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New Perspectives on Microsoft Office Word 2003 Tutorial 7


Word inserts HTML codes when you save a document as a Web page. ... Changing text size and color might also improve the appearance of the Web page. ... – PowerPoint PPT presentation

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Title: New Perspectives on Microsoft Office Word 2003 Tutorial 7

Microsoft Office Word 2003
  • Tutorial 7 Collaborating With Others and
    Creating Web Pages

Compare and merge documents
  • Sometimes documents with related information need
    to be merged together. You can do this in Word.
  • Various options can be selected to control the
    merging process.
  • Word allows you to denote changes to the original
    document by the merge process, which can then be
    examined and edited as required.
  • If multiple documents need to be merged, it must
    be done using two documents at a time, then
    merging a third document with the merged document
    from the first merge, then a fourth document can
    be merged, etc. until all documents have been
    merged with the first document.

The Compare and Merge dialog box
Use revision marks and the Reviewing toolbar
  • Revision marks can be used to track the changes
    to a document via the merge process.
  • You can use the Reviewing toolbar to accept or
    reject changes that occurred to the original
    document as a result of the merge.
  • Additional documents can then be merged with the
    edited document without affecting the original
    documents, yet still adding revision marks for
    the changes incurred by the new merge process in
    the merged document.

An example of revision marks
Embed and modify an Excel workbook
  • Embedding is a method of inserting a copy of one
    object into a destination document.
  • For example, an Excel workbook can be copied into
    a Word document.
  • The embedded object can then be edited using the
    toolbar buttons and menus of the source program.
  • Embed an object by clicking Object on the Insert
    menu, and then locating the object file in the
    dialog box.
  • Once the object is in the Word document, use
    Excel tools and menus to modify the workbook by
    double-clicking on the object.

The embedding process
Embedding considerations
  • When an object is embedded into a Word document,
    only a copy of the object is embedded.
  • Any modifications made to the embedded object are
    not reflected in the original source file.
  • When you open the Object dialog box, you can
    choose to create an embedded object from an
    existing file, or create a new object.
  • The Link to file box must NOT be checked when
    embedding an object.

The Object dialog box
An embedded Excel table
Link an Excel chart
  • In addition to embedding an object, you can also
    link an object in a Word document.
  • Whereas embedding an object creates a copy of the
    object, linking an object creates a two-way
    connection with the object's source file and the
    destination file.
  • Any changes made to the object in the Word
    document will affect the original source file for
    the object.
  • If an Excel workbook is linked in a Word
    document, editing the workbook from the Word
    document will change the Excel document as well.

Use the Object dialog box to link an object
Modify and update a linked chart
  • Linking an Excel chart has an advantages and
    potential drawbacks.
  • Anyone with access to the Word file can update
    the chart source file
  • Great care must be taken when linking an object
    as it does open up the source file for the object
    to potential modification from outside the file
  • When a linked object is updated in its source
    application, the link may need to be manually
    updated in the Word document to reflect the
    changes made in the source program

Linking considerations
  • When a linked chart is updated in the source
    program and if the Word document is open when the
    changes are made, the link must be updated
    manually in the Word document to reflect the
    changes made in Excel.
  • If the Word file was closed when the chart was
    updated in the source program, the link will be
    updated the next time the Word document is
  • When the chart is updated from the Word document,
    the changes are also made in the source file, but
    the link is updated automatically.
  • To update the link, click the Edit menu, and then
    click Links.
  • The Links dialog box will open. Click the desired
    link to select it, and then click the Update Now

The Links dialog box
Modify a document for online distribution
  • Word documents can be prepared for online viewing
    in one of two ways.
  • The document can be e-mailed to people for
    viewing on their screen, or it can be made
    available as a Web page.
  • Viewing a document online is different than
    reading it in printed form.
  • If a document is only to be read online,
    different fonts and colors can be used that would
    not normally be used for a document intended for
  • An online document may also have hyperlinks
    inserted to aid in navigating the document.

Online document options
  • Some of the things you can add to an online
    document that would normally not be applied to a
    printed document include adding animated text or
    background effects.
  • Animated text is text that moves, or blinks, or
    sparkles, or has some motion characteristics
    applied to it
  • Some background effects that are common in online
    documents include gradients, textures, and
  • Background effects can be applied from the Fill
    Effects dialog box.

The Fill Effects dialog box
Use Web Layout view
  • Web Layout view differs from Word document view
    in several ways.
  • Text appears larger
  • Text wraps to the window
  • Documents can be displayed with different
    background effects
  • Page setup elements, including footers and
    headers, are not displayed
  • Web Layout view enables you to see where graphics
    and text will shift when the document is saved as
    a Web page.
  • Note that it doesn't show you exactly how a
    document will look as a Web page.
  • Some items visible in Web Layout view, including
    animations, disappear when the document is saved
    as a Web page.

An example of Web Layout view
Insert and edit hyperlinks
  • Hyperlinks can be created in Word to jump to a
    Web page, open an e-mail, or to send e-mail.
  • Hyperlinks can be used to jump from one Word
    document to some other document, or to another
    location within the same document.
  • Hyperlinks can be added or modified or to correct
    problems with navigation.

The Insert Hyperlinks dialog box
Create bookmarks and external hyperlinks
  • You can use bookmarks to navigate a Word
  • To create a hyperlink to another location in a
    document, you must first create a bookmark that
    assigns a unique name to a location.
  • You can then create a hyperlink using the
    bookmark name as a target location.
  • You can also create hyperlinks to external
  • The process is very similar, except you specify a
    file name and path as the target instead of a

A document with a bookmark
Save a Word document as a Web page
  • Web browsers only read documents formatted in
    HTML (Hypertext Markup Language).
  • HTML tells the browser how to display the
    document. Word inserts HTML codes when you save a
    document as a Web page.
  • When a file is saved as a Web page, the document
    size is larger than a Word document.
  • However, some Word formatting will not look as
    good on the screen as it does on the printed
  • Also, Web pages can be improved by special
    formatting, such as color and animation, that
    won't translate well between the printed page and
    the Web page.

Save a document as a Web page
  • To convert a Word document to a Web page
  • Select Save As Web Page from the File menu
  • Select Web page as the file type
  • Word will automatically add the correct file
    extension when it saves the file.
  • Word might display a warning message if some of
    the features in the document aren't supported by
    Web browsers.

Web page warning message
Format a Web document
  • You can format and edit a Web page with the same
    Word tools you use to format and edit a normal
    Word document.
  • Use the tools to correct changes that occurred
    when the document was saved as a Web page.
  • This might include repositioning and/or resizing
    graphic images or embedded objects such as charts
    or graphs.
  • It might include the addition of horizontal lines
    to break up sections of text.
  • Changing text size and color might also improve
    the appearance of the Web page.

Add horizontal lines
  • Many Web pages use horizontal lines to separate
    sections of the document or for decorative
  • To add a horizontal line, select Borders and
    Shading from the Format menu, click the Borders
    tab, and click the Horizontal Line button.
  • You can then select a line from the Horizontal
    Line dialog box.
  • You can also accent text with color and size,
    creating a unique look for your Web page.

The Horizontal Line dialog box
View a Web document in a Web browser
  • When creating a Web page from a Word document, it
    is always a good idea to view the page in a Web
  • This will ensure the HTML tags created by Word
    cause the page to look as it is intended to look.
  • It is also a good idea to test the hyperlinks to
    make certain all of the links point to the
    correct target.
  • It is also a chance to view the graphic images on
    the page and be sure that they display properly.

A Word document viewed as a Web page in a Web