The text is a transcript from a video course on Microsoft Word 2019 advanced techniques. It provides detailed instructions and demonstrations on a range of essential skills. The course covers customization options, efficient document layout, graphics integration, and navigation tools. Specific topics include keyboard shortcuts, screen tips, ribbon management, rulers, finding/replacing formatting, and the navigation pane. It explores working with graphics, text boxes, links/hyperlinks, tables, views, page layout, and dividing documents. The course aims to enhance users’ proficiency in creating professional-looking documents with advanced features.

Word 2019 Advanced Study Guide

Quiz

1. How can you access the Help ribbon if it’s not visible in Word 2019? You can access the Help ribbon by going to the File tab, navigating to the backstage area, and enabling the Help ribbon option in the settings or customization area.
2. What key can you press for a quick way to jump into the Save As dialog box? F12
3. What’s the benefit of contextual ribbons in Word? Contextual ribbons appear when you select specific elements like pictures or charts, offering tools and commands relevant to that element, streamlining the editing process.
4. What is the purpose of rulers in Word documents? Rulers, both horizontal and vertical, enable users to see margins, set tabs for alignment, and center objects or line up text accurately within the document.
5. How can you modify the units of measurement displayed on the ruler in Word? To change the units of measurement, go to File > Options > Advanced, scroll to the Display section, and select your preferred unit (e.g., centimeters) from the “Show measurements in units of” drop-down menu.
6. Besides replacing text, what else can the Find and Replace feature be used for in Word? Find and Replace can also locate and replace specific formatting, such as font styles, indentation, or paragraph spacing, throughout a document.
7. What do the red, blue, and brown lines indicate when spell check has been completed and are visible within the document? A red line indicates a misspelled word, a blue double underline indicates a grammatical error, and a brown dotted line suggests reviewing the sentence for conciseness.
8. How can you use autocorrect to type a pound currency symbol and why might that be useful? This is done by first inserting the pound currency symbol manually (Insert > Symbols), copying the pound symbol, and then going to File > Options > Proofing > Autocorrect Options, then typing the curly brackets and a p into the replace box and pasting the pound symbol into the with box. This can be particularly useful for people using American keyboards and machines.
9. What happens when you press the Alt key while working in Word and how is that useful? Pressing the Alt key displays keyboard shortcuts on the ribbon, allowing users to navigate and execute commands using the keyboard instead of the mouse.
10. In Word, how can you show every style that you have applied to each line? This is done in draft view, jump up to file and we’re going all the way down into our options and we want to jump straight across to the advanced area. If we scroll down all the way down to this display section you’re looking for this option here so where it says style area pane width in draft and outline views.

Essay Questions

1. Discuss the various view options available in Word 2019 and analyze how each view can enhance the user experience for different tasks such as editing, reading, or outlining a document.
2. Explain the importance of using section breaks in Word documents. Describe at least three different scenarios where using section breaks can significantly improve document formatting and organization.
3. Compare and contrast the use of manual formatting versus styles in Word 2019. Discuss the advantages of using styles for maintaining consistency and facilitating efficient document updates, especially in longer documents.
4. Discuss the options available for inserting and manipulating graphics in Word. Compare using 3D models versus icons, and explain how captions and tables of figures contribute to document clarity and navigation.
5. Explain the purpose and functionality of the Mail Merge feature in Word. Describe the steps involved in performing a Mail Merge and discuss how it can be used to create personalized documents for mass distribution.

Glossary of Key Terms

• Backstage Area: The File tab in Word, providing access to document management options like saving, printing, and settings.
• Contextual Ribbons: Ribbons that appear depending on the selected object or task, offering relevant commands and tools.
• ScreenTip: A small box that displays information when hovering the mouse pointer over a command or feature.
• Rulers: Horizontal and vertical guides that display margins, tabs, and object positions.
• Print Layout View: The default view in Word that displays the document as it will appear when printed.
• Find and Replace: A feature for locating and replacing specific text or formatting within a document.
• Keyboard Shortcut: A key or combination of keys that performs a specific command or action.
• Autocorrect: A feature that automatically corrects common typing errors and can be customized with specific entries.
• Thesaurus: A tool for finding synonyms of a selected word.
• Read Mode: A view option that optimizes the document for reading, hiding most editing tools.
• Outline View: A view option that displays the document in a hierarchical structure of headings and subheadings.
• Table Styles: Predefined formats that can be applied to tables to quickly enhance their appearance.
• Cell Reference: A way to identify a cell within a table (e.g., A1, B2), used in formulas for calculations.
• Formula: An equation used to perform calculations in a Word table.
• Word Art: A feature for creating stylized text with various effects, such as shadows, reflections, and transformations.
• Caption: A numbered label added to figures, tables, or equations, providing a reference point within the document.
• Table of Figures: A list of all figures, tables, and equations in a document, with page numbers and clickable links.
• Text Box: A container for text that can be positioned anywhere on a page, independent of the main document flow.
• Header: Text that appears at the top of every page in a section.
• Footer: Text that appears at the bottom of every page in a section.
• Section Break: A division in a document that allows for different formatting settings (e.g., margins, headers, footers) within each section.
• Page Break: A marker that forces the following text to begin on the next page.
• Gutter Margin: An additional margin added to a page layout to compensate for the part of the paper that’s made unusable by the binding process.
• Column Break: A marker that forces the following text to begin on the next column.
• Hyphenation: A process of breaking words at the end of a line to improve text flow and spacing.
• Document Property: Metadata associated with a document, such as the author, title, or subject.
• Field: A placeholder that is replaced with dynamic content, such as the date, file name, or author.
• Hyperlink: A link that directs the user to another location within the document, a website, or an email address.
• Object: An element that is linked to a third-party program.

Word 2019 Advanced Training: Enhance Your Skills

Okay, here’s a briefing document summarizing the key themes and ideas from the provided text excerpts:

Briefing Document: Word 2019 Advanced Training

Overview:

This document summarizes a training course focused on advanced features in Microsoft Word 2019. The course is designed to enhance user proficiency through demonstrations, downloadable practice files, and exercises. It covers a wide range of topics, including document formatting, layout control, graphic integration, automation, and more.

Main Themes and Ideas:

• Course Structure and Resources:
• The course is divided into sections and modules. Each module contains a demo video (5-15 minutes), downloadable course files, and a practice exercise.
• “Each module contains one demo video that’s usually between 5 and 15 minutes long you’ll find all of the files that i use in these demo videos in the course files folder so you can download those and follow along if you want to and then at the end of each section there is a practice exercise that will allow you to practice the skills that you’ve learned in the section”
• The instructor, Deb, emphasizes hands-on learning and encourages users to practice the skills learned.
• Accessing Help and Customization:
• Word 2019 offers built-in help features accessible via a dedicated ribbon (which may need to be enabled).
• Users can customize the ribbon by adding/removing tabs and creating custom ribbons with frequently used commands.
• “You can of course customize the way that your ribbons look so again if we jump up to file and go all the way down to options there is a section in here for customize ribbon”
• Essential Skills and Formatting:
• The course covers essential skills such as keyboard shortcuts, using screen tips, and working with rulers for precise document layout.
• “In this module i just want to talk to you about something that is very small but very important in word and that is working with the rulers now rulers are really important when you’re working in word documents”
• Find and Replace functionality extends beyond text to include formatting.
• Emphasis on proofing tools: Spell check, Grammar check and conciseness.
• “In this module I want to run through with you where you can go within word to get help at any point during this course now word has some really good features when it comes to accessing help so it might be that you need help on a specific command or task or maybe you just want to access some resources and read up about something a little bit more”
• Automation and Efficiency:
• The course teaches users how to use autocorrect to automate frequently typed words/phrases/symbols
• “i often have problems typing in the pound currency symbol… this is something that i like to have set up as an autocorrect option”
• Exploration of macros for automating repetitive tasks.
• Document Views:
• The training explores various Word views (Read Mode, Print Layout, Web Layout, Outline, Draft) and their specific uses.
• Draft view allows to see the styles applied.
• “let’s now jump across into outline view now outline view is intended to be a document development or editing tool and as the name might suggest it’s a means for you to organize large quantities of text and also quickly move through your document”
• Working with Tables:
• Creating tables from text and manipulating table styles.
• Using formulas to perform calculations within tables.
• “in this module i want to talk to you a little bit about how you can work with formulas to do calculations with table data”
• Graphics and Visual Elements:
• Using WordArt for stylized text.
• Filling shapes with pictures.
• Working with icons and 3D models to enhance document appearance.
• Adding captions to figures and creating a table of figures.
• Document Structure and Layout:
• Using text boxes for precise text placement.
• Controlling margins, orientation, and size.
• Working with Columns.
• In-depth coverage of breaks (page, section, column) for dividing and controlling document layout. Headers and footers customized to specific sections of a document.
• “Breaks are particularly useful if you’ve ever struggled to get the formatting of a long document looking like you want it to look in each section now you might be thinking to yourself well what do you mean what’s a section how do I create a section well in this module I just want to give you an overview and an introduction to breaks”
• Master and Subdocuments:
• An advanced technique for managing very large documents by splitting them into smaller, manageable files.
• “tends to be something that are not as widely used mainly because i find people don’t really understand what they are and why they are useful and i will say they are only really useful if you are someone who works with very large documents i’m talking 100 pages plus”
• Adding Links:
• Adding different types of hyperlinks into a document (websites, files, locations within the document, and email addresses).
• “now another thing I could do is link to an external document so if I move a bit further down my employment contract I have a section here for brief description of the job”
• Embedding Objects:
• Different ways of inserting excel charts into word document. Linking to other documents

Overall Impression:

This training program appears to be comprehensive, covering a wide array of advanced Word 2019 features. The emphasis on practice and hands-on exercises should enable users to develop a strong understanding of the software’s capabilities.

Microsoft Word 2019 Advanced FAQ

Microsoft Word 2019 Advanced FAQ

• How is this Word 2019 advanced course structured?
• The course is organized into sections, each covering a specific topic. Within each section, there are modules (lessons) that include a demo video (5-15 minutes long), downloadable course files used in the video, and a practice exercise to reinforce learned skills. At the end of each section there is an exercise file for the section.
• How can I access help within Word 2019 during this course?
• Word 2019 has built-in help features that can assist with specific commands, tasks, or provide access to resources. A “Help” ribbon may be available (ensure it’s enabled in the backstage area if not visible).
• Where can I find keyboard shortcuts in Word? How can I use them?
• You can search for keyboard shortcuts in the Word help files. For instance, Ctrl+Shift+Right Arrow selects a word, Shift+End selects a line, Shift+Down Arrow selects multiple lines, and Ctrl+A selects the entire document.
• How do I customize the ribbon in Word 2019?
• Go to File > Options > Customize Ribbon. You can enable/disable ribbons, or create your own custom ribbons with frequently used commands. Note that some organizations may restrict ribbon customization.
• Why are rulers important in Word, and how do I display/change their units?
• Rulers are essential for visualizing margins, setting tabs, aligning objects, and centering text. To display them, go to the View ribbon and check the “Ruler” box in the “Show” group (ensure you are in Print Layout view). To change measurement units (inches, centimeters, etc.), go to File > Options > Advanced, scroll to the “Display” section, and choose your preferred unit.
• What is the “Find and Replace” feature useful for beyond just replacing text?
• “Find and Replace” (Ctrl+H) can locate and replace specific formatting styles throughout a document, like font, indentation, italics or other paragraph settings. You can clear existing formatting from search fields using the “No Formatting” button. You can replace double paragraph markers with a single one to create single line spacing in a document.
• How do I use the Editor/Proofing tools in Word to improve my document?
• The Editor feature (available in recent versions of Word) checks spelling, grammar, and conciseness. It highlights errors with different colored underlines (red for spelling, blue for grammar, brown for conciseness). You can right-click on a misspelled word to fix it immediately. It can be enabled through File > Options > Proofing and the statistics can be disabled through the options menu there as well.
• What is autocorrect in Word and how can I make the most of it?
• Autocorrect automatically corrects common typing errors and can be customized in File > Options > Proofing > Autocorrect Options. You can add your own autocorrect entries, such as replacing initials with your full name. Autocorrect settings will automatically correct fractions, create hyperlinks, and many other useful formatting changes while typing in the document. You can override autocorrect by hovering over the automatically corrected word and choosing undo the action.

Word Keyboard Shortcut Guide

Keyboard shortcuts can increase efficiency in Word by allowing you to open files, navigate documents, and invoke commands without using a mouse. Many shortcuts exist, but users often memorize the ones they use frequently.

Some key points regarding keyboard shortcuts include:

• Accessing a List of Shortcuts You can access a full list of keyboard shortcuts in Word by searching “keyboard shortcuts” in the search bar. The help section will then provide a comprehensive list, which can be printed for reference.
• Customizing Shortcuts Word allows you to customize keyboard shortcuts by assigning specific actions to key combinations. This can be done in the options menu under ‘Customize Ribbon’. Be cautious not to reassign existing shortcuts.
• Examples of common shortcuts:
• Ctrl+N creates a new blank document.
• Ctrl+O opens an existing document.
• Esc returns to the blank document.
• Typing =rand() then pressing Enter generates random text.
• Ctrl+Home jumps to the top of the document, while Ctrl+End jumps to the bottom.
• Ctrl+Z undoes the previous action.
• Typing =lorem() then pressing Enter generates “lorem ipsum” text.
• Ctrl + right/left arrow jumps to the next or previous word.
• Ctrl+Shift + right/left arrow highlights words.
• Ctrl + up/down arrow jumps to the next or previous paragraph.
• Shift + End selects the entire line.
• Ctrl+A selects all content in the document.
• Ctrl+B applies bold formatting, Ctrl+I applies italics, and Ctrl+U applies underlining.
• Ctrl+D opens the font formatting dialog box.
• Ctrl+Shift + >/< increases or decreases font size.
• F12 opens the Save As dialog box.
• Screen Tips: Hovering the mouse over commands on the ribbon will display a screen tip, which often includes the keyboard shortcut for that command.
• Ribbon shortcuts Pressing the Alt key displays shortcuts for navigating the ribbon via the keyboard.

Customizing and Using Screen Tips

Screen tips are small informational boxes that appear when you hover your mouse over a command on the ribbon. They provide useful information about the command’s function and, importantly, often display the keyboard shortcut associated with that command. Not every command has a keyboard shortcut listed in the screen tip.

Screen tips can be customized or disabled. To customize screen tips:

• Go to File > Options.
• Under the General area, find the User Interface options.
• You can choose from the following screen tip styles:
• Show feature descriptions in screen tips (shows the command description)
• Don’t show feature descriptions in screen tips (removes the command description)
• Don’t show screen tips at all (disables screen tips entirely)

You can also choose whether or not shortcut keys are shown in screen tips:

• Go to File > Options.
• Go to the Advanced area and scroll down to the Display section.
• Check or uncheck the Show shortcut keys in ScreenTips option.

It is also worth noting that it is possible to create custom screen tips, especially when using hyperlinks and bookmarks.

Microsoft Word Ribbon: Management and Customization

The ribbon in Word is a horizontal strip across the top of the screen that organizes commands into tabs and groups. Managing and customizing the ribbon can help you use Word more efficiently.

Key aspects of ribbon management include:

• Ribbon Tabs and Groups: The ribbon is organized into tabs such as “Home”, “Insert”, “Draw”, “Design”, and “Layout”. Each tab contains groups of related commands, like “Clipboard”, “Font”, and “Paragraph” on the Home tab.
• Accessing Backstage Options: The “File” tab provides access to backstage options for tasks such as creating new documents, opening existing files, saving, printing, and accessing Word options.
• Galleries: Some commands, like styles, are presented in a gallery, which is a drop-down menu displaying various options.
• Dialog Box Launcher: Some groups have a dialog box launcher (a small arrow in the corner) that opens more advanced options related to that group. Not every group has a dialog box launcher.
• Customizing the Ribbon:
• You can customize the ribbon by adding or removing tabs and groups.
• To customize the ribbon, go to File > Options > Customize Ribbon.
• You can create a new tab and add frequently used commands to it.
• It is possible that access to ribbon customization may be restricted by organizational policies.
• Contextual Ribbons: Certain ribbons appear only when needed, such as the “Table Design” and “Layout” ribbons when a table is selected. These ribbons disappear when you click outside the object.
• Minimizing the Ribbon:
• You can collapse the ribbon to increase screen space by using the ribbon display options in the top right corner. The options include:
• Auto Hide Ribbon: Hides the ribbon entirely, only showing it when you move your mouse to the top of the screen.
• Show Tabs: Displays only the ribbon tabs, showing the commands when a tab is clicked.
• Show Tabs and Commands: Shows both the tabs and commands. This is typically the default.
• Another way to collapse or display the ribbon is by using the Ctrl + F1 shortcut key.
• Accessing Commands with the Keyboard: Pressing the Alt key displays shortcut letters for each tab and command, allowing you to navigate the ribbon using the keyboard.
• Tell Me Feature: The “Tell Me” box (or search bar) at the top can be used to search for commands and access help. Type in a search term, and Word will show you where the command is located and provide help options. The keyboard shortcut for the Tell Me box is Alt + Q.

Word: Using Document Rulers for Alignment and Measurement

Document rulers in Word are important for seeing margins and setting tabs to align items correctly. They help when centering objects or lining up text.

Here’s a breakdown of key aspects:

• Displaying Rulers: To display rulers, go to the View ribbon, and in the Show group, check the Ruler box. Ensure you are in Print Layout view to see the rulers. The horizontal ruler runs across the top of the page, and the vertical ruler runs down the side.
• Changing Measurement Units: To change the measurement units of the ruler (e.g., from inches to centimeters), go to File > Options > Advanced. In the Display section, find the “Show measurements in units of” option and select your desired unit from the dropdown menu. Available units include centimeters, millimeters, points, and picas.
• Functionality: Rulers allow you to:
• See and set tab stops.
• Move table borders.
• Line up objects.
• Measure items in the document.
• Usefulness: Having rulers turned on by default is helpful for tasks such as centering objects on a page or aligning text.

Word: Working with Text Boxes

Text boxes in Word provide more flexibility in placing text and the types of text that can be added to a document. They allow text to “float” on the page and be positioned exactly where needed.

Key aspects of working with text boxes:

• Inserting Text Boxes:
• You can find text box options on the Insert ribbon, in the Text group.
• Clicking the Text Box dropdown opens the Text Box Gallery, which offers built-in options such as simple text boxes, quote boxes, and sidebars.
• At the bottom of the gallery, there is access to more text boxes from Office.com.
• The Draw Text Box option allows you to create a text box of a specific size.
• Layout Options: When a text box is inserted, a Layout Options button appears, allowing you to control how the text box interacts with surrounding text. These options include:
• In Line with Text: Places the text box in line with the surrounding text, affecting the flow of the text.
• Square: Wraps text around the text box in a square fashion.
• Tight: Wraps text closely around the text box.
• Through: Allows text to run through the text box.
• Top and Bottom: Prevents text from appearing on either side of the text box.
• Behind Text: Allows text to flow over the top of the text box.
• In Front of Text: Allows the text box to be placed on top of the text.
• Formatting Text Boxes:
• Once a text box is added, you can format it using the Drawing Tools or Shape Format ribbon.
• Formatting options include changing the shape fill, outline, and effects like shadows and glows.
• For a quote box, you may need to adjust the color using the Recolor options in the Adjust group.
• Text Alignment and Margins:
• To modify text alignment and margins within a text box, right-click the text box and select Format Shape.
• In the Format Shape pane, go to Text Options > Text Layout & Properties to find alignment and margin settings.
• You can adjust vertical alignment (top, middle, bottom), text direction, and margins (left, right, top, bottom).
• The Wrap text in shape option controls whether the text wraps within the text box.
• Sidebars:
• Sidebars are text boxes used to add supplementary information that stands out from the main text.
• To modify the shape or color of the sidebar, use the options in the Drawing Tools Format ribbon.
• Linking Text Boxes:
• Linking text boxes allows text to flow across multiple text boxes.
• To link text boxes, select the first text box, go to the Format ribbon, and in the Text group, click Create Link.
• The cursor will change to a “pouring” icon; click the next text box to link them.
• To break the link between text boxes, select a text box and click Break Link in the Text group of the Format ribbon. Breaking the link will place all the text into the selected text box.
• Fill Color Issue: When changing the shape fill of a text box, a white background may appear behind the text. To resolve this, change the color from the Format Shape pane rather than the Drawing Tools Format ribbon.

