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Webucator's Free Advanced Microsoft Word 2013 Tutorial

Lesson: Random Useful Items

Welcome to our free Advanced Microsoft Word 2013 tutorial. This tutorial is based on Webucator's Advanced Microsoft Word 2013 Training course.

In this lesson, you will learn about watermarks, bookmarks, and how to customize the ribbon in Microsoft Word.

Lesson Goals

  • Add bookmarks to a Microsoft Word document and to use them to jump around the document.
  • Add watermarks to a Microsoft Word document.
  • Customize the ribbon.

Using Bookmarks

Bookmarking spots in your documents makes it easy to quickly find and get back to these spots. You can even create hyperlinks to take you directly to the point you have bookmarked. Use bookmarks to:

  1. Note sections of your document on which you wish to come back and work later.
  2. Mark especially interesting sections of a document.
  3. Mark sections to which you wish to link from elsewhere in your document.

Adding Bookmarks

To add bookmarks to a document:

  1. Select the location you wish to bookmark (can be selected text or just a place in the document).
  2. Click on the INSERT tab and from the Links group, click Bookmark: Bookmark in Links Group of Insert Tab
  3. Name the bookmark (note: spaces are not allowed in bookmark names) and click Add:Name Bookmark

Go to a Specific Bookmark

To go to a specific bookmark within a document:

  1. Click on the INSERT tab and from the Links group, click Bookmark: Bookmark in Links Group of Insert Tab
  2. Select the bookmark you wish to go to and click Go To:Select Bookmark
  3. Click Close to hide the Bookmark dialog box.

Add a Hyperlink to a Bookmark

To add a hyperlink to a bookmark:

  1. Select the text which will link to the bookmark.
  2. Click on the INSERT tab and from the Links group, click Hyperlink: Hyperlink in Links Group of Insert Tab
  3. Under Link to, select Place in This Document and then select the bookmark to which you wish to link and click OK:Insert Hyperlink Dialog Box

Using Bookmarks

Duration: 10 to 15 minutes.

In this exercise, you will add a bookmark to a document and then create a hyperlink to that bookmark.

  1. Navigate to the Word2013.3/Exercises folder and open Plants in my yard3.docx.
  2. Bookmark the heading Siberian Iris (under Perennials).
  3. At the end of the document, below the index, enter "Plant to Purchase: Siberian Iris", and add a hyperlink from Siberian Iris here to the heading Siberian Iris in the document.
  4. Save the document.

Solution:

  1. Navigate to the Word2013.3/Exercises folder and open Plants in my yard3.docx.
  2. To bookmark Siberian Iris:
    1. Select the text "Siberian Iris":Selected Text
    2. Click on the INSERT tab and from the Links group, click Bookmark: Bookmark from Links Group in Insert Tab
    3. Name the bookmark "SiberianIris" and click Add:Name Bookmark
  3. To add text and insert the hyperlink:
    1. Add the text "Plant to Purchase: Siberian Iris" below the index in the document.
    2. Select "Siberian Iris":Selected Text
    3. Click on the Insert tab and from the Links group, click Hyperlink: Hyperlink from Links Group of Insert Tab
    4. Under Link to, select Place in This Document and then select the bookmark SiberianIris and click OK:Insert Hyperlink Dialog Box
    5. Save the document.

Adding Watermarks

Watermarks are greyed out text or images which show up in the background of a document. Common uses of watermarks are:

  1. To mark documents as drafts.
  2. To mark documents as being confidential.
  3. To insert a logo in the background of a document.

To add a watermark to a document:

  1. Click on the DESIGN tab (in Word 2007/2010, click on the Page Layout tab) and from the Page Background group, click Watermark: Watermark in Page Background Group of Design Tab
  2. Select a watermark or search Office.com for additional watermarks:Watermark Options

To add a custom watermark to a document:

  1. Click on the DESIGN tab and from the Page Background group, click Watermark: Watermark in Page Background Group of Design Tab
  2. Click Custom Watermark:Custom Watermark
  3. In the Printed Watermark dialog box, select either Picture watermark or Text watermark, and then select your picture or enter your text and click OK:Printed Watermark Dialog Box

Adding Custom Watermarks

Duration: 5 to 10 minutes.

In this exercise, you will add a custom watermark to a document.

