apply borders and shading to.



2. Place you cursor over the cells that you have highlighted and right-click on the mouse → select Borders and Shading.. option.

3. Select the require borders and shading options required and click OK.
Border and shading formatting be applied to the cell highlighted in the table.

Microsoft Word - Tables - Applying a Quick Style to a Table

Applying a Quick Style to a Table. 

Instead of formatting each cell of a table (borders, shading etc), you can add them all at one go using Table Quick Style Gallery. 

There is a large range of formatting combinations to choose from. 

Place your cursor into the table that you wish to apply a Quick Style to, as you hover over the different Quick Styles the formatting will be previewed in your table, when you find a style that you like, click on the style to apply to the table.

1. Place the cursor within the table that you wish to apply a Quick Style..

 

2. From the Design tab → Select the Table Style group, hover over the different styles until you find the required formatting.

Microsoft Word - Tables - Formatting Styles

Formatting Styles 

The table can be formatted with alternate rows being formatted.  This can be done manually if you so wish, but there are styles set up for you to do this on the Design Ribbon.

One of the styles that are visible on the ribbon can be selected or by clicking on the more dropdown arrow at the end of the styles allows you to choose from the complete list of styles or create your own.



Live Preview works with the table styles, so as you hover over any of the styles, the table changes into that style.  Once the required style is found all you need to do is click on it to keep that particular style.

If none of the styles meet your requirements, then an existing style can be changed or a new one can be created.

Microsoft Word - Tables - Entering Text in a Table

Entering Text in a Table. 

Once you have created your table, enter text into cells as you would in a paragraph, except when you press the Tab key moves you from cell to cell, left-to-right.

Note: Shift + Tab will move you Right-to-Left.

Text will wrap to the next line and the height of a row expands as you enter text that extends beyond column headings.


A. Press Tab to move to the next cell.

B. Press Tab to move to the first cell in the next row.

C. Press Tab to create a new row.

D. Enter text as format as you would text a standard paragraph.

Microsoft Word - Tables - Deleting-Rows

Deleting Rows 

Rows can be deleted by;

Highlighting row(s) to be deleted and then selecting the appropriate command.

Columns 

Columns can be added and deleted in the same way as rows, but by first selecting the columns.

Microsoft Word - Tables - Creating Tables

Creating Tables 

Tables allow you to arrange the data in a table, similar to a spreadsheet where you can define the number of rows and columns.  The table can be formatted or not as required.

Inserting a table 

Tables can be inserted by using the table button on the Insert Ribbon



This then allows you to define the size and the behaviour of the table

The important setting here is the number of columns, extra rows can be automatically added to.



To insert a table where there is automatically a border on the cells for the table,

Click on the arrow at the bottom of insert table button.  

Define the size of the table by highlighting the range required.

Contextual Ribbons 

Once a table has been created, then it can be customised as necessary.

This can be done by using the secondary mouse button and calling up the shortcut menus, using the normal ribbons or depending on the type of customisation required by using the contextual ribbons.

Tables have two contextual ribbons:

Design



Layout

Selecting within a table 

Diagonal black arrow  : Selects individual cells

Diagonal outlined arrow  : Selects rows within tables

Vertical black arrow : Selects columns within tables

Four headed arrow  : Positioned to the top left of the table, it selects the whole table


Multiple items can be selected by dragging with the appropriate symbol.

Microsoft Word - The Basics - Password-Protecting a File

Password Protecting a file 

If the document is of a confidential nature then the document can be password protected so that only those who know the password will be able to open the document.



1. Go through the save procedure as before, but before clicking on the save button.

2. Click on Tools (in the bottom left of the save as dialog box).

3. Select General Options

4. Enter a password in Password to open

5. Click OK

6. Confirm Password when requested.

7. Finish the save procedure

The passwords are case sensitive.

There are other options where you might want to only enter a password to modify the document, so anybody can open the document but only those that know the password will be able to modify the document.  

Do not assume that this totally protects the document as others could save the file under a new name, and then using the Windows Explorer they could overwrite the original file.

Microsoft Word - The Basics - Help

Help 

To activate Microsoft Excel Help, click on the help icon, this is always available in the upper right corner of the screen.



Tip: ‘F1’ function key will also activate the help features.

When the help dialog box is first opened it will attempt to connect to Microsoft Office Online Website help.

The advantage of using the Online help that it is continually updated, therefore it is possible the help Online screens will change in content and appearance.

1. The Help Toolbar.

2. Close button.

3. Type one or more keywords in the Search For box and click on the search button.

4. The Search button drop-down arrow allows you to select on the location where to search.(Online, Computer)

5. Select Topic

6. Connection status

The Help Toolbar 

Microsoft Word - The Basics - Cut Copy Paste

Copy, Cut and Paste 

Copy, cut and paste allows you to copy and/or move text within a document, between documents or between Microsoft Office products.