The Original Text

subscribe and click the bell icon to turn on notifications we’ve made the accompanying exercise files for this tutorial available for free just click the link below in the video details to get these hello everyone and welcome to this training course for word 2019 advanced my name is deborah ashby and i’m an i.t trainer specializing in the design delivery and facilitation of microsoft courses both online and in the classroom and i’ve been in and around the it industry for about 25 years now and i’ve been an it trainer since 2007. now i started my career on an it help desk helping people fix their documents and spreadsheets before transitioning into training and a large part of my career has been spent working as a trainer in law firms and as anyone who works in the legal industry will know it is a very document heavy environment so i found myself using word to a really high level every single day so over the course of the years that i worked in this industry i really got to understand how word works how it’s used in the real world how to troubleshoot long complex documents and i also picked up lots of tips and tricks to make producing documents much more efficient now this training course is predominantly designed for people using word 2019 either the standalone desktop version or the latest version available through microsoft 365. i will say however there is a lot of crossover with older versions so if you’re using word 2016 or maybe even word 2013 you should still be able to follow through this training course without too many issues but just be aware that there are some features available in word 2019 that aren’t available in those older versions now this is an advanced word training course so i’m going to make a few assumptions i’m going to assume that you have a working copy of word 2019 on your pc or laptop i’m also going to assume that you have a good understanding of basic word functionality either gained through everyday use or maybe from completing a word for beginners training course and finally i’m going to assume that you know the basic terminology used in word so terms such as ribbon tab group right click dialog box things like that now this course is divided up into sections and each section is related to a particular topic in word and what you’ll find within that section is a number of different modules or lessons and each module contains one demo video that’s usually between 5 and 15 minutes long you’ll find all of the files that i use in these demo videos in the course files folder so you can download those and follow along if you want to and then at the end of each section there is a practice exercise that will allow you to practice the skills that you’ve learned in the section so with all that said and without further ado let’s dive into our first module where i’m going to run through with you where you can go to access help at any point during this course once again my name is deb i’m really excited to get into this course with you so all that’s left to do is grab a drink and prepare to immerse yourself in the wonderful world of word 2019 hello everyone and welcome back to this course on word 2019 advanced this is deb and it’s my absolute pleasure to be guiding you through this course and currently we are in section one which is the introductory section and i just want to start out by running through with you where you can go within word to get help at any point during this course now word has some really good features when it comes to accessing help so it might be that you need help on a specific command or task or maybe you just want to access some resources and read up about something a little bit more so in this module we’re just going to run through a few of the options that you have so on the screen here i just have a document that i’ve created and you’ll see that this just has some junk text in it which doesn’t really make too much sense but that’s fine in this case because we’re not actually going to be doing anything with this text we just need to have a document open so we can explore the help options now the eagle-eyed amongst you may see up here on our ribbons we have an entire ribbon dedicated to help now if this ribbon isn’t turned on or you can’t see it in your copy of word it might be that you need to go into the backstage area and just enable that ribbon so let me quickly show you how to do that if you can’t see this help tab so we’re going to go across to the file tab and all the way down into our word options and this is where you’ll basically find all of those little options that control word and define how your copy of word is set up now when you’re looking to enable or disable any ribbons you’ll find these options under the customize ribbon section and in this pane on the right hand side this is where you’ll see all of your ribbons laid out and you’ll see right at the bottom i have the help ribbon ticked so if you can’t see this ribbon it’s probably because you don’t have a tick in this box and so it’s not displaying so just make sure you do pop a tick in there click on ok and you should find you can then see your help ribbon now in this help ribbon we just have one group and the first option here is just plain old help and as you can see we can also press the f1 key on our keyboard as a shortcut to the help screen so let’s click on it and what you’ll see is that you get a help pane open up at the side now this pane is somewhat customizable so if it’s a bit too wide for you or even a bit narrow if you hover your mouse over the boundary you’ll see i get that double headed arrow and i can drag in or i can drag out and all of the help is categorized into different groups so for example if i click on get started at the top you can see i get a helpful little video about some of the basics of work so this one is related to creating a document if i scroll down you’ll see i also get written out instruction as well and it goes through some of those basic things that you need to know in word so really very useful if you want to go back to that main menu you have a back arrow which i’m going to click and you can then dive in and have a browse through some of these other sections so this one for example has numerous different subcategories so if i wanted to know how to create a bulleted or numbered list i can click on this again i get a little video and also some written instruction so quite a few items in there for you to have a browse through if you’re looking for something in particular and if you scroll all the way to the bottom you’ll also see that you have a list down here of top task so these are popular help items that again you might want to have a read through so for example if i wanted to know how to add watermark i’m going to come into here again i get my little video that i can play and then i have some more links at the bottom for related tasks and if you ever just want to get back to that main home screen you can click on the little icon here that looks like a house and that’s going to take you back to that main menu and of course just above you also have a search so if you know specifically what you’re looking for so maybe i want to insert a table i can type that in i can see it comes up from the list and there we go once i select it it then pulls back all of the relevant topics to my search term i can then click on that link and once again i’m taken through to a video and written instruction so a fairly comprehensive help file that’s available for you to access at any time simply by pressing the f1 shortcut key now the other things that you have within this help group you have a contact support button so as we hover over the screen tip says get help from an office support agent so if we click on this it’s again going to open up a pane on the right hand side and you can see i’m getting a message saying they’re sorry but they’re currently unable to provide phone support but you could if you wanted to type in a message into here and send that off to microsoft now how quickly you’ll get a reply on that i do not know but that option is there if you need it you can also provide feedback on anything in word so you can let microsoft know if you particularly like something or if you don’t like something or even if you have some kind of suggestion and i will say that i do know that these are collated by microsoft and a lot of the suggestions from their customers are integrated into newer versions so if you do have something that you want to tell them then that feedback button is there we also have a show training option so let’s take a look at this and this is basically going to show you some online training and learning content so again it really depends what it is that you’re interested in so maybe i was looking for some help on formatting text i can click on this section just here and again it’s going to take me into those help files so this is really another way of getting to those help files and then finally we have a what’s new button and this is quite a useful little button because microsoft are always changing things in these applications some are very minor updates some are quite major but sometimes i like to jump in here click on what’s new just so i can see anything new that’s been added since the last time that i checked so whilst there’s nothing new right now i can see what the last feature that was released was and that was the ability to be able to type hands-free using a microphone so it’s always worth keeping your eye on this area so you can keep up to date with any changes and new features so that is your help ribbon now another way to obtain help which essentially is going to jump you into the same help file is you have this little box at the top that says search and if i hover over you’ll see that the actual name for this box is tell me and in older versions it used to be called tell me what you want to do but i think in this version they’ve definitely shortened that down and you can see that this also has a keyboard shortcut of alt plus q now what we do with this is we can start to type in a search term and it will go away and search the help files for us so if i wanted some help on themes i can type themes into the top there and what it’s going to give me is it’s going to show me where themes is located so instead of hunting around the ribbons to try and find where i would change my document theme it’s actually taken me straight to it in this little shootout menu at the side so i could come in here and i could just change my theme alternatively if i didn’t particularly want to apply a theme at this stage maybe i was just looking for some help you’ll see underneath it says get help on and then it says that there are 10 results for themes so again if i click on this it’s going to pop open that help pane and jump me to the section in help that relates to themes and i can then go through click on my different sections to try and find what it is that i’m looking for so that tell me box at the top can be really useful when it comes to navigating or trying to find where different commands are located on the ribbons and also for quickly accessing help so that is it on help those are all the resources that you have they are fairly comprehensive and i do find myself diving in and out of them reasonably often when i’m not sure how to do something or if i just want to read a more in-depth explanation about a task tool or command that’s it for this module in the next module we’re going to be doing an exercise to practice some of the things that we’ve been over in the introductory section and then we’re going to move on to section 2 where the real work starts so i’m going to jump over to the exercise now and i look forward to seeing you there for the next section you’ll want to download the course exercise files click the link below in the video description to get these you can also scroll through the details to find timestamps for each section in this course if you’re enjoying this training please leave us a comment hello everyone and welcome back to this course on word 2019 advanced this is deb and we are down into our first exercise exercise one and in this exercise and all of the exercises hereafter we’re just going to practice some of the skills that we’ve learned in this section now this is the introductory section but there are a couple of things i’d like you to practice before moving on to section two so the first part of this exercise is very straightforward i just want you to make sure that you have word open with a blank document on the screen as i have here and i’d like you to check the version of word that you’re using in the second part of the exercise i’d like you to search through the help files for keyboard shortcuts i want you to find the keyboard shortcut for closing a document and then i’d like you to use that keyboard shortcut to close the open blank document that you have on the screen so if you want to practice that then you can pause this video now if you’ve already completed this exercise and you want to see my answer then carry on playing the video so let’s take a look at the answer to this exercise the first thing i asked you to do was to check the version of word that you’re using so to do that we go up to the file tab and we go down to the account section and this is where you’ll find that information and you can see here that i’m using microsoft office professional plus 2019 let’s click on back the second part of the exercise i asked you to do a search through the help files for keyboard shortcuts so i’m going to jump up to my search box at the top here and i’m going to do a search for keyboard shortcuts and what you’ll see is below i have 10 help results for keyboard shortcuts so let’s click and the top link here is keyboard shortcuts in word now i asked you to search for the keyboard shortcut that will close a document so if you scroll down through keyboard shortcuts and down to frequently use shortcuts you’ll see in here you have an option to close the document which is control plus w so now we know what that keyboard shortcut is i’m just going to use that to close this document control w and that is it i hope you got on okay with that exercise and i will see you in the next section hello everyone this is deb and welcome back to our course on word 2019 advanced we’re now down into section two and in this section we’re going to be covering some essential skills that you should have when you’re working in word 2019 now i know that this is an advanced course and we will be working through some of the advanced features of word but it’s really important that we just solidify the skills that we have in word make sure that we know those essentials those basics in order to give ourselves a good foundation in which to progress on from what i hope to show you in this particular section is some of the things that you need to have turned on some of the things that you need to know how to access or implement in word in order to be able to achieve some of those more advanced skills and even if you are aware of some of these things that i’m going to show you in this section hopefully you’ll pick up some extra tips and tricks which will help you work in word more efficiently because that’s what we’re really aiming for here we all work in a very time pressed environment at least most of us do where we want to be able to use word in the most efficient way possible in order to get our tasks done and that really leads on to what i want to start out in this module with and that is talking a little bit about the ribbon screen tips and those all important keyboard shortcuts so let’s start out with the latter let’s talk about keyboard shortcuts now keyboard shortcuts are a great way to increase your efficiency when you’re working in word whether you’re just trying to open files move around a document or invoke certain commands or dialog boxes they’re just a quick way of doing that so your hands don’t have to leave the keyboard and you might think well you know i don’t mind using my mouse and that is entirely up to you if you’re really comfortable using your mouse to do things then that’s absolutely fine but you probably would be surprised how much quicker it is if you’re already typing if you already have your hands on the keyboard it’s a lot easier just to invoke a quick keyboard shortcut as opposed to moving your hands to your mouse and then trying to carry out whatever task you’re trying to do so we’re going to start out by looking at some of those key keyboard shortcuts now there are so many keyboard shortcuts in word and if you’re anything like me you won’t memorize them all there are hundreds of them but you will pick up a few along the way which you’ll find yourself using all the time so let’s start out by taking a look at a few of them and i’m going to show you where you can access the entire list which you can then print off if you want to and utilize the ones you need so currently on the screen i just have word open i don’t currently have a document open so let’s start out by doing that if i press the keyboard shortcut control n that’s going to give me a new blank document if i wanted to open an existing document control o is going to take me into that open screen in the backstage area and i can then go in and choose to open one of my recent documents alternatively i can browse for a document to open now i’m not going to do that i’m happy with my blank document so if i want to go back to my blank document i can click the back arrow up here alternatively the shortcut for that is the escape key so i’ve got my blank document and let’s just get some text in here now i’m not too concerned about what this text is at this stage but this is another useful little tip if you ever want some junk text just some random text in a document sometimes if you want to maybe play around with layouts or try out some things you don’t really want to do it on an actual document it’s quite nice just to be able to quickly get some lines of text in your document so that you can do that so a quick tip is you can type in equals rand which stands for random open a bracket and then define how many paragraphs you want and how many lines within that paragraph so i’m going to say i want 40 paragraphs of six lines each close my bracket looks very much like an excel command hit enter and that is exactly what i get now you can see it’s jumped me all the way down to the bottom of my document so if i want to jump back up to the top a keyboard shortcut i can use is control home to get me all the way back up there and you can probably guess what’s coming next control end key is going to jump me to the bottom so this is essentially random text that i have in my document i’m going to show you another way to enter random text so what i want to do is i want to essentially undo what i’ve just done so we have a keyboard shortcut for that and it is control z and i’m going to control z again and again to get rid of that little piece of code so the other way i can enter random text is type in equals lorem and then do exactly the same thing this time i’m going to have 20 paragraphs of 10 lines each hit enter and i get that lorem ipsum test text control home to jump me up to the top of the document now when it comes to navigating efficiently around your document again there are a few different keyboard shortcuts that you can use now you’re probably already aware that you can use your left right up and down arrows to move across one character but if you just add in the control key so i’m going to do control key and right arrow that’s going to jump me to each new word and i can use the left arrow to go back again if i do ctrl shift right arrow it’s going to highlight those words as i go across left arrow is going to unhighlight them or deselect them and if i hold down control and do my down arrow that’s going to jump me to the next paragraph and the up arrow will jump me to the paragraph above now when it comes to making selections again there’s a few important keyboard shortcuts that you should know we’ve just seen one of them we can select an entire word simply by doing control shift right arrow and i can carry on doing that to select each word and if i want to select the entire line i just need to do shift and end to select that line i could then move down by doing shift down arrow to carry on selecting lines like so and of course shift up arrow does the opposite if i do shift home it’s going to deselect and of course a really important keyboard shortcut if you just want to select everything in your document control a will select all so some really important keyboard shortcuts there by no means all of them but some ones that i personally use frequently let’s now jump into our document and add a quick title so we’re just going to call this lorem ipsum now i want to make this title stand out a little bit so of course we have keyboard shortcuts for some of our font formatting as well so i’m clicked at the end of the title at the moment so if i do control shift home it’s going to select the entire title and then if i want to make that bold control b is going to give me bold control i is going to make that italic and if i wanted to apply an underline as well ctrl u is going to give me an underline now if i decided at this stage i wanted to do some more advanced font formatting i might want to jump into the font formatting dialog box and again there is a quick way to do that if we do control d that’s going to jump us straight into that font formatting dialog box so it might be that i want to come in here and maybe change the underline style to double underline click on ok and there we go and if at this stage i want to do something like increase the font size if i hold down ctrl shift and then use my angle bracket or what you might know as the greater than sign on your keyboard i can increase my font size and if i use the other angle bracket or the less than symbol on the keyboard and that will take that font size back down again now at this stage i’m currently working in an unsaved document so you can see at the top in the title bar it says document 4 which tells me that i haven’t yet saved this so what i’m going to do is i’m going to save this to a folder that i have on my pc and a quick way to jump into that save as dialog box is to press the f12 key and that’s going to pop up my local folders so i’m just going to select a folder to save this into and we’re going to select the section 2 folder i’m happy with the name lorem ipsum.docx i’m going to click save and there we go we now have a saved document now as i said those are just a few of the keyboard shortcuts that are available in word but if you do want to see a full list of them you can do that very simply from within word so right to the top here where we have this search bar if we click in here and type in keyboard shortcuts you can see just here we have 10 results in the help section within word so if i click on this it’s going to open up a pane on the right hand side which is essentially going to jump me into words help facility and you’ll see here all of the matches that we have for keyboard shortcuts so lots of information in here but if you purely just want to list so you can see all of the keyboard shortcuts available it’s this top link that you’re going to want keyboard shortcuts in word and here we go now this is a pane that you can pop out if i just grab the top and just drag it i can then make this as big as i want to make it easier for me to read and it’s going to go through all of the different keyboard shortcuts organized into helpful topics so you can see here at the top it says frequently used shortcuts if i click on this it’s going to show me all of those keyboard shortcuts available to open a document create a new document save so on and so forth so this might be something that you want to print out or it just might be something you want to refer to from time to time but really useful to know where to access that information now it’s also worth noting that you can customize keyboard shortcuts so if you want to essentially assign your own shortcuts to certain things in word then you can definitely do that as well if we jump up to the file menu and we’re in the backstage now so we’re going to go down to options right at the bottom and you’ll find your keyboard shortcut customization options underneath customize ribbon and right at the bottom here it says keyboard shortcuts we have a customize button and we can now go in and look through the different categories and the different commands and set up our own keyboard shortcuts so what you’ll see is that for some of these there are already keyboard shortcuts so for example if i click on file open you can see that we have these two current keyboard shortcuts assigned now i could go in and change that or add another one if i wanted to but just be aware of this when you are setting your keyboard shortcuts so let’s quickly add in a new keyboard shortcut i’m going to scroll down and let’s say for file close now i’m going to add a new keyboard shortcut and this is going to be ctrl shift y now i can see underneath that this isn’t currently assigned to anything and that is exactly what i’m looking for what you need to be careful of is using shortcut keys that are already assigned to other things so you want to make sure it says unassigned under here and when you’re happy with it you can click on assign and close and click on ok and now let’s test to see if this works i’m going to close this document down ctrl shift y and there we go if i want to reopen the document i can do control o and there it is at the top of my list now word is also quite helpful it does show you what the keyboard shortcuts are for each command when you hover over them and we’re now moving into talking about screen tips and that is exactly where we’re going to pick up in the next module so please join me for that hi everyone and welcome back to my course on word 2019 advanced we’re down in section 2 where we’re just recapping some of those word essential skills to give us a good foundation from which to build from and in the previous module i ran you through some of those essential keyboard shortcuts and also showed you where you can find a big long list of all of the keyboard shortcuts available in word to help you become more efficient and we finished up that module by talking about screen tips and that’s really what i want to concentrate on in this particular module now screen tips if you’re not sure what i mean when i say that word you’ve probably come across them in your everyday usage but maybe just not have known what they’re called and all a screen tip is essentially is when you hover over any of the commands on the ribbon so for example if i hover over format painter you’ll see that i get that little informational box pop up there so it’s essentially giving me some really useful information about what that command does but it’s also showing me the keyboard shortcuts available for that command now it’s worth noting that not every single command on the ribbon will have a keyboard shortcut but the majority of them do so again if i hover over bullets i can see there it’s telling me that i can use this button to create a bulleted list if i hover over bold it tells me what that command does and also shows me that keyboard shortcut so this is a really useful little option if you want to know what the keyboard shortcut is of a particular command you can utilize that screen tip now again you will notice that you don’t have a keyboard shortcut listed in all of the screen tips so again if i hover over the numbering command you can see there it tells me what that command does but it’s not showing me the keyboard shortcut so just bear that in mind when you’re hovering over now if you’re somebody who maybe doesn’t like having those screen tips pop up sometimes they can be a little bit annoying or maybe you just want to customize the style of the screen tip then you can definitely do that as well and as you’ve probably guessed we can do that from file and options so you’ll find your screen tip options underneath the general area and if we take a look under user interface options this first section just here at the bottom we have screen tips style so this is where you can come in and you have three options when it comes to customizing those screen tips so you can select to show feature descriptions in screen tips so that’s the description of what that command does you can say don’t show feature descriptions in screen tips so that will remove it and you can select and not show screen tips at all so if i was to select don’t show screen tips and click on ok you’ll now see that when i hover over something like format painter i’m not getting that screen tip pop up now i actually do like to have my screen tips turned on so i’m going to go back here and i’m going to say show feature descriptions in screen tips now another thing you can customize when it comes to screen tips is whether or not that shortcut key is shown in the screen tip now again i find this really useful but if for some reason you don’t want to have that showing if you jump across to the advanced area and we’re going to scroll all the way down to display you can see here there is an option which i currently have ticked that says show shortcut keys in screen tips so again if you didn’t want to do that you could untick that box click on ok and now when i hover over format painter i just have the description but i don’t have the screen tips and you’ll see the same if i hover over bold just the description no screen tips in there now it’s also worth noting that you can create your own screen tips and this is particularly useful when you’re using things like hyperlinks and bookmarks i’m going to show you exactly how you can add information into your document in the form of a screen tip to help people who are accessing that document know exactly what to do a bit later on in this course when we talk about bookmarks and hyperlinks but for now that is it on screen tips in the next module i’m going to talk to you a little bit more about the ribbons so please join me for that hi everyone and welcome back to this course on word 2019 advanced this is still deb and we are in section two where we’ve been taking a look at those essential skills that you need when you’re working in word and in the past couple of modules we’ve taken a look at keyboard shortcuts and also how to utilize and customize screen tips in this third module of this section what i want to focus on is a little bit more about the ribbon if you’ve been using word for quite a few years and i’m sure you’re aware of this ribbon structure that we now have this is something which came in around 2010 where we switch from the menu drop-downs to our commands running horizontally across the screen on what we call ribbons so in this module i just want to go into a few options that you have when it comes to managing and using your ribbons so the first thing you need to be aware of is that we have our ribbon tabs running across the top so home insert draw design layout so on and so forth we also have a file tab which isn’t essentially a ribbon as it doesn’t have that horizontal organization but this is where you’ll find all of what we call our backstage options and these are the more admin tasks surrounding your documents so things like new document opening saving printing share options and of course also your overall word options now on each tab you’ll find that you have commands organized into groups so if we take the home tab as an example you can see the group names listed at the bottom so we have clipboard font paragraph styles editing and voice and these are obviously different on each tab depending on the commands contained within the group and these essentially just group together all commands that are similar to each other so for example in the clipboard group i have cut copy format painter and all of my paste options in the font group i have all of the commands available when it comes to formatting my fonts so things like changing the font style the size the color and also things like bold italic and underline so these are your different groups and within them we have related commands something else you need to be aware of are galleries now you’ll see these for certain items on the ribbon and it just so happens that we have one on the home ribbon and that is this styles gallery so in the styles group you can see here i have a selection of styles that i can apply to different pieces of text but if i click the drop down it’s going to open up that gallery and it’s going to show me all of the options so you’ll see this sometimes instead of having an actual command button you’ll have some kind of drop down which is going to allow you to go into a gallery to make your selection something else that you’ll also find on some of these groups is a dialog box launcher and that is this little arrow that you see here in the corner of each of these groups now it’s also worth noting that you don’t have a dialogue box launcher in every single group so you can see at the end here with editing and voice i don’t have that little arrow but if you do have a little box like this it’s going to take you into more options for that specific group so for this one paragraph i now have some other options available i can select which aren’t listed as commands within the group on the ribbon so these are always good to go into if you’re looking for more advanced features or just more commands now i’m using word 2019 on a high resolution laptop and you can see the way that my ribbons my groups and my commands are organized it’s worth noting that if you have a lower resolution laptop or pc you may find that your commands and groups look slightly different to mine now the only way i can recreate this is actually to minimize my screen so if i just minimize this down i’m just going to drag it in very slightly so you can see what happens so if i was using a lower resolution you can see that now some of my options are grouped together so now i have an editing group and if i click the drop down underneath i have find replace select so on and so forth if i maximize out you’ll see that my resolution i have those actually listed out on the ribbon as opposed to just grouped underneath an editing button so just be aware of that if you’re following through this course and you’re thinking well i don’t see exactly what you’re seeing it might be related to your screen resolution it’s nothing to worry about but just something to note as we work through the different modules now when it comes to these ribbons as well you don’t always have to have them displayed if you don’t want to you’ll notice that the ribbons do take up quite a bit of screen real estate as i call it and if you want to give yourself more room when you’re working on a document you can definitely collapse up these ribbons so in the top right hand corner you’ll see here i’m hovering my mouse over it we have some ribbon display options so if i click that i have the option to auto hide the ribbon to show just the tabs or to show tabs and commands so if i say auto hide ribbon you can see it gets rid of that ribbon and i now have more space in which to work on my document if i want to get those ribbons back i can just move my mouse to the top of the screen until i get that blue bar and click and it will pull that ribbon down but what you’ll see is that the ribbon isn’t actually locked to the top of the screen when i’m utilizing this mode as soon as i click back on the document that ribbon is going to disappear again now that might be something that you find quite useful or it might not let’s jump back into our ribbon options and i’m going to select the show tabs option so this is as you would expect it’s got rid of all of the commands the actual ribbons but it’s still showing me the tabs so if i want to quickly access something so maybe i want to make this entire paragraph bold i can jump up to home it’s going to display the ribbon i can select my option and then when i click back on the document it’s just going to go back to showing me those tabs now the third option we have is to show tabs and commands now this is the default in general for me i like to have all of my tabs and all of my commands showing but again this is entirely personal preference and really dependent you can switch it up depending on what document you’re working on another way to quickly collapse up that ribbon is by utilizing this little up arrow on the right hand side and you can see there it says collapse the ribbon i can just click that button and it collapses it i can then go to my ribbon options say show tabs and commands and it brings it back you’ll also notice as i hover over there is a shortcut key to collapse the ribbon quickly which is control f1 so if i press ctrl f1 you can see there we go ctrl f1 again brings that ribbon back now another thing you need to be made aware of when it comes to working in word with the ribbons are contextual ribbons now these are ribbons which you can’t see until you need them so let me show you a very quick example what i’m going to do is i’m just going to put into here i’m going to take off italics first of all i’m quickly going to insert a table so i’m going to jump up to insert i’m going to select table and i’m just going to do a very quick table of three columns by two rows now what you’ll see is that once i’m clicked in that table i now have two additional ribbons appear at the top i have a table design ribbon which is showing me all of my options with regards to customizing my table’s design and i have a layout ribbon again this is all related to the layout of my table if i was to click outside of the table so if i click somewhere else in the document you’ll see that both of those ribbons disappear and this is why we call them contextual ribbons they only appear when they’re needed and you’ll see this throughout your usage of word if you insert a picture if you insert a shape if you insert a chart once you’re clicked in the picture or in the charts you’ll find that you will have contextual ribbons appear so a really important thing to be made aware of when you’re working with your ribbons in word now i’m going to do a control z just to undo all of that and take my document back to how it was now another thing you can utilize when working with ribbons and this kind of ties back to the keyboard shortcuts is that if you press the alt key on your keyboard what you’ll see is you get all of these different shortcuts which essentially allows you to navigate through your ribbons using your keyboard as opposed to your mouse so this is quite good for people who either prefer to work predominantly with the keyboard or maybe if you have some kind of wrist injury which prevents you from working efficiently with your mouse this might be a good option for you so again for example if i wanted to jump to the insert ribbon you can see that the letter underneath is n so if i press n it takes me to the insert ribbon and i get a whole new set of shortcuts that i can utilize so if i wanted to access the inbuilt icons in word i can see that the shortcut key there is ns so if i press ns it’s going to take me into my icon library so a really nice way of being able to navigate through your ribbons and commands utilizing just the keyboard and of course if you want to come out of here you can press the alt key again alternatively if you press escape that will take you out as well and the final thing i want to mention in this particular module related to the ribbons is that you can of course customize the way that your ribbons look so again if we jump up to file and go all the way down to options there is a section in here for customize ribbon and what you’ll see in here is on the left hand side you have all of your main tabs so we can see things like home insert drawer design so on and so forth and if it has a tick next to it it means that it’s going to display it on your ribbon now this is a good point to note most of the time you’ll find that the developer ribbon is not selected by default and that’s because it is one of the lesser used ribbons now we are going to be using the developer ribbon in this course so what i’m going to do is i’m going to put a check in the developer ribbon click on ok and you can see that i now have a tab added at the top which is showing me the developer ribbon and all of the commands now of course you could go into options again and go down to customize ribbon and you can turn any of these ribbons off and on if you want to you could even if you wanted to create your own ribbon and assign to that ribbon maybe commands that you use most frequently so i’ll show you very quickly how you can do that just be aware that if you are using your copy of word through your organization this might be something that is locked down i know a lot of companies these days don’t allow their staff to create their own ribbons so if you come into here and you find that you have new tab and new group grayed out then it might be that your company has locked that specific functionality down but if you do have access to these what we can do is we can create a new tab and you can see at the bottom it says new tab custom i’m going to rename this and i’m just going to call this debs ribbon click on ok and i can now go in and create my group so remember all of your commands are in groups so i’m going to select new group custom which has been created by default i’m going to rename this and i can choose to give it a little icon if i want to i’m not going to i’m just going to call this group formatting click on ok and what i can now do is go through and add what commands i want to this formatting group so let’s look through our list of popular commands on the right hand side i’m going to add some bullets like so and you can see when i click add it appears under my new group that i’ve created i’m going to add font and also font color let’s also add a line left at the top so now i have four commands within my formatting group on my debs ribbon so let’s click on okay and there we go you’ll now see add at the top i have debs ribbon i have my group called formatting and i have those commands that i’ve added so if you do have access to this it’s actually quite cool to be able to create your own ribbons maybe with all the commands on it that you use most frequently and of course if you want to get rid of that ribbon if we go back into options and into customized ribbon i can deselect it which will turn it off but it’s still there or alternatively i can select it and i can say remove and that gets rid of the ribbon entirely so that is pretty much it just a few key features that i wanted to make you aware of when it comes to working with your ribbon that’s it for this module i will see you in the next one hi guys and welcome back to this course on word 2019 advanced this is still deb and we are in section 2 where we’ve been taking a look at some of the essential skills you need to know in word now so far we’ve covered off keyboard shortcuts screen tips and we’ve taken a look at some options you have when it comes to working with the ribbons in this module i just want to talk to you about something that is very small but very important in word and that is working with the rulers now rulers are really important when you’re working in word documents they enable you to see your margins they also enable you to set things like tabs so that you can align items in your document correctly they’re also a big help if you’re trying to do things like center objects on a page or line up text so i always like to have my rulers turned on by default now in this example i’ve turned my rulers off just so i can show you how you turn them on so currently i have my document with my lorem ipsum text in it but i don’t have any vertical or horizontal rulers showing now in order to display your rulers it is very simple but you do need to make sure that you are first in print layout view so if we jump up to the view ribbon you can see here in the views group i have print layout selected so just make sure you’re in that view and then also on this ribbon there is a group called show and in there we have an option for ruler and as i hover over you’ll see that useful screen tip that says it shows rulers next to your document you can see and set tab stops move table borders and line up objects in the document and you can also measure stuff so really useful little things to have turned on so i’m going to click in the check box and just turn those rulers on so you’ll now see i have my horizontal ruler running across the top of the page and my vertical ruler running down the side of the page now one question i always get asked when it comes to rulers is how can you change the measurement of the ruler now currently my ruler is showing in inches but if you want to work in a different measurement so maybe centimeters or pixels and you can definitely jump into options and change that so if i want to change my ruler to centimeters i’m going to go up to the file tab i’m going to jump down to my options and i’m going to go straight into my advanced section now what you’re looking for in here is you want to scroll down until you get to the display area and it’s this option that you’re looking for show measurements in units off and you can see that mine is currently set to inches but if i wanted to i can click the drop down and underneath there i have centimeters millimeters points and peakers now peakers is a typographic unit of measurement and one pica is roughly equal to 1 6 of an inch in case you’re interested now i’m not going to use pickers but i am going to change this to centimeters click on ok and you’ll see now that my ruler has changed to show in centimeters as opposed to inches so if you haven’t done already please jump into that view ribbon make sure you have your rulers turned on and make sure that you have the measurements set to something that you find meaningful and can work with that’s it on rulers i will see you in the next module hello everyone and welcome back to this course on word 2019 advanced this is still deb and we are still in section 2 where we’re taking a look at some of those essential skills that you need in word now in this module i want to move on a little bit and start to talk to you a little bit about finding and replacing formatting now you may have used find and replace previously in word but it’s not just for replacing text you can also use finder replace to locate specific types of formatting throughout your document and even replace that formatting with something else entirely now just before we get on to that i just want to briefly remind you of how we utilize the find and replace feature so what you see on the screen here is i have a word document open and it’s called staff list and this is a very small very basic little table that just lists some staff members their job title the department they work in and where they’re located now this is a very small table it would probably be quicker for me to maybe go through and manually make the changes i need but imagine if you have a much larger table or piece of text and you want to find something in that table or text and you want to replace it with something else it’s going to be a lot quicker for you to use the find and replace functionality so for example in this document it might be that i want to change those locations to make them a little bit more concise so wherever i have the word united kingdom i want to change that to uk and wherever i had the word united states of america i want to change that to usa so this would be a perfect scenario for utilizing find and replace so you’ll find your finder replace options on the home ribbon across all the way on the right hand side in the editing group you can see you have a find and a replace and you’ll see there as i hover over i get the screen tip with the keyboard shortcut of control h so i’m going to utilize that control h to bring up my find and replace dialog box so essentially what i want to do here is say what i want to find and then say what i want to replace it with so let’s just start out with united kingdom and i’m going to replace that with uk i’m going to say replace all it’s made three replacements and you’ll now see in the document that that has replaced successfully let’s do the other one so we’re going to look for united states of america and we’re going to replace that with usa and replace all so very quickly i’ve been able to make those bulk changes to my document so a really useful little utility so that might be how you’re used to using find and replace what i want to show you now is how you can take that on a stage further and find and replace formatting now when it comes to finding and replacing formatting you need to think about whether it’s going to be more efficient for you to utilize find and replace or more efficient for you to do it manually and there are definitely some scenarios where doing it manually is going to be quicker for you for example if you have a document and throughout that document you have some instances of bold text and you just want to change it all back to normal text so without the bold applied it’s probably going to be quicker for you just to do a control a on your document and then deselect bold which is going to put everything back to normal text so in those kind of situations it’s going to be quicker to do it manually however there are times when finding replace can really help you save time by applying formatting changes faster and easier than manual formatting so let’s take a look in this example as to how we can utilize find a replace to replace certain pieces of formatting in our document so i’m working in the lorem ipsum document and what you’ll see is if we go through this document i’ve made some changes to it you can see that i now have in blue font and underlined the word lorem ipsum management corporation and i have that fairly frequently throughout the entire document what you’ll also notice is that i have a section just here that’s indented very slightly from the rest of the text and is also showing in italics and what i’m going to do is i’m going to utilize find and replace formatting to make some changes to this document so let’s imagine the scenario it might be that i’ve done this document i’ve sent it to my manager and he’s come back and said to me it all looks great but i don’t want you to have the words lorem ipsum management corporation in blue or underlined i just want them to show in bold and he’s also said to me that he doesn’t want the word lorem ipsum management corporation he wants it to say lorem ipsum management corp now because i have this word throughout my document it’s probably going to be easier for me to utilize find and replace formatting to make these required changes so let’s take a look at how we might go about doing this i’m going to pull up that replace dialog box again remember keyboard shortcut control h and what you’ll immediately notice is that finder replace keeps in it the last search terms that you used so i’m just going to clear those out now the first thing you need to do here is you need to click on this more button because at the bottom this is where you’re going to find the replace formatting option and the first thing we need to do is we need to let word know what it is we’re looking for so in the find what box i’m looking for the words lorem ipsum management corporation but the thing i’m looking for is in blue it’s in bold and it’s underlined so i need to tell word that i’m also looking for those properties so i’m going to go down to the format box and i’m going to go to the font option i want to say that i’m looking for bold text font color is blue and the underline style is the solid line click on ok so now in the find what box is looking for the words lorem ipsum management corporation bold underline with a font color of blue so i’ve specified exactly what i’m looking for i can now go in and tell word what i want to replace it with so my manager said that he just wants this to be in bold but the same color as the rest of the text but he’s also said that he wants it to say corp as opposed to corporation so i’m going to say replace with lorem ipsum management corp and again i’m going to jump in to my formatting options i’m going to go to fonts and i’m going to specify the properties that i want to replace so i just want this to be in bold and i’m going to say font color i want to be set to automatic click on ok so now you can see all of my properties what i’m looking for and what i’m replacing it with if i click on replace all i can see it’s made five replacements and if we look in the document behind you can see that now i have lorem ipsum management corp as opposed to corporation it’s removed the blue font color it’s removed the underline but it’s showing in black in bold which is exactly what my manager asked for so pretty simple to replace the formatting let’s look at one more example now i’ve sent this document back to my manager i’ve made the edits that he’s asked for please come back again miss said actually halfway through the document we have this paragraph that’s slightly indented from the rest and is showing in italics and what he said to me is he wants to have italics removed and he wants the indentation to be removed so that’s in line with the rest of the document so what i would probably do here is i would make sure that my mouse is clicked at the start of this paragraph where we have that indentation and i might just want to check how much these paragraphs are indented by and i can do that by simply jumping up to the home ribbon and launching the paragraph dialog box and in here if i look down at the indentation section i can see that where i’m currently clicked is indented on the left as 0.6 centimeters so that’s useful information for me when i’m trying to find and replace the formatting so let’s cancel out of here and let’s do a ctrl h to fire up our find and replace dialog box now again what you’ll see in here is that it will hold in it the last searches that you did and i want to remove this so i’m going to just delete out where we have lorem ipsum management corp but you’ll see that it still holds that formatting underneath so i need to make sure that i click the no formatting button at the bottom just to get rid of that and i need to do it for both the find what and replace with so now i have a clean search what am i looking for this time well i’m not looking for any text specifically because this applies to this whole paragraph that’s indented so i’m going to click in find what and i’m going to jump straight down to find format and this time i’m searching specifically for text that is indented 0.6 centimeters so i’m going to go to the paragraph option and now i can set what i’m looking for so my indentation i’m going to set to zero 0.6 centimeters that is what i’m looking for and click on ok now i can also see that these paragraphs are showing in italics so i might want to add that in as well just to really refine what i’m looking for so i’m going to jump to format again and this time we’re going to go to font and i’m looking for everything that’s in italics so now i’m doing a very specific search for all texts indented on the left 0.6 centimeters and showing in italic font and what do i want to