  1. Navigate to the Word2013.3/Exercises folder and open General Terms and Conditions4.docx.
  2. Add a text watermark with the words "VERY ROUGH DRAFT".

Solution:

  1. Navigate to the Word2013.3/Exercises folder and open General Terms and Conditions4.docx.
  2. Click on the DESIGN tab (the Page Layout tab in Word 2007/2010) and from the Page Background group, click Watermark: Watermark in Background Group of Design Tab
  3. Click Custom Watermark:Watermark Options
  4. In the Printed Watermark dialog box, select Text watermark, and then in the box labeled Text, enter "VERY ROUGH DRAFT" and click OK:Printed Watermark Dialog Box

Adding Titles to Sections

You can add titles to sections in Word with headers.

To add a header title to a section in Word:

  1. Place your cursor within the section.
  2. From the INSERT tab, in the Header & Footer group, select Header. Header in Header and Footer Group
  3. From the drop-down list, select Edit Header. Edit Header
  4. In the section header box, add a title. Section Header Box
  5. To close out of the header area, from the HEADER & FOOTER TOOLS DESIGN tab, select Close Header and Footer. Close Header and Footer

Inserting Built-in Fields

You can insert built-in fields in Word as a way to add placeholders for information that may change.

To add built-in fields:

  1. Place the cursor in your document where you want to insert the field.
  2. From the INSERT tab on the Ribbon, in the Text group, select Quick Parts and then select Field. Quick Parts Field
  3. In the Field dialog box, from the Field names list, select the field. You can filter this list by selecting Categories. Field Dialog Box
  4. Customize the field by selecting any properties options you desire, and then click OK to insert it. Field Dialog Box

Using the Go To Feature

You can use Word's Go To feature to locate certain elements in your document.

To use Go To:

  1. From the HOME tab, in the Editing group, select Find and then select Go To. Find Go To
  2. On the Go To tab of the Find and Replace dialog box, use the options under Go to what to locate certain elements. Find and Replace Dialog Box
  3. In the text box, enter plus (+) or minus (-) and a number to move through the specified element in the document and click Go To. Find and Replace Dialog Box

Using Macros

You can create macros in Word 2013 to help streamline your work processes. Macros are a way to group a bunch of tasks, to automate them.

To record a simple macro with a keyboard shortcut:

  1. From the VIEW tab of the Ribbon, in the Macros group, select Macros. Macros in Macros Group of View Tab
  2. From the drop-down list, select Record Macro. Record Macro
  3. In the Record Macro dialog box, enter a name for the macro and select Keyboard. Record Macro Dialog Box
  4. To have the macro run with each new document, ensure that the Store macro in text box displays All Documents (Normal.dotm), and enter a Description if desired. Click OK.Record Macro Dialog Box
  5. In the Customize Keyboard dialog box, press the keyboard shortcut you want to use; it is displayed in the Press new shortcut key text box. Click Assign, and then click Close.Customize Keyboard Dialog Box
  6. Now perform the steps of the macro you are creating. Word displays a tape-recorder icon as it records. Tape-Recorder Icon
  7. When you are done, select the Macros command again and select Stop Recording. Stop Recording
  8. You can now use this keyboard shortcut to perform the action you specified.

Copy Macros from Document to Document

To copy macros from one document to another:

  1. From the VIEW tab of the Ribbon, in the Macros group, select Macros. Macros in Macros Group of View Tab
  2. From the drop-down list, select View Macros. View Macros
  3. Select Organizer in the dialog box. Macros Dialog Box
  4. Use the Organizer to copy macros, and then click Close. Organizer Dialog Box

Macro Security

When you open a file that contains macros, you will see a security warning in a yellow box at the top of the document. If the document is from a trusted source, select Enable Content.

Security Warning

Recording a Macro

Duration: 10 to 15 minutes.

In this exercise, you will record a macro.

  1. Open a blank Word document.
  2. Create a macro called "MyMacro" that is inserting a 5x10 table, using the keyboard shortcut Alt+M.

