Customizing and Automating Microsoft Word

Advanced Training for Microsoft Office Word 2003

Customizing a Menu

1	To begin customizing the menu options, click the Tools menu, click Customize, and then click the Options tab if it is not already selected.
2	To reset menu usage and revert to the default menu settings, click Reset menu and toolbar usage data, and then click Yes in the message box that appears.
3	To begin customizing the drawing commands, click the Commands tab.
4	To begin adding the New E-mail Message command to the File menu, in the Categories list, verify that File is selected, and then, in the Commands list, click New E-mail Message.
5	Drag the New E-mail Message command over the File menu on the menu bar, wait for the File menu to open, and then drag the insertion bar between the New command and the Open command, as indicated.
6	Notice that the New E-mail Message command is available on the File menu. Click the File menu to close it.
7	To begin adding a new menu, in the Categories list, click twice below the scroll box, and then click New Menu. In the Commands list, click New Menu.
8	Drag the New Menu command to the right of the Help menu on the menu bar, as indicated.
9	To change the name of the new menu, in the Customize dialog box, click Modify Selection, click Name, and for the purposes of this exercise, press SPACEBAR to have the new name typed for you.
10	To view the modified menu name, press the ENTER key.
11	To begin adding items to the Custom menu, in the Categories list, click twice above the scroll box, and then click Format.
12	To select a command to add to the Custom menu, in the Commands list, click once below the scroll box, and then click Change Case.
13	Drag the Change Case command over the Custom menu on the menu bar, wait for the Custom menu to open, and then drag the insertion bar onto the indicated area in the Custom menu.
14	Click the Custom menu to close it. To close the Customize dialog box, click Close.
15	To begin changing the case of the All About Onions heading, click to the left of the heading, hold down the SHIFT key, and then click after the word Onions.
16	To change the case of the selected text, click the Custom menu, and then click Change Case.
17	To delete the Custom menu, click the Tools menu, click Customize, and then click the Custom menu on the menu bar. In the Customize dialog box, click Modify Selection, and then click Delete.
18	To begin deleting the New E-mail Message command, click the File menu, and then click New E-mail Message.
19	To delete the command, in the Customize dialog box, click Modify Selection, and then click Delete.
20	Click the File menu to close it. To close the Customize dialog box, click Close.
21	To save the changes to the document, on the Standard toolbar, click the Save button.

Customizing a Toolbar

1	To display the Drawing toolbar, click the View menu, point to Toolbars, and then click Drawing.
2	To hide the Drawing toolbar, click the View menu, point to Toolbars, and then click Drawing to toggle it off.
3	To display the Standard and Formatting toolbars in one row, on the Standard toolbar, click the Toolbar Options list arrow, as indicated, and then click Show Buttons on One Row.
4	To move the Formatting toolbar, point to the move handle of the Formatting toolbar, as indicated, and when the pointer changes to a four-headed arrow, click and drag the toolbar to the indicated area.
5	To turn the Formatting toolbar into a floating toolbar, point to the move handle of the Formatting toolbar, and when the pointer changes to a four-headed arrow, click and drag the toolbar to the indicated area.
6	To dock the Formatting toolbar at the right side of the document window, click and drag the title bar of the Formatting toolbar to the indicated area on the right.
7	To restore the Formatting toolbar to its original position, point to the move handle of the Formatting toolbar, and when the pointer changes to a four-headed arrow, click and drag the toolbar to the indicated area.
8	To begin customizing the Standard toolbar, click the Toolbar Options list arrow, as indicated.
9	To add the Close button to the toolbar, point to Add or Remove Buttons, point to Standard, point to the Down arrow, as indicated, and then click Close.
10	To add the Envelopes and Labels button to the toolbar, click Envelopes and Labels.
11	To remove the Format Painter and Drawing buttons from the toolbar, click Format Painter, and then click Drawing.
12	To update the Standard toolbar, click the title bar of the Growing Onions document.
13	To begin resetting the Standard toolbar, click the Toolbar Options list arrow, point to Add or Remove Buttons, point to Standard, and then point to the Down arrow.
14	To revert to the default settings, click Reset Toolbar.
15	Notice that the Standard toolbar is restored to its default settings. To begin adding a new toolbar, click the View menu, point to Toolbars, and then click Customize.
16	To open the New Toolbar dialog box, click the Toolbars tab, and then click New.
17	To assign a name for the new toolbar, for the purposes of this exercise, press SPACEBAR to have the name typed for you in the Toolbar name box.
18	To make the toolbar available to the current document, click the Make toolbar available to list arrow, click Growing Onions, and then click OK.
19	Notice that an empty, floating toolbar appears next to the Customize dialog box. In the Customize dialog box, click the Commands tab.
20	To begin adding buttons to the Custom toolbar, in the Categories list, click Format.
21	In the Commands list, click below the scroll box three times, and then drag the Grow Font command to the indicated area on the new toolbar.
22	To close the Customize dialog box, click Close.
23	To begin formatting the document, click once below the vertical scroll box, and then click to the left of the Preparation and Planting heading.
24	To increase the size of the heading, hold down the SHIFT key, click to the right of the word Planting, and then click the Grow Font button on the Custom toolbar twice.
25	To begin deleting the Custom toolbar, click the View menu, point to Toolbars, and then click Customize.
26	To delete the toolbar, click the Toolbars tab, in the Toolbars list, click once below the scroll box, click Custom, and then click Delete.
27	To confirm the deletion, click OK.
28	To close the Customize dialog box, click Close.
29	To save the changes to the document, on the Standard toolbar, click the Save button.

