IntroductionThe Workshops are all about being creative and thinking outside of the box. These workshops willhelp your right-brain soar, while making your left-brain happy; by explaining why things work theway they do. Exploring possibilities is great fun; however, always stay grounded with knowledge ofhow things work.

Getting and Using the Project Files

Each project in the Workshops includes a start file to help you get started with the project, and afinal file to provide you with the results of the project so you can see how well you accomplishedthe task.

Before you can use the project files, you need to download them from the Web. You can access thefiles at www.perspection.com in the software downloads area. After you download the files fromthe Web, uncompress the files into a folder on your hard drive to which you have easy access fromMicrosoft Word 2010.

Project 1: Creating a Form with Content Controls

Skills and Tools: Use content controls to create a form

Forms are an easy way for you to interact with users of your documents, either online or in print,and gain information and feedback from them in the process. Content controls are predefined fieldsor set of fields that contain information you can use throughout a document. Word includes manydifferent types: text boxes (Rich Text and Text), picture, date picker, combo boxes, drop-down lists,and building block gallery. The fields display information you provided in Document Properties or aplaceholder, which you can fill in. After you insert the fields you want, you can change field proper-ties to customize the form. When you’re done with the form, you can group the document text tothe content controls to prevent a user from accidentally making changes to the document text.

The Project

In this project, you'll learn how to create a form, add content controls, change properties, andgroup the results to protect the document text, yet allow the content controls to change.

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The Process

Open Word 2010, open Form_start.dotx, and then save it as Form_results.dotx.

Click the Developer tab.

◆ To turn on the Developer tab, click the File tab, click Options, click Custom Ribbon in theleft pane, select the Developer check box in the left column, and then click OK.

Click the Design Mode button.

Click to place the insertionpoint to the right of the textDate of report:

Click the Date Pickerbutton in the Controlsgroup.

Click to place the insertionpoint to the right of the textReport filled out by:

Click the Drop-Down Listbutton in the Controlsgroup.

Click to place the insertionpoint to the right of the textAddress:

Click the Rich Text button inthe Controls group.

Use the Rich Text buttonand the Date Picker buttonto insert a text or datecontrol for the rest of theelements in the form thatend with a colon.

◆ If you need to delete acontrol, right-click thecontrol, and then clickRemove Content Control.

Select the text Click here toenter a date in the controlto the right of the text Dateof report:

Type Report Date.12

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Select the text in each one of the controls and enter anappropriate name for the data item.

Select the control next to the text Report filled out by:

Click the Properties button.

Click Add, and enter a display name of your choice for thedrop-down list, and then click OK. Add in two other names ofyour choice. When you’re done adding names, click OK.

Set properties for all the controls providing a title and XMLtag (label) for each one. For the date controls, you can alsospecify the format you want.

Select all the text in the document.

Click the Group button, and then click Group.

When you’re done, click the Design Mode button.

Enter information of yourchoice in the contentcontrols for the form. Try tochange the standard text inthe document. Grouping thetext and controls provides aprotection against anyonefrom accidentally changingthe text.

Click the Restrict Editingbutton.

Select the Allow only thistype of editing in thedocument check box.

In the list of editingrestrictions, select Filling informs, and then click Yes,Start Enforcing Protection.

If you want to assign a password enter it; if not, leave the password boxes blank, and thenclick OK.

Click the Save button on the Quick Access Toolbar.

The Results

Finish: Compare your completed project file with the results file FormControls_results.dotx.

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Project 2: Exporting Form Data to Access or Excel

Skills and Tools: Export form data from Word to Access or Excel

Gathering form information in a Word document is an easy way to get the data that you can furtheranalyze in another program, such as Microsoft Access or Microsoft Excel. For example, supposeyou have a survey that you want filled out by customers who don’t have access to your network.You send a Word form to your customers in e-mail, ask them to complete it and e-mail the form backto you. If you don’t have to many forms, you can export the Word form data and then import it intoan Access database or an Excel worksheet. If you have a large number of forms, you can create acode connection to the database or spreadsheet to automate the data transfer process; howeverthis takes some programming.

The Project

In this project, you'll learn how to export form data from Word and import it into Access database orExcel worksheet.

The Process

Open Word 2010, open FormDataTransfer_start.docx, and then save it asFormDataTransfer_results.docx.