replace this with well let’s jump down to formatting go into font i want it just to be regular text and click on ok let’s go down to formatting again and into paragraph and i don’t want there to be any indentation so essentially i’m going to set this to zero centimeters click on ok and now i haven’t actually defined a piece of text but i have defined those properties that i’m looking for so now if i click on replace all it’s made one replacement and you’ll see now that that entire paragraph has been changed to regular font and it’s also now in line with the rest of the document so of course there are lots of different ways that you can utilize this by looking under this format option so this can be a really great way of very quickly and efficiently replacing certain items in your document that are formatted in a specific way so that’s it for this module in the next module we’re going to stay on this same train of thought and i’m going to show you how you can find and replace special characters so please join me for that hi everyone and welcome back to this course on word 2019 advanced we are midway through section two and in this section we’ve been learning some of those essential skills when it comes to working with word and in the previous module we took a look at how we can utilize the find and replace to find and replace formatting within a document i want to move on from that idea now and we’re still going to stay with find and replace but we’re going to talk about how you can find and replace special characters now special characters are characters that are not alphabetic or numeric so some examples of special characters would be things like quote marks question marks paragraph marks tabs things like that all of those are considered to be special characters in word and word has the ability for you to search for special characters and also replace special characters in a document which can be really useful so what i’m going to do in this module is just run through with you a few of the different ways that you can find and replace special characters now i’ve got a document on the screen and this is just some text that i’ve pulled from wikipedia about william shakespeare and if we have a look through this document it’s not very long but we do have some things that would be considered special characters so you can see here after the word william shakespeare in this first line of the first paragraph we have a copyright symbol we also have some curly brackets we have a hyphen in here we have some quotation marks down here and as we move down you’ll see there’s lots of other things in this document which are considered to be special characters what you also might notice with this document is that i have some rather large spaces in between each of the paragraphs i can see here that i’ve probably got double line spacing so the first thing i want to do with this document is i want to change the double line spacing to single line spacing now something that’s going to help me with this and something which i turn off and on periodically when i’m working in long documents is the show hide paragraph marker button so up on the home ribbon in the paragraph group you’ll see here you have an icon which looks like a paragraph marker and if we hover over and take a look at the screen tip you can see that it’s called show hide you can see the keyboard shortcut is control plus asterix and it says that if we toggle this on it’s going to show paragraph marks and other hidden formatting symbols and then it says this is especially useful for advanced layout tasks so if we toggle this button on simply by clicking you’ll see that i can now see where all of those paragraph markers are so i can see that yes in fact in between each of my paragraphs i have two paragraph markers and essentially what i want to do here is say to word i want you to find every time i have a double paragraph marker and replace it with one paragraph marker so let’s take a look at the first way that we can replace special characters now we’re going to need to jump back into our replace dialog box so once again you can either click on the home ribbon and click on the replace button in the editing group alternatively you can use the control h keyboard shortcut now i’m going to remove what was in my last search and i’m going to click my mouse in the find what box now in this case i’m looking for double paragraph markers but how do i actually input that into the find what field well if we go down to the bottom where we have our replace options you can see i have an option for replace and then special and if we click that we have about 20 or so options that we can use for our find and if you look at the top one it says paragraph mark so i’m going to select it and it puts in essentially what we call the carrot code for a paragraph marker now currently it’s just a single paragraph marker i’m looking for double paragraph markers so i’m going to do exactly the same thing go down to special and select paragraph mark so now i’m saying search for two paragraph marks and replace with one paragraph mark click on replace all it’s made for replacements and if i now check out my document you can see that i now have single line spacing between those paragraphs now something that you’ll also see is that this first paragraph is now very close to that line above ideally what i would want would be to have a little bit of space in there so i could jump in and just do that manually as i’ve just done but if i wanted to replace those double paragraph markers but keep the space at the top i could do this in a slightly different way so let me do ctrl z to undo and come back to my two paragraph marks so you can see here essentially i do have two paragraph marks so i’ve got one after william shakespeare and one just below the line so if i didn’t want these to be affected i could essentially select the document from the first line of the first paragraph down and then do my find and replace so we know how to do this i can do ctrl shift end and that’s going to select everything below where i’m clicked i can then do control h my options that i selected previously are still in there i’m going to say replace all it’s made three replacements and there we go now i’ve managed to remove them in the body of the document but i still have a space between that first paragraph and the horizontal line for the next example i’m just going to toggle that show hide button again to turn off those paragraph marks now the next thing i’m going to replace in this document are these hyphens now another way that you can do find and replace of special characters is that you can come in and highlight exactly what it is that you want to find in the document so i’m going to highlight in that first line that dash in between his birth date and the date he died i’m going to do ctrl h again and you can see automatically in the find what box it’s selected what i’ve got highlighted in the document i’m going to say replace that dash with a different type of dash so i’m going to go down to special and you can see here i have m dash and n dash now if you’re wondering what the difference is between these two it mainly relates to the size of the dash an m dash is a dash that is the width of the letter m and i’m sure you can imagine what an n dash is it’s a dash that is the width of a letter n so it’s slightly smaller now i’m going to replace this very small dash that i have in there with an m dash and once again it puts in the carrot code for that m dash i’m going to say replace all it’s made six replacements and there we go if you look now you can see that that dash is a lot bigger so now that i’ve replaced that dash looking at my document i can see that actually that dash does look a little bit strange it is a little bit too big particularly if i look in the name stratford-upon-avon that looks a little bit strange to me so what i’ve got in my documents now are m dashes so if i want to go in and replace them all i can say control h i’m going to remove what i have in find what and replace with and in find what i’m going to say find all of the m dash and replace with n dash which is a slightly smaller dash click on replace all it’s made six replacements and if i now take a look at my document i can see that yes that looks a little bit better so it’s definitely worth having a look through all of these different options that you have underneath special characters you can replace things like tabs column breaks fields footnote marks manual page breaks all of those kinds of things are available within the find and replace dialog box now something else i might want to replace in this document is this copyright symbol so in the first paragraph we have william shakespeare and then we have that copyright symbol just there and it might be that i want to replace the copyright symbol with the trademark symbol the tiny little tn now if i go into my replace dialog box and click special i can see that i don’t actually have an option in here to find the copyright symbol and replace it with the trademark symbol so how would i do that well let’s come out of here and something that’s super useful when it comes to doing things like this you’ll find under the insert ribbon and in the group on the end where we have symbol click on more symbols so this is going to open up the symbol window and you can see we have two tabs at the top if you click on special characters it’s actually going to show you all of those special characters and it also lists out their shortcut key and i can see in there that i have copyright symbol and i also have the trademark symbol so i can see copyright is alt control c and trademark is alt control t so i’m going to utilize that shortcut key in my find and replace so i’m going to cancel out of here and i’m going to select this copyright symbol i’m going to do control h to bring up replace and you can see because i’ve highlighted the copyright symbol it’s input it into find what and this time i’m just going to use that shortcut key to select the trademark symbol so alt control t and there you go it’s put in tm i can now say replace all it’s made for replacements and that is how you can utilize those symbol keyboard shortcuts in your find and replace so this is a really useful little option for you to review and you’ll see that they don’t all have shortcut keys but some of these main ones do so that’s another way that you can find and replace special characters in your document that’s it for this module in the next module we’re going to take a look at the navigation pane so please join me for that hello everyone and welcome back to this course on word 2019 advanced this is still deb and we are in section two where we’ve been taking a look at some of those essential skills that you need to know in word and in this module i want to talk to you a little bit about navigating around your document in particular using the navigation pane now i want to start out this module by just highlighting something that i get asked about all the time and that is the existence of browse object in the later versions of word now if you don’t know what i mean by browse object if you ever used word 2013 or versions older than that you would have noticed a really helpful little facility to help you navigate around your document it was called browse object and you would find it underneath the vertical scroll bar in the bottom right hand corner it was essentially two arrows and a little globe icon and if you clicked on it it would allow you to jump to certain objects certain things within your document and it was a really useful little facility that i know a lot of people found really helpful now unfortunately it was eliminated in word 2013 so if you look down now at my vertical scroll bar you’ll see that i don’t have any of those little icons however in the versions after 2013 there has been a partial replacement for this utility by way of utilizing the navigation pane and also the go-to dialogue so i’m going to show you both of those utilities but i would say for those of you that did love the object browser these are definitely not as convenient as the old functionality so we’re going to start out by taking a look at the go to dialogue now before we jump into there there is something that i just want you to check and turn on in the status bar at the bottom in the left hand corner you can see that it’s showing me what section i’m currently clicked in what page i’m currently on so i’m currently on page one of five pages it’s telling me how many words i have in this current document and it’s also telling me the language that i’m using now these are really helpful pieces of information but they aren’t necessarily turned on by default for you when you’re using word so if you right-click your mouse in a blank area of this status bar you’ll see you get the customize status bar menu pop-up and anything that has a tick by it is currently being displayed in that status bar so i want you to go into here and i want you to make sure that you have a tick next to section and also a tick next to page number and if you want to turn on some of these other features then you’re more than welcome to so now we have those turned on let’s take a look at the go to dialog we’re going up to our home ribbon and we’re going all the way across into the editing group i’m going to click the drop down next to find and you’ll see that we have a little option here called go to the keyboard shortcut for this is ctrl g and if we take a look at that screen tip it says what’s faster than scrolling jumping go to lets you jump right to a specific page line footnote comment or other place in your document so in many ways this is very similar to the old object browser so let’s fire up go to and see what we have in here so you can basically see this is just another tab within the find and replace dialog and what this will allow you to do is to quickly jump to various different objects or elements within your document so for example i have a five page document and if i wanted to jump very quickly to page three i can make sure that i’ve selected page in the go to what list and then i can enter my page number three click on go to and it’s gonna jump me straight down to page three i could also do the same with sections now currently i haven’t sectioned up my document i just have one section but if you did have multiple sections you can enter in your section number and it will jump to that section i can choose to jump to a specific line now this might be when you want to turn on line numbers so i’m going to jump up to the layout tab and in this first group page setup you can see one of the options that we have is line numbers now i have a few different options i can select in here but essentially all i want is a number next to each line in the document so i’m going to select continuous and you can see now that my document has line numbers so now if i want to jump to a specific line number i can enter in the line number in here let’s say 50. click on go to and you can see underneath it’s jumped me to line 50. now that may or may not be an option that you want to use but it’s good to know that it is there so what i’m going to do is i’m going to go in and i’m going to turn off those line numbers i can also navigate or jump to any bookmarks that i have in the document we don’t currently have any in here just yet any comments footnotes endnotes fields tables lots of different things that we can jump to for example i could select graphic and then i can enter a graphic number now the only graphics i have in this document are essentially the logos in the header on each page but if i wanted to jump forward three graphics i could type in three click on go to it’s going to jump me to the third graphic from wherever i was currently clicked i could choose object which gives me a little drop down menu and i can then select from the drop down what object i want to jump to so if i have something like an excel chart inserted into my word document i can select excel chart click on next and it’s going to jump me to that particular chart so lots of different options in this drop down menu for you and we can also navigate by headings and i can enter in a heading number so if i enter in say heading 4 click on go to and it’s going to jump me to heading 4. so you can utilize that go to dialog in order to navigate around your document now that’s all well and good but sometimes i find this a little bit cumbersome to use sometimes i don’t know the heading number that i want to jump to sometimes i don’t know how many graphics i want to jump forward i just want to navigate through and that is where the navigation pane is probably going to be more helpful to you so let’s close out of go to and we’re going to turn on the navigation pane so we’re going to go up to the view tab and in this show group you’ll see the bottom option there is navigation pane and the little screen tip says that this is like a tour guide for your document click on a heading a page or a search result and it will take you right there so let’s put a tick in the box and you’ll see my navigation pane opens up on the left hand side and we have three main headings up here headings pages and results and then we have a search document bar just above now what you’ll see under headings is it will essentially import all of the headings within your document into the navigation pane now i will say that this relies on your document being styled correctly and what i mean by that is that you’ve used heading styles throughout your document because the navigation pane is only going to pick up anything that has a style applied to it now you may or may not be familiar with using styles in your document but if i just click at the start of this title just here and jump back to the home ribbon i’m talking about this group here the styles group and you can see currently i have a grey box surrounding the style which is currently applied to the line that i’m clicked in so currently this is a heading one style if i click on the first item just here it says names of the employee and employer i can see that that has a heading 2 style applied and it’s really important to style up your documents particularly if you’re going to do things like tables of contents and particularly if you want to be able to navigate around using headings so essentially in this navigation pane i have everything in here that i’ve applied a heading style to and that enables me to very easily jump to specific points in the document so if i want to jump down to point 10 other paid leave i can just click on that heading in the navigation pane and it’s going to navigate me to that particular page what you’ll also see in here is that these are expandable and collapsible items so if i didn’t want to see any of these subheadings i only wanted to see the heading ones essentially i can just minimize up everything and i currently only have one heading one in this document which is that first heading so what i might want to do is maybe collapse up all of the heading three so that i’m only seeing heading ones and twos so i can do that like so and that makes the list a little bit easier to read and i can then navigate to wherever i like now i’m going to expand these again another useful feature in this headings area of the navigation pane is that you can reorganize your headings very simply from here so if i go down to let’s say 0.3 just here where it says job title or brief description of the job i have two subheadings underneath their job title and brief description of the job if i then decide that i want brief description of the job to appear before job title instead of going into my document and cutting and pasting and moving things around i can simply just drag and drop above where it says job title and what it will do is it will essentially move not only the heading but the entire paragraph associated with it so it’s a really great utility for reorganizing items within your document the next heading along is pages so again we can navigate specifically by different pages in our document and this is pretty much what it says on the tin we have all of the pages of our document listed out and if you want to jump to a specific one you simply click on it and then finally we have results now there’s nothing in here at the moment because this is going to display the results of any search that i’ve done in the search box above so what i can do here is i can enter in search terms to navigate to specific parts so if i type in the word abroad and click on the magnifying glass you can see it jumps me to page two where i have the word abroad and it’s highlighted it in yellow and of course you can customize this option if you don’t want it to highlight if you just want it to jump to the specific place in the document if you click the little drop down at the end of the search field you have an options button and this is where you can choose some of the options with regards to your search and you can see that the only one that i have highlighted in here is the highlight all so if you didn’t want it to appear in yellow you would just uncheck that box you can also see in here that you can choose to match case you can find whole words only and you can also do things like use wildcards let’s click that drop down arrow again and take a look at some of these other options we have access to advanced find in here so again that’s just going to open up that find and replace box in case you want to do a more intensive find within your document replace is going to jump us to our replace dialog and then again we have that go to option that we were just looking at now one thing i will say with this go to option if you do find this useful and you find yourself using it a lot as we no longer have quick access to it via the object browser in word 2019 what you could do is add go to to your quick access toolbar so let’s close out of here i’m going to go up to find in the editing group and where we have go to in the menu i’m going to right click and i’m going to say add to quick access toolbar and you’ll see now that on the quick access toolbar we now have the go to option so this makes it super easy whenever i want to invoke that dialog box i can just click on the quick access toolbar to bring it up as opposed to browsing to the home tab and going to find and then selecting go to and then finally at the bottom we have some specific things that we can find in our document so again if i wanted to look for specific graphics or tables let’s start with graphics it’s going to jump me to the next graphic from wherever i was clicked and for me that is the logo for this company in the header and i could also select tables and it’s going to jump me down to the only table that i have in this document which is on that final page now i’m going to do one final search in here i’m just going to type in the word job into the search box and click the magnifying glass you can see that i have seven results and it’s highlighting the headings where those results appear if i click on the results tab it’s going to show me the line of text where that search term appears and because i have seven results i can use my up and down arrows to navigate to the next result and you can see as i click the down arrow it’s moving through my document to the next instance of my search term once you’re finished with the search if you just click the cross to clear out the search results it’s going to take you back so you can start again and type in another search term and the final thing related to the navigation pane if you don’t particularly like the position of the navigation pane you can move this if i click the little drop down arrow for task pane options i have a move option and when i click that my cursor changes to that double headed arrow and i can just click and i can pick up the navigation pane and i can literally drag and drop it to wherever i like so i’m going to drag it over to the side because i prefer mine to be on the right hand side when you’re done with the navigation pane you can just click the cross in the top corner to close that down so that is how you utilize go to and the navigation pane to navigate around your document and it’s also the alternatives that you have available if you’ve been used to using the object browser in word 2013 or previous versions that’s it for this module i will see you in the next hi guys this is deb and welcome back to my course on word 2019 advanced we are coming towards the end of section two now and in this section we’ve been taking a look at those essential skills that you need to know in word and this section wouldn’t be complete without reviewing some of the options that we have for spelling and grammar checking now i don’t think i need to tell you how important it is that when you have a document that maybe you are sending to a client or maybe your manager or even your colleagues it’s important to run a spell check once the document has been complete if you don’t do this and you end up sending out a document that is full of spelling and grammatical errors it really doesn’t look very professional and it makes it look like you’ve rushed your document it doesn’t give the greatest impression and a spelling and grammar check is something which you should be doing at the end of your document so once it’s complete one of the final things you want to do before you send this document to somebody else or maybe upload it to cloud storage is you want to run a spelling and grammar check now in word 2019 the spelling and grammar checker is slightly different to previous versions of word so let’s dive in and take a look now when it comes to reviewing your document prior to sending it out you’ll find your spelling and grammar checker on the review tab and it’s not immediately obvious as it no longer says spelling or spell checker it’s in the proofing group which is this first group on the left hand side and the one you’re looking for is check document and you can see here as we hover over we get that screen tip which tells us we’re about to go into the editor and of course we have a shortcut key of f7 to quickly invoke that spell check so let’s check out our document and see if we have any issues that we need to fix so now in 2019 what we get is this editor pane pop-up on the left hand side and of course as with the navigation pane if you don’t like the position of this editor you can just pick it up and you can drag and drop it somewhere else now i’m fairly happy with it over on the left hand side so i’m going to pull it back to there now what the editor has done is it’s taken a look through my document remember my document isn’t that long it’s about five pages and it’s pulled up all of the issues that it’s found so currently i have seven issues that i need to review in my document and it’s been divided down into corrections and refinements and you can see that we have spelling grammar and conciseness and these are actually color-coded red blue and this kind of brown color and these colors correspond to how those errors show up in the document so for example if we scroll down and find our first error and here it is just here you can see that we have a red wiggly line underneath the word dependence now what these colors actually mean the red line indicates a misspelled word and you can see i have actually three of them on this particular page a blue double underline indicates a grammatical error and a brown dotted line which you can see just here invites me to review the conciseness of the sentence so that’s what they look like in your document but fortunately we don’t have to scroll through our document looking for these errors we can utilize the editor to quickly jump through and fix these particular errors so let’s deal with spelling first of all i’m going to click where it says spelling and straight away it opens up this spell checker now this looks very similar to spell checkers in previous versions of word it’s highlighted the first misspelled word that it’s found in the document which is dependence and it’s now providing me with some suggestions to replace that word so i can see that yes this top one is the one that i want so i’m going to click dependence to replace that word it replaces it and automatically moves on to the next misspelled word and i can see here that yes i have in fact spelt enroll wrong so i’m going to utilize the suggestion again click on it to replace the word and my final one here is training i have too many n’s in that word i’m gonna select the suggestion to replace that word so once you’ve gone through and corrected all the errors you’ll get a green tick next to that item so i know that in terms of spelling my document is now good to go so i can now move on to check my grammar i can see that i have three errors in here that i need to review so let’s click on grammar and if i look at this particular sentence that it’s picked up where it says there are no collective agreements the suggestion here is the word agreements and i can see that it’s spelt correctly what i’m thinking here is that it doesn’t particularly recognize the quote marks that i have around the words collective agreements now in this case i’m good with those quote marks i want them there so i don’t want this to register as a grammatical error so what i’m going to do is i’m going to go down underneath and i’m going to select ignore once and it will move me onto the next check here it’s picked up the sentence you will receive an additional day’s holiday for each five years of continuous employment and quite rightly it’s recognized that i haven’t spelt days quite correctly i’ve missed out the apostrophe so i’m going to change that and utilize the suggestion and then finally when it comes to grammar it’s picked up the sentence must inform jane doe by telephone as soon as possible but no later than two hours prior to your workday’s start time and again it’s recognized that i’ve put work day as two words and it’s made the suggestion of all one word so i’m gonna say yes change that and once again once you’ve been through and reviewed everything you’ll get a green tick to let you know that you’re good when it comes to grammar now finally in here we have a nice little option called conciseness so this essentially reviews your sentences in your document and works out if you could have written something a little bit more concisely i know a lot of the time i am very guilty of adding in extra words into sentences that don’t really need to be there so this is a great one to help keep your document on point without any unnecessary waffle so let’s see what it’s picked up i’m going to click on conciseness and it’s pulling back this sentence so it says while you’re working outside the uk in addition to your pay you’ll be paid all of your accommodation costs food allowance and any agreed reasonable expenses now you might think that that sentence sounds okay but what word is telling me is that i don’t really need the word of in this sentence so this might sound better if it says in addition to your pay you’ll be paid all your accommodation costs food allowance etc etc so it’s removing unnecessary words from a sentence to make it more concise so i’m going to say yup sounds good to me let’s select all and replace that so i’ve essentially finished reviewing my document and it’s popped up a readability statistics box which just shows me some really nice statistics with relation to how many words characters paragraphs and sentences i have in this document it’s also given me some averages which is quite nice and also the readability of my document graded against different scales now you don’t necessarily have to have this readability statistics turned on so if you don’t like that popping up once you’ve finished your spell check i’m going to show you in a moment how you can turn this off but the time being i’m going to click on ok word is telling me i’ve finished reviewing so i’m going to click ok and i’m now pretty certain that my document is error-free when i send this out now just before we leave this editor let’s just quickly jump into the settings at the bottom now when i click on settings it’s just going to essentially jump me into word options and to the proofing area i’m going to go through a lot of these options in the next module but the section i want to highlight here is this section just here so when correcting spelling and grammar in word it’s always worth reviewing these options to make sure everything is set up as you would like it so i like word to check spelling as i type so essentially when i’m typing a word if i misspell it i like it to underline it straight away in the document so that i know i also want it to mark grammar errors as i type and also frequently confused words now this next option it says check grammar and refinements in the editor pane so this is the edit pane that we’ve been using if i unchecked this box it’s only going to show me spelling errors it’s not going to give me the grammar and conciseness and then finally i have that show readability statistic so if i don’t want that to pop up i can just untick that particular box and if you wanted to right at the bottom we could do something like hide all the spelling and grammar errors in this document only so if you have a particular document where you don’t want to show any errors in it you can select it or even set it for all new documents and then select hide spelling errors and hide grammar errors now i’m not going to do that because i like to see when i’ve made a mistake and click on ok now i’m going to close down the editor pane and just one final thing i want to point out here when it comes to spell check as you type and let’s type a sentence and spell something wrong so i’m going to say the document is attached and you can see i’ve spelt document wrong so i have my red wiggly line indicating a spelling error now i don’t have to wait until the end to review any spelling errors what i tend to do is if i’m typing in a document i like to correct my spelling errors as i go if i see that i’ve misspelled a word if you right click on the word your first option you get is spelling which allows you to correct it as you’re typing so here i can see that i have my suggestion is document i can select it and it’s corrected immediately now that might be something that you like to do or alternatively you might just like to bash out your document and then just check the whole thing at the end it is entirely up to you and finally before we leave this module where we’ve been talking about proofing let’s just look at these other two options that we have in this proofing group thesaurus and word count now the thesaurus lets us select an alternative word that means the same thing so for example if i highlight the word accommodation in my document and click on thesaurus it’s going to give me a whole host of other options which basically mean accommodation so i find this useful sometimes when i’m writing a paragraph i find myself repeating the same word and it just doesn’t sound particularly great so it’s nice to have other options available so that’s a nice little option and then finally we have word count so again this just gives us some statistics and our document in relation to how many pages how many words we have in the document characters with spaces characters no spaces paragraphs and lines so again i find this particularly useful if maybe i am writing something like a blog post and i’ve been given a word limit so maybe i can’t go over a thousand words this helps me keep track of where i’m up to and of course in addition to this little word count pop-up box you also have that down in your status bar if you have word count turned on so that is it when it comes to proofing tools checking your document for spelling grammar and conciseness i hope you found that useful and i will see you in the next module hi guys this is deb and welcome back to my course on word 2019 advanced we’re coming towards the end of section two where we’ve been reviewing all of those essential skills when working in word and in this particular module i want to run through with you some options that you have when it comes to autocorrect now autocorrect is a super useful feature for automatically correcting misspelled words fixing things like capitalization and also invoking special characters and it’s so good you may not even have noticed when you’re busy typing away frantically in a document that it’s actually working as you type so let me show you what i mean and let’s take a look at autocorrect in action so currently i just have a blank document open i’m going to click in my blank document and i’m going to misspell the word the i’m going to type in hte and let’s just zoom in a little bit so that’s a bit easier to see now when i press space you can see the word auto corrects it to the word the the same thing with the word can if i type in a c n which can happen if you’re typing very quickly and it will auto correct the word and there are a whole host of commonly misspelled words that word recognizes and will autocorrect for you as you’re typing i’m going to delve in and take a look at some of those in a moment but just be aware that’s always chugging away in the background as you’re typing your document now aside from words there’s also some other things that word will auto correct for you as you’re typing so for example if i was to type in first and hit the space bar you can see that it becomes superscript the same thing if i was to type second third so on and so forth now some other examples of autocorrect in action would be utilizing symbols in your document so for example if i wanted to add the copyright symbol if i type in curly bracket c curly bracket you can see again that is set up to autocorrect to the copyright symbol if i type in bracket e bracket that’s set up to correct to the euro currency symbol and if i type in tm that’s going to correct to the trademark symbol and these are all set up within autocorrect options as defaults now something else that’s also set up to autocorrect is links and website addresses so if i was to type in http://www.google.com and hit enter you can see that automatically it corrects it so that it is now a hyperlink and if i hold my control key down i can click and that’s going to take me across to google so all of these things are set up by default in your auto correct options and of course as you can imagine you can customize this and add your own autocorrect options and we’re going to take a look at those now so you’ll find all of your autocorrect options underneath the file tab and we’re going to jump all the way down to options and we’re going into the proofing area and the first option that you have in the list is autocorrect options so we’re going to click on our button now there’s quite a few different tabs in here let’s jump across to the auto correct tab and this is where you can set up exactly what you want word to auto correct and you’ll see that there is a whole host of options already listed in here or words that it’s going to autocorrect so some of these check boxes that we have at the top you can see it’s going to correct two initial capitals so if you accidentally type in two capital letters at the beginning of the word it’s going to correct that it’s also going to automatically capitalize the first letter of sentences so again if you’ve typed a period or a full stop and then you accidentally hit a lowercase key it’s going to capitalize it through autocorrect it’s going to capitalize the first letter of table cells names of days and it’s going to correct the accidental usage of the caps lock key now this is a big one for me i am always accidentally hitting that caps lock key and if i’m looking down at my keyboard before i know it i’ve typed the entire sentence in capital letters so with that option ticked it’s going to auto-correct that for me and i don’t need to worry about it then underneath that we have the option replace text as you type and this is where we can set up what we want to auto correct now some of these you’ve already seen me use the top one here if you remember we typed in curly bracket c curly bracket and it also corrected to the copyright symbol the same with the euro symbol and also the trademark symbol and if we scroll down you’ll start to see all the different things that are set up to autocorrect and we have in here a lot of words that are commonly misspelt when you’re typing fast in a document and of course you can add your own ones into here so let’s add our own autocorrect option so maybe i find that i have to type my name fairly frequently in a document and instead of typing out my full name maybe i just want to be able to type in my initials and that’s gonna essentially autocorrect to my full name i’m going to click on add to add that to the list let’s click on ok and ok again and let’s check to see if that works i’m going to type in my initials hit the space bar and it auto corrects to my name so the scope of items that you can enter into autocorrect is really wide you can really make yourself a lot more efficient by utilizing short versions of words phrases or sentences to input them into your word document now one other thing i want to show you here i often have problems typing in the pound currency symbol obviously i’m in the uk and we use pounds but i find a lot of the time i’m working in american dollars because a lot of my clients are based in the us and i have an american laptop and i also have my options set to american keyboard layout now because of that typing in a pound currency symbol is quite difficult for me on my keyboard when i press the key that has the pound on it which is just above the three key it doesn’t actually input a pound if i show you now if i type in what should be a pound i actually get a hash symbol or the pound symbol as it’s called in america so a lot of the time if i have to type the pound currency symbol i find myself inserting a symbol which isn’t particularly efficient so this is something that i like to have set up as an autocorrect option so let me just show you how i do that first thing i’m going to do is i’m going to insert the symbol so we’re going to go to the insert tab across to symbol in that end group and you can see it’s my first one just there because i use this most frequently and i’m just going to input that into my document so i’m going to select the symbol now i could ctrl c to copy it but i don’t actually need to if i go to file options and back into my autocorrect options you can see that it’s automatically picked it up so what i can do is now type in what i want to type in order to achieve that pound symbol which is curly brackets p in this case click on add click on ok and okay again and let’s see if that works and it does so for me that’s a really great way of solving the problem that i personally have of not being able to type a pound symbol on the keyboard that i’m using now let’s jump back into file options proofing and auto correct options and take a look at some of these other tabs so these are all your auto correct options and you can go through and add in as many as you like we then have math autocorrect so if you’re someone who works with a lot of mathematical symbols you may want to check out this section and also add in your own autocorrect options we then have an auto format as you type and you will have noticed some of these in action in the examples that i showed you in the document at the beginning so we can see our option there to auto correct fractions you can also see the internet and network paths with hyperlinks so if you remember when we typed in http://www.google.com it auto-corrected to a hyperlink ordinal so that was when we were typing first second third and it was changing them to superscript and there are lots of other things in here so things like straight quotes with smart quotes and also hyphens with a dash so it’s worth coming into here and just checking which options you want to turn on now this is the auto format as you type so this will correct as you’re typing these things in you also have an auto format tab where we have many of the same options so definitely go through and check all of those now one other important point to note when it comes to autocorrect is that you can override any autocorrect options so let me show you an example of this i’m just going to type a quick sentence into this document [Music] the quick brown fox jumps over the lazy dog now i don’t if you notice when i started to type that sentence i actually typed a lowercase t for the word the and of course word auto corrected that to capitalize that first letter now what about if i actually wanted that to be a lowercase t well when the auto correction has been applied if you hover your mouse over the corrected letter so in this case the t you’ll see you get this little autocorrect options drop down and if i click that drop down i can choose to undo the automatic capitalization this one time or i can choose to stop auto capitalizing the first letter of sentences so selecting that option is essentially going to turn it off within word options so if i now go on to the next line and type the same sentence it’s not auto correcting now i’m going to undo that option because i like it when it auto corrects for me and then of course the final option you have in here will just jump you into all of those autocorrect options to make any further customizations a couple of final things i want to show you in here we’re going to stay in our word options and we’re going to go down to advanced and in editing options i just want to highlight to you this option just here show autocomplete suggestions now autocomplete is a little bit different to autocorrect there are some words that word will automatically recognize as you start to type them and it will offer you a suggestion for completing that word now i actually really like this option so i have a tick in the box so this might be something that you want to turn on so let me show you what this does let’s click on okay and if i was to type a word let’s say monday you can see as i get part way through the word i get that little suggestion just above press enter to insert i can just hit enter and it will complete that word and it will work the same for most of the days of the week it also works for months of the year but it’s worth pointing out that not all of them it works for it works for the longer ones but something like may doesn’t auto-complete and neither does something like march but longer words you’ll get that little suggestion and you can just hit enter to complete them so if when you’re typing you do see that little screen tip pop up just be aware that you can hit enter just to complete that word saves you a little bit of time so that is it on autocorrect and auto complete in the next module we’re going to take a look at how you can group objects together so please join me for that hi everyone this is deb and welcome back to this course on word 2019 advanced we’re almost at the end of section two and in this section we’ve been reviewing some of those essential skills that you should know in what and in this module i want to talk to you a little bit about grouping objects because this is a really important and often overlooked skill now anytime that you insert something into a word document so that might be some kind of shape or maybe a picture or even something like a chart or a table that is essentially considered or classed as an object in word and when an object whatever that may be is inserted into a word document it is an independent object i.e it’s not linked to the other objects on the page so an example of this would be the document that i have open on the screen so this is just a little meet the team document which is made up of a number of different objects we have some shapes some circles and those circles have been filled with an employee’s photograph and these shapes are considered to be individual objects and for each of these employees we also have a text box underneath that contains the details their name their department and these text boxes again are individual objects and you can see as i click on them i’m essentially selecting that particular object we then have these connector lines to show how marcus is linked to everybody else in the organization and again if i click on these arrows and these are just connector arrows these are also individual objects now when i say these are individual objects i mean they’re independent of everything else so if i wanted to resize marcus’s picture if i click on it and then i drag out the handle it’s just going to resize marcus it’s not going to resize anything else ctrl z to undo now when you have individual objects on a page that’s all well and good if you want to make edits to that particular object but there will be times when maybe you want to group together all of the objects on a page so that you can do things like resize currently if i wanted to resize this entire diagram i don’t really have the ability to do that because every time i click on an object it just selects that individual object so essentially i’m only resizing that individual object it’s not allowing me to resize everything in one go so what i would need to do here would be to group my objects together now there are a couple of different ways that you can do that the first way is that you can go in and utilizing your shift key you can select all of the individual objects and then group them so let’s do that now this process can be a little bit tedious depending on how many objects you have on your page i’m going to select the first one i’m going to hold down shift i’m going to select his text box and let’s go through still holding down shift as we make our selections and don’t forget those connector arrows as well so i’ve now got essentially all of my objects selected what i can now do is group them together and there are a couple of different places i can go in order to access my group options you’ll see that because i have objects selected i now have two different contextual ribbons appear at the top drawing tools and picture tools and it actually doesn’t matter whether you go into drawing tools or picture tools because the option that we need is available on both of these ribbons in the arrange group we have a group option and you can see here if i select group so you can see that that has now grouped all of those objects together they’re no longer individual they’re there as a group i’m just going to ctrl z to undo that because there is another way that i can group objects together without jumping up to my ribbons once i have all the objects selected if i right click on one of the objects in that right click menu i also have the group option in there and it pretty much does exactly the same thing so essentially now everything is grouped together as one object and i can resize this diagram as one single object now remember if you want to keep the aspect ratio so if you don’t want these pictures to distort as you resize if you hold down the shift key as you drag any of these handles in and there we go i can also pick this object up and i can place it wherever i like within this document now you will notice that the text inside these text boxes is now being cut off so it might be that i want to do some rearranging with that text maybe make the font a little bit smaller but pretty much everything else has resized nicely and we don’t have any distortion now once i have my objects grouped if i want to now work on them as individual objects of course i also have an ungroup option so let’s just right click go down to group and you’ll see now the one that we have available to select is the ungroup option and now everything is back to individual objects so i’m going to go in and i’m just going to decrease the font size in these text boxes and i’ll be right back with you now another really nice method that’s available in word for selecting all of your objects prior to grouping or ungrouping is using the selection pane and this is actually my preferred method particularly if i have a document that has lots of objects that are overlapping each other sometimes when you’re using this manual method of selecting your objects by clicking and holding down your shift key if you have lots of objects kind of stacked on top of each other it can be really difficult to grab objects that are underneath other objects so an easier way of doing this is utilizing the selection pane so i’m going to click on one of my objects so that i get my contextual ribbons and again i can utilize either the drawing tools or the picture tools format tab and in the arrange group you’ll see that we have an option there for selection pane and the screen tip says you can see a list of all of your objects this makes it easier to select objects change their order or change their visibility so let’s click to open up that pane i’m going to make this a bit wider now i had this pane open earlier and i’ve already started to rename some of my objects if you look at the objects just here where it says text box 2 oval 9 overlay oval 7 oval 3 and straight connector 11. these are essentially the default names that word will give your objects so they’re not particularly meaningful and sometimes if you have a lot of objects on the page it’s a bit hard to know which one you’re selecting from this pane so what i like to do is go through and rename all of the objects so i can easily identify them which is exactly what i’ve done with these ones at the top so the first one middle arrow connector if i click on this it’s going to select that middle arrow connector we have left arrow connector and you’ll see the selection in the document right arrow we have vivian fisher text box so that is the text box that contains her information we have a text box for darius one for sarah and then i still have these to rename so let’s go through i’m going to click on text box 2 and i can see that that is marx’s text box so i double click and i can simply go in and say marcus lee text box and hit enter if i click on oval 9 to see what that is i can see that that is the photo for vivian fisher so again i can double click on oval 9 and i can rename this object [Music] vivian fisher photo hit enter so i’m going to go through and rename the rest of these and i’ll see you back here in a moment so there we go i now have all of my objects with meaningful labels which makes it super easy for me to make selections of individual objects using this selection pane so as i mentioned before this is great if you have objects that are stacked on top of each other and are quite hard to select manually you’ll also notice in the selection pane you have this little eye icon to the right of each of the objects so this allows you to essentially show or hide specific objects so for example if i click on the i next to marcus lee text box you can see that now that is hidden click again and it brings it back so again this is good if you need to see an object that’s underneath another object you can also use this selection pane to essentially move your objects forward or backwards so an example would be sarah cox’s photo if i wanted the photo to be over the top of the sarah cox marketing text box i can do that by just dragging the object in the selection pane so all i would need to do is grab sarah cox photo from the selection pane and i’m going