Changing Settings for All Documents

1	To begin changing the default settings for Word, click the Tools menu, and then click Options.
2	To begin changing the file location for user templates, click the File Locations tab. In the File types list, click User templates, and then click Modify.
3	In the left pane of the Modify Location dialog box, click My Documents, double-click Garden Company, click Templates, and then click OK twice.
4	To begin changing the default font used in documents, click the Format menu, and then click Font.
5	To change the font, in the Font list, click the Down arrow twice, and then click Verdana. To change the font size, in the Size list, click 11.
6	To change the font color, click the Font color list arrow, and then click the Dark Green square, as indicated.
7	To change the default font, click Default, and to confirm the change, click Yes in the message box that appears.
8	To save the changes to the document, on the Standard toolbar, click the Save button.
9	To begin adding a custom dictionary, click the Tools menu, click Options, and then click the Spelling & Grammar tab.
10	To add a custom dictionary, click Custom Dictionaries, and then in the Custom Dictionaries dialog box, click Add.
11	In the left pane of the Add Custom Dictionary dialog box, click My Documents, double-click Garden Company, click Articles, and then click Open.
12	To specify the dictionary to add, click Gardening, and then click OK.
13	To make Gardening the default supplemental dictionary, in the Dictionary list box, click Gardening.DIC, and then click Change Default.
14	To close the Custom Dictionaries dialog box, click OK.
15	In the Spelling area of the Spelling & Grammar tab, verify that the Suggest from main dictionary only check box is cleared, and then click OK.
16	To save the changes to the document, on the Standard toolbar, click the Save button.

Creating and Editing a Macro to Automate a Task

1	To begin recording a macro, click the Tools menu, point to Macro, and then click Record New Macro.
2	To assign a name to the macro, for the purposes of this exercise, press SPACEBAR to have the name typed for you in the Macro name box.
3	To specify the location to store the macro in, click the Store macro in list arrow, and then click Letter Format (document).
4	To begin specifying a shortcut for the macro, in the Assign macro to area, click Keyboard.
5	To enter a keyboard shortcut, verify that the insertion point is in the Press new shortcut key box, and then press SPACEBAR to have the shortcut entered for you.
6	To assign the shortcut key, click Assign, and then click Close.
7	Notice that a small Stop Recording toolbar displays. To enter text in the document, press SPACEBAR to have text typed for you.
8	To specify a salutation, click the Insert menu, point to AutoText, point to Salutation, and then click To Whom It May Concern.
9	Press ENTER three times. To specify a closing comment, click the Insert menu, point to AutoText, point to Closing, and then click Respectfully yours.
10	Press ENTER three times. To enter owner information, press SPACEBAR to have the information typed for you.
11	To stop recording the macro, on the Stop Recording toolbar, click the Stop Recording button, as indicated.
12	To insert a new page, hold down the CTRL key and press ENTER.
13	To begin running the macro, click the Tools menu, point to Macro, and then click Macros.
14	In the Macro name box, verify that Letter is selected. To run the macro, click Run.
15	Notice that the placeholders for a letter are inserted into the document. To save the changes, on the Standard toolbar, click the Save button.
16	To begin editing the macro, click the Tools menu, point to Macro, click Macros, verify that Letter is selected, and then click Edit.
17	To enter a blank line in the code window, click to the left of the code, as indicated, and then press ENTER.
18	To add code to make specific text bold, press the UP ARROW key, and press SPACEBAR to have the code typed for you.
19	To return to the document, click the File menu, and then click Close and Return to Microsoft Word.
20	To insert a new page, hold down the CTRL key, and press ENTER.
21	To begin running the macro, click the Tools menu, point to Macro, and then click Macros.
22	In the Macro name box, verify that Letter is selected, and then click Run.
23	Notice that the owner information is now bold. To begin deleting the macro, click the Tools menu, point to Macro, and then click Macros.
24	In the Macro name box, verify that Letter is selected, and then click Delete.
25	To confirm the deletion, in the message box that appears, click Yes.
26	To close the Macros dialog box, click Close.
27	To save the changes to the document, on the Standard toolbar, click the Save button.