There are ways of doing it using the buttons on the ribbon, shortcut keys, drag and drop and the shortcut menu.

The basic principle is:

• Define what needs to be copied or moved.

• Go to where it needs to go.

• Transfer the text there.

Copy and paste will leave the original in it’s place and insert a copy of the data in the paste position.
 
Cut and paste will remove the text from the original position and move it to the new position

The buttons 

On the home ribbon, in the clipboard group you have the copy, cut and paste.



To copy the text:

1. Select Text to be copied.

2. Click on the copy button




3. Position cursor to where the text is to be copied to.

4. Click on paste



To move text: the instructions are very similar to copy except that Cut is command used instead of Copy.

Shortcut Keys 

The shortcut keys to carry out copy, cut and paste procedures are


Ctrl-C   : Copies selected text

Ctrl X   : Removes the text from the original

Ctrl-V   : Pastes the data at the selected position.

Drag and Drop 

The default action with Drag and drop is a move.

To carry out a drag and drop

1. Highlight the text to be moved



2. Position the cursor over the highlighted text, the mouse pointer should display as a white arrow.

3. Drag cursor to position where text is to be moved to and let go of the button.



To carry out a copy using the drag and drop method

1. Highlight the text to be copy

2. Position the cursor over the highlighted text, the mouse pointer should display as a white arrow.

3. Drag cursor to position where text is to be copied to and let go of the button.



Notice on the mouse pointer symbol that on the copy there is a plus sign.

Short cut menu 

The most common functions can be done by using the shortcut menu.  The shortcut menu brings together the commands from all the different ribbons that are appropriate for the highlighted item at which the menu is called.  





The shortcut menu is called by clicking on the secondary mouse button (normally the right hand mouse button).

1. Select the text to be copied or moved

2. Call up the shortcut menu

3. Select Copy or cut

4. Move cursor to text is to be placed

5. Call up the shortcut menu

6. Select paste

The Clipboard 

In general one item is copied or cut and then that item is pasted at the required place.  But sometimes if the document needs to be rearranged then the clipboard can be used to temporarily store several copied or cut items that can then be pasted in different orders.

The clipboard can be activated by clicking on the launcher for the clipboard.


The text that is then copied or cut is added on to the clipboard as individual clips.

Each of the clips can then be pasted back in any order required by using the shortcut menus.

The clipboard can also be started by carrying out two copies without doing a paste in between.

If the clipboard is not required then it can be turned off by using the close button in the top right hand corner.

Paste Special 

When text is pasted into a document, then the default options are selected automatically.  If other options are required then paste special can be used by clicking on the arrow below the button.



This brings up the paste special dialog box and the appropriate  option can be selected.

In certain situations the data can be linked, so if the source data changes this will automatically change the data that has been pasted – this is usually used when data is pasted from Excel.

Microsoft Word - The Basics - Viewing Documents

Viewing Documents

In Word 2007 there are several different ways of viewing a document.  It depends on what the document is, how large the document is and how you are working on it that will define the best view to work in.



Document views on the view ribbon To Change the view

1. Choose on the View tab to show the document views on the ribbon

2. Select the view required.

The views can also be chosen by selecting the appropriate view button on the status bar

Print Layout : Print Layout is the default view, it shows the document how it will appear when printed out.  The headers and footers are visible on screen.

Full Screen Reading : Allows you to view the document in full screen view.  The ribbons are not shown to maximise the reading size.

Web Layout : Shows how the document would look on a web page.

Outline : Shows the document in outline view.  When the document is in outline view the outline symbols are shown, showing existing outlining and making it easier to add more levels of outlining

Draft View : Gives a basic view of the data allowing for fast editing – it does not show headers and footers or margins.

Microsoft Word - The Basics - Undo Redo Repeat

Undo, Redo and Repeat 

Undo 

At times when certain tasks have been carried out, you might decide that they were not quite what you wanted to do.  This is when the action can be un-done.  

Not all commands can be undone.  Macros cannot be undone, the Office button commands cannot be undone.  The save procedure clears all the commands that can be undone.



To undo the command click on the quick access toolbar.  Every click on the button undoes one command.

The shortcut key for undo is Ctrl-Z

Multiple Undos 

Several actions can be undone in one go.  

On the right hand side of the undo button there is a drop down arrow.  By clicking on that arrow a list of commands that can be undone are listed.  If you scroll down the list and select the action up to which the actions are to be undone and click then all of those actions will be undone.

The number of actions that will be undone is specified once they are highlighted.

Redo

If actions have been undone and then you can change your mind and decide that the original was OK then the action can be redone.

Click on the Redo button on the Quick Access Toolbar.
The shortcut key is Ctrl-Y



The Redo button does not have multiple dropdown that the undo button has.  But if multiple undos have been carried out then the Redo button will carry them out one by one.

If actions have not been undone then the button displays as Repeat.