to drag it and i’m going to place it above where it says sarah cox text box and let go and you can see now that it’s brought that layer essentially that object to the front now i’m actually going to drag that back down because i want the text box in front so when it comes to utilizing this pane for grouping this makes it super easy all you need to do is select the top object hold down control and select the rest of the objects so sometimes that is a lot easier than trying to fiddle around in the main document once you’ve got them all selected you can go up to your format ribbon and use your group option alternatively you can right click and you have your group option in here and there we go and now these objects are grouped if you look over in the selection pane you can see it’s created a group again with a very generic name but i’m going to double click and i’m going to rename this meet the team and hit enter so a few really useful options there when it comes to grouping objects i hope you found that useful in the next module i’m going to talk to you about how to align objects accurately in your document so please join me for that hello everyone and welcome back to this course on word 2019 advanced this is deb and we are in the final module of this section section two and in this module we have been looking at all of those essential skills in word and in the previous module we were looking at how you can group and ungroup different objects that you have in your word document i’d like to progress that idea on a little bit and talk to you about aligning objects in your documents now aligning is really just the process of making sure that all of the pictures shapes charts whatever it is that you might have in your document are all lined up nicely in relation to other objects on the page and also on the page itself and many people don’t realize that there are lots of tools available in word that really help you align these objects accurately so the document that i’ve got on the screen here is just our meet the team document and i have three pictures of employees and also some labels for those pictures and currently these pictures and labels are very much scattered haphazardly around the page so it might be that i’ve just created these and inserted these pictures into my document without too much concern with how they’re lined up but now i want to put these in a nice neat line and position them underneath this title now the most obvious thing which people reach for is just by doing this manually so i could grab one of the pictures and i can drag it and position it where i want it to be and kind of have a good guess which may or may not be accurate as to where the center is so on and so forth but i don’t really need to do that and i can take all of the inaccuracy out of this process by utilizing words alignment tools so let me show you how they work so what i’m aiming for here first of all is i want to get all three of these pictures in a row with even spacing in between each i’m not going to worry too much about where they’re positioned in relation to the page i just want them in a nice row lined up with each other with equal spacing so all i need to do is first of all make my selection so i’m going to hold down shift and select all three of the pictures and it’s worth noting when you are aligning objects you do want them to be ungrouped now i’m going to jump up to my picture tools format ribbon and in the arrange group we have an align drop down and this houses all of your alignment options so i can align the selected objects to the left hand margin to the center or to the right hand margin i can align them to the top of the page to the middle or to the bottom and i can distribute them horizontally or vertically now i want my pictures to be arranged in a line horizontally so the first option i’m going to choose here is a line middle and there we go they are now lined up in relation to each other to the middle but one thing that’s glaringly obvious here is that i have quite a large amount of space between the middle and the last picture and a small amount of space in between the first two pictures so i’m going to want to jump back into my alignment tools and this is where i can utilize the distribute horizontally option this will ensure that i have an even amount of space in between all of my selected objects so there we go i now have these pictures very quickly lined up and looking good now with regards to how these are positioned on the actual page if i zoom out a little bit they’re actually not too bad they’re fairly close to the center but i’m pretty sure that they’re not exactly center aligned and middle aligned so essentially what i want to do is i want to align this group of pictures to the dead center of this page so the first thing i need to do here is group my pictures together so that they’re one object i’m going to right click go to group and select group and there we go so now i have them grouped together i can now align this as one object utilizing my alignment tools so i’m going to say align middle and you see that jumps down very slightly and also align to the center to center them vertically on the page and now when i scroll out i know that these three objects are not only aligned in relation to each other but also in relation to the page so i have these grouped together they’re in the middle of the page but when i re-look at this document i think to myself actually i want these three pictures to be underneath the meet the team title so i might be tempted here to jump back into my alignment tools and maybe select something like a line top but if i select this you’ll see that i don’t really get the result that i wanted it’s going to align my object to the top of the page regardless of if i have text in there or not so i’m going to ctrl z to undo that and if i jump back into my alignment tools i don’t actually have an alignment tool that’s going to accommodate any text that i have above what i’m trying to align so in this particular situation i’m probably going to want to move this object manually into the position that i want and in order to help me do that and ensure that everything is still lined up i’m going to first turn on use alignment guides now alignment guides are super useful when you have them turned on and you pick up a picture or an object and try to move it you’ll see they start to appear these green lines which run across the page telling you when you’ve centered or lined up your object with other objects on the page so currently this alignment guide is telling me that this is in the dead center if i move across slightly it’s telling me that it’s lined up with the end of the meet the team text i could do the same on the other side it’s lined up with the end of the meet the team text if i was to move this down you can see there because i have those two green lines intersecting that is the dead center of the document so utilizing these it means i can safely drag this up and it doesn’t matter if i go off course a little bit because when i get to the position i want to put it in i can just utilize my alignment guides so i know that this is dead in the center like so so now i have these labels for each of my staff members so once again i’m going to pick these up and i’m just going to drag this one up to here and i want it to be about there and i’m going to let go now notice that when i place that particular object i didn’t get any alignment guides come up to assist me so when you’re doing more granular work like this it can be useful sometimes to turn on grid lines to help you align some of your objects and there’s a couple of different ways that we can turn on grid lines we can do it from the view ribbon in the show group we have a gridlines option if i select the tick it’s going to give me some gridlines i could also do it from that format menu from picture tools or drawing tools so if i click on one of the pictures and go up to my picture tools format tab in that align drop down i have a view gridlines option and this can then really help me when it comes to aligning some of these other items so i’m going to drag this label up i’m going to position it just there and then i’m going to grab the final label and i’m going to position it just there and i’ve used that line in my grid so that i know that there is the same amount of space between that line and the bottom of these text boxes now one thing that you’ll also notice when you’re moving objects around and i’ll just select this text box as an example is you’ll see as i move it’s not particularly smooth it’s kind of jumping all over the place a little bit there’s a little nudge in there as you drag the object around and that is because by default word makes objects snap or jump to an underlying grid laid across the document and that is why when you’re dragging these around it’s attempting to snap it to that underlying grid and this can cause some issues sometimes when you’re trying to align objects because you don’t have as much control as to exactly where you place things because it’s constantly going to move it to the next underlying grid line now you can turn this snapping feature off again if we jump up to the format ribbon and go into our alignment options you’ll find these options underneath grid settings and there’s a couple of options that you want to make sure that you’ve got turned off to kind of override that grid snapping and that is this one here these snap objects to other objects we take a tick out of that box and i’m also going to remove the grid lines from this screen click on ok and now you’ll see that when i move my object around that is so much smoother because it’s not constantly trying to snap so it gives me a little bit more control when it comes to placing my objects on my page now i’m going to jump back in to those grid settings and i’m just going to turn back on object snapping and snap objects to grid when the grid lines are not displayed so now that i’ve turned those back on you’ll see we get that jumpy movement again but a quick way of overriding this is to hold down your alt key as you’re dragging your object around so instead of going in and turning on and off those options you can just do that in order to override that snapping utility and of course if you need to make any granular changes so if you prefer to have a little bit more control if you select an object you can use your arrow keys to move that particular object now again because i have snapping turned on you can see as i move it definitely jumps so if i want to be super granular i would again go in and i would turn off those snapping options and then when i utilize my mouse i get much more control as to where i’m placing that particular object now one final point to mention here and it relates to those grid lines which i’m just going to turn back on is you can adjust the spacing of your grid line so you’re not just stuck with this one grid style if you go back into your alignment options and down into grid settings you can change the horizontal spacing and the vertical spacing of these grid lines so if i want a little bit more space i can put these up to let’s say 8 centimeters click on ok and i get a different type of grid so entirely up to you how you want to display those hopefully that’s given you a good introduction as to the plethora of alignment utilities that you have available to you within word to really help you align those objects on your page and make your document look really professional that’s it for this module we have one final exercise and then we are on to the next section so i will see you over there hello everyone and welcome back to this course on word 2019 advanced we’ve made it down to exercise 2 and in this exercise we’re going to practice some of the skills that we’ve learned in section two which was all about those basic word skills that everybody should have and i want to start out this exercise by showing you my answer so on the screen i have a document and the title is seven facts about henry viii i have some paragraphs of text and also some numbered items and then right at the bottom i have another heading titled the wives of henry viii and i have eight circles all perfectly lined up and what i want you to do in this exercise is basically recreate what i have here so let’s take a look at what i’d like you to do so this is the same document but you can see as we scroll through it’s in a less tidy state so what i want you to do is utilize some of the skills you’ve learned in this section to replicate the neat version so the first thing you need to do in this exercise is open the document titled exercise 2 from the exercises folder i’d then like you to toggle on show hide so you can see all of the paragraph markers in this document i’d then like you to go through and replace all double paragraph markers with single paragraph markers once you’ve done that i’d like you to scroll down to page two and i’d like you to align these circles on the page so that they’re distributed evenly and aligned to the center i’d then like you to group the four circles together and duplicate them and position the second row so it’s neatly under the first and then just to finish up i’d like you to give your document a spell check so quite a few different tasks there please feel free to re-watch this video and pause where needed as you practice each task so i’m going to show you my answer now so you might want to pause this video but if you’re ready let’s proceed so let’s run through the answer to this exercise the first thing i asked you to do was open exercise 2 and then turn on show hide markers so we’re going up to the home ribbon into our paragraph group and clicking show hide so i can now see all of those paragraph markers what i then wanted you to do was to find all of the double paragraph markers in the document and replace them with single paragraph markers so for this we need to invoke find and replace and the shortcut key for that is control h now for this you need to click in the find what box and then from your special options at the bottom you need to select paragraph mark twice to find those double paragraphs i then want to replace them with a single paragraph mark and replace all i can see it’s made five replacements i’m going to click on ok and close down find and replace the final part of this exercise was to align these circles and then duplicate them so the first thing i’m going to do is select all of my circles by holding down my shift key and then up to the drawing tools ribbon the format tab and we’re going to go to our alignment options and the first one i’m going to select here is a line middle and then i’m going to distribute them evenly so back up to a line and distribute horizontally i now want to duplicate these four circles so the quickest way to do that is to group these circles together so once you have them selected right click and select group i’m then going to press the ctrl d keyboard shortcut to duplicate and then i’m going to move these circles into position and remember i can select both groups of circles go up to a line and make sure that they’re both aligned to the center and finally i just ask you to do a quick spell check of this document which we do from the review tab check document i can see i have one spelling error just here so let’s check it out and i can see it’s picked up the word solent now i know in this case that this is fine so i’m going to say ignore once and my spell check is complete so those are the steps that i wanted you to take in order to recreate this document the final thing i might want to do here just to make this document a bit cleaner is turn off show hide that is it for exercise two i will see you in the next section hello everyone and welcome back to this course on word 2019 advanced we’ve made it down to section 3 and in this section we’re going to be talking about how you can work with different views in word now views are just the way that you are viewing your document and in word we have different views that you can toggle between and they each display your document in a slightly different way now which one you choose to use very much depends on what you’re trying to do at that particular time so what we’re going to do in this section is we’re going to go through all of the different views that you have i’m going to show you the difference between them and also highlight when would be the best situation to use each view but in this first module i really just want to introduce you to the options that we have on the view ribbon so i’ve got a document open at the moment and this is an employment contract and i’m currently clicked on the view ribbon so let’s just take a look at the different elements which make up this ribbon so the first group here is our views group and this is really what we’re going to be focusing on in the next few modules this is where you can come to switch between all of the different views that you have available we have read mode we have print layout mode web layout outline and draft now by default more often than not you’re working in print layout view which is the one that i have selected now and this is by far the best view when it comes to editing your document now i’m going to go into each of these different views and the advantages and disadvantages of them over the next few modules but just be aware that this is where you come on the ribbon to switch between your different views it’s also worth noting that this isn’t the only place where you can come in order to switch views if you cast your eyes down to the bottom right hand corner of the screen right down in the status bar you’ll see you have a zoom slider but then you also have access to different views down here so we have web layout view print layout view and also read mode and focus mode so two different areas where you can switch between views the next group on this view ribbon is the immersive group now these two options here focus and immersive reader you’ll only have these if you are using word 2019 or word as part of microsoft 365. these are newer features and again they’re related to how you’re viewing and how you’re reading your document and once again we’re going to go into these in the following modules the next section is page movement and again this is a reasonably new addition to word so in general by default when you’re reading or working on a document and you scroll your mouse it’s going to scroll vertically that’s what we’re all used to when we’re working in a document however we do have now another option called side to side so if i was to select that you can see now if i use my mouse i’m actually reading this document as if i had these pages on my desk in front of me i’m reading them side by side as opposed to scrolling through vertically i’m going to jump that back to vertical we then have our show group and we’ve pretty much seen a demonstration of everything in this little group in the course so far i’ve got my rulers turned on both vertical and horizontal we’ve seen what happens when we turn on grid lines and also we’ve utilized that navigation pane in order to navigate around our documents the next group is the zoom group so this is related to zooming in and out and moving around your document so i have my zoom option here where i can jump in there and select how much i want to zoom in by so if i say 200 we’re going to zoom right in to there which makes things a little bit easier to read if i want to jump back to the default of 100 i have a dedicated button for that as well which is going to pop me straight out again i can choose to view just one page multiple pages or i can select page width so it’s going to zoom in as much as it can without cutting anything off of the document we then have the window group so this is related to how you arrange your different word windows on your page and then finally on the end here we have switch windows so when you click this it’s going to list all of the open word documents that you have so now currently i only have one document open so that’s the only one i’m seeing but if i had multiple they would all be listed down here and i can just click to very quickly switch to that particular document and then finally on the end here we have a macros button where i can view any macros i have set up and also record a new macro as well and we’ll be covering this later in the course it’s also worth noting that when it comes to zooming you do have a zoom slider in the bottom right hand corner next to those little view shortcut buttons as well so i could utilize my slider just by dragging in and dragging out in order to change the zoom on that particular document also when it comes to zoom if you are using a mouse that has a scroll wheel if you hold down the control button and move your scroll wheel you see you can zoom in and out on your document like that as well so that is pretty much it i really just wanted to give you an overview in this module of all of the different commands and options that you have available on this views ribbon before we do a deeper dive in the next few modules and that’s exactly what we’re going to do in the next module where we’re going to delve a bit more into these different views so please join me for that hi guys and welcome back to this course on word 2019 advanced we’re down into section three where we’re taking a look at the different ways that you can view your document in word in the previous module we had a quick run through of all of the options and commands available on the views ribbon and what i want to do in this module is really focus in on reading documents now sometimes particularly if you work in a job role that requires you to read lots of long documents so maybe you’re a lawyer who’s constantly reading contracts or maybe you’re a writer who needs to go through and review your work sometimes it’s quite nice to be able to switch into a view mode that’s going to allow you just to read your document that is it’s going to remove all distractions and it’s going to give you more screen space more real estate so you can read your document a little bit easier and fortunately word has a view that’s going to allow you to do just that and it’s called read mode so let me show you how it works so i’m going up to the view ribbon and across to the views group and we’re going to switch into this one just here read mode and straight away you’ll notice quite a drastic change the thing that’s most obvious is that all of our ribbons have disappeared so anything that could possibly distract us has been removed from the top of the screen or collapsed up i should say leaving us with a lot more space to read our document the documents also zoomed itself in to the maximum without cutting off any of the words or the sentences so the text is nice and big on the screen making it easier for me to read another thing you’ll notice is that it’s put it into a two column layout so instead of just reading vertically i’m now reading across the screen so this is much more like a book so here i’m seeing pages one and two and if i want to move to the next two pages i have an arrow over on the right hand side which i can click it’s going to slide along like i’m turning the pages of a book and i can read the next two pages now of course i don’t have to use my mouse to click on these arrows i can also use my arrow keys to move through the different pages in this document now whilst the ribbons are collapsed up when you’re working in this view you do still have access to them if you look in the bar running across the top we still have access to file tools and view so if i click view if i want to switch back into print layout view and essentially edit my document i can just select edit document and it’s going to jump me back to print layout view let’s go back into read mode and click view again now there’s lots of things in this view menu that we can do whilst we’re working in read mode so we can switch to focus mode now i’m not going to do that right now because we are going to cover this a bit later in this module i can bring up the navigation pane so if i want to search for something in this particular document i can do that i can choose to show any comments that have been added into the document now i currently don’t have any but if you do it will show all of your comments alongside your document i can choose the column width so currently i have the default column width set but if i switch to narrow i now have three narrow columns as opposed to two wider columns and if i select wide columns i basically just get one column now i like the default so let’s switch back to that i can also change the page color so currently i have this set to none so i just have black text on a white background but you also have the choice of displaying it in sepia or even in inverse so we have a black background with white text now you might not personally like these but sometimes particularly if people have sight issues these different color backgrounds can be a lot easier on the eye and make it easier for you to read your document so it’s worth having a little experiment with those we then have some layout options so i have column layout set which i quite like but i can also choose paper layout which essentially puts it back very similar to print layout view where we’re scrolling vertically and let’s put mine back to column layout i have a syllables option so this shows the breaks between syllables in your document so let’s click that and what you’ll see now is that the syllables of each word are separated by a little gray square back up to view and let’s just turn syllables off we have a text spacing option and this basically increases the amount of space in between the characters and also the lines so again if you find it a little bit easier to read a document like that then you can jump in there and you can turn on text spacing now i’m going to turn mine off to put that back and then finally in this view menu we have a read aloud option so this will read out all of the text and will also highlight each word as it’s read so again this is a really great option with regards to accessibility if you’re someone who is maybe partially cited then essentially you can have word read your document back to you written statement of employment particulars employee this statement lists the terms and conditions particulars of your employment with us so lots of different options for you to explore underneath that view menu let’s take a look at what we’ve got in tools so if we click on tools again we have our find which is just going to pop out that navigation pane so if you want to search for anything in the document you can just type it in and it’s going to highlight much like it does in any other view mode we also have under tools as smart lookup so if i was to highlight a specific word in this document so let’s say employment go to tools and smart lookup it’s going to search for that word it’s going to pop open a pane on the right hand side and it’s going to basically search the internet and pop up any entries which relate to that particular word so you can see in here i have some wikipedia entries and then also i have some results of the web search so that’s a nice way of being able to select someone’s name or a place name or anything in your document and then explore it further on the internet without leaving the bounds of word and then finally in here we have a translate option where it’s going to pick up the word that i’ve got selected and i can choose a language to translate it to so let’s just say dutch and there we go and if i wanted to i could even select insert to replace the english word with the dutch word in the document so a few nice options in there as well and then of course finally we have our file menu and that just jumps us back to our regular backstage area now if you wanted to go even further here and get rid of this blue bar running across the top if you click on the icon right in the top right hand corner which says auto hide reading toolbar if you click that it’s going to get rid of those menu options so really all you have now on the screen is your document you can go through and read and to get them back again i’m just going to click that button once more so that is pretty much the options that you have when it comes to read mode now everything i’ve shown you there is really related to being able to focus entirely on the document that you’re reading without any distractions and focus is such an important point when it comes to using word so often it’s very easy for us to lose focus we have many different distractions constantly coming at us from email notifications we have the internet our fingertips we can very easily go off down a rabbit hole and lose focus on what we’re doing and with that point of focus in mind microsoft brought in a couple of new features which are really going to help you focus on the document at hand and you’ll find these features in this group called immersive and the first option we have here is focus and if we hover over and take a look at the screen tip it says that when you’re working in this mode it eliminates distractions so you can focus entirely on your document so let’s jump in here and see what we have so the real aim of focus mode is to enhance your document viewing experience by hiding all of the ribbons and distractions on the screen and allow you just to concentrate on the content of your document and you can see here that is pretty much literally all i have on this page i have a plain black background and just my document now of course you can pull down those ribbons if you move your mouse to the top of the screen the ribbon will drop down again and you can make any selections that you need but one thing that you’ll notice is when you are in focus mode if you go back to the view ribbon you have an additional option that’s been added and that is background so this will allow you to change the background that you’re using when you’re working in focus mode and i will say these backgrounds did used to be a lot more interesting in older versions of word we used to have things like a wooden coffee table background which is quite nice now we just have these solid fill colors and you can go in and select whichever one is going to suit your eyes the best so i’m going to choose dark gray and really that is the extent of focus mode it just clears everything out the way allowing you to focus on your document now if you want to come out of focus mode you can go back to your ribbon and just click the focus button once more alternatively if you press the escape key on your keyboard that will take you out and back into print layout view and then finally we have the immersive reader and the immersive reader is part of words learning tools and the idea of it is to help with reading fluency and comprehension now when we jump into here you’ll notice that a lot of these look fairly similar as we had access to a lot of these options when we were working in read mode so we can change our column width and this changes the line length to improve focus and comprehension we can change the page color which can make text easy to scan with less eye strain we can choose to focus in on a specific line so i can say one line three lines five lines and this is all dependent on where you’re actually clicked on the page we can increase the amount of space between words characters and lines with the text spacing option we can show the breakdown between syllables to improve word recognition and pronunciation and then of course we have that read aloud option again which lets you hear your document as each word is highlighted so it’s a really useful tools within the immersive reader as well so hopefully now you have a greater understanding of some of the tools available to you when it comes to reading and really focusing on the document at hand that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced we’re down into section three where we’re taking a look at the different views that you can work in when using word and in this module module three we’re going to be taking a look at print layout and web layout views now i currently have a document open on the screen and i’m clicked on the view tab and as we know from previous modules we can switch between our different views in the first group here the views group now the first thing you’ll probably notice is that the view that i have currently selected is highlighted in grey and this is normally the default print layout view and if you’re following along with me and you’re not currently in this view i would ask you to switch to it now simply by clicking on the print layout command now the major benefit when it comes to print layout view is that you can basically see how your document is going to look if you were to print it so it allows you to better judge things like the margins the spacing that you have throughout your document page breaks section breaks and lots of other visual elements and if you see anything that looks a bit strange then it allows you to adjust them accordingly and even if this is a document that you don’t necessarily intend to print you’ll probably find that working in print layout view is going to be most suitable for you the majority of the time now one other thing you’ll notice with print layout view if i scroll down to where we move on to the second page you’ll see that we have a gap in between our pages so it makes it really easy for me to see where one page ends and the next page begins it’s also showing me that bottom margin as well now if you didn’t want to have any space between these pages you could jump into file options and in the display area this first option here page display options we have show white space between pages in print layout view and you can see the screen tip says show the top and bottom margins including the content of headers and footers so if i was to untick this option and click on ok what you’ll now see is that i don’t have any space between those pages and i’m not seeing the header or the footer so this is sometimes a nice option if you are maybe just reading a really long document and you don’t have to keep scrolling past a very large header or footer you just want to read down the page then that option can be quite useful now in this case i’m going to turn that back on because i do want to see where one page ends and the next page begins also remember that if you want to switch into print layout view you can utilize the little buttons on that status bar next to the zoom slider so now let’s jump across into web layout view so now we’re looking at our document in a completely different way you can see that this view you don’t have margins spacing page breaks and other elements which you might find distracting or disruptive when you’re reading your document and basically web layout view is designed to show you what your document is going to look like if you were to upload it to the internet and publish it as a web page it gives you a much more compact version of your document and you can see that we don’t really have any page breaks section breaks line breaks or anything that’s distracting us from reading this document it’s also worth noting that you don’t need to switch back into print layout view if you want to make any edits to your document if you are working in web layout view you can simply edit your document in this view as well so that is pretty much all there is to print layout and web layout view hopefully that gives you a greater understanding of the difference between the two and helps you make better decisions when it comes to establishing which one is going to be the best option for whatever it is you’re doing at the time in the next module we’re going to explore the final two views that we haven’t yet looked at and that is outline and draft view so please join me for that hello everyone and welcome back to this course on word 2019 advanced we’re down in section 3 where we’re currently looking at how you can work with views in word and in the previous modules we’ve taken a look at print layout and web layout view and we’ve also seen some of the new modes like read mode focus and immersive reader that really help you focus on the document at hand in this module we’re going to finish up this section on views by taking a look at the final two views available in word and that is outline and draft view so let’s start out by switching into draft view now draft view is a view that displays just the text in your document so you won’t see any margins or page breaks and you also won’t see any images or any other visual elements it enables you to continuously scroll through your document without any interruption and page breaks are marked with a very faint dotted line now one of the things that i really like about draft view is its ability to show you what styles you have applied to each line in your document now in order to view the styles you need to turn on the draft pane so let me just show you where you need to go in order to do that i’m going to jump up to file and we’re going all the way down into our options and we want to jump straight across to the advanced area now if we scroll down all the way down to this display section you’re looking for this option here so where it says style area pane width in draft and outline views now if you have that set to zero centimeters or zero then you’re not going to be able to see that style area pane so all you need to do is change this to something like two centimeters click on ok and now you can see down the left hand side we have our style pane visible now if this is a bit too narrow or a bit too wide you can adjust it simply by dragging it in or out but what you’ll see now is that i can see every single style that i have applied to each line so i can see that this top sentence here is a heading one we then have a paragraph of normal text we then have a heading two so on and so forth so the kind of situations where i would utilize this would be if i have a long document that i’m currently trying to add styles to i find this view particularly useful when i’m doing that because i can see what i’ve applied and it just makes it a lot easier for me to ensure that everything is consistent and i’m applying the correct styles to the correct lines once you’ve finished using that styles pane you don’t have to jump back into options to turn it off you can just grab the edge once more and just drag it all the way over to the left hand side and it will disappear so that is draft view let’s now jump across into outline view now it’s worth noting that you can turn on the styles area pane for outline view as well so let’s jump up to file again go into options back into advanced i’m just going to turn that styles area pane back on again like so now outline view is useful if you just want to view the headings and subheadings and text in your document without images or other visuals and it’s a really good view to work in if you need to do some reorganizing of your document now you’ll see that as soon as i switched into outline view this view comes with its own contextual ribbon so if you have a look now you’ll see that i have a new ribbon to the left of the home ribbon called outlining and on this ribbon i have some controls which allow me to adjust what i’m seeing in this particular view what you’ll also notice is next to my different headings i have these collapsible and expandable buttons so in this outline tools group in this first section here this is where i can change the level heading for a particular item so currently if i just take this first heading one as an example i’m clicked in the heading one if i wanted to change that to a heading two i could say level 2 and you can see now that that has changed and i have all of my different level headings in here that correspond to the heading levels i also have demote and promote buttons so i can click on promote to pull that back up to a heading one and then i have a specific button to promote to a heading one and a specific button to demote to body text in the next group of outline tools this is where i can specify which levels i want to show in my outline so for example if i’m only interested in seeing the level twos i can select that level and now it collapses up anything that’s body text or heading three four and i’m only seeing those heading twos if i say level three i’m also going to get thrown in there now anything that i have marked as a heading three i also have in this drop down on all levels which is going to bring everything back again if i want to turn off any text formatting so maybe i have a lot of formatting in the document making it quite hard to read i could untick the show text formatting box and it’s just going to put that into normal text and i also have a show first line only option which is just going to show me the first line of any of my paragraphs so if we take this one as an example this first normal paragraph if i say show first line only i’m now only seeing the first line of that particular paragraph so this view is a good view to work in if you have a reasonably large document that has lots of heading styles contained within it sometimes it’s easier to jump into this view collapse up everything that you don’t need to make it easier for you to edit your document and once you’ve finished working in outline view you have a close outline view button just here and that will take you back to print layout view and you can continue editing your document so that is pretty much it on the subject of views hopefully you’ve got a good idea now as to what each view is which will help you make a better decision when it comes to which view to work in for a particular task that’s it for this module and that is it for this section we have one exercise to do and then we’re going to move on into section four where we’re going to be talking about working with tables so please join me for that hello everyone and welcome back to this course on word 2019 advanced we’ve made it down to exercise 3 and in this exercise we’re going to practice the skills we’ve learned in section three when it comes to working with views now this is a reasonably straightforward exercise so the first thing i want you to do is open the exercise three document from the exercises folder i’d like you to switch the document into read mode and change the page color to sepia once you’ve done that i’d like you to come back to editing the document what i’d then like you to do is switch to outline view and turn on the styles pane and i want you to make sure that you’ve set the styles pane to two inches now the final part of this exercise is optional it’s not content that we’ve covered in this particular section but at this stage in a word advanced course these are definitely skills you should know so if you do want to practice your skills a little further in word the final part of this exercise is to replace all of these numbered items with the heading 3 style now just a little tip on this if you have the styles pane open you’re going to be able to see what styles are currently applied to these numbered items and you can use that information to very quickly change all of those styles to a heading three now as i mentioned that last part is completely optional so see how you go with that if you want to go through this exercise you can pause the video now if you’d like to see the answer to this exercise then carry on watching this video so let’s take a look at the answer to this exercise the first thing i asked you to do was to switch into read mode and change the page color to sepia so i’m going to go up to the view ribbon and into my views group and switch to read mode now to change this background page color to sepia all we need to do is jump up to view go down to page color and select sepia i then asked you to go back to editing the document so again we’re going to go up to view and select edit document i then asked you to switch into outline view making sure that you can see the styles pane now currently i can’t see my styles pane so i need to go into the backstage and turn that on so let’s jump up to file and down to options and we want to select advanced from this list and we’re going to scroll down until we get to the display section and you can see here it says style area pane width in draft and outline views and curry that’s set to zero centimeters and what i’ve asked you to do is change this to two inches so i’m going to go just above change the measurement to inches and then i’m going to type in 2 and click on ok and now you’ll see the styles pane in the left hand margin now the optional part of this exercise was to replace all of these numbered items with a heading 3 style and a little tip i gave you was that when you’ve got the styles pane showing you can see which styles are applied to each paragraph so i can see here that i have the list paragraph style applied to all of my numbered items so a quick way of changing everything that’s marked as a list paragraph to a heading 3 is to go to the home ribbon jump into the advanced options for styles i’m just going to make this a little bit bigger i’m going to find the list paragraph style which is towards the bottom here click the drop down and i’m going to say select all seven instances so very quickly that’s going to select all items where list paragraph is the style now i have them all selected i can simply jump up to my styles gallery and very quickly apply a heading 3. i’m going to close down my styles pane and switch my document back to print layout and there we go that was what i was looking for i hope you got on okay with that i will see you in the next section hello everyone and welcome back to this course on word 2019 advanced we’re down into section four and in this section we’re going to explore some of the more advanced features of working with tables in word now tables are an extremely useful feature and probably something that you utilize already when you’re putting together a document tables help us organize our information into columns and rows making the information a lot easier to read tables also have their own contextual ribbons where you can change the layout and apply formatting and you can format tables to your heart’s content so that they really stand out from your document or are in line with company branding guidelines and in this first module i want to start out by showing you how you can create your own table styles now before we dive straight into that we’re going to do a little bit of a recap and create a table from some data that i have imported into this word document so essentially what i have here is some sales information which originally existed in an excel spreadsheet and what i want to do is i want to put this information into this word document and organize it in a nice table so all i’ve really done to pull this across is i’ve opened up the excel spreadsheet and i’ve copied and pasted it with no formatting into my word document so if you ever have this situation where you have a bunch of text on the screen and you want to put it into a table there is a really nice feature in word called convert text to table which allows you to do this simply and easily now with this data you’ll see in this first line here this is basically my column headings and then i have my data for those column headings underneath but what you’ll also see is that it’s not quite lined up every single field is separated by a tab character now how do i know that well if we turn on our show hide markers i can see these little arrows indicate that that is a tab separating each of the fields and this is quite important for an accurate conversion if you have some consistency with the character that’s been used to separate each field then word should do a pretty good job at converting your text into a table whereas if you have a mixture of different things separating the fields then you might find that you have to do a little bit of rearranging after you’ve done the conversion but our data looks pretty good so i’m going to turn off my show hide markers and we’re going to convert this text to a table so all i need to do is highlight everything i’m going to jump out to the insert ribbon and click the lower half of that table drop down and i’m looking for this option here convert text to table and essentially what it does is it looks at my data it looks at where i have those tab spaces and it tries to work out how many columns and rows i’m going to need so it’s worked out that i need seven columns so that would be right country product units sold manufacturing price sale price and gross sales and it’s worked out that i also need 18 rows i’m going to say create me a table with fixed column widths all of my columns even and at the bottom here i tell it that my text is separated with tab characters i’m going to click on ok and let’s see how it’s done well not too bad it’s guessed that i’ve got more columns than i actually have so i’m simply going to come into here highlight the column that i no longer need and on my table tools layout ribbon in my rows and columns group i’m going to select delete column so now that i’ve deleted that column it’s left me quite a lot of space the table doesn’t automatically resize to accommodate that blank space so what i’m going to do is i’m going to auto fit this table by selecting the entire table up to the layout ribbon and we have some auto fit options so auto fit to contents will basically modify the table so that each column is as wide as the widest item in the table i can autofit to the window which will expand the table so that it’s flush on either side with the left and right margin or i can choose a fixed column width so all of my columns are exactly the same size now in this case i want to auto fit to window and there we go my table is now a lot more evenly spaced and if i wanted to i can go in and i can make some further adjustments simply by dragging these columns over now looking at my table and looking at this first column i can see that this would probably fit a little bit better if i change united kingdom and united states of america to uk and usa respectively so this is where i can utilize find and replace so up to home we’re going to go all the way across to the editing group and we’re going to select replace and i’m going to say find united kingdom and replace with uk i’m going to replace all and we’re going to do the same but we’re going to find united states of america and replace that with usa and replace all so there we go with a few edits my table is now looking a lot neater so once we’re at this stage i’m probably going to want to jazz this table up a little bit make it stand out by applying some kind of table style and we have a whole host of table styles available on the table tools design ribbon and it’s this large group in the middle we have numerous different options and it really depends how we want our table to look so we have some plain table styles you can see as i hover over i’m getting that live preview in the document in the background i have some grid table styles so this is where we can start to apply some colors these table styles will give our heading row a color the next row will give the first column and the heading row a darker color and there is a whole host of different table styles that you can apply if you scroll through the list so let’s just apply something fairly straightforward i’m going to apply this grid table 4 accent 5 style and it’s worth noting that when you do apply a table style because the table style might make certain words bigger or might make them bold you might find that you’ll need to come back into the table and just rejig some of the widths of these columns again to accommodate the newly formatted text and also here i’m not particularly interested in having my countries showing in bold so i’m going to select them all and utilizing my mini toolbar pop-up i’m going to deselect bold so reasonably quickly i’ve been able to use words inbuilt table styles to very quickly format a table of data that’s all well and good but what if you want to create your own table style which maybe aligns more to your company or branding colors or house style well you can definitely do that as well you’ll see right at the bottom we have an option to create a new table style and this is going to allow us to define how we want each element of the table formatted it’s then going to save it as a table style which we can then reuse so let’s quickly create a new style and apply it to our table so the first thing i need to do here is give my new style a name so i’m going to call this deb table the style type while i’m doing a table style so i’m going to select table from that list and then i can basically choose a style to base it on and this is really like a starting point so in here we have lots and lots and lots of different table styles and if i select one of them you’ll see in the preview window below what that looks like so if you want to utilize one of these as your starting point you can do that and then you can format the various different elements so i’m going to start with table grid light and now we can go in and format each of the individual elements of the table so in the apply formatting to drop down you can see we have whole table header row total row first column so on and so forth so you just go through and select where you want to apply the formatting and then set the formatting properties so i’m going to start out with the whole table and what i’m going to do is i’m going to change the font for the entire table to this font just here and i’m actually going to make it slightly smaller because that is quite a large font and i’m happy with the font color and the borders but what i am going to do is i’m going to center everything like so i’m now going to go back up to my apply formatting 2 drop down and i’m going to define how i want the header row to look so i want my header row to be in bold i want the background fill of the header row to be let’s do a dark green color and i want the font to be white so it stands out i’m going to go back up to my apply formatting 2 and i could do total row first column last column but i’m going to say even banded rows i’m going to choose my fill color which is going to be a lighter green color and i could carry on going through applying formatting for each element of my table now i’m happy with the way that looks so i’m going to leave it just there but i have a final selection to make at the bottom here i can choose to make this table style available only in this document or in new documents based on this template now i’m not using any specific template for my document so when you don’t select a template you’re using the normal dot dot template so pretty much most documents that you create are going to be based on the normal dot dot template so if i was to select this option new documents based on this template pretty much every time i create a new blank document my table style is going to be available so i’m going to select this option and i’m going to say ok and what you’ll see now is that in our table styles drop down we have a new group at the top called custom and this is where you’ll find any table styles that you’ve created and i can just click it to apply it to my table now i can see here once i’ve applied it that that first column is again in bold so what i want to do is jump back into my