Click the File tab, click Options, and then click Advanced in the left pane.

Select the Save form data as delimited text file check box.

Click OK.

Click the File tab, and then click Save.

Select Plain Text (.txt) as the Save as type, and then click Save.

The File Conversion dialog box opens. There are commas between each separate data item,which is surrounded by quotes.

Click OK.

Now, you can import this data into a database or spreadsheet.

Import the Data into Access

Open Access 2010, create a new database or open an existing one.

◆ To create a new database, click the File tab, click New, click Blank database, type a namefor the database, select a location to store it, and then click Create.

Click the External Data tab.

Click the Text File button.3

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Click Browse, navigate to and select the file with the exported Word form data, and then clickOpen.

Click the Import the source data into a new table in the current database option, if necessary.

Click OK.

The Import Text Wizard opens.

Click the Delimited option, and then click Next.

Click the Comma option, and then click Next.

Specify information about each of the fields, and then click Next.

Click the Let Access add primary key option, and then click Next.

Type FormDataTransfer to name the imported table, click Finish, and then click Close.

The Word form data appears in the table.

Import the Data into Excel

Open Excel 2010, create a new spreadsheet or open an existing one.

Click the Data tab.

Click the From Text button.

Navigate to and select the file with the exported Word form data, and then click Import.

The Import Text Wizard opens.

Click the Delimited option, and then click Next.

Select the Comma check box and deselect all others, and then click Next.

Select the default General option for the column data format, and then click Finish.

Specify a worksheet location where you want to put the data, and then click OK.

The Word form data appears in the worksheet.

The Results

Finish: Compare your completed project file with the results fileFormDataTransfer_results.docx.

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Project 3: Viewing XML Data in a Document

Skills and Tools: View XML data in a Word document

XML data is stored in document parts using the Office XML file formats; for Word the XML file for-mat is .docx. Document parts help define sections of the overall contents of the file. The file formatconsists of many different types of document parts, including custom XML data part. All documentcontent associated with an XML element maps to data in a custom XML data part. This separationof the XML from the document formatting and layout—known as the Open Packaging Convention—makes it easier to access data. To view the document parts (which is a compressed zip package),add .zip to the end of the document name after the .docx, and then double-click the renamed file.The contents of the file appear, displaying a tree structure of individual document parts.

The Project

In this project, you'll learn how to view the XML data in an Office document by opening the ZIPpackage.

The Process

Open Word 2010, open ViewXML_start.docx, and then save it as ViewXML_results.docx.

Exit Word and navigate to the location where you saved the file ViewXML_results.docx.

Right-click the file, and then click Rename.

Add .zip to the end of the file name. (ViewXML_results.docx.zip), and then press Enter.

◆ Make sure a Zip utility is installed on your computer, and the .zip extension is associatedwith the program.

Double-click the file with the .zip extension.

The ZIP utility opens and you can see the document partsthat are included in the file. The folder structure containsdifferent types of files.

◆ The _rels folder contains a .rels file that defines the rootrelationship within the package.

◆ The docProps folder contains files for the documentproperties (core.xml) and application properties(app.xml), which includes author name, word count, and software version.

◆ The word folder (application specific) containsapplication-specific, document component files.

The document.xml file contains the data (text) in thedocument.

◆ The Content_Types.xml file provides a listing of thecontent types for the other parts that are contained in the package.

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Navigate through the folders to locate the document.xml file.

Double-click the document.xml file to view the XML contents in the associated viewer. In thiscase, Internet Explorer.

You can see the data entered while in Word in XML form.

Close Internet Explorer.

The Results

Finish: Compare your completed project file with the results file ViewXMLData_results.docx.

Want More ProjectsYou can access and download more workshop projects and related files at www.perspection.comin the software downloads area. After you download the files from the Web, uncompress the filesinto a folder on your hard drive to which you have easy access from your Microsoft Office program.

Get Everything on DVD

Instead of downloading everything from the Web, which can take a while depending on your Inter-net connection speed, you can get all the files used in this book and much more on the MicrosoftOffice 2010 On Demand DVD. The DVD contains task and workshop files, tips and tricks, keyboardshortcuts, transition helpers from 2003 or 2007 to 2010, and other goodies from the author.

To get the Microsoft Office 2010 On Demand DVD, go to www.perspection.com.

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