New Perspectives on Microsoft Office Word 2003 Tutorial 7

1
Microsoft Office Word 2003

• Tutorial 7 Collaborating With Others and
  Creating Web Pages

2
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.

3
The Compare and Merge dialog box
4
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.

5
An example of revision marks
6
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.

7
The embedding process
8
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.

9
The Object dialog box
10
An embedded Excel table
11
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.

12
Use the Object dialog box to link an object
13
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

14
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
  opened.
• 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
  button.

15
The Links dialog box
16
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
  printing
• An online document may also have hyperlinks
  inserted to aid in navigating the document.

17
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
  patterns.
• Background effects can be applied from the Fill
  Effects dialog box.

18
The Fill Effects dialog box
19
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.

20
An example of Web Layout view
21
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.

22
The Insert Hyperlinks dialog box
23
Create bookmarks and external hyperlinks

• You can use bookmarks to navigate a Word
  document.
• 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
  documents.
• The process is very similar, except you specify a
  file name and path as the target instead of a
  bookmark

24
A document with a bookmark
25
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
  page.
• 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.

26
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.

27
Web page warning message
28
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.

29
Add horizontal lines

• Many Web pages use horizontal lines to separate
  sections of the document or for decorative
  accent.
• 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.

30
The Horizontal Line dialog box
31
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
  browser.
• 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.

32
A Word document viewed as a Web page in a Web
browser