table style modify it and remove bold for that first column so up to table styles right click your mouse and you have an option for modify table style so now i’m going to say apply formatting to first column and what you’ll see here is that in this window it doesn’t actually show as being in bold but if it’s showing in bold in your table then just toggle it so it appears to be on in your modify style box click on ok and you’ll find the reverse happens now a couple of other things i can also do in this right click menu i could set this table style as default so whenever i create a table it’s going to utilize this style i could also choose to apply the table style but clear out all of the formatting or apply and maintain formatting which is basically just the same as clicking on the style and of course if i no longer need the table style i have a delete table style option in here as well so that is how you convert text to a table and also create and apply your own table styles in the next module we’re going to delve a little bit more into formatting and we’re going to talk about table breaks and repeat headings so please join me for that hello everyone and welcome back to this course on word 2019 advanced we’re down in section 4 where we’re taking a look at some of the more advanced options when it comes to working with tables in documents and in the previous module we took a look at how you can convert text to a table and then create your own table style now in this module we’re going to delve a little bit more into table properties and i’m going to show you how you can split a table and also how you can repeat table headings so in this document i have a similar table to in the last module but this one contains a lot more information you’ll see that this table runs across three pages now there’s something very important to note when it comes to dealing with a larger table like this so i’m going to select the table and i’m going to right click and jump into table properties now there’s an option in here in the rows section that says allow rows to break across pages and currently i have that ticked and you’ll probably find that you also have it ticked because it is the default setting now when you have this option ticked what that basically means is that if you have a row for example this bottom row of page one if this row contains a lot of information the row will essentially break across both pages so let me show you an example i’m just going to make this row a little bit wider by adding in some returns so now essentially what i have is this one row breaking across the pages and that’s being controlled by that little setting in table properties so let’s go back and select the entire table again now another way of selecting the entire table is to jump up to the layout ribbon and in this first group click the drop down underneath select and choose select table we can then jump into table properties using the properties button and it takes us back to that same dialog box so now if i was to untick allow rows to break across pages and click on ok what you’ll see now with this final row is that it will shift the entire row down onto the next page so i no longer have a row splitting across two pages so that’s a really important point to know when you’re dealing with tables that run across multiple pages now i’m going to ctrl z to undo and put that row back on that first page now another thing you can do when it comes to a very large table is that you can actually split that table up so if i decided that i wanted to split this table into two all i need to do is select the row where i want it to split jump up to the table tools layout ribbon and then in the merge group i have a split table option and you’ll see it splits where i was clicked and when it’s also done there because this is now a new table it’s automatically applied my table style and made the first row a heading row now i don’t actually want it to look like that so what i’m going to do here to fix that is i’m going to jump up and select the entire table again i’m going to go across to the design ribbon and in the table style options i’m going to untick header row and that will remove that header formatting so now essentially i have two tables in my document this first one which is a fairly small table and then this second one which spreads across the rest of the pages now another little cool trick here that’s worth knowing is that if you put a table into a blank document it’s going to insert right at the top of the page which means that if i then want to go in and maybe add a title to the top of this document i can’t click there’s nowhere for me to click my cursor in order to add the title now you could get around this by copying and pasting the table further down the page but there is a much easier trick to get a blank line above any table that’s inserted at the top of the document make sure that your mouse is clicked in the first table cell so just before where it says country and then if you press ctrl shift enter that is going to put a blank line above the table for you and now i can add in my title like so and i might want to give this some formatting and i’m going to make this a little bit bigger or like so so now i’ve got this table split into two what if i want to do the reverse of that what if i decide that i now no longer want them split i want to re-merge them together well again there is a cool little keyboard shortcut that can do this for you very simply so the first thing you need to do is once again select the bottom table and then to merge it with the top table if you do alt shift up arrow it’s as simple as that now the final thing i want to show you with this table is how you can repeat the header row across multiple pages so in order to demonstrate this a little bit clearer i’m going to change the way that i’m viewing my document so i’m up in the view ribbon i’m going to go to the zoom group and i’m going to say that i want to view my document as multiple pages so this is going to put my three pages side by side and this makes it a lot clearer to see so you can see that on page one i have my column headings there so country product units sold so on and so forth but those currently don’t repeat across the other pages and sometimes it can be a bit confusing if you’re looking at data where you can’t actually see those column headings to know what information you’re looking at so there is a very simple way to get those column headings to repeat across all of your pages now i’m going to go back to zooming into a hundred percent so i’m going to select the row that i want to repeat so in this case this is the header row i’m going to right click my mouse and go into table properties and the option that you need to select is this one just here repeat as header row at the top of each page so let’s put a tick in the box click on ok and now if we look down i can see that i have those header rows repeated across all of the pages so it’s as simple as that now that option will repeat whichever row that you have selected so that doesn’t necessarily have to be the header row if you have a different row within your table that you want to repeat at the top of each page then all you would need to do is select it and run through the same process again and that is pretty much it for this module we’ve explored how we can split up a table and how we can join it back together again how we can add a blank row above a table and also how we can get those header rows to repeat across multiple pages i hope you found that useful i will see you in the next module hello everyone and welcome back to this course on word 2019 advanced we’re down in section four where we’re looking at working with tables in word documents and so far we’ve seen quite a few really useful tips and tricks when it comes to manipulating tables in this module i want to talk to you a little bit about how you can work with formulas to do calculations with table data now formulas are more commonly associated with excel but you do have a selection of formulas that you can also utilize in word and the good news is the functions and the formulas should look very familiar if you are an excel user because they are pretty much exactly the same so to add up numbers we use the sum function to find the minimum value we use min the maximum value max so on and so forth however there is a slight difference when it comes to how you select the data that you want to perform the calculation on so in this module i’m going to run through a few different ways that you can utilize formulas so what we’re going to do is we’re going to add a totals row to the bottom of this table so i’m going to press ctrl end to jump me all the way to the bottom of my table and i’m going to quickly add a new row now there’s numerous different ways that you can add rows into tables but by far the quickest way is just to click your mouse just outside the last row of the table on the right hand side and then press your enter key and that’s going to give you a brand new row so i’m going to add a total row in and i’m going to format this very slightly so i’m going to make it stand out by applying some bold font and i’m also going to give this a top border to separate it from the rest of the data so i’m going to go into my borders group on the table tools design ribbon i’m going to select the width that i want the border so i’m going to say one and a half points and i’m going to choose the pen color we’re going to have this as a dark green and then the border that i’m going to add is just going to be a top border like so so now we have a real separation between our table data and our total row now in the last two columns of my table i have sale price and gross sales and it might be that i want to perform some calculations on these two columns so let’s start with the sales price i’m going to click in that last row in that column and we’re going to add in a formula first of all that’s basically just going to add up everything in this sales price column so if we jump up to the table tools layout ribbon in that final group on the end the data group we have an option to add a formula so let’s click it so this is our little formulas dialog box and you can see the word has made a guess as to what i might want to do with these numbers and it’s input the formula into the formula field for me so it’s doing a simple sum calculation but instead of selecting cells like you would in excel it’s got the word above which basically means it’s going to sum all of the numeric values above where i’m clicked which is essentially the entire column and it probably won’t surprise you to know that if we had our table laid out in a slightly different way i could utilize the word below to sum everything below i can say sum everything to the left or sum everything to the right i can even combine two and say sum everything to the right and to the left so you can use these directional words in order to essentially select the range that you want to sum now i’m going to stick with above in this case i can then choose what i want my number format to be so if i look at my number format in this column i can see that i have two decimal places so the number format i’m going to want to use is going to be this one just here that has those two decimal places now the paste function box at the bottom this essentially shows you all of the functions that are available for you to use in a formula in a word table i’m going to look at a couple of these other ones in a moment but for the time being i’m happy with my sum calculation i’m going to click on ok and there we go now unlike excel we don’t have an auto fill so we can’t essentially drag this formula across in order to total the gross sales column as well so there’s a couple of ways that we can get around this we can either click in the gross cells column and repeat what we’ve just done by adding in the formula alternatively i could copy the formula ctrl c and do a ctrl v to paste it in now you’ll notice that it hasn’t updated but if i click and then right click and select update field that will refresh it and give me my new total so that’s a quick little work around now let’s go back to this field i’m just going to delete out that value and let’s add in another formula now another way that you can do this is instead of using the words above below left and right to essentially make your selections you can almost do cell references with word tables now this isn’t quite as intuitive as something like excel but let me show you how you can do it so i’m going to cancel out here for one moment and scroll to the top of this last page now the way that you can utilize cell references is basically to count the number of columns in your table so essentially in word the first column is column a second column b c d e and f so that is the first part of my cell reference i then need to tell word which row i want to utilize now the problem here occurs because unlike excel the rows in our table are not numbered and that might be fine if you have quite a small table you can just count down but in my table i have a lot of rows so how can i find out what my row numbers are well unfortunately there isn’t a great way to do this you either do have to count down or for example if i want to see how many rows i have in this table what i can do is select the entire table right click my mouse and jump into table properties and you’ll see when we click on that row tab it says rows 1 to 125 so i know that i have 124 rows in my table so if i was adding up something towards the end of this table that’s probably going to help me work out which row number i need as i said not particularly intuitive but i’m just trying to show you some ways that you could possibly think about doing this so just as an example i know i’ve got 124 rows let’s add up row 123 and 124 of the sale price column so the sale price column is a b c d is column e so i’m going to jump up into my formula and this time i’m going to replace the word above and we’re going to sum row 122 and 123 because 124 is the actual totals row so that’s going to be e two comma e one two three we’re going to choose our number format which is decimal places click on okay and it’s giving me the answer of twenty two dollars which i can see very clearly is the sum of both of these numbers now i’m going to delete this out again and let’s jump back up to our formula button now as i mentioned earlier you have a whole host of different functions that you can utilize in word tables so for example i could count the number of items i have in this particular column so what i can do is delete out the current formula being careful to leave the equal sign there and choose a different function that i want to use so this time i’m going to utilize count and i’m just going to say count everything above click on ok and you see it’s giving me 122. i’m probably going to want to go in there and just change that number formatting to just a plain number like so and just to show you one final example of a slightly more complicated formula we’re going to jump back into our formula button we’re going to remove what we have in there and this time we’re going to do an if calculation so i’m going to select if now if you don’t know what if is if you’re not an excel user if basically does a logical test and it will give you one of two answers for example if you have some students that have all taken a test you might want to say if student a receives a mark of greater than 70 percent then he gets an a so that is a logical test with an outcome i’m just going to utilize this to show you very quickly how you can do an if calculation in your word table so let’s do something pretty basic here i’m going to say if the sum of and let’s use those cell references again e 1 2 2 and e 1 2 3. if that is greater than 20 then i want you to put 20 in the cell if it’s not i want you to put a zero now again if you’re not used to excel formulas then this will probably seem a little bit strange a little bit complicated but let’s just read through this formula again so we’re saying if the sum so the total of e122 and e123 is greater than 20 then i want the number 20 to appear in the cell if it’s not then i want a 0 to appear in the cell now these are the two cells that we added up previously so i know the result is going to be 21 which essentially is greater than 20 so what i’m expecting to see when i click ok here is the number 20 in this cell and i’m going to make sure i have my number format set to an integer and i’m going to say ok and there we go so a few different examples there of utilizing formulas in your word tables i hope you enjoyed that and i will see you in the next module hello everyone and welcome back to this course on word 2019 advanced we’ve made it all the way down to exercise four and in the proceeding section we’ve been talking about working with tables and in this exercise we’re going to get a chance to practice all of those skills that we’ve learned so on the screen here i have my finished document so this is what we’re working towards this is what i want you to replicate in this exercise so what i have on the screen here are two different tables i can see that they have some table formatting applied and i can also see that each of the tables has a totals row so when you’re working through this exercise if you need a reference point as to what i’m after i want you to essentially recreate this so let’s see what we need to do so this is our starting document it’s exercise four in the exercises folder and what i currently have here is one long table it has about 30 or so employee names it has their department then we have a blank column and then we have their salary so the first part of this exercise i want you to remove the blank column from the table and then auto fit the table to the window once you’ve done that i want you to split up this table so you’ll see that the first half of this table contains employees in the finance department and the second part of the table contains employees in the sales department so essentially i want all of the finance employees in one table and all of the sales employees in another table so i want you to split this table into two separate tables once you’ve done that i want you to make sure that the second table has a heading row the same as this row that i currently have highlighted and then once you’ve done that i’d like you to apply a table style to both tables and if you want to go a little bit more advanced with this i would encourage you to create your own table style and then finally i want you to add a totals row at the bottom of each table and add a formula into the salary column that’s going to calculate the total of all staff salaries so quite a few tasks for you to practice there as always pause this video as needed but if you’d like to see my answer carry on watching this video so let’s take a look at the answer the first thing i asked you to do in this exercise was remove the blank column from the table so i’m going to select my column right click and i’m going to say delete columns i then asked you to auto fit the table to the window so i need to select the entire table go up to my table tools layout ribbon and in the middle here i have an autofit option and i want to say autofit to window to resize that table i then asked you to split this table into finance and sales employees so i’m going to go down until i find the first sales employee i’m just going to select that entire row i’m going to jump back up to my table tools layout ribbon and in the merge group i have my split table option so i now essentially have two separate tables now my second table currently doesn’t have a header row so i’d like you to add one of those so again we’re going to right click go to insert and say insert rows above and then i’m just going to add in those column headings i then asked you to apply a table style of your choosing to both of these tables and the advanced option here was to create your own table style so i’m going to select my first table up to the table tools design ribbon and if i was creating my own table style i would need to click the drop down in the table styles gallery and select new table style at the bottom and at this point i could give my style a name and then set the options for my table the simpler option for this would be just to select a table style from the drop down gallery so i’m going to choose my custom table style and i’m going to apply this to both of my tables and the final thing i asked you to do was to add a totals row to the bottom of both tables and use a formula to calculate the total salaries for each department so let’s first add in a new row i’m just going to click at the end of the table and hit enter to add in that row i’m going to type in total tab across to that final row and then i’m going to go up to the layout ribbon and insert a formula now the formula that i’ve got in here the default is correct it’s just going to sum everything that’s above and i’m going to choose a number format i want the dollar currency sign and two decimal places after and click on ok i’m going to do exactly the same for the second table hit enter type in total tab tab click on formula select my number format and click on ok and there we go if you got something that looked like this then you are doing pretty good so far that’s the end of this exercise i will see you in the next section hello everyone and welcome back to this course on word 2019 advanced we’ve made it down to section 5 and in this section we’re going to explore the wonderful visual world of graphics and pictures now whilst content is king when it comes to word documents it’s also extremely important to think about how your documents look and make them engaging for your reader by utilizing pictures text effects icons and graphics and in this first module we’re going to take a look at how you can add interest to text by utilizing word art so in this document in front of me i just have a circle shape with a nice image in the middle and this might be some kind of logo for a travel company or maybe some kind of image that i want to use in the heading of a newsletter what i want to do here is i want to add in some nice text onto this picture and i’m sure we’re all aware of the numerous font formatting options that we have available in word you can find them all on the home ribbon in the font group now i don’t want to actually concentrate on those i just want to show you a different type of formatting that you can apply to any text so the first thing i’m going to do is i’m going to actually insert a text box because i want to be able to move this piece of text over the top of my image so i’m going to click on the insert tab and over in the text group our first option here is text box and you’ll see that we have quite a few pre-formatted text boxes that we can insert into our word document so it really depends what you want your text box to look like now i just want a simple text box so i’m going to select this first option just here now this simple text box just has default formatting and you can see that i get some test text within a nice little text box which i can pick up drag and drop wherever i want to on the page and of course i can edit this text so i’m going to add in the name of this travel company which is go explore travel now currently my text looks a little bit dull but as we all know we have many options available to us on the home ribbon in the font formatting group but what i want to go through in this module is i want to introduce you to some of the word art options so let’s jump across to the insert tab and again over in this text group you can see that we have a drop down for word art now all wordart is is a quick way of applying different types of formatting to a piece of selected text now the word art gallery is reasonably limited but i like to see these as more of a starting point because every element or every property of the word arc can also be customized so i’m going to go in and let’s just select this second one here fill blue accent color 1 with a shadow and there we go you can see i get another text box which is showing me my newly formatted word art so i can then drag and drop that and place that wherever i like now as i mentioned before once you have added some word art into your document you can then jump up to the format tab and you have this word art styles group if we click the drop down in the gallery you can change your text to any one of the options that you see available here as i hover over each one i get this kind of live preview so i can see what that’s going to look like when applied to my text now it might be that i want to change this to gradient fill gold accent color four so let’s do that and my text has changed i also have other options in here to customize this further so if i quite liked the style but i didn’t particularly like the font color i can go in and i can change the fill color i also have some gradient fill options down here which i can choose from so if i was to change this to a green color and then go back up and say gradient i have different variations of a green gradient now i’m actually going to change this back to blue and you can see i still have a yellow outline so again if i wanted to i can jump up to my word art styles group and change that text outline to something else so let’s just do a darker blue and what i also have in here is the ability to add some text effects to my word art so if we click on text effects i can add a shadow and you’ll see that change in the live preview i can add an inner shadow or a perspective shadow as well we have lots of other options in here so reflection can be quite a nice one we have glow which will put a nice glow around the selected text we can make it a bevel texture and i have to say probably out of all of these this is the one i use the least and we have some 3d rotation options as well so it really depends how you want your text to look something else that we also have is this transform utility so this allows you to warp your text in various different ways so if i just show you one of these follow path options let’s click this arch just here you can see what that’s done to this particular selected text so i could then drag that down and into my logo and when i click away i can see that yes that looks quite nice now if i wanted to i could also warp this a little bit more so by utilizing this little orange handle if i drag this down you can see i’m drawing a path like so and then if i decide that i don’t want it inside the picture i can move that to just above and i can make any editing changes to this piece of text that i need to using my word art styles group now i’m going to drag this back down and just place it within my logo and don’t forget that whenever you see that little arrow in the bottom right hand corner of any group if you click the arrow it’s going to take you into more formatting options for your selected item so a lot of these are repeats of what we already have in this word styles group so for example i can add shadows from here i can also add different types of reflection but i have some additional options so i could add a shadow and then i could do things like change the transparency change the size so on and so forth so i have a little bit more control when it comes to the text effects that i’m adding i can change my text fill and outline from here as well so if i wanted to switch it to a gradient fill i could definitely do that and i can adjust my gradient options so let’s just click this end gradient stop and i’m going to change that color to a darker blue and i’m going to adjust these gradient stops and you’ll see as i do this it adjusts it very slightly in my logo i also have similar options for the text outline as well so if i didn’t want any outline if i say no outline it’s going to get rid of that now i don’t like that because it kind of blends a bit too much into the background i’m going to say solid line but i’m going to take the width of that line down very slightly so it’s a little bit more subtle and then finally we have a text box option and this is where i can choose my alignment position and also the text direction so if i was to change this to something like rotate all text 90 degrees you can see what we get there it’s a little bit of a mess because of the warp that i have on there now one thing i’ll say about wordart is that some of the options that you have are not particularly useful when it comes to creating professional documents most of the time when i’m utilizing wordart i’m doing some kind of fun personal projects so maybe it’s some kind of newsletter or an invitation to a party so just bear that in mind when you’re utilizing word art that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced this is still deb and we are down in section 5 where we’re taking a look at graphics and pictures in this module i’m going to talk to you about filling shapes with pictures because this is a really nice effect and i get so many questions about exactly how to do this correctly so i’m going to show you a couple of examples now what i have open on the screen here is a template for a newsletter and this is just a template that’s available in word that i’ve modified to suit the travel industry so this might be some kind of newsletter that goes out to all of our customer base every single month and it gives them updates on what trips are upcoming and also some useful information so this newsletter currently is made up of quite a large header so everything you can see in the top half here that looks like it’s slightly grayed out is actually the header and if i double click right at the top of the page it takes me into that header and i can now go in and edit the individual elements now what i want to focus on here are these three pictures on the left hand side what i’ve done here is i’ve drawn a rounded rectangle shape and then i filled it with a picture now i’ve seen people try to fill shapes with pictures many many times and i’ve seen people try all kinds of weird and wonderful things to get the picture to fit exactly inside the shape so i’m going to show you a quick trick on how to make this really easy so i’m going to close my headroom footer and let’s move down our newsletter so what i’ve got here are two shapes essentially which we’re going to fill with pictures the first one is this shape that looks like a very large tab shape and then we have a circle and all i’ve done to get these is jump up to the insert ribbon go into shapes and i’ve selected the rectangle top corners rounded for this first shape and then the second shape is simply an oval now one thing to note with this oval and i’ll just quickly click it and show you if i just select that shape and start to draw i get a very free freeform oval shape if i want it to be exactly a circle what i need to do let me just select that again is hold down the shift key as i drag and it gives me a nice equal circle so that is how i got this circle shape in my document so what i want in here essentially is in this top rounded rectangle shape i want to fill this with a picture of the featured trip which is rwanda so what i’ve done is i’ve actually saved off a picture already that i want to use within this shape so once you have your picture saved off all you need to do to fill this shape very neatly is right click on the shape and jump into the format shape option and you’ll get this pane pop out on the right hand side and under the fill section you want to make sure you select picture or texture fill and what you’ll see get filled in there first of all is the last picture that you utilized so for me that was the picture of morocco that i used up in this header now don’t worry about that too much and also don’t worry about the fact that it looks very stretched and distorted we’re going to fix that with the method that we use so what i want to do now is i want to go down and i want to choose my picture source which in this case is my local drives because that’s where i have my picture saved off to i’m going to select insert and i get a choice from a file online pictures or from icons so if you didn’t have a picture saved off you could jump into online pictures and you could search for gorillas and essentially this will do a search of the internet now you can go in and choose a picture that you want to add but i will say something about inserting pictures into documents is that you need to be careful of the copyright on the picture always make sure that you have creative commons only ticked at the top because that will list pictures that you can utilize in your documents i will say that even if you do check this box it’s always worth double checking exactly what the license is on a picture before you use it if it’s a picture that nobody’s going to see apart from you then you’re probably okay to add pretty much any picture but if this document is going to be shared or used in promotional material then you really need to be careful of the copyright and just on that note if you are looking for free pictures that you can freely use in any of your documents or any of your powerpoint presentations even then i would suggest you check out a couple of different websites the first website that is amazing for free stock photos and videos is pexels.com it has a very simple search interface you just search what you’re looking for so let’s say gorillaz hit enter and we have all of these pictures come up and these are all free to download and use so all you need to do is select the picture you want to use and you have a free download button at the top so this is a great website for images another website that’s really good is unsplash.com so this works in a similar way again we just have that search bar very simple type in gorilla and it’s going to pull back all of the images that you can utilize so a couple of really good resources there if you’re looking for images so i’m going to cancel out of here because i’m going to use a picture that i have saved off to my local pc and the picture i’m using is actually from that pixels website so i’m going to say from a file and i’m going to use this picture just here click on insert and you can see it inserts it into the shape now again look at how that image is distorted and this is where people get a bit stuck they manage to get to this stage and insert the picture but then they see that the picture looks pixelated blurry distorted and they don’t really know how to fix that well it’s very simple we just need to use our fill utility so with the shape and the picture selected i’m going to jump up to my picture tools format ribbon and the option we want to go to is in this end group here the crop button and i’m going to click the lower half and what i want to say is i want to fill the picture in the shape and it kind of looks like this so what i can then do is because i want to have the gorilla’s face in this i’m going to drag the picture down like so and once i have in the position that i want i’m going to go back to my crop button and i’m going to say crop and there we go so now the image is no longer distorted so i’ve got one picture in place in my newsletter and things are starting to look really nice i have one more that i need to do and that is this picture down here so currently where i have this empty circle you can see just above it says speak to our africa continent specialist ed omara now and what i want is a picture of ed smiling and ready to take your call now once again i have a picture of ed saved off to my pc so i’m going to select my shape right click and jump into format shape and we’re going to go through the same process i’m going to say fill with a picture or texture film it’s going to fill it with the last image i used but we’re just going to jump straight down into picture source say insert from a file and there is ed once again our picture is distorted so we’re going to jump up to picture tools format go into our crop tool and select to fill the picture within the shape and there we go now if i wanted to make him a little bit bigger i can drag the picture out or in i can move it around and just get it in the position that i want it to be in so let’s move it just there like so i’m going to say crop and crop and there we go a perfectly cropped picture now i’ve removed that picture of ed because i want to show you a slightly different way of doing this let’s imagine that ed has now left the company and has been replaced with a different africa continent specialist and her name is claire stone so now i want her picture to be filled in this circle now another way that i could do this is if i had a picture of claire stone elsewhere in this document i can utilize it to fill the shape as opposed to inserting it from a saved picture so what i’m going to do is i’m going to jump down to the second page and we’re just going to insert a picture of claire stone and there we go so this might be elsewhere in the document i want to take this picture and i want to use it to fill this shape so what i could do is click on her picture and copy it ctrl c as soon as i copy it that picture is now saved to the clipboard so when i come to fill my shape when i select it and go to my format shape pane and select picture or texture film in my picture source instead of choosing insert i can now choose the clipboard option and it’s going to fill it with whatever i have collected on my clipboard last now that picture is pretty good but i am going to go up to the format ribbon and do my crop and fill and just move her over very slightly and maybe i will make this picture a little bit bigger so that she’s closer into the camera like so and click the crop button i can then safely go in and delete out this picture if i need to so that is how you insert a shape you fill it with a picture using the insert method and also the clipboard method i hope you found that useful i will see you in the next module hello everyone and welcome back to this course on word 2019 advanced we’re down in section 5 where we’ve been exploring the options that we have when it comes to graphics and pictures in your documents and in the previous module we took a look at how you can fill shapes with pictures now in this module i want to talk to you a little bit about file size when it comes to a document that contains multiple images one thing you need to be careful of if you do have a document like this that has a lot of graphics in it or photos that you’ve added is that the file size can get really huge so if we take a look at this particular document that i have open on the screen which is our travel newsletter i’ve got quite a lot of images in here now these ones at the top seem fairly small so you might think well they’re not going to take up too much space this one’s a bit larger but all in all but on the face of it these images wouldn’t seem to increase the file size by a great deal because they’re not absolutely huge however let’s jump in and take a look at what the file size is currently at if we jump up to the file tab and go down to info in the properties section i can see the size of this particular document and currently it’s a whopping 43.6 meg now that is a pretty large file and what you will notice is that if you do have a document which has quite a few pictures in it you’ll start to notice some lag so when it comes to things like saving it will take a little bit longer if you have this document automatically uploading into onedrive or cloud storage you might find you get a delay as it does that so what can we do about this if we want a nice document with lots of really high quality images in it well there is something we can do to help keep that file size down and that is an option in word called compress images so what you need to do is you need to click on any image in your document so let’s click on our image of the gorilla i then get access to my drawing tools and picture tools tabs at the top and again i can utilize either of these so i’m going to jump into picture tools and in the adjust group you’ll see you have an option to compress pictures and as i hover over it says compress pictures in the document to reduce its size so if i click this option i get two compression options at the top i can choose to compress just the picture that i’m clicked on which is what i currently have selected now the second option in here is a really important one delete cropped areas of picture if you’re trying to reduce the file size of your document it’s a good idea to have this option ticked because if you don’t essentially what happens is that when you crop a picture like we did with this gorilla picture if you remember we went up to the crop tool we filled and then we cropped if you don’t have this option selected even though you can only see the cropped area it means that the entire high definition picture is still floating around in the background of this document and adding to that file size so always make sure that when you are cropping pictures that you select delete cropped areas of picture to keep that file size down you then have some options with regards to the resolution of the pictures in your document and of course the higher the resolution the more space that’s going to take up the bigger the file size so sometimes it is a bit of a balancing act with regards to the quality of the original picture and trying to keep that file size as low as possible now i always like to select this top option which preserves the quality of the original picture but what i’m going to do is i’m going to untick the apply only to this picture option because i want to compress all of the images in this particular document i’m going to click on ok so let’s go and take a look at what our file size is now i’m going to go back up to file into info and look at that we’re down to 15.3 megabytes so quite a difference there we’ve managed to shave off about 25 meg of file size if i want to compress it even more if i go back i may decide that i don’t need a super super high quality so i can click on a picture again go up to format and intercompress pictures once more i’m going to take the tick out of this top box and i’m going to utilize this print option so it says excellent quality on most printers and screens so i’m going to say print which is a slightly lower resolution click on ok i’m going to save my document and let’s take one more look file info and now we’re down to 12 meg so very quickly we’ve managed to shave off a lot of that file size and if you do that you’ll find your document works more efficiently and you won’t get that lag in as much so just be aware of that particularly if you have longer documents which contain lots of images make sure that you choose to delete the cropped areas and also compress all of the pictures to a quality that’s suitable for you that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced in this section we are looking at graphics and pictures in documents and in the previous module i showed you how you can reduce your file size by compressing all of the pictures in your document in this module i want to move on to talking about reusable content now in word you have the ability to essentially save off images and text and reuse them elsewhere in your documents and this is a really good way of being a little bit more efficient if there is a certain image or maybe a certain piece of text or quote that you use constantly throughout your documents sometimes it’s a bit tedious to keep having to type it over and over again or insert the same image instead what you can do is utilize quick parts in word which essentially allows you to save off your content into a organizer and reuse it when you need it so let’s take a look at a couple of examples so on the screen i still have my travel newsletter open and what i want to do is i want to take this picture of claire and i want to reuse this in a different document and maybe this is a picture that i have to reuse all the time so when i’m sending out pr related to the company i like to show a list of all of my consultants with their picture so maybe i find that i’m constantly inserting the same picture over and over again and that isn’t the most efficient way to work so what we’re going to do is we’re going to save off claire’s picture to our building blocks organizer so all we need to do is click on the picture and we’re going to go up to the insert tab and all the way across to this text group and you’ll see one of the options that we have is quick parts and if i hover over it says insert pre-formatted text auto text document properties and fields anywhere in the document to reuse content in your document select it and save it to the quick part gallery and that is exactly what we’re going to do so we’re going to click the drop down and one of the options that we have right at the bottom is save selection to quick part gallery so let’s click that and it allows us to create a new building block so essentially i have to give this quick part a name so i’m going to call this cs for claire stone now i could call this her entire name but i’m keeping it fairly short because i want to show you an even quicker way of reinserting the content a bit later on in this module so for now i’m going to call it cs i can choose which gallery i want to save it into and we have a whole host of different galleries in here so this is really just a way of categorizing the content that you’re saving off now i’m just going to say this to quick parts the category is going to be general but again you could go in and create your own categories so maybe i want one for images and click on ok i can give this a description photo of consultant claire stone i’m saving it into my building blocks template and when i want to insert it i’m going to choose to insert the content only now i have a couple of other options in here i can choose to insert the content in its own paragraph or insert the content in its own page so if i was to select this bottom option for example when i re-insert this image of claire it’s going to give me a new page with just that image on now i don’t want that i just want to insert the content only so it’s only going to insert the image wherever i’m clicked and i’m going to click on ok so now i have that image saved off into my quick parts gallery so what do i do if i want to reuse this piece of content well let’s jump across to a different document so in this document i have a page that’s called our consultants and i just have a table in this page and in this table i have a picture of two of our other consultants and i want to add claire stone into the top just here so instead of having to go and recreate the shape with the filled image or maybe copy and paste the image from somewhere else i can just insert it using my quick part so i go up to insert across to quick parts and you can see it there at the top cs and as i hover it says photo of consultant claire stone so all i need to do is select and you can see it’s put that piece of content in here now you’ll also see that it hasn’t inserted it where my mouse pointer was clicked and that’s related to the layout options of this picture so when i click on it you’ll see this little icon pop out to the side and this is where i can choose my layout options and currently i can see that this one is set to in front of text so what that basically means is that when i saved this image as a quick part in my previous document this was the layout option i had set on that picture and if i want to go back and double check that by clicking on the image and clicking the little icon i can see that yes i have in front of text saved on this picture so it’s bringing across that layout option as well as the picture now in front of text basically allows me to move this picture and drop it wherever i like on the page so i can put it on top of text on top of other images so word isn’t really in control of where that image is placed hence why it’s just put it basically down at the bottom of the page in this particular document so all i need to do to get it to jump up to where i was clicked is just change that layout option to inline with text and you’ll see it will pop up to where my cursor was clicked and if i want to reuse that in another document i do exactly the same thing just up to quick parts and i can select it from my list now if you have a lot of quick parts you might find that this list starts to get very long so another way that you can insert it so let me just delete out claire again is if we go to quick parts i can go to the building blocks organizer and this is where i’ll find all of the different building blocks that i can add and you can see that there are a lot of things in word that by default are set up as building blocks so things like templates are essentially building blocks headers and footers are building blocks page numbering is a building block now if i’m looking for my particular building block i know it’s called cs so what i might want to do here is order the names of my building blocks alphabetically to make it a bit easier to find so i’m going to click on the name column heading and now i can scroll through looking for my cs building block which is just there i can see in the preview window what that looks like and i can insert it from here by clicking the insert button and once again because of those layout options i need to change this to inline with text to get that to pop back up now an even quicker way that i can do this is let’s delete that out again if i know what i’ve called my building block so in this case cs all i need to do to recall it is type in the name so cs and press the f3 key and once again you’ll see it inserts it i’m going to pop that back up by changing the layout let’s take a look at one more example of saving a piece of content so in the previous example we saved off an image but you can also save off text so at the bottom of this document i have a line of text and this is a quote from a magazine highly experienced travel specialists that care about your trip as much as you do and this is a quote i use often in any pr material that i send out about the company so this might be something that i want to save off so once again i’m just going to select the piece of content that i want to save i’m going to jump up to the insert tab and across to quick parts and i could do the same thing save selection to quick part gallery and then choose which gallery i want to save it to but if it’s a piece of text i could also save it to the auto text gallery automatically and all that does it’s basically the same window but it just selects the gallery auto text so it’s a little bit quicker and i’m going to give this a name we’re going to call it outsider quote i’m going to create a new category and i’m going to call this quotes and my description [Music] quote from outsider magazine i’m going to save this into my building blocks and i’m going to choose insert content only and let’s click on ok so now if i jump across to my other document and scroll up to the top i’m going to put a little line in here and we’re going to pull through our quote so once again i can go into my quick parts option and this time i can go to auto text and i’ll see it listed there so that’s a quick way of inserting it also remember i could type in outside a quote and press f3 in order to get that to insert so this is what we call reusable content and of course if you want to manage any of your content if you jump back down to your building blocks organizer you can find your quick part so let’s find cs again and i have an edit properties box so i can go in i can change the name i can change where i’ve got it saved the description all of those kinds of things so pretty much everything i can modify and if i decide that i no longer want it i also have a delete button down here as well so i’m going to delete out cs click on close and it doesn’t actually affect the image in the document it just deletes the quick part so it’s not available for future use so the final thing i might want to do on this page to make it look a little bit nicer it’s just remove the borders of this table so let’s quickly do that i’m gonna select the table jump up to the table tools design ribbon and i’m gonna go to borders and i’m gonna say no borders and there we go we have a very nice looking document that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced we’re done in section 5 where we’re taking a look at how to jazz up our documents a little bit with graphics and pictures and in this module i’m going to introduce you to something that’s reasonably new when i say reasonably it was released in word 2013 and that is icons and 3d models so let’s start out with icons so on the screen here i am starting to design a brochure for a company called buy tech and this company buys and sells laptops and this first page is a very simple design we just have a background image we have some formatted text and then i’ve drawn three circles which are just shapes and added text boxes inside them what you also might notice is that i’ve changed the orientation of this page to landscape and what i’m aiming to do here is i want to make this first page look a little bit more interesting by utilizing icons as opposed to the text that we currently have now you’ll find your icons on the insert ribbon in the illustrations group you should see a little option there that says insert an icon and the screen tip says insert an icon to visually communicate using symbols and you’ll see this a lot when you’re looking at different websites brochures documents these days it’s a lot more modern to utilize images icons vector graphics as opposed to words so let me show you how you can utilize icons to jazz up this first page of the brochure now i want to put an icon in each one of these three circles so what i’m going to do is i’m going to click on this first circle and what i can see immediately is that i’ve grouped these circles together so when i was moving these into position and aligning them i group them so the first thing i want to do is i want to ungroup these objects so i’m going to right click go to group and select ungroup everything is now an individual object so i’m going to click on the first circle i’m going to go up to insert and click on the icons button and what this will do is it will open up words icon gallery and you’ll see all of the icons that you have access to to insert into your document arranged by category and the categories are listed in alphabetical order so you can jump to any particular category that you want alternatively you can use the scroll bar on the right hand side just to have a browse through all of the different categories now there aren’t thousands and thousands of icons in this gallery but there are enough in there that you can usually find something that’s appropriate for what you want to do alternatively if you have an idea of what you want to insert you do have a search bar at the top where you can search so if i was searching for shopping i can type in shop and it gives me all of the relevant icons click the cross to clear the search now this first icon i want to insert is going to represent the about us section of this brochure so when i’m thinking about about us i’m thinking about people the people who work at this company so i’m going to type in people into my search box and straightaway it brings me back