Objectiv es © Paradigm Publishing, Inc. 1 Objectiv es
Feb 24, 2016
Objectives© Paradigm Publishing, Inc. 1 Objectives
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Chapter 30: Using Outline View and Formatting with MacrosPerformance Objectives Create an Outline Assign Headings Collapse and Expand a Documen
t Organize an Outline Create a Master Document and
Subdocuments CHECKPOINT 1 Expand/Collapse Subdocuments Rearrange Subdocuments Split or Combine Subdocuments
Record a Macro Run a Macro Pause and Resume a Macro Delete a Macro Assign a Macro to a Keyboard
Command Assign a Macro to the Quick Acc
ess Toolbar
Record a Macro with Fill-in Fields
CHECKPOINT 2
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Create an Outline
To switch to Outline view:1. Click the View tab.2. Click the Outline
button in the Document Views group.
Outline button
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Create an Outline…continued
Selectionsymbols
Outlining tab
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Assign Headings
Button Name ActionPromote to Heading 1 Promotes text to highest level of the outline.
PromotePromotes heading (and its body text) by one level; promotes body text to the heading level of the preceding heading.
Outline Level Assigns and displays current level of text.
DemoteDemotes heading by one level; demotes body text to the heading level below the preceding heading.
Demote to Body Text Demotes heading to body text.
Move Up Move selected item up within the outline.
Move Down Move selected item down within the outline.
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Assign Headings…continued
Button Name Action
Expand Expands first heading level below currently selected heading.
CollapseCollapses body text into heading and then collapses lowest heading levels into higher heading levels.
Show Level Displays all headings through lowest level chosen.
Show Text Formatting
Displays outline with or without character formatting.
Show First Line Only
Switches between displaying all body text or only first line of each paragraph.
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Assign Headings…continued
To change normal text to a level 1 heading:1. Position the insertion
point in the desired text.
2. Click the Outlining tab.
3. Click the Promote to Heading 1 button in the Outline Tools group.
Promote to Heading 1 button
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Assign Headings…continued
To change a paragraph to a level 2 heading:1. Position the insertion
point in the desired text.
2. Click the Outlining tab.
3. Click the Demote button in the Outline Tools group.
Demote button
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Assign Headings…continued
To promote or demote a heading by dragging the selection symbol:1. Position the arrow
pointer on the selection symbol.
2. Hold down the left mouse button and drag the mouse until a gray vertical line displays.
3. Release the mouse button.
gray vertical line
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Collapse and Expand a Document
One of the major benefits of working in Outline view is the ability to see a condensed outline of your document without all of the text in between titles, headings, or subheadings.
collapsed document
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Collapse and Expand a Document…continued
The ability to collapse and expand headings in an outline provides flexibility in using the outline feature.
One popular use of this capability is to move quickly from one portion of a document to another.
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Collapse and Expand a Document…continued
Another popular use of the collapse and expand feature is in maintaining consistency between various headings.
While creating a particular heading, you may need to refer to the previous heading.
To do this, switch to Outline view, collapse the outline, and the previous heading is visible.
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Collapse and Expand a Document…continued
To collapse the entire document:1. Click the Outlining
tab.2. Click the down-
pointing arrow at the right of the Show Level button in the Outline Tools group.
3. Click the level desired at the drop-down list.
Show Level button
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Collapse and Expand a Document…continued
To collapse all of the text beneath a heading:1. Position the insertion
point within the heading.
2. Click the Outlining tab.
3. Click the Collapse button in the Outline Tools group.
Collapse button
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Collapse and Expand a Document…continued
To expand the text beneath a heading:1. Position the insertion
point within the heading.
2. Click the Outlining tab.
3. Click the Expand button in the Outline Tools group.
Expand button
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Collapse and Expand a Document…continued
To display only the level headings and the first line of each paragraph:1. Position the insertion
point within the heading.
2. Click the Outlining tab.
3. Click the Show First Line Only check box in the Outline Tools group.
Show First Line Only check box
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Organize an Outline
Collapsing and expanding headings within an outline is only part of the versatility the outline feature offers.
It also offers you the ability to rearrange an entire document by reorganizing the outline.