Repeat 

When formatting a document the same formatting might need to be repeated several times.  Rather than doing the formatting again the text can be selected and then click on the repeat button on the Quick Access Toolbar.


The shortcut key is Ctrl-Y or function key 4 (F4)

The repeat key may be repetitively used as many times as required.

Microsoft Word - The Basics - The Screen

The Screen 

The Office 2007 interface is now totally different from earlier versions of Office.  The menus and toolbars have been replaced by the Office button and the Ribbon.



1. The Office Button – gives the standard open, close, print and save commands

2. Quick Access Toolbar that can be customised as necessary.

3. Ribbon –replaces the toolbars and menus.  It cannot be changed and so is identical on all machines!

4. Zoom -

5. Layout – how the document is presented to see on screen.

Microsoft Word - The - Basics - The Ribbon

The Ribbon 

1. Tabs – are the main categories for how the commands are organised within the ribbon.

2. Groups – are sub-categories within the tabs, where the commands are grouped together depending on function.

3. Launchers are displayed in the bottom right hand corner of the group if all the commands or options are not displayed on the ribbon.  On clicking the launcher displays a dialog box showing all of the options available for that group of commands.

Tabs 

Within the ribbon there are three types of tabs, it depends on what you are doing as to which ones are visible.

The standard tabs – Home, Insert, Page Layout etc are normally visible.



Contextual tabs – are available only when certain functions are being worked on.  They appear at the end of the standard tabs.  When the cursor moves off the function then the tabs will disappear.  In This case the tabs will only be visible when the cursor is in the table

Program tabs – replace the standard tabs when certain actions are carried out.  Once the action or mode is finished with the standard tabs are then visible again.

Key Tips 

Another new feature for 2007 is Key Tips, not everyone likes to use the mouse to activate commands like menu/Ribbon options.  

1. Hold down the ALT key- the corresponding shortcut key will be displayed next to the tabs.




2. Press the relevant letter of the tab required.  This activates that tab and gives the Key Tips of the commands on that Ribbon.


3. The command can then be selected by typing the appropriate letter. To remove the Key Tips, use the Esc key to cancel the Key Tips.

Microsoft Word - The Basics - Saving Documents

Saving Documents 

There are two options to save a document.  Save and Save As.

Save, saves the document under the same name, location and type as the document was last saved.  If the document has not previously been saved then the save command will open up the Save As dialog box.

Saving with new settings 

To save a document for the first time

Office button, Save



1. Select where the document is to be saved

2. Create new folder if necessary

3. Select format the document is to be saved as

4. Give the document a name

5. Click on save

Microsoft Word - The Basics - Save Formats

Save Formats 

The document can be saved in one of several ways now.

The standard is 2007, this saves the document as docx or docm.  These documents cannot be read with earlier versions of the Word.  (There is a converter that can be downloaded from the Microsoft website which will allow you to open a 2007 document format with an  earlier version).

The difference between docx and docm files are that docx files will not contain a macro, whereas if a macro or VBA code is included in a file the extension will be docm.

For compatibility purposes there is an option to save in word 2003 format.  But some of the new functionality will be lost when saved in this format.

Microsoft Word - The Basics - Printing

Printing

Once the document has been produced, it will need to be printed out.  This can be done from the Office Button.




Print – prints the document.

Quick Print – prints the document using the default settings

Print Preview – shows how the document will appear when printed out.

Print

1. Select the printer to use. (The default printer is selected automatically.)

2. If necessary click on properties and change any settings for the printer (eg print quality, black and white or colour).

3. Choose the print range of

• All – prints everything in the document  
• Current page – prints the page that currently holds the cursor.

• Pages – the user can define the pages to be printed.

4. Specify the number of copies.

5. If the number is greater than one then decide whether to collate or not. (Have the pages printed in sequence or have all of the pages of the same number printed together.)

Print Preview 

Print Preview allows you to see how the document would look like printed out before it is actually printed.  If it does not meet your requirements then changes can be made as necessary.  On going into Print Preview, a new ribbon comes up.



Print – opens us the print dialog box.

Options – allows you to change the Word Options about how the document prints.

Page Setup 

The Page Setup group is where the document layout can be changed before printing. These settings are also available on the Page Layout Ribbon.

Orientation 

Orientation allows you to specify whether the paper should be arranged Portrait or Landscape.  If this is being changed at this late stage of document production – do consider

what impact it will have on the layout.

Size 

Sets the paper size for the document.  If the American settings are used it will default to Letter rather than A4.

Margins 

The current margins are highlighted with the orange background.  They can be changed to any of the other options by clicking on the appropriate option.

If none of the other options meet your requirements then the margins can be set manually by selecting Custom Margins.

Zoom 

Zoom changes the size of the display preview.  It can be at 100% or zoomed in (by using the magnifying glass).  A whole page, two pages or a page width can be displayed.