all of these options alternatively i might want to type in something like us and again i get a few different options now i quite like this icon pretty much represents the about us section so i’m going to select the icon and then click on insert at the bottom now you’ll see on my first page i have the boundary so this is where my icon actually is but i can’t see the icon because it’s hidden underneath the background layer that i have and you’ll see we have that little layout options box once again so here i want to change this from inline with text to in front of text and that’s going to pull that icon to the front so i now have my icon and the good thing about these icons is that you can edit them so if you don’t like the color you can definitely change the color utilizing that graphics tool format ribbon so what i might want to do here is change the color of this icon to white so i’m going to jump up to graphics fill and select white from the palette i also have outline options so i could outline it in black or a different color so maybe let’s try a bright blue something like that and i can also resize it so if i drag out and drag in again it’s a resizable graphic and it doesn’t distort in any way i’m going to drag it across and i’m going to place it in there now looking at it i don’t particularly like that blue outline so i’m going to go up to outline and i’m going to say no outline and to me that looks a little bit better so now i have my graphic i don’t really need my text so i’m going to go in and delete out my text box and i’m going to make this graphic slightly bigger and what i want to do now is align this graphic directly in the center of this circle so for this we can use our alignment tools i’m going to select the icon hold down my shift key and also select the shape i’m going to jump up to my format ribbon and in the align group i’m going to say align middle and also a line center and now i know that that graphic or that icon is dead in the center of that circle now let’s do the same for the next one this time i want an icon that represents shop so up to insert and into icons and i’m going to type in shop and i think i’m going to use this little icon just here the shopping basket and insert and once again we just need to change that layout to bring that to the front now this time i’m going to have a slightly different color let’s go up to graphics film and i’m going to have a nice bright blue color or aqua as it’s called now i need to resize this and really to keep things consistent i want this to be the same size as the previous icon that i inserted it’s a bit difficult to judge that when you’re just dragging those resize handles so one way that you can do this is if you click on the first icon and jump up to the graphic tools format ribbon in the last group it’s going to show you the size of that current icon so i can see it’s 5.08 centimeters high and wide so then what i can do is just click on the second icon and manually change it to match so we want 5.08 and there we go and i can now drag that down i’m going to delete out this text box that says shop i’m going to drag that over and i’m going to center it within the circle so let’s select the circle as well up to format down to a line a line middle and a line center like so and then finally i want an icon to represent contact so once again insert icons and this time let’s type in contact now i’m not too keen on those search results so i’m going to try something else so i’m going to type in phone and let’s just use this little image of a phone insert i’m going to pull it to the front by bringing it in front of text and i’m going to change the fill and this time i’m going to go into more fill colors because i want this kind of pinky red color i’m going to jump straight across to custom and let’s go over here i’m going to drag that down a little bit and yes that is the kind of color that i want click on ok close the layout options and once again i want to make sure that this is exactly the same size as the other two icons so i’m going to jump straight up to height and width and once again change this to 5.08 and hit enter let’s delete our text box that says contact drag our icon over and once again i’m going to select by holding down shift both the icon and the circle up to format into a line a line center and a line middle and there we go so very quickly we’ve been able to add these really nice looking modern icons which look so much slicker and cleaner than having text all over the screen so icons are a great way to add a visual element to your documents let’s now take a look at something a little bit different and that is 3d models so i’m going to scroll down onto page 2 of this brochure and this is where we have our product page and on the left hand side we just have a little text box that’s showing us some information about the x pro 5.0 hd laptop and it might be quite nice to have a picture of the laptop that you can move around and see all the different elements that make up that laptop and 3d models are exactly what they say on the tin they’re pictures that you can insert into your documents but they have an interactive element you can click on the picture you can spin it around and get a 360 view of the picture so let’s see how they work we’re going to jump up to insert and in the illustrations group we have a 3d models option i’m going to click the drop down and i can choose to insert one from a file so if i have some kind of 3d model saved off i can do that alternatively i’m going to select one from an online source and this brings up your online 3d model gallery and much like the icons all of the models are categorized so if you want to you can have a little browse through so if we click on animals you can see all the different 3d models that we can insert alternatively we do have a search bar at the top which allows us to search for whatever it is that we’re looking for so i’m going to click the back arrow to come out of the animals category and i’m looking for a picture of a laptop so i’m going to type in laptop and hit enter and here we go i have a whole host of different laptop images so i think i’m going to select this one and i’m going to insert it into my page now these 3d models are quite intensive when it comes to their size so sometimes there is a little bit of a delay from when you select the model to when it actually inserts into your document now mine was pretty quick which was good i’m going to make sure that i have my layout option set to in front of text which i do and i’m actually going to drag this down and place it on this second page now i’m going to resize this again so i’m going to drag it out like so and when i say these models have an interactive element i’m talking about this little round circle in the middle if i click i can literally drag the model around so i can see everything related to this particular picture so if i’m trying to demonstrate a product and i want to show the different ports on the side i can hold it at that angle or if i want people to see the front of it i can do exactly that now these 3d models also have their own contextual ribbons so if you click at the top on the format ribbon you can see we have lots of different options related to this 3d model so i can rotate it by using different views like so and i can also change my 3d model so i can go back in and select a different one from online sources i can reset the 3d model so if i’ve done lots of changes to this if i’ve resized it rotated it i just want to reset it back to how it was when i inserted it i can choose to reset the 3d model or reset 3d model and size and then i have all of the regular options that you’ll find when it comes to inserting pictures so things like bringing it to the front sending it to the back so sending it behind the background essentially which i don’t want to do so i’m going to bring that to the front and i can choose how i want my text to wrap around this particular object and also the position but currently i’m pretty happy with how that looks and i really like the fact that it is interactive so people can come in and they can move around the product so 3d models are another great way of adding visual elements into your documents and if i jump up to view and choose multiple pages i think you’ll see that this document is really starting to stand out and look a lot more interesting than it was before we added in these images that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced this is still derb and we are into section 5 where we’ve been looking at graphics and pictures in word documents in this module i want to introduce you to the concept of captions and this module really leads into the next module where we’re going to construct a table of figures because in order to construct a table of figures then every image in our document needs to have a caption now what you’ll see on the screen in front of you is i have a basic document here for a clothing company called pink moon and throughout this document i have some images or some figures as we’re going to call them in this module so if i scroll down you’ll see that i have a little excel chart and if i scroll down a little bit further i have essentially a table which is showing me the best selling products and the reason that we add captions to pictures is to essentially label them a caption is just a numbered label that you can apply to any objects equations and tables within your document and this makes your image easy to reference within your text as there is a label attached to the specific object so in this module i’m going to show you how you can caption your pictures in your word document so let’s go back up to the top to our first image and that is the image of the chart now this is an excel chart but i’m going to click on it i’m going to jump up to the references tab and right in the middle you see i have a group called captions and the first option we have there is insert caption if i hover over it says label your picture or object once you’ve added a caption you can reference your object anywhere in your document by inserting a cross reference and that’s another really important point as to why you might want to add captions to your objects if later on in this document i reference this table i can insert a cross reference that’s going to jump me back to this specific table and we’re going to talk more about cross references later on in this course but for now let’s insert our caption so i have the captions dialog window come up and the first thing it’s asking me for is the caption for this particular object and it’s automatically put in there for me figure one now if i want that label to say something different i can go down to my options underneath and i can choose equation figure or table so it really depends what it is you’re captioning now this is a chart but i don’t have a chart option but what i could do is i could create a new label [Music] call it chart and click on ok so now it says chart one i could also change the way it numbers as well so by default this is going to go chart 1 chart 2 figure 1 figure 2 so on and so forth but if i wanted something different i could click on numbering and i could choose a different way of numbering from the drop down so if i select abc and click on ok it’s now going to say chart a now i actually don’t like that i’m going to switch that back to 123 and click on ok i can then choose the position for this particular caption so at the moment i’m going to have it appearing below the selected items so below my chart but of course the other option i have in there is above the selected item i’m going to keep mine on below and if i really wanted to i could also exclude the label from the caption so if i don’t want it to say chart one then i could check this little checkbox and it will just get rid of that label so now i’ve got my options set i can type in a caption [Music] like so and click on ok and what you’ll see now if i scroll down i now have that caption appearing below my chart so let’s scroll down the page and let’s add some more captions to the rest of these images i’m going to select my image jump up to the references tab and insert caption now this isn’t a chart so i’m going to change my label to figure i’m still going to have it below [Music] and this caption is going to say flamenco dress and click on ok and let’s just finish these off hopefully you’re getting the idea now i’m going to keep this one on figure and we’re going to say [Music] biker jacket and okay and then finally insert caption [Music] slogan t and click on ok so super simple to insert captions and essentially label all of the images in your document and i would recommend that you do this as it does give your document a lot more of a professional feel like you’ve taken the time to really provide as much information as possible so it’s pretty much as simple as that now we’re going to move on from this in the next module where i’m going to show you how you can use these captions to create yourself a table of figures so please join me in the next module for that hello everyone and welcome back to this course on word 2019 advanced this is deb and we are down in section 5 taking a look at how we can add pictures and images into our word documents and in the previous module i walked you through how you can add captions or labels to the objects in your word document and following on from that i’m now going to show you how you can use those captions and labels to create a table of figures now if you’re not sure what a table of figures is it’s basically what it says on the tin it’s a way of listing and organizing the figures pictures tables in your word document by creating a table of figures that looks very much like a table of contents so it basically lists out all of the figures that you have in the document and you have the option of adding a page number as a clickable link so that it makes it super easy for you to navigate and jump to specific images in your document now the only prerequisite for inserting a table of figures it’s pretty much what we’ve already done you need to make sure you go through your document and add captions to all of the objects that you want to pull up into that table of figures so we’ve already done that we have our captions for our chart just here and then we have our captions for our pictures a bit further down so i’m at the stage now where i can create a table of figures now in general you’ll either put this table of figures at the beginning or right at the end of the document in this example i’m going to put mine at the beginning of the document now i always like to put a table of figures a table of contents indexes on their own separate page keep them separate from the rest of the content so i’m going to click my mouse at the top of the document and just put a page break in here and a quick way of adding in a page break is control enter that’s going to push my content down onto page 2 and give me a blank page at the top and also what i’m going to do is i’m going to type in a little title that says table of figures and let’s do a little bit of formatting i’m going to change the font so it matches the document font and i’m also going to make it a little bit bigger and there we go so let’s enter in our table of figures up to the references tab and in the captions group we have an insert table of figures button and the screen tip there says add a list of captioned objects and their page numbers for quick reference so insert table of figures so the first thing you’ll see on this table of figures tab is that on the left hand side i have a preview of what my table of figures is going to look like and on the right hand side i have the same thing but it’s the web preview and then of course i have some options underneath which are going to allow me to modify the look and feel of this table of figures so currently it’s going to show my caption then the dotted tab leader and then the page number so if i didn’t want to show these page numbers i can untick the show page numbers box and if i didn’t want to right align the page numbers i could untick that and it moves them so they’re flush against the captions now i do want my right aligned so let’s turn that back on i then get to choose how i want my tab leader to look so i’ve got dots selected but i could choose to have no tab leader a dashed line or a solid line and i’m going to stick with my dotted line and then finally at the bottom i have some general options which are going to allow me to customize the style of my table of figures so if i click the drop down in the formats area i have a few different choices in here so you’ll see as i select each of these the print preview is going to change so that is classic format distinctive is slightly different we have centered formal and finally simple now i’m going to choose classic format but you can see there classic format doesn’t have a tab leader now i do want to tab leader so i’m going to select the dotted tab leader and then finally at the bottom here we have the caption label so this is where you specify what you want your table of figures to include and when i click the drop down you’ll see we have those different caption label categories so we have chart which is the one that i created equation figure and table now in my document i have an excel chart with the caption label of charts and then i have three pictures with the caption label a figure now unfortunately i can’t select them all in one go and put them in my table of figures i have to select what i want to insert first so that would be the chart click on ok and it’s going to pull through that chart caption so now i need to essentially go in and create another table of figures to pull through the rest of the images so up to insert table of figures i want to make sure i have my classic options selected and my tab leaders and this time i want to select figure as my caption label click on ok and it pulls through those other figures now one thing you need to remember when it comes to a table of figures and even with things like a table of contents you’re moving into the realm of working with fields and fields are essentially placeholders that store and display data so if i was to click on this first table of figures and right click you’ll see one of the options i get in here is toggle field codes if i click that it’s going to show me the underlying code that’s controlling this table of figures so this is essentially how word knows what to pull through into this table of figures and when you become a more advanced user of word knowing how to manipulate these underlying field codes is really important because it allows you to essentially customize things like tables of contents table of figures to your heart’s content utilizing these things here called switches now i’m not going to delve too deep into this at the moment but i just wanted you to be aware of exactly what’s going on under the surface when you insert a table of figures so what i’m going to do here is i’m just going to right click and toggle the field code to put that back again now once you’ve entered in your table of figures if you decide that you want to change anything about the style or maybe the tab leader then you can simply select the table of figures again right click and jump into edit field now the table of figures is considered to be a table of contents field so you can see that it’s highlighted in this long list of field codes so in order to edit it we’re going to click on table of contents and it jumps us back to our table of figures window and i can come in here and i can make my changes so i’m going to make sure that i still have my classic format selected but this time i want to have a solid fill tab leader i’m going to make sure it’s picking up my chart captions and i’m going to click on ok a word is going to immediately ask me if i want to replace the selected table of figures i’m going to say yes and there we go so i now have my updated table with my solid tab leader so pretty simple to insert a table of figures and also make changes to it and then update the final thing i want to show you in this module is how you update a table of figures when you add a new figure with a caption into your document now if we scroll down to the bottom of this document you’ll see that i’ve actually added a new image but currently this one doesn’t have a caption so let’s have a look at the whole process from start to finish i’m going to click on my picture up to references and insert caption i want the label to be figure and i want the position to be below selected item and my caption is going to say wonderlust hat and click on ok so i’ve added my caption i’m going to control home to jump up to my table of figures and now all i need to do is select this bottom table right click and say update field and it’s going to ask me if i want to update the page numbers only or update the entire table the kind of scenario where i would only update the page numbers would be if i’d moved an item around so for example if i had moved the flamenco dress picture onto a different page essentially i haven’t added a new item but the page number has changed so in that instance i could just update the page numbers only however in this scenario i’ve actually added an entire new image with a new caption so i’m going to want to update the entire table now what i always say to people is if in doubt just update the whole thing and it’s also worth knowing that there is a useful keyboard shortcut for this and that is the f9 key click on ok and as you can see it pulls through that figure so that is it that is how you create a table of figures in your word document i hope you enjoyed that i will see you in the next module hello everyone and welcome back to this course on word 2019 advanced we’re down to exercise 5 now and in this exercise we’re going to practice some of the skills that we’ve learnt in section 5 relating to pictures and graphics and on the screen here i have a finished document so this is what we’re aiming for and i essentially want you to recreate the different elements of this document so let’s take a look at the finished document first of all so i’ve opened the exercise five file from the exercises folder and you can see here we’re back on our seven facts about henry viii document but i’ve made some changes to this document that i’d like you to recreate so you can see here what i’ve done is first of all i’ve added a picture of henry viii to the top of this document this picture has a caption and it also has square text wrapping if we scroll down all the way through to page three what you’ll see is that i’ve now filled each of the circles with a picture of one of henry viii’s wives i’ve given these pictures a caption and i’ve also moved them into a two column by six row table now when you’re filling these shapes with these pictures i want you to make sure you’re utilizing that crop and fill utility so that the pictures aren’t distorted in any way another little tip is that it’s helpful to set the text wrapping for each of these pictures to inline with text as it makes it much easier to move them into the table you’ll also notice that i’ve given these pictures a caption as well and everything in this table is aligned to the middle and then finally i have a table of figures which just tells me which page each of my figures is located on so now we’ve seen what the finished document looks like let’s take a look at our starting point so this is our starting point you can see that we don’t have any of these images added in so we want our picture of henry viii to go at the top here with a caption and remember what i said about the text wrapping and then as we scroll down you’ll see that we just have these blue circles i want you to fill each of these with the wives of henry viii and all of these images are saved off into the exercise files folder i want you to make sure they’re not distorted by utilizing the crop and fill utility i then want you to insert a two column by six row table move all of these pictures into the table and make sure that everything has captions and then finally i want you to add a table of figures to the bottom of this document as always pause this video where needed because there is quite a lot of information to remember but if you want to see my answer then continue with this video so let’s take a look at how i transformed this document so the first thing i asked you to do was to add a picture of henry viii into the top of this document so i’m just going to place my cursor on a blank line jump up to insert and into pictures all of the pictures are saved off in the exercise files folder so i’m going to select good old henry viii and click on insert now this is quite large so i’m going to resize this picture down by holding down my shift key and just dragging that in and what i’m also going to do is i want this text to wrap around it so i’m going to change my text wrapping options to square i’m going to move my picture of henry viii into position like so now another thing i wanted you to do was to caption all of the pictures in the document so i’m going to click on my picture of henry viii up to references and click insert caption my label is going to be figure and i’m just going to type in henry viii i want it to appear below the picture click on ok and there we go so now let’s move down to the wives of henry viii and what i asked you to do was fill each of these circles with a picture of one of his wives so i’m going to click on the first circle right click and go down to format shape i want to click on fill with a picture i’m going to select insert i have all of my pictures saved off so i’m going to select from a file and click on the first one amberlynn now she looks like she’s sized pretty good but just to make sure there’s no distortion remember we have the crop and fill option and we can then move that into the correct position once we’re happy with it click on crop and we have a perfectly sized picture let’s do the next one picture or texture fill insert from a file i’m going to select anne of cleaves and once again i’m going to say fill and make sure that there’s no distortion in that picture and click crop again let’s do one more together and then i will do the rest off camera so insert from a file catherine howard this time i can see she looks a little bit distorted there so i want to go up to crop down to phil and adjust where necessary and click on crop now i’m going to fill the other three pictures in exactly the same way and i’ll see you back in a moment so now what i’m going to do is i’m going to insert a two column by six row table so let’s jump up to insert down to table two columns six rows now what i want to do is essentially move each one of these pictures into one row of this table now the easiest way of moving these pictures is to ensure that you have the text wrapping set in line with text so i’m going to quickly apply that to all of these pictures like so so now once we’ve done that we can drag them into this table fairly easily so let’s click on the first picture drag drop and you can see it kind of snaps into that table click drag and drop and we’re going to do that for each of these pictures like so now what i want to do is make sure that everything in my table is centered so i’m going to select my table up to my table tools layout ribbon and in the alignment group i’m going to click on align center so the final couple of things i’ve asked you to do in here is add captions to all of the pictures so we already have a caption for henry viii so let’s go through and do captions for his wives click on the first one up to references and insert caption this is figure 2 because henry viii is figure 1 and we can now type in our caption of anne berlin let’s do one more up to insert caption and this one is anne of cleaves click on ok up to caption this one is catherine [Music] howard click on ok now i’m going to do exactly the same for the other three but i’m going to do it off camera just to make this a little bit quicker and there we go so now that i’ve done this you’ll see that it’s actually moved this table down to the next page so i’m going to put in a page break just here ctrl enter just to keep everything together so now i have all of my figures in my document the last thing i want to do here is add in a table of figures so let’s do a page break ctrl enter to get onto the next page and i’m going to type in table of figures and let’s format this so on the home ribbon i’m going to say heading 1 for my table of figures so now all i need to do is insert my table of figures so up to references into the captions group and insert table of figures now i don’t mind how you insert it but for this example i’m going to choose the classic format i’m going to say that i want dotted tab leaders click on ok and there we go a lovely looking table of figures so that is the kind of thing that i wanted you to end up with and this whole exercise gives you a really good opportunity to practice all of those skills that we’ve learned in this section i hope you got on okay with that i will see you in the next section hello everyone and welcome back to this course on word 2019 advanced this is deb and we are all the way down in section six now and in this section we’re going to explore the wonderful world of text boxes now i’ve already been using text boxes throughout this course but now is the time to focus in on them because there’s so much more to text boxes than just adding text now as we already know there are a couple of ways that you can enter text into a document you can click in your document and you can start typing but when you add text in that way you’re very much restricted to where you can place that text i type my text on a line i have a left and right margin but aside from that if i decided that i wanted to pick up this paragraph of text and move it somewhere else i am quite limited in where i can move it i can copy and paste it elsewhere but it’s always going to be flush with that left hand margin text boxes give you a lot more flexibility when it comes to the placement of your text and also the types of text that you can put into your document so in this first module i just want to introduce you to the textbox gallery and show you all of the options that you have when it comes to adding text boxes into your document now i have a very basic document in front of me here and this is all about going vegan i’ve got some regular text in here and i also have a picture and what i want to do is i want to add a text box next to this picture that lists out the benefits of a plant-based diet so you’ll find all of your text box options on the insert ribbon and all the way over in the text group you’ll see there you have a text box option and if we hover over the screen tip says got must see content put it in a text box a text box brings focus to the content it contains and it’s great for showcasing important texts such as headings or quotes and if we click the drop down this opens up the text box gallery and you’ll see that we have quite a few built-in options available for us to add so a lot of the time you might just reach for that simple text box but there is so many more things in here so if you’re adding a quote we have text boxes specific for quotes we have things like sidebars and text boxes that contain different formatting so throughout this section we’re going to dive in and out and utilize some of these and then i will leave the rest of them for you to have a play around with but just be aware that you do have a built-in gallery of options and it’s definitely worth taking a look in here as opposed to just grabbing that simple text box every single time and right at the bottom you have access to more text boxes from office.com and you’ll see as i hover over i have four more options available from the office website i also have the ability to draw my own text box so this is a good way to get the exact size of a text box that you want so what you’ll notice is that if i just add the simple text box it gives me a text box of a very specific size so if i now have a lot of text i want to add in i’m going to have to go in and adjust that however if i delete that out what i could do is draw my own text box and i can really specify the size that i want now what you’ll see is that when i draw that text box i get my layout options button and this is where i can choose how this object or this text box interacts with the text around it so if i click this you’ll see currently i have it set to in front of text and you can see here the different options that you have so these blue lines represent how text is going to wrap around that text box so if i was to select inline with text it’s going to push it all the way over to the margin and then any new text that i add is just going to push that text box down or i can click underneath the text box and carry on typing what i can’t do is click next to the text box and start to add text because the layout option i have selected is in line with text which means my text will be above and below the text box now i’m just going to undo all of that junk text that i’ve just put in and let’s take a look at some more of our layout options so this option just here this is square wrapping which means i can move it over and if i just pull it up to this first paragraph you’ll see what happens to the text it wraps around the text box in a square fashion if i change this to tight the text is still wrapped around the text box but i have a tighter margin so the gap between the text box and the text is smaller i then have through and that basically means these sentences are going to run through the text box so you can see it says according to a report compiled by global data called top trends so on and so forth the text basically runs through that text box i then have top and bottom which again is kind of similar to inline with text but the difference here is that with top and bottom i can still freely move my text box around whereas when i have it set to inline with text i can’t do that i then have a behind text option so that will allow the text to flow over the top of the text box and then finally we have the in front of text option so again this just allows me to place this text box on top of the text so those layout options are really important because it controls how your text flows around your text box now i’m going to make this text box a little bit smaller i’m just using my resize handle to drag that in and holding down my shift key to keep the aspect ratio like so i actually might just drag that out make it a little bit wider and place my text box utilizing those guidelines so now what i’m going to do is i’m going to add some text into my text box so i actually already have some text saved off to my clipboard so i’m going to click inside my text box press ctrl v to paste those in so now because this text box is its own individual object i can format it however i want to fit in with the rest of the format of the document so all i need to do is select the text box up to drawing tools and the format ribbon and i can utilize any of my formatting options on this ribbon so for example i can change the shape fill so let’s do a nice light green color i can choose a shape outline which i might choose to be dark green and let’s change the weight of that as well we could do a nice thick border something like that and i also have my shape effects option in there as well so if i want to add things like shadows reflections glows i can do that now i’m actually going to remove this border i think it’s going to look better with no outline like so so now very quickly the health benefits of a plant-based diet stands out from the rest of my text because i put it in a text box and then gone ahead and formatted that text box and putting it in a text box and choosing the correct layout option allows it to kind of float on the page which means i can place it exactly where i need it to be so let’s take a look at another example of a text box so you’ll see part way down this page i actually have a quote in my document and i want to make this quote look a little bit nicer and stand out a little bit more from the surrounding text so what i’m going to do is i’m going to cut this text out control x i’m going to press enter to give myself some space and i’m going to insert a quote text box from the text box gallery now i have a few options in here for quotes i have an austin quote there a banded quote and these are all a bit different in terms of their look and feel but i’m going to choose this one here the filigree quote which is quite a ornamental fancy style of quote so let’s click it and you can see that it’s added this text box in now it hasn’t added it in quite the correct position so i’m just going to move that like so now in this case i don’t really want this moving around all over the page i do want this flush with the margin so what i’d probably do here is change my layout option to inline with text and i’m going to drag the text box out so it goes across the whole page like so i think i need to add a little bit more room in underneath and give it some breathing room but i think you can agree it’s very very pretty so now what i can do is i can paste in my quote text control v now because i’ve just done a very simple paste it’s pasted it in with the formatting of the original document now i want this to match the formatting of this specific quote box so i’m going to choose my paste option and i’m going to say merge formatting like so and i also have an option underneath where i can cite my source so this quote has come from a website called rush so very quickly with a couple of clicks i’ve really been able to make this quote stand out from the surrounding text and each of these elements is editable so if i wanted to change the color to make it fit in with my green color scheme i can select the element up to picture tools and format but what you’ll notice here is that i don’t have an option to fill however we can get around this if i do want to change this to a greeny color i can do that by going to the adjust group and just adjusting the color and it’s this recolor group that i want to use i’m going to use a dark green accent i’m going to do the same for the rest of these and once i’ve filled those two pictures i can do the same for the text i can highlight it go to my home ribbon and select green accent 6 which is the same color like so i think you’ll agree that looks really really nice so the main point of this module is really just to introduce you to that text box gallery and show you that there’s so much more you can do with text boxes than just adding some simple text in the next module we’re going to explore this a bit further we’re going to utilize some other text box styles and i’m going to show you how you can do things like adjust the text box margins that’s it for this module i will see you in the next one hello everyone welcome back to this course on word 2019 advanced this is deb and we are down in section 6 where we’ve been taking a look at utilizing text boxes in our documents in the previous module i showed you how to enter in a couple of different types of text box from the text box gallery and also how you can format those text boxes in this very short module i just want to expand that idea a little bit and just show you a few more formatting options when it comes to aligning text within your text box and also setting margins now i’m still working in my document about plant-based diets and if you remember this is the document where we added in our simple text box and also our quote text box so what i’m going to do now is i’m going to add in one more text box and this text box is going to contain another quote which i’m going to highlight in the document like so so let’s jump up to the insert ribbon and go across to our text box group i’m going to click the drop down to pull up the text box gallery and i’m going to select a different type of text box so let’s scroll through our list and i’m going to use this here the retrospect quote and you can see already from this preview that this is a quote box that is aligned to the right hand margin so let’s click it and there we go now again if you click on that text box you’ll see you get your layout options button pop out to the side and currently i can see that my text wrapping is set to square now i might be happy to keep that it just means that when i move this text box my text is going to wrap around it in a square fashion or if i actually wanted to move this text box over so that it’s flush with the left hand margin i could click in line with text like so now i’m actually quite happy having it as square i’m going to grab it and i’m going to move it over here so now what i’m going to do is i’m going to cut and paste into the text box the text that i want to use so let’s highlight the paragraph and ctrl x to cut i’m going to click within the text box and ctrl v to paste now you can see that it’s brought across with it that white background color so what i’m going to do is go to my paste options and i’m going to select keep text only to remove that and then i’m free to move my text box wherever i want to place it so i think i’m going to put it just there and i’m also going to make it a bit taller so now i have my text in my text box and i’ve set the size that i want for this particular text box you can see that the text is kind of bunched up towards the top so this is where i might want to modify my alignment options or change my margins and you’ll find all of these options in the right click menu so if we right click and go down to format shape we get our format shape pane open up on the right hand side now the first thing you’ll notice is that we have two tabs at the top shape options and text options so which one of these you choose really depends what it is you’re trying to format at any given time so if i stay clicked on shape options any changes i make are going to affect the actual shape of the text box now i want to make alignment changes to the text so i’m going to select text options and i’m not interested in changing the text fill or outline or the text effects but i do want to jump into the text layout and properties and this is where you’ll find all of your alignment and margin options so currently you can see that the vertical alignment for my text is set to the top of the text box so what i might want to do is set it to the middle like so i can also change the text direction so i have this set to horizontal which is exactly what i want but if you wanted to you could rotate your text 90 degrees or rotate alt text 270 degrees now in this case i just want horizontal you also have a couple of little check boxes under here this first one do not rotate text if i was to select this if i was to go in and rotate this text box instead of the text moving with it the text is going to stay where it is so that is what that little option controls i also have an option for resize shape to fit text and you’ll see if i click that what happens to my text box is that it resizes so that it accommodates the text without too much space above or below and then finally at the bottom i have options to adjust my margins so currently my left and right margins are both set to 0.25 centimeters but i could increase that and you’ll see my text move so i’m going to set these to one centimeter on each side i can also increase my top margin which i’m going to set to 0.7 and the same on this side like so and then my final option is wrap text in shape now this is selected already for me but if i untick this it’s just not going to wrap that text around so very quickly i’ve been able to make some alignment changes and control the way the text is looking within that text box one other thing i might want to do here which isn’t available in the format shape menu is just center align all of the text now for this i can just utilize my normal alignment tools on my home ribbon which i would use to center text so those are just a few additional options that you have when it comes to laying out how your text box and the text within it looks that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced we’re down in section six where we’re exploring the wonderful world of text boxes in the previous modules in this section i’ve showed you how to insert different types of text boxes from the text box gallery format them and also how to adjust the alignment and the margins in this module we’re going to explore one other type of text box that we haven’t looked at yet and this is the sidebar so if we jump straight up to the insert ribbon and open up our textbox gallery what you’ll see is for the most part these text boxes that we have are simple text boxes quotes or sidebars and we have lots of different types of sidebar styles and of course all of these can be modified to match your existing color scheme now a sidebar differs very slightly from a quote text box a quote text box is really there to highlight any quotes that you might have in your document whereas a sidebar is something that you’re more likely to add which contains supplementary information so maybe some additional information that you want to add to the document that stands out from the body of the text and as you can imagine it’s very simple to enter a sidebar text box and modify it so let’s jump in and let’s choose this top sidebar just here the austin sidebar and i can see that this is a right align sidebar with accent bars at the top and the bottom so i’m going to select it to insert that in and you can see immediately what that’s going to look like and it runs all the way down from the top to the bottom of the page so this is a great way to add supplementary information so what i’m going to do now is i’m going to replace this test sidebar text with some text that i’ve got from the vegan society website i’m going to click to select and i’m going to do a ctrl v to paste that in i’m going to add in a sidebar title so i’m going to call this vegan stats and i’m going to do some formatting to this text so i want this text to match the text that i have in the document i can see that currently in this sidebar my font is calibri and the size is 11. the rest of my document is a different font with a different size so i’m going to highlight all of my sidebar text and i’m just going to change that so that it matches i’m just going to do a little bit of tidying up and remove some of these sauces that i don’t actually need in my document and right at the bottom i’m just going to add sauce the vegan society now i’m going to make this in italics just to differentiate it from the rest of the text now i also know that some of these are bullet points so i’m going to highlight and then just apply some bullets now one thing you can do with these text boxes is you can change the size of them so if i click you’ll see that i get my resize handle so if i wanted to give this a bit more room i can drag it out and i can also drag the bottom up if i wanted to now i’m quite happy having it running to the bottom of the page but just be aware that you can resize as you would a normal text box now if you do resize you may notice that this shape at the top doesn’t resize with it so you may have to do some minor adjustments just here so i’m just going to drag that out but i can also change this shape to a different color so that it matches more in with the color scheme of this document so i’ve been using a greeny colored color scheme so i’m going to jump up to drawing tools format and i’m going to change the shape fill to green accent 6. i’m also going to change this title text color to green as well and then the rest of this text let’s highlight it and let’s just make sure that that is black and there we go very quickly we’ve been able to add some additional information that really stands out from the document in a sidebar and as with the other text boxes if we want to make any changes to the alignment and the position of the text within the text box we can right click go down to format object and then we have add text options and we can make and modifications so for example with this top margin i’m going to take that down very slightly and also the bottom margin as well and right at the bottom i’m going to just drag this out on both sides and change the color of that to green and there we go so let’s zoom out a little bit and take a look and see what that looks like so i think you’ll agree using these different styles of text boxes for quotes and sidebars can really help important information stand out from the rest of the text in your document that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced this is still there but we are down in section 6 where we’re taking a look at text boxes and in the previous few modules we’ve seen how to add in text boxes of different types including simple text boxes quotes and sidebars we’ve seen how to format them and we’ve also seen how to align the text within a text box and also adjust the margins in this module i want to talk to you about linking text boxes together and the process of linking text boxes is a reasonably simple one and all we’re doing is creating multiple text boxes and setting the text to flow across all of the text boxes so for example you might have four or five different text boxes on your page and you want a paragraph of text to continue across all of the text boxes so let me show you how to do it and also show you some of the issues that you may come across when utilizing this feature so i’m still in my document about veganism and i’m going to work down on page number four now the first thing i’m going to do here is i’m going to work on a blank page so what i’m going to do is put in a couple of page breaks so i’m going to press ctrl enter to push that section down onto the next page and then i’m going to click again and control enter to push it down another page so essentially what i have now is a blank page in the middle i’m then going to copy to the clipboard the text that i want to put in my text boxes and that text is going to be these bullet pointed items under the heading a few tips so i’m going to highlight and i’m going to do a cut ctrl x and that’s going to place that on the clipboard ready for me to paste so my aim here is really just to add text boxes to make these key tips stand out from the document so i’m going to start to add in a few different text boxes so let’s jump up to the insert ribbon go across to text box and for this i’m just going to use those simple text boxes i’m going to take my first one and i’m going to place it where i want it to be and also make it the size that i want it to be so this one i’m going to drag down a little bit and i’m going to delete out the test text that’s in there i’m going to add another text box and you’ll see that we will be doing this a few different times and i’m gonna drag this one down and i’m gonna pull that across pull it down let’s add one more and put it on the other side now i’m not being too careful where i place these you can be a lot more intricate than i am and then i’m going to add one final text box which i’m going to place right at the bottom here let’s move that down very slightly drag it across and drag it down and i’m going to delete out all of the test texts from within these text boxes so i’ve kind of planned out where i want my text boxes to go now i’m going to click in the first text box and i’m going to paste in that text that we copied to the clipboard control v and what you’ll see is because of the size of the text box there’s not enough room to accommodate all of the text so it’s kind of flowing outside the text box and i can’t see the rest of it so what i’m aiming to do here is get this text to flow throughout the other text boxes so all we need to do is select that first text box jump up to the format ribbon and in the text group you have an option for create link let’s click it and you’ll see that your icon changes to a little mug at least i think it’s a mug that looks like it’s pouring something out of it so i’m just going to click on that second text box and you can see it now flows through i’m going to do exactly the same with the second one i’m going to select the text box create link and click on the third text box and let’s repeat this click on the text box create link click on the text box now this still doesn’t look amazing i might need to do some adjusting here what i’m aiming for is each point to be in a separate text box so this first one looks okay but i’m just going to drag that up a little bit and then drag these ones up and this is where you need to do a little bit of reorganizing click in the second text box and make sure that i’ve got all of that point which ends just there click in the third text box i’m going to drag that down now i can see here if i move this one out the way this one’s got quite a lot of text in it so i want to drag it all the way down to the end of that point and then this final text box contains the final point so i’m going to drag that down like so so now essentially i have my text flowing through these text boxes with a different point in each text box now i’m going to do some formatting to tidy this up and make it look a bit nicer i’m going to remove the bullet points like so just by clicking and then deselecting bullets and i might even want to jump in here and change these margins as you can see i have quite a bit of space between the left hand edge of that text box and where the text starts so remember you can click right click go into format shape and with your text options you have the ability to adjust your margins so let’s take that left hand margin down to zero and the same with the right hand margin and i’m going to select all of the text boxes that are remaining this time and do exactly the same so right hand margin and left hand margin like so now another thing you might want to do here to really make these stand out is you might want to format them in different colors so i’m going to select the first text box i’m going to jump up to my drawing tools format ribbon and i’m going to utilize my shape fill and i’m going to make this a light green color now there’s something you’ll notice when i do this whilst it’s filled the shape the text has this white background and the first time this happened to me it did drive me crazy for a little while trying to work out what’s going on here and you may come across this problem if you cut and paste information from an outside source so this information originally was cut and pasted from the vegan society website and what it’s done is it’s brought across with it whatever formatting was applied when it was on that website so what i’m going to need to do here is i’m going to need to clear the formatting in order to remove that white background but of course when i do that it’s also going to clear the rest of the formatting so i’m going to need to do some adjusting so what i’m going to do first so i can do these all in one go is hold down my shift key and select all of the text boxes once again now i’m going to go to my home ribbon and in the font group we have a clear or formatting button so let’s click it and you can see what it’s done there so it’s cleared the formatting i’ve got rid of that white background but it’s also changed the rest of the formatting so once again i’m going to go in and i’m