Whole sections of a document can quickly be rearranged by moving the headings at the beginning of those sections.
The text that is collapsed beneath the headings is moved at the same time.
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Organize an Outline…continued
To move a section:1. Click in the desired
heading.2. Click the Outlining
tab.3. Click the Move Up
button or Move Down button in the Outline Tools group.
Move Up button
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Organize an Outline…continued
To move a heading by dragging the selection symbol:1. Position the arrow
pointer on the selection symbol.
2. Hold down the left mouse button, and drag the mouse until a gray horizontal line displays.
3. Release the mouse button.
gray horizontal line
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Create a Master Document and Subdocuments
For projects containing a variety of parts or sections, such as a reference guide or book, consider using a master document.
A master document contains a number of separate documents referred to as subdocuments.
A master document might be useful in a situation where several people are working on one project.
Each person prepares a document for his or her part of the project and then the documents are included in a master document.
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Create a Master Document and Subdocuments…continued
To create a master document:1. Assign heading levels to
titles and headings in the document.
2. Click the Show Document button in the Master Document group.
3. Select the headings and text to be divided in to a subdocument.
4. Click the Create button in the Master Document group.
Create button
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Create a Master Document and Subdocuments…continued
subdocument icon
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Create a Master Document and Subdocuments…continued
Open a master document at the Open dialog box in the same manner as a normal document.
Subdocuments in a master document display collapsed in the master document as shown in the previous slide.
Word automatically converts subdocument names into hyperlinks.
To open a subdocument, hold down the Ctrl key and then click the subdocument hyperlink.
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CHECKPOINT 11) The Outline button is located in
which tab?a. Viewb. Reviewc. Homed. Insert
3) For projects containing a variety of parts or sections, consider using this type of document.a. mainb. templatec. masterd. protected
2) To change a paragraph to a level 2 heading, position the insertion point anywhere within the text and then click this button.a. Promoteb. Demotec. Shift + Promoted. Shift + Demote
4) A master document contains a number of separate documents referred to as this.a. source documentsb. side documentsc. separate documentsd. subdocuments
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Expand/Collapse Subdocuments
To expand subdocuments:1. Click the
subdocument.2. Click the Outlining
tab.3. Click the Expand
Subdocuments button in the Master Document group.
Expand Subdocuments button
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Rearrange Subdocuments
To rearrange the order of a subdocument:1. Collapse the
subdocuments.2. Point the mouse pointer on
the subdocument icon.3. Hold down the left mouse
button.4. Drag to the desired
location.5. Release the mouse button. mouse pointer
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Rearrange Subdocuments…continued
When moving a collapsed subdocument, the dark gray, horizontal line must be positioned above the gray circle that displays above a subdocument.
If you position the dark gray, horizontal line between the gray circle and the top border of a collapsed subdocument, Word will display a message telling you that you cannot change a locked subdocument or master document.
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Split or Combine Subdocuments
To split a subdocument:1. Expand the
subdocuments.2. Select the specific
text within the subdocument.
3. Click the Outlining tab.
4. Click the Split button in the Master Document group.
Split button
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Record a Macro
Recording a macro involves turning on the macro recorder, performing the steps to be recorded, and then turning off the recorder.
Both the View tab and the Developer tab contain buttons for recording a macro.
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Record a Macro…continued
To display the Developer tab:1. Click the File tab.2. Click the Options button.3. At the Word Options
dialog box, click the Customize Ribbon option in the left panel.
4. In the list box at the right, click the Developer check box.
Developer check box
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Record a Macro…continued
To record a macro:1. Position the
insertion point.2. Click the
Developer tab. 3. Click the Record
Macro button in the Code group.
(continues on next slide)
Record Macro button
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Record a Macro…continued
4. At the Record Macro dialog box, type a name for the macro in the Macro name text box.
5. Type a description for the macro in the Description text box.
6. Click OK.(continues on next slide)
Record Macro dialog box
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Record a Macro…continued
7. At the open document, perform the actions to be recorded.
8. Click the Macro icon that displays toward the left side of the Status bar. Macro icon
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Run a Macro
To run a macro:1. Click the View
tab.2. Click the
Macros button in the Macros group.