Solution:

  1. With a blank Word document open, select the VIEW tab and select Macros.
  2. From the drop-down list, select Record Macro.
  3. In the Record Macro dialog box, enter the name "MyMacro" in the Macro name text box and click Keyboard. Record Macro Dialog Box
  4. In the Customize Keyboard dialog box, press Alt and M. Click Assign and click Close. Customize Keyboard Dialog Box
  5. Now the macro is being recorded: select the INSERT tab and using the Table group, insert a table that is 5x8. Table Group
  6. When you are done, select the Macros command again and select Stop Recording. Macros Stop Recording

Customizing the Ribbon

Customizing the Ribbon such that those commands you use most frequently appear on your home tab is a very useful way to personalize Microsoft Word. If you are working with Word 2007, you will not be able to customize the Ribbon; these options are only available in Word 2010 and 2013.

To customize the Ribbon:

  1. From the FILE menu, select Options:File Options
  2. Select Customize Ribbon:Customize Ribbon
  3. Create a Custom Tab or Custom Group by selecting a tab on the right and then selecting New Tab or New Group:Customize the Ribbon
  4. Note that if you create a new tab, a new group is automatically created as well. This is because commands must be added to groups, not tabs, so all tabs must have at least one group.
  5. Select the New Tab and then Rename to name the new tab:Rename Tab
  6. Select the New Group and then Rename to name the new group.Rename Group
  7. To add a command to the new group, select the new group on the right, select a command on the left, and click Add:Add Command

Customizing the Ribbon

Duration: 5 to 15 minutes.

In this exercise, you will customize the ribbon by adding a custom group to the Home tab and then adding a command to the new group. (Please note that you will only be able to perform this activity if you are working in Word 2010 or 2013.)

  1. Open a blank Microsoft Word document.
  2. Add a custom group to the HOME tab and name it "My Favorites."
  3. Add Breaks to your new custom group.

Solution:

  1. Open a blank Microsoft Word document.
  2. To add a custom group to the home tab and name it "My Favorites":
    1. From the FILE menu, select Options:File Options
    2. Select Customize Ribbon:Customize Ribbon
    3. Select the Home tab and then click New Group:New Group
    4. Select the New Group and click Rename:Rename New Group
    5. Enter "My Favorites" as the Display name and click OK:Display Name
  3. To add Breaks to your new custom group:
    1. Select the new custom group ("My Favorites") on the right, select Breaks on the left, and click Add:Add Breaks

Preparing a Document for Internationalization and Accessibility

You may need your document to be able to be available to an international audience or an audience of disabled users, and if so you may need to make certain adaptations to it.

Modify Tab Order

To change the order of Ribbon tabs:

  1. Right-click the Ribbon and select Customize the Ribbon. Customize the Ribbon
  2. On the right, under Customize the Ribbon, select the tab you want to move, and change its position using the arrows. Change Tab Order
  3. Click OK to save the changes.

Configure Language Options

To configure language options in Word:

  1. Select FILE and then select Options.
  2. Select Language in the Word Options dialog box. Language
  3. Set language options and click OK.

Add Alt-Text to Document Elements

To add alt-text to document elements for disabled users:

  1. In an image, right-click it and select Format Picture. Format Picture
  2. In the Format Picture pane, select Layout & Properties and select the ALT TEXT arrow. Format Picture Pane
  3. Type a title and description.

You can also add alt-text to tables by right-clicking the table and selecting Table Properties, and then the Alt Text tab.

Create Documents for Use with Accessibility Tools

To check and modify documents for accessibility:

  1. Select the FILE menu tab, and from the Info section, select Check for Issues.
  2. From the drop-down list, select Check Accessibility. Check Accessibility
  3. The Accessibility Checker pane will launch, with any issues listed. Accessibility Checker Pane
  4. To correct an issue, select it and view information about how to fix it. Inspection Results

Manage Multiple Options for +Body and +Heading Fonts

To manage multiple options for +Body and +Heading fonts:

  1. Select the HOME tab of the Ribbon.
  2. In the Styles group, select the Styles drop-down arrow. Styles Drop-Down Arrow
  3. From the drop-down list, select a body or heading option. Style Options

Apply Global Content Standards

To help ensure that your documents are accessible to a global audience, follow these guidelines:

  1. Use standard fonts, such as Times New Roman and Arial.
  2. Make sure sentences are not overly long. They should be concise and as short as possible.
  3. Avoid jargon that may not translate correctly to other languages.
  4. Avoid country-specific examples that will not make sense to users from different countries.