going to reapply the formatting that i had so select all of the text boxes and let’s supply the correct font and let’s make it the correct size like so now you’ll see that once i’ve removed that formatting again i might have to do some minor adjustments i can now see that my text is very very close to the left hand side and that’s because i adjusted it previously before i removed the formatting so the first thing i’m going to do is i’m going to make these bold again so these first little items the key points were in bold like so now i’m going to select all of the text boxes once again i’m going to right click and go into my format object into my layout and options and i’m actually going to increase that left margin and i think about there is going to suit me and then of course you can go in and readjust the size of the text boxes if you need to so a little bit of fiddling around there but i wanted to show you what can happen in a realistic situation a lot of the times when we do things it doesn’t always work perfectly the first time and we need to do a little bit of adjusting so i thought that might be quite interesting for you to see more of a real life example now another thing you might find a bit odd is you might think that now you can come in and select that second text box jump up to the drawing tools format ribbon and change the shape fill but what happens is it’s going to change that first text box you need to change the color from your format shape pane so i’m going to go into my shape options into my fill and i’m going to change the color from here to a light blue i’m going to do the same for the next text box we’re going to have this one as a yellow and then finally at the bottom let’s select it and this one is going to be a light gray color so there we have it that is how you create multiple text boxes and get your text to flow through the text boxes now if you want to do the reverse of that if you decide you no longer want them to flow you can break the link so if i click on this second text box and jump up to my drawing tools format ribbon you’ll see now in the text group i have an option to break link and this says it’s going to break the link between this text box and the next one all of the text will be placed in the selected text box so essentially when i click this it’s going to break the link between the take notes text box and the understand your own expectations and it’s going to put all of this text into this first text box so let’s click on break link and that is exactly what has happened so then i could go in delete this text box and now i have everything back in this particular text box you’ll also see that it’s removed it from the final text box so it might be that i want these two points in that second text box then i want the rest of them to appear in this bottom one so let’s move that up and just make that a bit bigger click on the text box create link and click to select the bottom text box and then make any resizing adjustments that you need so pretty easy to do i hope you found that helpful i will see you in the next module hello everyone and welcome back to this course on word 2019 advanced we’ve made it all the way down to exercise six and in this exercise i just want you to practice some of the skills we’ve learned in this section in relation to text boxes so i have up on the screen here my finished document and essentially what i want you to do in this module is recreate it so it looks something similar to this so this document is about the history of yoga and you can see throughout this document i have some different styles of text boxes so starting at the top here i have a quote text box i then have three plain text boxes in this document and these three text boxes are all linked together so that when i paste in the information it flows through these text boxes and then finally i’ve also added in a sidebar text box now i’m going to start you off with just this basic document but the information that’s contained within these text boxes you’ll find that in a file called yoga.txt that’s in the exercise files folder and i’ve put all of the text in there so that you can easily copy and paste it across so see how you go with that and if you want to see my answer carry on watching so we’re starting out with our plane document and we’re going to go in and add in those text boxes so the first one i wanted you to add was a quote text box so i’m going to place my cursor where i want this text box to go jump up to insert and all the way across in the text group i’m going to click the text box drop down now i didn’t really mind which quote text box you used but for reference the one that i used was this one here austin quote so now i have my text box and i want to add some text into this now as i mentioned there was a file called yoga.txt saved off to the exercise files folder so let’s pull that up and you can see here right at the top it has the yoga quote that i need to copy and paste so i’m going to select it ctrl c to copy click in the text box and ctrl v to paste that in simple as that the next thing i wanted you to do was add in three plain text boxes and link them all together now again i don’t really mind where you place these on the document so let’s just jump up to insert across the text box i’m gonna select simple text box i’m going to move that into position and i’m just going to drag that down a little bit like so and drag that across and i’m going to delete out the text that’s currently in there now i’m going to add in two more text boxes so let’s just add one here drag that down a bit and again drag that in and as i said it doesn’t really matter where you place these or the size of them and then let’s add in one last text box drag it over to the side and let’s just put it like that and once again i’m going to delete out all of the text that’s in these text boxes so to link these together you need to click on the first text box go up to the shape format ribbon and you’ll see in the text group there’s a create link option so let’s select create link and you’ll see as soon as you do that your cursor changes to a little cup so i’m going to scroll down and click in the second text box to link those two i then need to do exactly the same to link this text box with the third one so let’s select the text box create link scroll down and create that link you’ll see as soon as i do that in my text group i now have a break link option if i want to unlink those text boxes so now i’ve done that it’s time to copy and paste the text in and see if it flows through once again i have this text in the text file and it’s this text at the bottom that’s that says paste into linked text boxes select it ctrl c to copy go to that first text box and ctrl v to paste and you’ll see that that text flows through all three of those text boxes now the final thing i asked you to do was add in a sidebar so i’m going to put this on the second page i’m going to go up to insert across the text box and again i didn’t mind which one of these sidebars you choose but i’m going to choose this one i’m going to give this a title of yoga facts and then once again the text for this sidebar is located in that text file so i’m going to select it ctrl c to copy ctrl v to paste that in and that is pretty much what i was looking for as i said i’m not too concerned about the placement of these text boxes and if it looks exactly the same as mine the point really was to practice inserting the three different styles of text box and also linking text boxes i hope you got on okay with that i will see you in the next section hello everyone and welcome back to this course on word 2019 advanced this is deb and we are now down into section seven and in this section i’m going to be talking about page layout and how to divide up your document now page layout is really just a term used to describe how each page of your document is going to look when it’s printed and in word you can adjust all of your page layout options so that might include things such as the margins the paper size the orientation how many columns of text you have how headers and footers appear and a host of other things a master in these is going to be really beneficial to you when it comes to putting together a really nice looking attractive well laid out document and we’re going to go through a lot of the options that you have in relation to page layout in this section but in this first module i really just want to start out by introducing you to the page layout ribbon because layout is where you’re going to find all of these options so it’s important that you understand what each group of commands means now before we jump across to that ribbon let’s just become familiar with the document that we’re going to be using over the course of this section and this is a book template so we’re going to pretend that i’m writing a book let’s jump up into view and go into multiple pages so we can see what we have so at the start here i have a dedication i have a blank page ready to insert a table of contents and then i have the contents of my book so we start with a forward and then we go into acknowledgements and introduction and then we start our different sections so part one we then have our different chapters which may or may not contain various different subheadings until we get all the way down to chapter nine where the book ends and then we have an appendix on the end now obviously i’m using test text in this but this is pretty much the type of layout you would have if you’re putting together a book now this layout is by no means finished we have lots of things that we need to sort out and fix in this document to make it flow a little bit better but i just wanted to give you an overview of what we’re dealing with here so let’s zoom back out to 100 and let’s jump across to the layout ribbon and take a look at some of the commands that are going to help us with this so we’re going to click on layout and it’s mainly these first two groups that we’re interested in so the first group here is the page setup group and this essentially controls how your text flows in your document so the first option that we have is our margins option so our margins are those bars of blank space that run down the left and the right hand side of the page and by default mine is set to normal and you can see the actual measurements of those normal margins but if i thought that that was a bit too wide i could jump into narrow and you’ll see how that changes the look and feel of my document i have moderate which is slightly different again wide margins which makes my text very small running down the center of the screen and then i have mirrored margins now you would use mirrored margins to set up facing pages for double-sided documents such as books or magazines so the margins on the left page are a mirror image of those on the right page which would mean the inside margins are the same width as the outside margins and then finally you have a custom margin options in here so if you don’t find anything in those inbuilt margin settings that suits you then you can come into here and you can set the measurements for each of your margins that’s top bottom inside and outside you also have the ability to set the gutter margin as well so the gutter margin is a term in word used to designate an additional margin added to a page layout to compensate for the part of the paper that’s made unusable by the binding process so if you imagine in facing pages in a layout so if you imagine a book the gutter margin is on the very inside of both pages because that’s where the book is bound now if you’re not intending to put your document into a book then you don’t necessarily have to have a gutter measurement but just be aware of what it is and how that can be useful to you moving along we then have orientation so i’m working in portrait mode for this book but if you wanted to you could switch to landscape mode but one thing to bear in mind is that if you don’t have any section breaks or page breaks in your document then every single page in your document is going to be flipped around into landscape mode now i’m going to show you a bit later on in this section how you divide up your document so that you can have some pages landscape and some pages portrait but for now i’m going to switch that back to portrait mode moving along we then have sizing options so this is related to the size of the paper if you intend to print this document now in the us letter size is fairly standard whereas in the uk we would choose something which is kind of similar in sizing but we call it a4 and we have lots of other different types of paper so if you work in the legal industry you use a very specific size of paper you have a legal option there and if you can’t find the paper size that you use in your particular industry or country we do have more paper sizes at the bottom where you can go in and define the width and height of the paper that you’re using so this is extremely important if you intend to print your document the last thing you want is to create your document in word on one paper size and then when you go to print it on your actual paper size bits of text will be cut off or the layout will look a little bit strange so always make sure you go in there and check you have the correct paper size selected we then have an option for columns now by default you’re going to be typing in a one column layout however if you want to you can switch to multiple columns which gives you more of a newspaper style layout let me show you a very quick example let me scroll down to a page that has more text on it i’m going to click my mouse go up to columns and let’s say two columns you can see now that the text flows around like a newspaper style and i also have an option in there for three column layouts now i probably wouldn’t want to add in any more columns in this particular layout because then the text is going to get a bit hard to read you also have a couple of other options in here you have a left column layout so that is going to give me a smaller left column and a larger right column all the opposite of that a right column layout and of course if you want to customize this if you jump down to more columns you have all of your preset options at the top or you can define how many columns you want and you can get really granular about this so i’ve got let’s select two columns and you can see below i have some width and spacing options so i could jump in here and specifically define the measurements for each of my columns how wide i want them to be and also how wide the spacing is in between the columns if i select the two column layout from the presets you can see the width of each column is going to be 7.62 centimeters with a 1.27 centimeter gap running down the middle i could also choose to separate my columns with a line and then underneath you’ll see that i have this equal column width option selected so when i select this option it means that both of my columns are going to be of an equal width now if i wanted one to be wider than the other i could untick this column and you can see now column number two has become active just above and i can jump in here and define exactly how large i want that second column but for now i’m happy with equal column width and finally i get to choose if i want to apply these columns to the whole document or just from this point forward so if i was to select this point forward it means from wherever my mouse is currently clicked now at this stage i’m going to say whole document click on ok and that is pretty much the result of the options that i’ve selected now i don’t want this page in two columns so i’m going to go back to my columns drop down i’m just going to say one moving along we have an option for breaks and this is where we come to insert our page and our section breaks and we’re going to be doing a lot of work on this over the next few modules so i’m going to hold off from talking about this too much at this moment we then have a line numbers option so if i select continuous you can see i get my line numbers and we actually utilize this earlier on in the course i also have some other options here so if i want to restart those line numbers on each page i can also do that i can restart them after each section or i can suppress them for the current paragraph and again as always we have more line numbering options just here so it’s going to jump you to the layout tab and right at the bottom we have an option for line numbers and you can come in here and define where those numbers start from so maybe you don’t want them to start at one you can definitely come in here and change that and you can also specify how much you want it to count by so if i didn’t want it to go one two three four five maybe i wanted it to go up in two so it goes two four six so on and so forth i can do that in here as well so a few options when it comes to line numbers now i’m actually going to say none because i don’t need them and then we have our hyphenation options and if we hover over it says when a word runs out of room word normally moves it down to the next line when you turn on hyphenation word hyphenates it instead so just like you see in books or magazines hyphenating helps create more uniform spacing and save space in your document so you have your hyphenation options in here i don’t have mine turned on but you could set it to automatic or manual and then of course you have some more hyphenation options at the bottom there so i could say automatically hyphenate my document click on ok and if you just look in the document add an example here i have a couple of words actually on this line it’s hyphenated the word passages because it’s split over two lines and the same thing with the word versions now i actually don’t like that because these aren’t true hyphenated words so i’m probably going to want to set this to none so it just pushes the word onto the next line as opposed to hyphenates it and then the final group that we have here are our paragraph options and these are also very important to understand so let’s go up to our first page where we have add dedication i’m going to click my mouse in front of the first line of text now if i wanted to indent this text i can choose to indent it like so and you’ll see as i do that it moves it in from that left margin i can also indent right which as you would expect goes the other way and then this is where i can adjust how much space i have before and after lines of text now sometimes when you’re working in a document you might find that some lines of text look closer to the title than maybe other lines of text on different pages and that is normally due to the before and after spacing that you have set so because i’m clicked on this line of text i can see that it has eight point spacing after and no spacing before so if i was to up the before spacing look what happens it gets further away from that title because i’ve got more space before the line where i’m clicked similarly if i was to click at the end of dedication it showed me that i have eight points after so there is a little bit of a wider gap between the title and the text but if i up that you can see again it pushes that paragraph down and i can pull it all the way up to zero points so it’s directly underneath or if i go down one more i’m going to set it to auto which will just invoke words auto setting for the spacing in this document also remember that with both the page setup group and the paragraph group we have additional options lurking underneath these little arrows in the corner so this one here is going to jump me into my paragraph settings where i get a few additional options to the ones that i have on the ribbon so i have an indents and spacings tab and you can see that currently i have this piece of text centered i don’t have any indentation on the right and the left i can also modify my spacing options i also have a line and page breaks tab at the top and again we’re going to be going more into these options as we go through the course and with page setup let’s just finish off by diving into there we have three tabs margin paper and layout this is where we can manually set all of our margins we can also change our orientation from here and also if we want to set up if we want mirror margins two pages per sheet or a book fold and you’ll see as i change these underneath it gives me a little preview our paper options we’ve seen this is where you adjust your paper size and then finally we have our layout options where we can control things like our headers and footers and our page alignment now as i said we’re going to be dipping in and out of all of these options as we move through this section but hopefully that gives you a good idea of the layout ribbon and these really two important groups of commands page setup and paragraph that’s it for this module in the next module we’re going to start to talk about page and section breaks so please join me for that hello everyone and welcome back to this course on word 2019 advanced we’re down in section 7 where we’re taking a look at how we can divide up our document using our page layout tools and in this module i want to talk to you about a really important subject and that is breaks and breaks is one of those subjects that i find people can get easily confused about now breaks are particularly useful if you’ve ever struggled to get the formatting of a long document looking like you want it to look in each section now you might be thinking to yourself well what do you mean what’s a section how do i create a section well in this module i just want to give you an overview and an introduction to breaks before we move into how we can apply the different styles of breaks to our document so what i have open on the screen here is a document just called intro to breaks and i’ve gone in and i’ve added some different types of breaks into this document so you can see how they work now i’m pretty much going to be working predominantly on the layout ribbon and all of the different types of breaks that you can select you’ll find listed under this breaks option in the page setup group and as you can see we have quite a few different types of break divided down into two sections page breaks and section breaks so let’s talk about section breaks first of all now when you’re working or when you create a document if you just open up a blank document and start typing you’re essentially working in section one page one and if you’re wondering what section and what page you’re currently typing in you can see that information in the bottom left hand corner in the status bar so currently i’m clicked in the first paragraph and you can see it’s telling me that i’m working in section one page one of eight now if you don’t see this down here in your status bar if you right click your mouse somewhere in a blank space on the status bar that’s going to pop up the customize status bar menu and this is where you can control the kind of information that you see in that status bar so you want to make sure that you have section and page number selected and then you’ll be able to see that additional information in the bottom left hand corner and this becomes more and more useful as you add more and more breaks into your document it really helps you visualize in your mind exactly where you’re at now if i move a bit further down the document i want you to keep your eye on the status bar in the bottom left hand corner look what happens if i click a bit further down that first page you can see that it’s changed to section three so i’m now working in section three on page one if i click my mouse a bit further up it’s telling you that i’m working in section two on page one so essentially what i have on this first page is three different sections now something else i would recommend you do when you are working with sections and breaks is go to the home ribbon and turn on your show hide markers because this is going to show you on the screen exactly where your section breaks and your page breaks are so this makes it a little bit clearer as to how this first page is divided up you can see above this section break i have my first section so essentially this first paragraph is in my first section i’ve then added a section break and i have section two which is this little section just here i’ve then added another section break on the end and this final couple of paragraphs is section three and then i have another section break which is jumping me to the next page now you might think okay i understand that but why is it necessary for me to add section breaks into my document well it’s necessary if you want to have a different format a different orientation different headers and footers in certain parts of your document so if you look here at section number two you’ll see that i have a three column column layout applied just to this section of the document if i hadn’t put a section break above and a section break just after when i selected the text and changed it to three columns the entire document would have changed to three columns so because i wanted to be very specific about which paragraph i was applying the columns to i needed to section it off first so now anything i do in this section is only going to affect that particular section so if i click in my section two where i have my columns jump up to the layout ribbon and go to my columns option i can now change that to two columns and it’s only affecting that particular section let me show you another example let’s scroll down now you can see at the end here i have another section break and then the next page is a completely different orientation so this page is portrait and this page is landscape and once again if i had a document that had no section breaks in it and i clicked on this page and i went up to orientation and changed it to landscape the entire document would change to landscape as opposed to just this specific page so i need to again section off the pages that i want to change the orientation of and then apply the orientation to those sections now in this case i only wanted one page to be landscape so i have a section break before and then i have a section break after and then on the next page we are back to portrait and then another final example of why it’s good to use section breaks is when it comes to things like headers and footers so if you look at my document in the footer i have some page numbers so we have the first page number one second page number two i then have a title and then this page is back to number one so on this page which is page three i actually wanted those page numbers to start again from number one and not continue through so in order to achieve that i had to put in a section break and then unlink this page number from the previous page number and once again we’ll get into this a little bit more when we get to that specific module but hopefully this is showing you some of the reasons why you might want to section up your document and when we look in our breaks drop down you’ll see that we have four different types of section break that we can add section break next page which will allow you to insert a section break and start the new section directly on the next page we have a continuous section break and you see that i’ve used that one just here and also just here so continuous we’ll put in a section break but it won’t push everything below it onto a new page it will keep it on the same page whereas the section break next page everything after it is going to be pushed onto the following page we then have a section break even page so it’s going to put a section break in after every even page and the same for odd page as well and then of course we also have page breaks and this is where essentially you can mark the point at which one page ends and the next page begins so if i show you very quickly let’s scroll down to let’s say here if i decided that after this second paragraph i wanted to push everything below it onto a new page i could add in a page break so i can jump up to breaks and say page break and you can see there it’s put in my page break marker and everything else is now on the next page if i control z just to undo that another quick way of adding a page break is to press ctrl enter on your keyboard and then we have a couple of other different types of page breaks we have a column break and this is for use if you do have your document divided up into columns it’s going to tell where to move the text following the column break in the next column and then we have an option for text wrapping and this is mainly related to web pages so these are all of the options that we’re going to be exploring in more detail over the next few modules but hopefully that gives you an overview as to what breaks are all about and why they can be useful to you that’s it for this module i will see you in the next one hello everyone welcome back to this course on word 2019 advanced we’re down in section 7 where we’re talking all about breaks in word documents and breaks really help us when it comes to laying out our document exactly how we want it to be and in the last module i gave you a brief introduction as to the difference between page and section breaks and also how you might use them and why they might be useful to you so what we’re going to do now is we’re going to work on our book template and i’m going to go through and do some tidying up now as i mentioned before if we go into view and multiple pages there are lots of things i need to do here with regards to the layout now i have added in some page and section breaks already but we’re going to go through and tidy up the rest and also add in some other things that you may not be familiar with to really jazz this document up so let’s zoom back out to 100 and start at the top of our document now i’m going to pull up the layout ribbon because again we are predominantly going to be working with this particular ribbon now the first page here i have my dedication now i wouldn’t really start my book with this on the first page i’m probably going to want to have some kind of cover page which shows the title of the book and possibly my name as the author now i could create this page manually but one thing you may or may not be aware of is that in word we have some inbuilt cover pages that we can insert so let’s jump across to the insert ribbon and in the first group here the pages group you can see that we have some cover page options and when i click i can see the cover page gallery and this has lots of different cover pages that i might want to add in and of course i can then further customize them to suit the color the font the size font that i want so i’m going to add in a cover page in a moment but before i do that i want to start adding in some section and page breaks now the first thing i’m going to do to help me with this is turn on my show hide markers and i can see that i already have a page break just here which is essentially pushing the table of contents onto its own page now because i’m going to put a cover page in before this dedication i want to make sure that i’ve clicked my mouse at the start of the title i’m then going to go to insert down to cover page and i’m going to select this one here the filigree and there we go now the good thing with cover pages is that they automatically put in a page break for you so you just have the cover page on that first page and because i’ve used this one before it’s kept in the title that i used last time which is perfect because that is what this book is going to be about however you can of course jump in here and change this title to whatever you want it to be the one thing i am going to do is i’m just going to change this text to a black font like so so very simply i now have my cover page i then have my dedication on the second page which is fine and then my third page i have a space for my table of contents now you always create your table of contents at the end once you’ve styled up your document so i’m going to come back to this a bit later add in my table of contents but i always want my table of contents to be on its own page hence why i have a page break after the dedication and then a page break after the table of contents let’s carry on scrolling down this is where my book really starts so i have my forward in here now something else that you can see which is quite common when it comes to books is that i have what we call a drop cap and that is the first letter of the first word is a lot larger than everything else and you’ve probably seen this in various different books that you’ve read over the years if you’re looking for this option you’ll find it on the insert ribbon all the way over in the text group you have drop cap so you can choose to have no drop cap dropped or you can drop it in the margin so that’s just a little fyi let’s scroll down now i can see here that i have the acknowledgements on this same page as the end of the forward and what i want to do is put this on the next page so the thing i probably want to do here would be to add in a page break now a few different ways that i can do this as i’m already on the insert ribbon in the pages group i have a page break option just here and you can see in the screen tip it shows you what that keyboard shortcut is control plus return i’m going to click it it’s going to put in my page break and push everything down onto that next page i then want the acknowledgements on one page the introduction i also want to add in another page break so this time i’m going to utilize that shortcut key control return to push it down let’s carry on scrolling through right so now i have a kind of a title page so this is my part one title page and i want this to be on its own blank page so once again i’m going to click underneath this last paragraph and let’s do it a different way this time i’m going to go up to that layout ribbon into breaks and i’m going to say page break like so and there we go now one other thing to note as we did mention this before if i click in front of where it says part 1 if you look up in your layout ribbon at the spacings option you can see that i have 186 points spacing before so that is essentially why we have all of this white space above where it says part one and that suits me because i wanted this to be somewhere in the middle of this page but i just wanted to point that out as it was something that we discussed previously so now we have chapter one let’s go all the way down to the bottom of this chapter and there we go now even though i don’t have a page break in here chapter two is naturally on the next page but what i want to do is make sure that i do have a page break in there i’m gonna delete out those carriage returns so i like to always make sure that i do have a page break after each chapter let’s scroll down again this one i need to add one in so we’ll do control enter and again you can just delete out any erroneous spacing at the top i’m going to do this for all of these different parts and chapters so again this part two needs to be on a new page ctrl enter and chapter four needs to be on a new page so let’s click in front of it control enter to push that down so i’m going to go through this document just adding in page breaks wherever necessary so let me do that and i’ll see you back here in a couple of moments so there we go i’ve now added in all of those page breaks now i’m right at the bottom of the document and i just wanted to show you another problem which you may find yourself with and that is if you ever find that you have just some blank pages at the end of your document it’s usually because you have some page breaks in there that you need to delete so you can see here i have a page break and just to show you how simple it is to delete one you highlight it press the delete key on your keyboard and it gets rid of that page break i have another one up here so let’s highlight and delete and another one just here because this is in fact the last page highlight and delete and you can see now this is the last page control home to jump to the top of the document so let’s now take a look at how we might add in some section breaks if i was compiling this book for real i’m probably not going to do things like add in columns or change the pages to landscape because my book is all in portrait layout but i’m going to show you how to do it if you did want to do that so i’m down on page four where i have my forward and underneath the forward i have some kind of quote listed just here and then i have the start of my forward now it might be that i want to put this into columns so i don’t want the whole page to show in columns i just want this section of text just here so the way that i need to do this is i need to section off these paragraphs from the rest of the document so i’m going to do that utilizing section breaks so i’m going to click just above this paragraph i’m going to go up to the layout ribbon into breaks and when it comes to selecting which section break i need for this one it’s going to be a continuous section break because i want this section to continue on the same page i don’t want it to move on to the next page but i do want a section break in there so you can see i’ve inserted it and it’s a continuous section break i now need to go to the bottom of these paragraphs click go up to breaks and i’m going to insert another continuous section break so now i’ve sectioned off this portion of text that means that i can click anywhere within this section make some formatting changes and it’s only going to apply to this specific section so in this case i’m going to jump up to columns and i’m going to put this in a two column layout now you can see there it’s put a line down the middle separating these columns and that’s because i had that setting turned on previously so what i could do is jump up to columns go down to more columns and remove the line between and you can see at the bottom here it’s only applying these columns to this particular section and click on ok so now that i have this section in columns if i scroll down you’ll see that as soon as that section ends everything goes back to that one column layout and we wouldn’t have been able to achieve that if we didn’t utilize section breaks so now we’re down to the acknowledgements page and it might be that i want this page to be landscape but the rest of the document in portrait so if i was just to click on the acknowledgements page go up to layout and change the orientation to landscape you’ll see it changes all of the pages to landscape now i don’t actually want that so again i need to utilize section breaks to section off this portion of the document so i’m going to click just before acknowledgments go up to breaks and again we’re doing a continuous break i’m going to go down to the bottom click at the end and again insert a continuous section break so now i can click in this section go to orientation change it to landscape and everything else remains in portrait another way i could utilize section breaks is if i wanted to change the margins on one specific page so let’s move down i’m going to delete out this page break so i no longer need that there and maybe i want the margins to be narrower on this introduction page so once again i’m going to click in front of introduction i’m going to go to breaks and continuous scroll down click at the end add another continuous section break to section off this portion of text i need to click in the section and now i can go to margins and i can change these margins to narrow and once again you can see it’s changed them for introduction and as we move down to the next pages we have those normal margins back now we’ve been working mainly with the section break continuous option and i do find that is the one that i use most often because a lot of the time i want to keep the text on the same page but just add in some section breaks but remember you do also have a section break next page option so let’s take a look at that i’m going to click at the end of this first paragraph and if i was to select breaks section break next page it’s going to add in a section break as opposed to a page break but it’s going to push everything down to the next page let me just undo that ctrl z and you have similar options when it comes to breaks for even and odd pages so again the even page is going to insert a section break and start the new section on the next even numbered page so currently i’m on page 11. if i insert an even page section break it’s going to push that down and start on page 12 and you have a similar option here for odd page so the key points to take away from this module is always remember when you’re working with breaks it’s useful to have your show hide markers turned on so you can see them make sure that you understand the difference between a page break and a section break and also what situations where you might use each one of these section breaks in the next few modules we’re going to be delving more into page breaks and column breaks so i will see you over there hello everyone and welcome back to this course on word 2019 advanced we’re down in section 7 where we’re taking a look at the different ways we can divide up our document using sections and page breaks and in this module i want to start talking to you a little bit about using headers and footers with section breaks so let’s dive straight into a very simple example now the document i have in front of me is just a test document with some test text in it it’s six pages long and what i want to do in here is i want to add a header now currently this document doesn’t have any section breaks or any page breaks it’s just a plain document that i’ve put text into now if you’re not familiar with headers and footers a header is this white area of space just above the title that you’ll see at the top of every page and the footer is the blank area space at the bottom of the document and these two areas are editable so you can add information into the header and the footer and it will appear on every page so for example a lot of people utilize the header area to add maybe something like a company logo or maybe to display the document title or maybe something like the date and time or the author name and it’s very simple to add a header and footer all you need to do is double click in the header area and it opens up the header section and immediately what you’ll see is that you get a header and footer tools can textual ribbon appear at the top and you can utilize the options in the insert group on this ribbon to insert various different things into this header for example i can insert the date and time like so i can insert document information so the author name the file name the file path the document title i can insert properties which we’re going to go more into a bit later on in the course and also fields i also have access to insert any quick parts so you can see there i have a logo saved off as a quick part i could select it to add that into my header now if this logo is all i wanted in the header i can close my header and footer ribbon and this is what it looks like so i might want to put a little bit of space in there but you’ll now see i have the logo up in the header and it appears on every single page if i want to edit the header i can double click to open it up and i get my ribbon back again so i’m going to jump in and just remove this logo and a quick way of doing that is to go over to the header and footer group i’m going to select the header drop down and right at the bottom i have an option to remove the header now another option i have in here is if i just wanted the company logo to be on this first page all i would need to do is select this little option here different first page i’m then going to go in and select my logo once more close my headroom footer i have my logo on the first page but not on any of the other pages double click to edit again and let’s go in and remove that header so that’s a very quick recap of how to add headers and footers in your document now you might be wondering well how does this relate to sections because that’s what we’re talking about in this section well if you have your documents sectioned up it can greatly affect how your headers and footers are displaying so let me give you an example using a page number so what i’m going to do is i’m going to add a page number onto every page and page numbers you’ll normally find in the footer area so let’s double click to edit our footer and in the first group you’ll see that i have an option specifically for adding page numbers i’m going to select bottom of the page and let’s keep things reasonably simple i’m just going to choose plain number two we’re just going to put my page number in the center of my footer like so i’m going to close my headroom footer and as you would expect i now have a number one on page one and then these will follow through so then we have page two page three page four page five so on and so forth so all looks good so far now remember this is a document that doesn’t contain any page breaks or any section breaks now if i was to add a page break into here so let me just click here do a control enter everything will re-number so this is now page two this is now page three so on and so forth just going to control z to undo that now when we start dividing up our document and creating sections it might be that we don’t always want the numbers just to flow through the pages one two three four five for example you might decide that you don’t want a page number on the first page and that’s particularly common if you have something like a cover page so let’s insert a quick cover page and i’m just going to choose facet from the gallery now most of the time you’re not going to want a page number on the cover page it might also be that your second page is a table of contents you might not want a page number on that either so essentially with this document just here i don’t want a page number on this page but i want this page to start at one so i’m going to double click on my footer i’m just going to remove this footer like so so let’s see what happens this time now that we have a cover page i’m going to double click in the footer area i’m going to untick different first page and i’m going to add in my page number now you’ll see here i get a zero on my cover page and then i have number one number two number three so on and so forth so what essentially i want to do here is i want to remove the page number from that first page now this is a pretty easy thing to do because it is the first page so all we would need to do is jump up to our design ribbon again and select different first page and you can see it’s removed the number from the cover page and my next page starts at number one so that’s a fairly straightforward thing to do if you just want a different first page so let’s now take a look at a scenario where it gets a little bit more complicated i’m going to add a blank page after this cover page so i’m going to click my mouse just above where it says company history i’m going to go to the insert tab and i’m going to utilize the blank page option in this pages group i’m going to click and it adds in a blank page and you can see it’s automatically put in a page break for me now it might be on this second page that i want to add a table of contents so i’m going to type in table of contents so now with the current way that i have my footers set up you can see that the table of contents page is labeled number one company history number two now essentially what i want to do is i don’t want to have a number on the table of contents page so you might think this is a pretty easy case of just double clicking on the footer and deleting out the page number but look what happens when i do this when i scroll down you’ll see that it’s deleted the page number on every single page and because the table of contents isn’t the first page that different first page option is not going to have any effect so how do we deal with this well you might think that if you go down to the company history page double click the footer and add in the page number it’s going to number correctly but again it doesn’t this is page two and you’ll see that it puts a number one on my table of contents page so this is all a little bit awkward and we need to utilize section breaks in order to get this to work so essentially what i want to do here is i want to section off where i want the page numbering to start so i want the page numbering to start after the table of contents now i already have a page break in there but i need to add a section break so i’m going to say layout tab we’re going to go to breaks and i’m going to put in a section break continuous i’m now going to go to my company history page double click in the footer and i’m going to add in my page number again now you can see here it’s put a zero and if i scroll up you’ll see that that table of contents page still has a number one and this is being controlled by this option just here on the header and footer tools ribbon the link to previous option and you can see here it says link to the previous section to continue using the same header or footer turn this feature off to create a different header or footer for the current section so essentially all of your headers and footers are linked throughout the document so if you want a different header or footer you need to unlink them so i’m going to go down to the company history page i’m going to highlight my page number and i’m going to unlink this page number from the other sections by clicking the link to previous button so now that it’s unlinked i can go back to my table of contents page and i can delete out that page number and you’ll see when i scroll down i still have my page numbers on the next pages now there’s one other thing i need to fix here and that is that this page is starting at zero and i actually want the company history page to start at number one so all i need to do here is a little bit of formatting on this page number so highlight the page number right click your mouse and go down into format page numbers and in here i can choose a different style or number format if i want to now i’m quite happy with one two three but at the bottom here under the page numbering group it says start at and then currently it has zero so i’m going to use my arrows and i’m going to put that up to 1 click on ok close my header and footer and now if we go to the top of the document we should have it looking how we want so i have my cover page it’s got no number table of contents that has no number and then my document actually starts with the correct page numbering so if you do divide your document up using sections and you need to sort out the page numbering or anything else in the header or footer remember to unlink from previous section if you want something different in the following section i hope that all makes sense to everybody that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced this is still deb and we are down in section 7 where we’re taking a look at dividing up a document using section and page breaks and in the previous module i showed you how you can work with headers and footers and section breaks and in this module i just want to show you another example but this time utilizing page borders so we’re still working in our company history document and we’re going to move down to page number two now what i want to do in here is i want to add a nice page border to this page and the following page only and once again i need to do this utilizing section breaks so page borders you will find on the design ribbon over in this end group the page background group and it’s the last option just here now as we’ve seen before if we don’t divide up our document into sections then our page borders are going to appear on all of our pages so if i click page border and i’m just going to do a basic box border just here and click on ok you can see this is the effect that i get so i have my page border and it’s on all of my pages now i’m going to control z to undo that because that’s not exactly what i want i only want to have a page border on the on this page and the following page so i need to add in some section breaks so i’m going to go to the page before this one i’m going to click my mouse at the end of the final paragraph and i’m going to insert a section break and we’re going to do a continuous section break and then i’m going to scroll down to the end of the second page and i’m going to add in another continuous section break so essentially now i’ve sectioned these two pages off and if we look down in our status bar in the bottom left hand corner you can see that i’m working in section three so now that i’ve sectioned it off i can safely go up to my design ribbon go to my page borders option i’m going to do a slightly fancier border so i’m going to choose the dotted style i’m going to set the color to purple and the width let’s make it two and a quarter points and you’ll see over in the preview pane exactly what that’s going to look like and this is an important section here so it says apply to whole document now i only want to apply it to this section and click on ok so now you can see i have my purple dotted border if i go to the page before i don’t have a border which is good if i go to the page after i do and then we’re back to no page border but now that i’ve done this because i’ve added in more sections you can see that my page numbering is now all messed up so if we go to the top of the document again the company history page is page number one but this page is now also page number one so the numbering has essentially restarted at this section we then go to page number two and then once again we’re back to page number one so essentially what word is doing is it’s restarting the numbering after every section break so we need to go in and fix this so i’m going to go to the first page that has the border and i’m going to double click to jump into my footer i’m going to select my page number i’m going to right click and i’m going to go into format page numbers and i’m going to select this option just here continue from previous section and click on ok so now you can see the number has changed to number two number three and then we’re back to one so we need to do exactly the same here i’m going to select the number right click format page numbers continue from previous section close my headroom footer and now i should have my page borders and also correct page numbering that flows through those sections so that is how you add page borders to specific parts of your document and also how you can update the numbering once you’ve added in more sections that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced we’re doing section 7 where we’re taking a look at dividing up our document using section and page breaks and in the previous module i showed you how you can add page borders to a specific section in your document and then reorder the page numbering and in this module we’re going to take a look at another example we’re going to utilize our book template and we’re going to add headers and footers that contain document properties and fields and we’re going to get them to display on exactly the pages that we want utilizing as section breaks so just a reminder of this document that we’re working in it is our