word lesson 10 powerpoint

Microsoft®

Word 2010Core

Skills

Lesson 10: Sharing Documents

Courseware #: 3240

Microsoft Office Word 2010

Microsoft®

Word 2010Core

Skills

© CCI Learning Solutions Inc. 2

Lesson 10 Objectives

• use building blocks • create and edit building

blocks • insert Quick Parts items or

fields

• navigate documents• manage document versions• protect your documents with a

password

Microsoft®

Word 2010Core

Skills


Understanding Building Blocks

• Save time for items you use frequently• Ensure consistency in documents• Includes headers and footers, cover pages, text boxes, bibliographies,

citations, placeholders, equations, themes, and content controls • Can be selected from Quick Parts, or create and design own and add to

Quick Parts Gallery

Microsoft®

Word 2010Core

Skills


Using Quick Parts

AutoText Insert information from document into building block.

Document Property Insert building block using fields set in properties or Options in Backstage.

Field Display all different fields to insert into document.

Building Blocks Organizer

List all building blocks available.

Save Selection to Quick Part Gallery

Save as building block for use in other documents.

Microsoft®

Word 2010Core

Skills


Using Quick Parts

• To create AutoText, click Insert tab, in Text group, click Quick Parts, click AutoText, click Save Selection to AutoText Gallery

• To activate AutoText, type AutoText name:– Press F3, or

– click Insert tab, in Text group, click Quick Parts, click AutoText and click entry from list

Microsoft®

Word 2010Core

Skills


Inserting Fields

Microsoft®

Word 2010Core

Skills


Inserting Fields

• Placeholders for information inserted into document and saved as Quick Part for future use

Categories Lists categories for different fields you can insert.

Field names Lists different fields using names very similar to command function.

Field properties Displays different options for field chosen.

Field Codes Displays how field code appears when inserted into document.

Microsoft®

Word 2010Core

Skills


Inserting Fields

• If change existing building block, Word prompts to replace previous entry

• Building blocks saved in Building Blocks Organizer and different galleries for each block

• When exit, Word prompts to save all new entries in Building Blocks.dotx

Microsoft®

Word 2010Core

Skills


Navigating with References

• Direct to another part of same or different document, Web page or site, or open new blank e-mail

• To set hyperlink, on Insert tab, in Links group, click Hyperlink

Microsoft®

Word 2010Core

Skills


Using the Navigation Pane

• Navigate quickly to different areas of document using Navigation Pane

• To display Navigation Pane, on View tab, in Show group, click Navigation Pane

– Then click heading for text to view

• Turn off using same method to activate or click Close in task pane

Microsoft®

Word 2010Core

Skills


Creating a Table of Contents

• To create table of contents, you must work through three basic steps:– 1. Specify the heading text you want to include.– 2. Select the format.– 3. Compile the table of contents.

• Use Word’s standard heading styles, or choose own custom styles• For different page numbering format, add section break after table of

contents page and start page numbering • Table of contents entries can behave similar to hyperlinks

Microsoft®

Word 2010Core

Skills



• To generate, on References tab, in Table of Contents group, click Table of Contents

• Different styles you can apply

• To customize, on References tab, in Table of Contents group, click Table of Contents and click Insert Table of Contents

Microsoft®

Word 2010Core

Skills



Microsoft®

Word 2010Core

Skills



Print Preview Preview table of contents with selected options.

Web Preview How table of contents appears document saved as Web page.

Show page numbers Show page numbers with table of contents entries.

Right align page numbers

Align page numbers at right margin.

Tab leader Add leader option from table of contents entry to page number.

Use hyperlinks instead of page numbers

Entries to appear as hyperlinks instead of page numbers.

General Select format or layout style to use for table of contents.

Options Select styles to use as table of contents entries.

Modify Change formatting attributes set for styles to use.

Microsoft®

Word 2010Core

Skills



• Changes to document means update to table of contents

• To update table of contents, click anywhere in existing table of contents

and then:

– On References tab, in Table of Contents group, click Add Text or Update

Table, or

– in tab above table of contents, click Update Table.

