Computer Literacy Lesson 16

Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 5th Edition
Lesson 16
Enhancing Documents
1 Morrison / Wells / Ruffolo

Lesson16
Morrison / Wells / Ruffolo CLB: A Comp Guide to IC3 5E
Objectives
 Create a new document based on a document
template.
 Apply and modify styles and create new styles.
 Use built-in building blocks for frequently used
text and document parts.
 Insert fields to display the date and time.
 Insert footnotes and endnotes.
 Create and edit hyperlinks.
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Lesson16
Objectives (continued)
 Insert symbols and special characters.
 Create custom building blocks.
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Lesson16
Words to Know
 footer
 footnotes
 global template
 header
 linked styles
 Normal template
(Normal.dotm)
 blog
 boilerplate text
 building blocks
 character styles
 document template
 endnotes
 fields
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Lesson16
Words to Know (continued)
 paragraph styles
 placeholder text
 style
 template
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Lesson16
Working with Document
Templates
 Every Microsoft Word document is based on a
template, a file that affects the basic structure of a
document and contains document settings such as
fonts, line spacing, margins, and page layout.
 A document template contains document settings,
content, and formats that are available only to
documents based on that template.
 A global template contains document settings that
are available to all documents.
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Lesson16
Templates (continued)
 Word’s default global template, the Normal
template, is the file Normal.dotm.
 When you open a new blank document, by default
the Normal template provides predefined formats
that are already part of the document.
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Lesson16
 Create a New Document Based on a Document
Template
 Some templates are already installed on your
computer and more are available at Office.com.
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Lesson16
 Create a New Document Based on a Document Template
(continued)
 Document templates are formatted for a specific purpose, and
many of them already contain boilerplate text, which is content
that you frequently use in a document for that purpose.
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Lesson16
 Create a New Document Based on a
Document Template (continued)
 Document templates often include fields
containing placeholder text that indicate a
location in the document to enter variable
data such as the date.
 When you click on the placeholder text and
type, the text or data you enter replaces the
placeholder text.
 Some fields include a list arrow, and when
you
click the arrow you can select field content
from a predefined list.
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Lesson16
 Create a New Document Based on a
Document Template (continued)
 If you choose not to use a placeholder, you
can delete it so it no longer appears in the
document.
 You can easily save a document as a new
document template, and you can create a
new document based on an existing
document.
111111
Working with Document Templates
(continued)

Lesson16
 Using a Document Template to Create a Blog
 A blog (an abbreviated version of the term “Web log”)
is a journal maintained by an individual or a group and
posted on a public Web site.
 Word’s Blog post template provides the necessary file
formats so the blog entry content can be posted on the
Web, and allows you to use Word’s editing tools and
spelling checker.
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Lesson16
Working with Styles
 A style is a set of formatting characteristics you can
apply to characters, paragraphs, tables, and
numbered and bulleted lists.
 When you apply a style, you apply a whole group of
formats in one simple step.
 Using styles ensures consistency across multiple
documents.
 Formatting your document using built-in heading
styles allows you to view, organize, and edit the
document content in Outline view.
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Lesson16
Working with Styles (continued)
 Applying Styles and Modifying Style Formats
 The Normal template contains a set of predefined
styles that you can quickly access from the Quick
Style gallery in the Styles group on the HOME tab.
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Lesson16
 Applying Styles and Modifying Style Formats
(continued)
 Character styles provide text formats such as font name,
font size, font color, bold, italic, underline, borders, and
shading.
 Paragraph styles provide both text formats and
paragraph formats
such as line spacing,
text alignment,
indentation, and tab
stops.
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Lesson16
 Applying Styles and
Modifying Style
Formats (continued)
 Linked styles provide
either text or paragraph
formats, depending on
the content that is
selected when the style
is applied.
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Lesson16
 Creating Styles
 You can create new styles
based on existing styles and
formatted text.
 You can also create new
styles using formatting
commands or basing the new
style on an existing style.
 After creating a new style,
you can add the style to the
Quick Style gallery so the
style can be accessed on the
Ribbon.
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Lesson16
Using Building Blocks and Data
Elements
 Building blocks are built-in document parts that are
already designed and formatted, enabling you to
quickly create a professional-looking document.
 Word provides several built-in building blocks for
frequently used text and document parts.
 Built-in building blocks are stored in the Quick Parts
gallery, and you can add your own custom building
blocks to the gallery.
 After inserting building blocks, you can customize
the text or document parts.
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Lesson16
Elements (continued)
 Inserting Page Numbers and Creating Headers and
Footers
 When you insert page numbers in a document, the page
number is displayed in a header or a footer.
 A header is information and/or a graphic that is printed in
the top margin of the page; a footer is information and/or
a graphic that is printed in the bottom margin of the page.
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Lesson16
 Inserting the Date and Time
 You can insert a field to show the current date
and/or time. By default, the date and/or the time
are updated whenever the document is
reopened.
 When you begin typing calendar terms, such as
the month, the AutoComplete feature shows the
complete term in a ScreenTip and you can select
the proposed term to automatically complete the
term.
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Lesson16
 Inserting Footnotes and Endnotes
 Footnotes are inserted at the bottom of the
page on which the note is referenced in the
document.
 Endnotes are placed together at the end of the
document.
 Both kinds of notes are linked to an in-text
reference symbol—usually a letter or numeral
formatted with the superscript effect.
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Lesson16
 Inserting Footnotes and Endnotes
(continued)
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Lesson16
 Creating and Editing Hyperlinks
 When you type URLs for Web pages and e-mail
addresses, Word automatically creates a hyperlink.
 You can also create links to another location in the same
document, to another Word document, or to a file in
another application.
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Lesson16
 Inserting Symbols and
Special Characters
 Sometimes you need to
enter special characters or
symbols in your document,
but the characters and
symbols are not available on
the keyboard.
 Word provides access to
several commonly used
symbols and special
characters on the INSERT
tab.
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Lesson16
 Creating Your Own Building
Blocks
 You can select content you
want to include (text,
formatted text, and/or
images), and then save the
selected content as a Quick
Part.
 Custom Quick Parts are
stored in a special template
named Building Blocks.dotx,
where all the built-in building
blocks are stored.
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Lesson16
Summary
In this lesson, you learned:
 Word templates provide a uniform appearance
for your documents and can increase the speed
and quality of your work.
 You can create predesigned documents by
creating a new document based on a template.
 Styles enable you to format document content
consistently and efficiently.
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Lesson16
Summary (continued)
 You can apply and modify built-in styles, and
you can create new styles.
 Word provides several predesigned building
blocks that enable you to create a professional-
looking document quickly.
 Several tools are available to insert data
elements such as the date and time.
 Word provides features that enable you to
quickly format footnotes and endnotes.
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Lesson16
Summary (continued)
 There are several options for creating hyperlinks
in Word documents.
 Not all characters and symbols are available on
the keyboard, so Word provides numerous
symbols and special characters that you can
easily insert in a document.
 You can create your own building blocks and
add them to the Quick Parts gallery.
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Computer Literacy Lesson 16

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Computer Literacy Lesson 16