book template how to create an online training course and if you remember we have a cover page we then have a dedication a table of contents which is currently blank and then we have our document and this document is 44 pages long and currently i don’t have any page numbering i don’t have anything in the footer or in the header now i want to start out by talking to you about document properties and fields now both of these you’ll find under quick parts so let’s jump across to the insert ribbon across to the text group and we’re going to click the quick parts drop down and we’ve looked at some of these in previous modules we’ve seen how to save items off as a quick part and reuse them but what we haven’t really touched on are these two options here document property and field now these do differ very slightly if i hover over document property you’ll see that i have a list of different properties in the menu and i can utilize these and add them into my document now what you may have not noticed already is that when we inserted this cover page this cover page actually has its own document properties so if i scroll down to the bottom where we have this date the company name and the company address if i click on the date you’ll see just above it says date and it appears in this little rectangle box with a drop down which allows me to select the date i want to add this is a document property and this is the date property i have the same thing if i click on simon says it you can see that this is the company document property if i click on the address this is the address property so you’ll see these used quite frequently in any templates that you download or cover pages that you add now you can add your own document properties throughout your document and if i just show an example of why they’re useful let’s jump down to this page just here now maybe i wanted to add in the company name and the company address down here what i could do is jump up to quick parts go to document property select company and what you’ll see is that it will remember the company that you’ve set previously so simon says it was used earlier on in this document on that cover page just here so it’s recognized that document property and it’s automatically added it for me so that makes things a lot quicker and simpler if i then wanted to add in the company address i could go back to quick parts down to document property and select company address and again it’s going to pick up the last address that was used so this is a nice really quick way of adding in content that you’ve used previously now of course if i wanted to change this i could i can just come in here i can delete out what’s there and i can edit it with something else if i just press delete and click away it just says company address i’m going to do the same here i’m going to delete out simon says it and click away so if you are designing something like a template and you want people to enter something specifically into the document document properties are a great way of kind of adding in a placeholder and guiding people towards what they need to put in there so let’s delete these out and let’s utilize one of these in our header now i don’t want this to appear on the cover page the dedication or the table of contents so i’m going to double click on my header on the third page and in my header and footer tools design ribbon in the insert group you can see that i have document info and this will allow me to add in any of those document properties so maybe i want the author of this document’s name to be listed in the header so i’m going to select author and you can see there that it’s picked up my name i’m going to close my headroom footer and see what that looks like so let’s scroll up it looks like i’ve got it on the table of contents the dedication it’s not on that cover page but it is on a couple of pages that i don’t want it to be on so again we’re going to need to utilize as section breaks so i’m going to undo control z to remove that document property field and what i now need to do is essentially section off the rest of this document from the first few pages and then unlink my headers so let’s go up to the previous page where we have our table of contents and after the page break i’m going to insert a continuous section break now i want the author name property to appear throughout the rest of the document in that header i just don’t want it on the first few pages so i don’t need to add in any more section breaks just this one after the table of contents so now i have my section break after my table of contents i’ve essentially sectioned off the first three pages from the rest of the document so now if i want to add my document property into my header i can double click on the first page where i want to add it and you can see here it says first page header section two i’m going to go up to my header and footer tours design ribbon i’m going to untick different first page and then i’m going to add in my document property which is author so now i have my name as the author in the header and if i scroll up to take a look at what the previous pages look like you can see that i have it on the table of contents page the dedication page but i don’t have it on that cover page so essentially what i need to do is i need to remove it from the dedication and the table of contents page but keep it on the rest of the document so again we’re going to select our document property and we’re going to unlink this header from the previous section by toggling off link to previous so now when i scroll up i’m going to safely delete out the author on the table of contents page and you can see that that’s removed it from the other pages close my header and footer and now i should find i only have it from this page going forward now another thing that you can add into your documents are document fields and fields differ very slightly from document properties because fields are something that can be updated so if you’ve ever entered a table of contents into your document which we are going to do in the following modules you’ll know that a table of contents can be updated by right-clicking and selecting update field because essentially what is controlling that table of contents is a field called talk and that’s the only thing you really need to know about fields that they can easily be updated by right clicking or pressing the f9 key so let’s take a look at the different fields that we have access to i’m going to jump up to the insert ribbon go across to quick parts again and this time we’re going to select field now all of the fields and there are a lot of them are categorized into different groups so for example document information which is the category i currently have selected has all of these fields within it so things like author file name file size so on and so forth so all of these are things which can be updated so if i was to utilize the file size field obviously the more i add to my document the greater the file size is going to get so if i want to make sure that the file size is always showing as correct in my document i can just update the field now it’s also worth noting that aside from manually updating fields by right-clicking or pressing f9 fields will refresh or update when you save or open your documents and what i’ll do is i’m not going to go through all of these i’ll leave you to have a browse through all of the different field types that you have but what we are going to do is we are going to add one of them into our document but this time i only want to add it on the first three pages so i’m going to go down to my cover page footer double click to edit i’m going to go up to my headroom footer tools design ribbon and i’m going to jump into document info down to field which will open up my field dialog box and the information i’m going to add here is the information relating to the save date i’m going to select my date format and i want a short date format and click on ok and there we go we now have the date that i last saved this document listed in my footer and i can see that that is correct because i have saved this document today so if i scroll down i’ve got it on the first page but i don’t have it on the rest of the pages now that’s because i have different first page selected on the design ribbon so i’m going to untick that and add my field in once more click on ok and now if i scroll down i should see that i have it on all of my pages now remember i only want this on the first three so we’re going to need to do some sectioning so let’s close the header and footer and we need to section off these first three pages so i’m going to scroll down to the table of contents page and you can see that i already have a section break in there because we sectioned off the remaining document in the previous example so i don’t need to add in another section break so all i need to do is scroll down to the next page double click in the footer and unlink it from the previous section close my header and footer and if i scroll up i still have it there but it means that now i can safely delete it close my headroom footer and it will be deleted on the first three pages but i’m going to have it on the rest of my document now one final thing i want to go through with you here is how to add multiple items into your header and footer so currently in this footer i have my field which is showing the save date but if i also wanted to add in some page numbers if i double click go up to page number and select bottom of the page as we have been doing and if i select plane number three which is going to put the page number over on the right hand side you’ll see that it actually gets rid of that field so i can’t add my page number in that way what i could do is i could press my tab key to move across to the right hand side and then when i add my page number i could say current position and that’s going to add a page number wherever my cursor is currently clicked another thing i might want to do if i have maybe three pieces of information that i want to add is i could utilize one of the footer templates and you can see here the second one down is blank three columns and that’s going to give me three areas where i can add in information so i’m going to click on the first one that says type here and i’m going to add in my field which is going to be save date i’m going to click in the middle one and this time i’m going to add in a document property and that is going to be the title of the document and in the third one i’m going to add in my page number i’m going to say current position plain number and there we go now again you can see this page number is showing a zero so all i need to do is select my page number right click format page numbers and start that at one and click on close header and footer i’m going to turn off my show hide markers and let’s take a look at our document so we have a cover page with no header and no footer we have a dedication a table of contents which we’re going to complete later and then we have the start of our document which contains our header and our footer so that is how you can utilize document properties and fields in your headers and footers and how you can use templates to add in multiple pieces of information that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced we’re down in section 7 where we’ve been looking at dividing up our documents using section breaks and page breaks and throughout this section we’ve been looking at how section breaks affect other elements in our documents and in this very quick module i just want to show you how you can utilize another style of break and that is the column break now as we’ve seen previously by default when we’re working in a word document we’re essentially working in a one column layout but we can change the entire document or sections of the document so that it flows in more of a column format and newspaper style and when it comes to breaks you have an option for column break and this is what i want to demonstrate to you very quickly right now so we’re back in our company history document which just contains some junk text and the first thing i’m going to do here is i’m going to create a section and i’m going to put that section into a different column layout so i want this first paragraph to be in one column which it is but i want the next three paragraphs to be in column layout so i need to section off these three paragraphs i’m going to click my mouse at the end of that first paragraph i’m going to jump up to break and i’m going to insert a continuous section break i’m going to go down to the end of the third paragraph in this section and i’m going to add in another continuous section break so essentially i’ve sectioned off these three paragraphs i’m now going to change the layout of this section i’m going to go up to columns and i’m going to say that i want a two column layout and there we go so the paragraph above is one column we then have two columns and then it goes back to one column after the section break now all that a column break is is if you want to essentially break these columns so i have this first little paragraph just here and it might be that i want to add in a break or a column break so that everything below is pushed into the next column and that’s all the column break it’s so i’m going to click my mouse at the end of this first paragraph in the first column i’m going to go up to breaks and select the column option and there we go you can now see that everything else has been pushed into that second column and we have our column break indicated after that first paragraph so now that i’ve done that i have this bit of blank space and just for fun i might want to add in a 3d model of whatever this document is related to and we’re just going to select the earth and i can then move that into the space that has been created and remember something else you might want to do here is if we go back up to layout and into columns i’m going to jump down to more columns and i might want a line between my columns like so so that is it just another tool for getting your document layout to look exactly as you want it to look thanks for watching and i will see you in the next module hello everyone and welcome back to this course on word 2019 advanced this is still deb and we are down in section 7 where we’ve been taking a look at breaks predominantly section and page breaks in this module we’re going to take a look at a different way of dividing up your document and that is by using master and sub documents now you may or may not have heard of master and sub documents they have been around in word for a very long time but they tend to be something that are not as widely used mainly because i find people don’t really understand what they are and why they are useful and i will say they are only really useful if you are someone who works with very large documents i’m talking 100 pages plus so the most obvious example of this would be if you are writing a book so let’s use that as our example now if you are writing a book that’s several hundred pages long saving it as a single document can be impractical so when you started writing your book you just opened up a word document and you’ve written all of your chapters in one document causing your word document to be hundreds of pages long and what that means is that even performing simple tasks on that document like editing copying pasting searching even doing things like find and replace are less efficient the larger the document comes sometimes it’s a lot easier to manage a large document if you split it up into smaller documents and then essentially merge them together which is pretty much what the master and sub documents feature is all about and that is exactly what we’re going to do here so in this example we are going to run with that example of a book and this is my book template from earlier with a title page of how to create an online training course and then as i scroll down you’ll see at the start here i have a dedication i then have a forward some acknowledgements and then some introductory text i then have a part one cover page and what i hope to have after this are all of my chapters that make up part one now previously i just had all of my chapters in this one document what i’m going to do here and you can see that i’ve already deleted them out is that i’ve actually saved each chapter off into its own separate word document and you can see all of those files sitting just here so i’ve created a folder on my desktop called chapters and then i have chapter 1 chapter 2 chapter 3 so on and so forth so essentially i have a whole bunch of mini sub documents that i want to put into this master document and what this means is that in future going forward if i need to do any editing or if i need to do any formatting changes i have my document divided down into smaller chunks which is a lot easier to manage and also a lot easier for word to process efficiently so you might be thinking to yourself well if i’ve got everything saved off into different documents isn’t that going to make it a lot harder when i want to print or publish this book well no that is one of the features of master and sub documents so what we’re going to do here is after part 1 i’m going to go down onto this blank page and i’m going to insert the chapter 1 sub document now the first thing i need to do here is we need to work in outline view so let’s jump up to our view ribbon into our views group and click on outline so i’m going to scroll up and you can see here i now have this document in outline view i have my part 1 and it says write your part 1 title if you want to to make this a bit clearer to see you can also jump to home and turn on your paragraph marks so you can also see exactly where you have page breaks so i have a page break after this part one cover page so i want to make sure that my mouse is clicked just after that page break now as soon as i jump into outline view i get the outlining contextual ribbon and the group of commands we’re going to be working with are in this master document group and currently i only have one that’s available for me to access that is the show document button so when i click on this button you’ll see it gives me a couple of other options that i can use the first one is create and the second one is insert now in this example we’re going to be using insert because i already have my sub documents saved off so let’s click on insert and you can see it takes me to file explorer where i can then browse for my sub documents so it’s jumped me straight to the correct folder which is brilliant so i’m going to select chapter one and click on open and you can see it puts that chapter into the master document and in this particular view in outline view this does look kind of ugly but rest assured when you switch back to print layout view the document’s going to look completely normal and when you print or publish it it’s going to look absolutely fine as well now let’s just check that let’s close outline view to jump back to print layout view and see what our document now looks like so i have my part one cover page scroll down and there we go i have my chapter one but essentially i’m working within a sub document now when i’m clicking around in this area let’s go back to the view ribbon and into outline view and let’s insert our next chapter so i’m going to click underneath my first chapter up to show document click on insert and i’m going to select chapter 2 and click on open and there we have chapter 2. now my final two chapters i’m going to put in after this part 2 page so i want to make sure i’m clicked after the section break up to insert chapter 3 open insert chapter 4 open and i could carry on going if i close outline view again you can see that in the document this is all looking absolutely fine so nothing weird is going on here even though it does look a little strange when you’re viewing it in outline view and of course if you see anything that looks a bit strange like section breaks that shouldn’t be there you can of course delete those out now let’s jump back to our outline view one more time because i just want to show you what the difference is when it comes to this insert and create button so insert is if you already have a sub document saved off you would use the create button if you want to create a sub document on the fly essentially so if i click on create you can see it opens up this little box here and this is essentially a sub document so i could manually type my sub document directly into this section and what you’ll also see up in the master document group is that i also now have an unlink button and this is essentially if you want to remove your sub document so it says delete the link to the sub document and copy the sub document content into the master document so if i click unlink you can see that it’s got rid of the sub document the little box around the outside which denotes the sub document and this junk text that i’ve just typed in is now part of the main document i could do the same for the one above so if i’m clicked in this sub document just here so this is chapter four you can see that the unlink button now becomes active again and if i click it it’s going to remove this sub document and just make chapter 4 part of the master document again now another advantage of creating your document in this way is that you’re reducing the size of your main file so if you have a master document that has 350 pages that file size is going to be very large by breaking it down into smaller chunks you’re managing smaller file sizes so it means you’re going to have less of an issue with things running a little bit slowly or maybe a little bit of lag when you’re working in your documents when it comes time to print your book if we just close out of outline view you’ll see if we jump across to file and go down to print the document looks exactly as you would expect it to look so utilizing master and sub documents is something to consider if you work with extremely long documents and you want to do it in a way that’s really efficient and makes your life easier that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced we’ve made it all the way down to exercise seven and in this exercise i want you to practice the skills that you’ve learned in this module related to working with sections and breaks now as usual i want you to recreate what i have on the screen here so let’s run through the document so you know exactly what it is that you need to do now you’re going to start out with this template that i’ve created and this first page is just a cover page and then when we scroll past that cover page we have the rest of our document now some things i want you to note here and to make this a bit clearer i’m going to turn on my show hide markers so you can see here that after that cover page i’ve changed the orientation of page two so page two is in landscape now this is the only page in the document that’s in landscape you’ll see on page three it continues on in portrait mode so i want you to make sure that you’ve added the relevant section breaks in the correct places in order to be able to achieve this what you’ll also see is that on page two i have added a header all about coffee which is the document title and i’ve also added a three column blank footer and the information in here are all document fields so the first document field i have here is the date the second document field is the author and then i have the page number now remember when you’re inserting page numbers which one of the options you select is extremely important so if i just quickly remind you if we click the page number drop down make sure that you select the correct one of these so think about where you’re clicked and which option you need to use as we scroll down a bit further you can see we go back to portrait orientation and then finally on the last page we have our text in two columns so when you’re doing this exercise you really need to think about where you need to position those section breaks and the type of section break that’s most appropriate for what you’re trying to do now when you’ve done this you’re probably going to find that your page numbering looks a bit strange so you’re going to have to go in and format those page numbers to get them flowing through the document correctly and if this is the first time that you’re practicing this it can be a little tricky to get it right if you need to please go back and re-watch the video where we talked about adding headers and footers into documents if you need to please go back and refresh your memory by watching the video where we looked at adding headers and footers into documents now if you manage to do all of that correctly you should end up with a document that looks something like this so you can see all my page numbers are correct i have all my sections split up nicely i have that second page in landscape and also you’ll notice i don’t have a header or a footer on that cover page so that’s another important point to note see how you go with that this one can be a little tricky i will say that so if you want to check out my answer then carry on watching this video okay let’s take a look at the answer to this exercise so the first thing i would do here is i have my cover page and i know that i don’t want a header or a footer on this cover page so i’m going to scroll straight down to page 2 and double click in that header area now the first thing i’ll do so that i don’t get any headers and footers on that first page is i would go up to my header and footer ribbon and make sure that i have the check box different first page selected which i do so now i want to add in information into the header first of all and what we want in the header is the title of the document so again on the headroom footer ribbon in the insert group i’m going to go to document info and select document title now that’s all i’m going to have in the header let’s scroll down to footer and click now in this one i want to add in the three column template so on the header of footer ribbon in the header and footer group i’m going to go to footer and select blank three columns so now i can go through and complete the information so let’s click on the first field just here and what i want in here is the date and the time so up to insert date and time i’m going to choose the top format and click on ok the middle one here i want the author name so back up to document info and author and finally in the last one i want the page number so i’m going to go across to page number and i said be careful of which one of these you select and that’s because people have a tendency to go straight to bottom of page and then select one of these but because we’re using a template that’s not going to work we want to make sure we select current position so wherever we’re clicked that’s where the page number is going to enter that’s where the page number is going to display i’m just going to choose that plain number and it’s going to give me a one so if i now scroll up and just check that first cover page that’s all looking good i don’t have a header or a footer but i do have my header and footer on the next page and i can see that that’s all flowing through quite nicely so at this stage i’m going to close my header and footer now currently in this document we’re just working in one section i haven’t added in any section breaks whatsoever but that’s going to change because we want to change the page orientation of page two so for this i need to start adding in section breaks i need to isolate page two from the rest of the document in order to change the orientation so i’m going to click just before where it says an ethiopian legend and i’m going to say layout breaks and i’m going to insert a section break but i’m going to put in a continuous section break now you’ll see as soon as i do that the header and the footer disappear off of this page only and that’s because this is a new section so essentially this is page one of the new section and if i double click in the header because i have different first page selected it’s thinking that this is the first page and i don’t want a headroom footer so all i need to do here to pull that back is just deselect different first page and click close header and footer to pull that header and footer back again now don’t worry too much about the page numbers at this stage we’ll deal with those later if i turn on my show hide paragraph markers so we can see what we have so now i want to add in another section break to push any text that i don’t want on the landscape page onto the next page so on my landscape page i only really want the information for an ethiopian legend and the arabian peninsula so i’m going to click my mouse right at the end of the text for the arabian peninsula i’m going to go up to layout and into breaks and this time i’m going to add a section break but i want it to push everything else onto the next page so i’m going to say section break next page and now because i’ve essentially sectioned off this text i can click anywhere in this section go up to my layout ribbon across to orientation and switch that to landscape and i should be able to see that my cover page stays in portrait and every page thereafter is also in portrait so now we’ve done that let’s take a look at our page numbering because things are starting to go a little bit crazy so you can see here on page two my page number is currently saying zero and then on the final page i have one which doesn’t really make too much sense so what i’m going to do here is double click in this footer select the page number right click and say format page numbers i’m going to start this at page one and click on ok let’s scroll down and take a look so this page number is now correct but if i scroll down remember this is a brand new section it says zero now because this is the same section from this point forward all i need to do here is highlight the page number right click format page numbers and say continue from previous section and you’ll see that that will then follow on from whatever is in that previous section so now it goes one two and three so that’s looking perfect so the final thing i wanted you to do was to add in some columns for this last section called coming to america so once again i need to add in some section breaks so i’m going to click just above go up to breaks and say section break next page i’m going to click at the end of this section and add in a break and this time we’re going to do section break continuous so now i can just select all of this text click on columns and say two columns and there i have my newspaper style layout so that is pretty much what i wanted you to do i wanted you to really have a play around with this because out of all of the things that we’ve gone through in this course i find that this is usually something that people really struggle with and i understand it can be very very fiddly and take a little while to get the hang of what you need to do and when so as with all of these things practice makes perfect feel free to rewatch the video as many times as you like and utilize those exercise files to practice that’s it for this exercise i will see you in the next section hello everyone and welcome back to this course on word 2019 advanced we’ve made it all the way down to section 8 and in this section i’m going to talk to you about different types of links or hyperlinks that you can add into your document now links enable you to link to external documents web pages email addresses and even different sections of a document and they’re extremely useful if you need to reference maybe something on the web if you want to provide a quick way for someone to jump to another word document or excel spreadsheet or even if you just want to help people navigate efficiently around your document so in this module i’m going to show you an example of each type of link that you can add into your documents so on the screen here i have opened the employment contract and this is a reasonably short document it’s only five pages long but we’re going to add in some links into this document to make it a little bit more informative and easy to navigate now there are a couple of different ways that you can add links into documents you can right-click your mouse and you’ll see that in the right-click menu you have an option for link alternatively if you jump up to the insert ribbon right in the middle there we have a group called links and one of the options that we have is link so i’m going to say insert link so now we get the insert hyperlink dialog box and on the left hand side we have three options that we can link to existing file or web page place in this document or email address and we’re going to go through each one of these so first let’s look at existing file or web page so you would use this option if you wanted to create a hyperlink to maybe another document so for example the document we’re in currently is an employment contract so maybe i want to link to a word document that contains the full description of this particular job i would do that from this option now alternatively i could link to a web page from this option as well and that’s the first thing that we’re going to tackle now you’ll see at the top here it says text to display so what do you want to display in the document so when you add the link to your document what do you want it to say now currently this field for me is blank so i could come in here and type in the text that i want to display alternatively if i click cancel on here maybe i want to link to the government website that contains all the information related to the employments rights act of 1996. so what i could do is select the text right click and jump into link and this time you’ll see that the text to display is now the same as the text that i got highlighted so that’s a more efficient way of doing things what i can then do is just jump straight to the address field at the bottom and type in the web address alternatively i have a browse the web option just here so this will open up an internet window and you can see mine has opened in internet explorer i can then choose to go to the employment rights act 1996 i can click on this link which takes me to the correct government web page and if i just close this down you’ll see that it automatically populates that address in the address field i can click on ok and there we go i now have a hyperlink created and you’ll see as i hover over it i get that little screen tip that says control click to follow the link now when you insert a link it’s going to show in this blue color and blue denotes that the link hasn’t been clicked yet you’ll see in a moment when we actually click on the link the link color will change now unfortunately you can’t change the color of the clicked link but you can change the color of the link prior to it being clicked so if i wanted this to be red as opposed to blue i can highlight the link right click my mouse and i have a font option and of course from here i can change the actual font the font style the size the color all of our usual font formatting options so i’m going to change this to red click on ok and it’s now appearing in red when i hover over the link i get a little screen tip that tells me hold down control and click to follow this link so if i hold down control you’ll see that my cursor changes to a hand icon click on the link and it’s going to open up a new window that jumps me straight to that specific web page and what you’ll see now is that now that i’ve clicked on that link the link has changed to a purple color now if i wanted to edit this link in any way if i right click my mouse i now have some additional options edit hyperlink open copy and remove so if i say edit hyperlink it’s going to pop open that box again and i can replace the web address or change the text to display now something else that’s worth doing is adding in a screen tip now you’ll see over on the right hand side we have a button for screen tip and we’ve talked about screen tips throughout this course every time we hover over an icon on our ribbon we get a screen tip and you can add your own screen tips to links so that people know exactly what’s going to happen when they click on that link so i’m going to click on the screen tip button and i’m going to add in some screen tip text click the link to jump to the employment rights act 1996 on the government website click on ok click on ok again and now when i hover over i get that information just above in that screen tip so it’s always recommended that you do add these in for informational purposes now another even quicker way that you can add in a link to a web page is simply by typing the web address so if you look at the line underneath it says you marcus bird began working for kramer martin chase llp and maybe i just want to add the web address of the company website after the company name so if i type in http://www.kmcllp.com all i need to do is press the spacebar or the enter key and it’s automatically going to make that a hyperlink and once again i could go in i could change the font color so that it matches the other hyperlinks that i have in my document now another thing i could do is link to an external document so if i move a bit further down my employment contract i have a section here for brief description of the job and it says underneath your responsibility as a set out in the job description attached to this statement so if i have the full job description saved off in another word document i can add that in as a link as well so let’s right click and click on link and we’re going to stay on the same option existing file or web page but this time we’re going to browse to find the file that we want to link to so i’m going to click on my so i’m going to click on the browse for file icon i can see my document sitting just here so i can select it click on ok i’m gonna add a screen tip that just says full job description click on ok again and okay and there we go now that link is kind of a little bit ugly so you might want to tidy this up by editing it so if i right click on the link and go to edit hyperlink instead of it displaying the full path of where i’ve picked that document up from i’m just going to change the text to display to job description and click on ok and that now looks a lot neater and if i hold down control it’s going to open up that document now another cool way that you can link in documents is that you can link to different sections of the same document so let’s scroll down a little bit and i’m going to go to this holiday entitlement section i’m going to add a piece of text underneath that says see other paid leave now i have a section further down this document called other paid leave so what i want to do is create a link that’s going to jump me down to that specific section so i’m going to select my text right click and select link and this time i want to choose the link to place in this document option and what this will do is it will pull in all of the headings within your document so again this is really important that you have your document styled correctly with heading styles so all i need to do now is scroll through my list of headings and find the heading that i want to link to and i can see that it’s this one just here other paid leave i’m going to add a screen tip [Music] click to jump to other paid leave benefits click on ok ok again and now i have a link i’m going to highlight it i’m going to right click and change the font color so that everything is consistent and now if i hold down my control key and click on the link it’s going to jump me to that specific section of the document and the final type of link i’m going to show you in this module is how to link to an email address so let’s scroll all the way down to the bottom of this document and you can see that under disciplinary rules and procedures it says if you’re unhappy with any disciplinary decision taken in relation to you you can appeal by writing to jane doe now it might be that i want the name jane doe to link to an email address so i’m going to right click and select link and this time in the link to area i’m going to say email address and what i can do here is type in the email address for jane doe and i can type in a default subject if i want to so i’m going to type in inquiry i’m going to add a screen tip that says click to email jane doe click on ok click on ok again and now i have a link so when you click on the link it opens your default mail app and you can see exactly what it’s done it’s populated the email address and also the subject now a couple of final points when it comes to adding in links when you’re linking to an external web page sometimes it’s nice to be able to control how that web page opens so for example this first link here that says employment rights act 1996 i’m going to right click and i’m going to edit that hyperlink and what i can actually do here is i can choose my target frame so if i want that to open in a brand new window i can click the drop down here and i can say new window and i’m going to set that as the default for all of my hyperlinks click on ok click on ok again and now when i click on my links they’re going to open in a brand new window and of course the final couple of options that you have if you right click on any of your links you can choose to open them from here you can copy a hyperlink or you can remove a hyperlink altogether which will just take it back to plain text now there is one option that we haven’t explored in this module and that is how to link to bookmarks but we have an entire section on bookmarks so i’m going to cover that then but for now that’s it for this module i will see you in the next one hello everyone and welcome back to this course on word 2019 advanced we’re done in section 8 and in this section we’re talking about adding links into our documents and in the previous module i showed you all the different ways that you can add in hyperlinks to external web pages external files other sections of the same document and also email addresses and in this module i want to show you how you can link to and update excel spreadsheets from within word so i’ve created a document for the fresh fruit company and we have a nice little image at the top there and then we have some junk text and what i want to do is where we have the heading sales figures 2019 i want to create a column chart that’s going to display my data for quarter one and as always with microsoft there are a few different ways that you can do this so first let’s take a look at how you create an excel chart from scratch so i’m going to scroll down and click my mouse just under the sales figures heading i’m going to go up to the insert ribbon and in the illustrations group you can see there that we have an option for charts so if we click this it’s going to open up the insert chart dialog box and for any excel users out there you will know that this is exactly the same as what you get when you’re working in excel and trying to insert a chart so listed on the left hand side we have all of our different chart types and there’s a whole host of them in here for you to choose from now i’m going to keep things reasonably simple and we’re just going to select a column chart i’m going to click on ok and what happens is it inserts essentially a dummy chart into the document and it also opens a mini excel window which shows the spreadsheet that contains the data being displayed in the charts now whenever you do this you’re going to get a default series and category set and this is really just there so you can see what the chart’s going to look like but of course you can modify this so i’m going to change my categories to the different fruits that i’m selling [Music] and you can see as i click away if you look at the chart it automatically updates i’m now going to change my series and i’m going to say this is for january february and march because we’re just interested in the quarter one figures and again when i click away you can now see that that legend has updated with those months i can now add in my sales figures so let’s just add in some dummy data like so now obviously you could make this window bigger and you can add in as much data as you like once you’ve finished adding your data you can simply close that excel window down and you now have a lovely little chart in your word document displaying your data and if you want to make any edits to this chart if you click on the chart you’ll see that you get the chart tools contextual ribbon that’s showing the design and the format tabs so i might want to change the chart style or maybe even change the colors i can edit this chart title simply by double clicking on the text box and adding in a new chart title like so i can even go as far as to add different chart elements so once again i can utilize my design ribbon and this first group i can select a different element to add so for example i might want to add some data labels on the inside end of my chart and you can see that that actually adds the figures into those chart bars i might want to add something like an axis title which is then just a text box that i can edit and i might want to add another one of those axis titles for the primary vertical like so and i also have a whole host of different formatting options on the chart tools format ribbon so this is where i can go in select a specific element and format it so for example if i wanted to change the color of these green bars if i just select one of the green bars it’s going to select them all i can then jump up to shape fill and i can choose a lighter color green it’s also worth noting that a lot of these options you also have on these three little buttons that pop out to the side so if i click on the plus this allows me again to add different chart elements i could even do something like add a trendline i have a button here for different chart styles so i could choose some pre-formatted styles to apply to my chart and then right at the bottom i have some filter options as well so this is where you can edit what data points and names are visible on the chart another option i have up on the design ribbon is the ability to change the chart type so if i decide that i no longer want a column chart i could click change chart type i can select a different chart so let’s go for a bar chart click on ok and it’s going to change that for me now there are so many options when it comes to formatting your charts i’m not going to spend too much longer on this but hopefully that gives you an idea as to how you can create an excel chart and insert it into your word document from scratch let’s look at this in a different way now i’m going to click on my chart press delete to get rid of it what about if i already have a chart that exists in an excel spreadsheet well as luck would have it i do and this is it just here so i’m now working in excel you can see my data at the top and then a small column chart that i’ve created based on that data so because this data exists in an excel file already i don’t need to create it from scratch in my word document all i want to do is link to the charts now there are a couple of different ways that i can do this one way which is quite simple is i can select the chart in excel press ctrl c to copy it jump back to my word document and then essentially paste it in but instead of doing a regular paste i’m going to jump up to my home ribbon click the lower half of the paste button and i’m going to say paste special so now i have two options i can choose to paste or i can paste a link and i can also select exactly what it is that i’m pasting so i’m pasting a microsoft excel chart object now the difference between paste and paste link is that if i choose paste it’s going to insert this as a drawing and if i make any changes to the original source file they’re not going to update automatically in my word document whereas if i paste a link then any changes i make in the excel file will automatically update so let’s select the paste link option and click on ok and there we go so there is my chart so now what i’m going to do is i’m going to update the original source document so you can see how this works so let’s do a split screen like so and now let’s make one of these figures really crazy so it stands out let’s say 500 sales of pairs in january and hit enter so you don’t see this chart update as yet but if you click on it right click and say update link it’s going to pull through that new data let’s go in and delete out this chart and i’m going to show you one final way that you can insert charts into your word document if we go up to the insert ribbon all the way over in the text group we have an option to insert an object now from here we have two tabs create from you or create from file so if i wanted to create a brand new excel worksheet i could it doesn’t necessarily have to be a chart i could select microsoft excel worksheet click on ok and it’s basically going to open up this floating worksheet and i can then go in and add in my data so that is one way that you can do it let’s go back into object the other way is we can create from file so again if you have a file that already contains the data you want to use you can browse and select it and i can choose to create a link to the file or i can choose to display it as an icon so we haven’t done this one yet so let’s do display as icon click on ok and there we go so now we have it inserted as an icon and we can double click and it’s going to open that file up in excel so those are the different ways that you can create an excel file from within your word document or insert data from an excel file that already exists that’s it for this module i will see you in the next one hello everyone and welcome back to the course we’ve made it all the way down to exercise eight and in this section we’ve been taking a look at adding links into our documents so in this exercise i just want you to practice some of those skills that we’ve talked about in relation to adding different types of links into a document and also linking to other objects so let’s take a look at what i’d like you to do so the first thing i’d like you to do is open exercise 8 from the exercise files folder and you’ll see here what this document looks like when it’s finished now i haven’t completely finished off this document as i haven’t added a link for all of these bulleted items but i’ve done the first three so you can get the idea and that’s the first thing that i’d like you to do now what you’ll see here is in this bulleted list of items these basically relate to the headings that i have throughout this document so you can see here it says the following ribbon tabs are available in word 2019 then we have home and if you look further down the page you can see that we have a heading that says home tab we then have insert and a corresponding heading for that so on and so forth so essentially what i want these links to do is when you click on them it jumps you to the relevant heading within that document and you’ll see here if i hold down my control key and click on draw it’s going to jump me down to that specific heading so i want you to set up these links so they jump to the headings in the document now if you want to do a little bit of an extra practice what i would say to you is when you’re adding in these links also add in a screen tip and the screen tip can say whatever you’d like it to say so that’s the first part of the exercise let’s scroll down the document so then we get to the bottom of this document and you can see here it says commands on the ribbon and then i have a link in here to an excel chart and if i double click on this link it’s going to open up that chart in a separate window now this chart is contained in the exercise files folder so what i’d like you to do is just to create this link within the word document that links to this excel icon and then finally at the bottom you can see here it says for more information visit the microsoft website and if i hold down my control key and click on the link that’s going to navigate me through to the microsoft home page so this last part of the exercise really gets you to practice linking to external sources so that is pretty much it for this exercise and if you’d like to see my answer then carry on watching this video so let’s take a look at the answer to this exercise the first thing i asked you to do was to add in some links to these bulleted items that we’re going to jump to the relevant section when clicked so i’m going to double click on home to select it go up to the insert ribbon and in the links group i’m going to select link now for this one i am linking to another place in this document so i want to make sure i select that option in the link to menu and then i have all of my headings listed here so i want to link home to the section titled home tab and click on ok so let’s test that out if i hold down control and click it jumps me down to the correct section let’s do the next one so double click on insert you could also right click your mouse and go to link right at the bottom i’m going to link to the insert tab this time and remember i said there was an optional activity if you wanted to add a screen tip in you would click on screen tip and you might want to say something like please click here to jump to the insert section click on ok click on ok again and this time if i hover my mouse you can see there is my screen tip text and let’s make sure this works hold down control click to jump down to that section now that’s all i’m going to add into here you could have gone through and added links for the rest of these if you wanted to have a really good practice but hopefully just by demonstrating those two you’ve got the idea as to what i was looking for so let’s now scroll down this document because the next thing i asked you to do was to add in that excel chart now for this we want to stay on the insert ribbon and go all the way over to the text group and click the object drop-down i’m going to say i want to insert an object i don’t want to create a new one i want to create one from file and this is where i can go in and browse for my excel chart and as i said you will find that in the exercise files folder there it is i’m going to select it click on insert and to get it to show as just an icon i select the display as icon option click on ok and there is our chart let’s double click to make sure this works and i can see that it does the final part of this exercise was to link to an external website so once again i’m just going to double click on the word microsoft jump up to link and this time i’m going to link to an existing file or web page the text to display is microsoft and then i just need to type in the address [Music] like so once again i could add in a screen tip if i wanted to click on ok and there we go so that is pretty much everything i was looking for in this exercise if you’re not a subscriber click down below to subscribe so you get notified about similar videos we upload to get the course exercise files and follow along with this video click over there and click over there to watch more videos on youtube from simon says it

By Amjad Izhar
Contact: amjad.izhar@gmail.com
https://amjadizhar.blog

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