Microsoft®

Word 2010Core

Skills


Using Footnotes or Endnotes

• Footnotes– References at bottom of page, but can be directly below text– Each has numbered reference mark, which restarts on each page– On References tab, in Footnotes group, click Insert Footnote

• Endnotes – Usually at end of the document or section to cite reference material– On References tab, in Footnotes group, click Footnotes & Endnote

Dialog Box Launcher and then click Endnotes

Microsoft®

Word 2010Core

Skills


Using Footnotes & Endnotes

• To customize, on References tab, in

Footnotes group, click Footnotes &

Endnote Dialog Box Launcher

– Location: Choose item and location

– Format: Choose number format or

custom mark, start at specific number or

continue from previous

– Apply changes: Apply to entire

document or selected text

Microsoft®

Word 2010Core

Skills


Using Footnotes & Endnotes

• To view text, hover on note reference mark

• To move, cut reference in current location and paste in new location

• To delete, delete reference mark

• To convert, select reference and on References tab, in Footnotes & Endnotes group, click Footnotes & Endnotes Dialog Box Launcher and then click Convert

Microsoft®

Word 2010Core

Skills


Protecting Documents

• Passwords:– Use for sensitive or confidential document – Can contain combination of letters, numbers, spaces, and symbols– Do not use name, spouse/companion, children, pets, or nicknames– Mix upper and lowercase for more security– The longer the password, the less chance someone able to guess– If need to share password, change it once need to share has passed– Write down passwords and keep in safe place, or give list to someone for

safekeeping– To add password to read or modify document, click File tab, click Save As,

click Tools in Save dialog box, and click General Options

Microsoft®

Word 2010Core

Skills


Protecting Documents

Password to Open

Must enter password to open document.

Password to modify

Must enter password to open and edit document.

Read-only recommended

Can open and modify document, but must save with different name, leaving original intact.

Microsoft®

Word 2010Core

Skills


Using Passwords

• To remove or change password you must know existing password– Use same procedure as if adding password

• Can then change or delete password when saving document

Microsoft®

Word 2010Core

Skills


Marking as Final

• Marking document as final enables you to send it out to others without them accidentally making changes

– File set to read-only status

• To mark document as final, click File. In Info category, click Protect Document, and then click Mark as Final

• Final status can be turned off in actual document– To reverse this status, select Mark as Final again

Microsoft®

Word 2010Core

Skills


Restricting Access to Documents

• People can review document, provide comments, fill in forms, etc. but not modify contents

• To restrict document, on Review tab, in Protect group, click Protect Document, and then click Restrict Formatting and Editing

Formatting restrictions

No formatting changes, or specific types of formatting.

Editing restrictions

Limits to tracked changes, comments, or fill-in forms, or set up exceptions for those with access to this shared document.

Yes, Start Enforcing Protection

Becomes active only after selecting restriction types.

Microsoft®

Word 2010Core

Skills


Recovering Document Versions

• Word provides tool to automatically save files so they can be recovered • Can set Word to automatically save copy of file at set interval

– Click File tab, click Options, click Save and make appropriate choices in Save documents area

Microsoft®

Word 2010Core

Skills



Microsoft®

Word 2010Core

Skills



• To view all versions of saved document:– Click File and with Info selected, click

Manage Versions and then click RecoverUnsaved Documents, or

– Click File, click Recent, and then click Recover Unsaved Documents

Microsoft®

Word 2010Core

Skills



• If file in list, select file to open it. Then click File tab and with Info selected, click Manage Versions

• Notified immediately file not saved yet

Microsoft®

Word 2010Core

Skills



• When Word stops responding, it may restart itself or you may need to shut it down

• If Recovery pane appears containing the documents last active, can then click document from list

• You can also clear all documents in AutoRecovery area

Microsoft®

Word 2010Core

Skills


Summary of Lesson 10

• use building blocks • create and edit building

blocks • insert Quick Parts items or

fields

• navigate documents• manage document versions• protect your documents

with a password

Microsoft®

Word 2010Core

Skills


Review Questions

1. Explain what a Quick Part is.

2. Provide two examples of ways you can move around quickly in a

document.

3. What is the difference between a footnote and an endnote?

4. What are some general guidelines in regards to picking a password

for a document?

5. How can you reduce the amount of work you would need to do on

documents in the case of a power failure?

word lesson 10 powerpoint

Documents

table of contents page

table of contents entry

table of contents changes

list cci learning solutions

core skillscreating

intable of contents

different document

different fields