(continues on next slide)
Macros button
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Run a Macro…continued
3. At the Macros dialog box, click the desired macro.
4. Click the Run button.
Run button
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Run a Macro…continued
Automatic Macro Name Action
AutoExec Runs when Word is opened
AutoOpen Runs when a document is opened
AutoNew Runs when a new document is opened
AutoClose Runs when a document is closed
AutoExit Runs when Word is exited
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Run a Macro…continued
To create a macro that runs automatically:1. Click the View tab.2. Click the Macros button
arrow in the Macros group.3. Click the Record Macro
option at the drop-down list.
4. Type AutoNew in the Macro name text box.
5. Type a description.6. Click OK.
Macro name text box
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Pause and Resume a Macro
To pause the recording of a macro:1. Click the Pause
Recording button in the Code group in the Developer tab.
Pause Recording button
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Delete a Macro
To delete a macro:1. Click the View tab.2. Click the Macros
button in the Macros group.
3. At the Macros dialog box, click the desired macro.
4. Click the Delete button.
5. Click Yes.6. Click the Close button.
Delete button
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Assign a Macro to a Keyboard Command
To assign a macro to a keyboard command:1. Position the insertion
point.2. Click the Developer tab. 3. Click the Record Macro
button in the Code group.4. At the Record Macro
dialog box, type a name and description.
5. Click the Keyboard button.(continues on next slide)
Keyboard button
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Assign a Macro to a Keyboard Command…continued
6. At the Customize Keyboard dialog box with the insertion point positioned in the Press new shortcut key text box, press the desired keyboard command.
7. Click the Assign button.8. Click the Close button.
Customize Keyboard dialog box
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Assign a Macro to the Quick Access Toolbar
To assign a macro to the Quick Access toolbar:1. Position the insertion
point.2. Click the Developer tab. 3. Click the Record Macro
button in the Code group.4. At the Record Macro dialog
box, type a name and description.
5. Click the Button button.(continues on next slide)
Button button
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Assign a Macro to the Quick Access Toolbar…continued
6. At the Word Options dialog box, click the desired macro in the left list box.
7. Click the Add button located between the two list boxes.
8. Click OK.
Add button
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Assign a Macro to the Quick Access Toolbar…continued
To remove a Macro button from the Quick Access toolbar:1. Right-click the button
on the Quick Access toolbar.
2. Click the Remove from Quick Access Toolbar option at the shortcut menu.
Remove from Quick Access Toolbar option
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Assign a Macro to the Quick Access Toolbar…continued
To display the macro security settings:1. Click the Developer
tab.2. Click the Macro
Security button in the Code group.
Macro Settings
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Assign a Macro to the Quick Access Toolbar…continued
To save a template as a macro-enabled template:1. Display the Save As
dialog box.2. Change the Save as
type option to the Word Macro-Enabled Template (*.dotm) option.
Word Macro-Enabled Template (*.dotm) option
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Record a Macro with Fill-in Fields
To insert a Fill-in field in a macro:1. Begin the recording of the
macro.2. At the point where the Fill-in
field is to be inserted, click the Insert tab.
3. Click the Quick Parts button in the Text group.
4. Click the Field option at the drop-down list.
(continues on next slide)
Field option
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Record a Macro with Fill-in Fields…continued
5. At the Field dialog box with (All) selected in the Categories list box, scroll down the Field names and then click the Fill-in field.
6. Click in the Prompt: text box and then type the desired message.
7. Click OK.Prompt: text box
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Record a Macro with Fill-in Fields…continued
When you run the macro, type the desired text specified by the prompt message.
prompt message
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CHECKPOINT 21) Both the View tab and this tab
contain buttons for recording a macro.a. Insertb. Developerc. Homed. File
3) A macro that you use regularly can be added to this.a. Quick Access toolbarb. Status barc. Task paned. Ribbon
2) A macro description can contain a maximum of how many characters?a. 55b. 155c. 255d. 355
4) To assign a macro to the toolbar, click this button at the Record Macro dialog box.a. Buttonb. Toolbarc. Macrod. Record
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