Fill and Sign the Amc Quotation Format in Word

Word 2007: Tables, Templates & Forms CREATING A TABLE 1. Launch Word 2. Inserting the Table: a. Click where desired to insert a table (ideally, one space below the top of a new document). b. Click on Insert tab, click on the Table and select the rows & columns and click (rolling over rows and columns will automatically show table in document); table will appear on the document 3. Entering and Editing Text and/or Graphics in a Table a. Click in a cell and enter text normally; or insert a graphic. b. Text will automatically wrap to stay within the cell borders. c. Rows will automatically grow taller as necessary to accommodate the text. (A cell can contain more than one paragraph. The row height will increase to accommodate the extra paragraphs.) d. Use the mouse or use the Tab key to go to cells left to right, and use the Shift+Tab key combination to go backwards between cells. e. Press the Tab key when in the last cell of the last row creates a new row at the bottom of the table. TIP: Because the Tab key is used to navigate in tables, the Tab key is not used to indent text in a cell. Instead, hold down the Ctrl key while pressing Tab to indent text in a cell. Selecting in Tables 1. Selecting Single Cells a. Move the mouse pointer to the left of the cell until a heavy right-pointing arrow appears (called the cell selection bar). b. Click to select the cell. 2. Selecting Columns a. Move mouse pointer to the area at the top of column until a heave down-pointing arrow appears (called the column selection bar) b. Click to select the entire column. 3. Selecting Rows a. Move the mouse pointer to the left of the row until an outlined right-pointing arrow appears. b. Click to select the row. c. Double-clicking any cell-selection bar will select the entire row. 4. Selecting Adjacent Groups of Cells a. Click and drag through the cells to highlight them, or, click in one cell, hold down the Shift key and click in other cells to highlight them 5. Selecting the Whole Table a. Click anywhere in the table b. Click on the small box in the upper left corner of the table Instructional Technology Department Bellevue School District - 10/23/2009 Page 1 of 6 Modifying the Table 1. Table Styles a. Click on Table Tools to Design tab and click the desired picon. b. To view them all, click the down arrow to the right of that section. c. To alter the style of the selections, check or uncheck items in Table Style Options. 2. Table Borders that print & do not print a. Select the desired cell(s) or table to surround or add lines. b. Using the Design tab, click on down arrow to right of the Borders icon on the toolbar to display the Borders dropdown menu c. Click on the desired border(s) or line(s) to be displayed TIP: Viewing Gridlines shows faint lines while you are working but they do not print. d. To alter the line-thickness, on the Borders dropdown menu, click on Borders and Shading… at the bottom of the menu. Click on the arrow under Width and select the desired line thickness; click OK 3. Adding Rows at the bottom of a Table - Click in the last cell, press the Tab key; a new row will be added 4. Adding Rows in the Middle of a Table a. Click anywhere in the row above or below where a new row is desired b. The new Table Tools tab appears; click on Layout; in Rows & Columns group click either on Insert Above or Insert Below and the row will appear c. To add multiple rows, either repeat the Insert Rows command above, Or d. Select as many existing rows as the number of new rows desired, and then use the process above to add a row; the number of highlighted rows will be added. Instructional Technology Department Bellevue School District - 10/23/2009 Page 2 of 6 5. To Adjust the Height of a Row: a. Select the desired row b. Move the cursor over the row border until it becomes a horizontal double line with up and down arrows c. Click, hold and drag the row line to the desired height 6. Deleting rows a. Select the row or rows to be deleted b. Under the Table Tools tab click on Layout; click on Delete and select Delete Rows; the highlighted rows will disappear 7. Inserting Columns in the middle of a Table a. Select a column to the left or right of the desired location for new column b. Under Table Tools tab, click on Format tab; in Rows & Columns group, click on either Insert Left or Insert Right; a new column will appear and the width of the other columns will change to accommodate it. 8. Deleting Columns a. Select the column to be deleted b. Under the Table Tools tab click on Layout; click on Delete and select Delete Columns; the highlighted column will disappear 9. Changing Column Widths a. Select the column to be resized b. Move cursor over the right or left side of the column until the cursor changes to two vertical lines with double arrows c. Click, hold and drag to the left or right to change the column width; the width of the adjacent column will change accordingly Tip: Holding down the Shift key while dragging will adjust the width of the entire table 10. Merging and Splitting Cells a. To merge cells: i. Select the cells to be merged (click in one cell, hold, and drag to an adjacent cell(s)) ii. Click on Layout tab; in Merge group, click on Merge Cells; selected cells merge into one cell b. To Split a Cell: i. Select the cell to be split; or, place cursor and click inside a cell where the split should occur ii. Click on Layout tab; and choose Split Cells iii. Enter the number of columns and rows desired; click OK; cell will be split accordingly 11. Table Tools a. Under Table Tools, click on Layout tab b. Alignment of text in cells: in Alignment group, click appropriate alignment tab c. Place cursor inside the top row in any cell, then in Data group, click in Repeat Header Rows to repeat header row on top of each page 12. Sorting columns a. Table Tools ribbon to Layout b. Select rows to sort c. Click on Sort; make desired choices; click OK 13. Sum Total column of numbers a. Click in the cell to hold the total b. Table Tools to Layout; click on Formula c. Select desired functions; Click OK TIP: Total cell does not update automatically when numbers are changed. Right-click on total cell to Update Field. Instructional Technology Department Bellevue School District - 10/23/2009 Page 3 of 6 TEMPLATES A template is a special document that cannot be altered. When opening a template, the document is untitled! The user must save and title this document, leaving the template unaltered and available for future use. Finding & Using a Template 1. Click on Microsoft Office Button, click on New 2. Along left side, click on Installed Templates; click once on a template to see larger version on right; click Create to open template 3. Click My templates to access any previously downloaded templates 4. Under Microsoft Office Online, click on desired category; view the available online templates (must be connected to internet) 5. Click Download to open template as a new document Creating a Template 1. Have the desired document opened (the one to become a template) 2. Click Microsoft Office Button, put cursor on Save As…, and select Word Template 3. Enter the desired filename, and navigate to desired saving location (leaving at the default location will enable access when clicking on New and then My Templates) 4. Navigate to location desired for this document to be saved (saving it in the default Templates Folder will only make it available when going from File to New; another location can be chosen) 5. Click Save; close the document 6. Locate the template just saved; notice a yellow banner at the top of the document icon indicating that this is a template 7. Double click on the template icon to open it; notice that it opens as an Untitled Document, requiring that it be saved (leaving the template unaltered and ready to be used again) FORMS A form is a document that contains boxes for text, checks and/or drop-down fields. When saved as a template document the form becomes useable as a “blank form” that can be used repeatedly without changing the original. Creating a Form 1. Design the form using a table, placing desired text in cells, and leaving cells for form field text/data. 2. Inserting a Text Field: (a clearly defined area where user can enter text) a. Place cursor where text field is to be located b. Click on Developer tab (if Developer tab is not available, click on Microsoft Office Button, at bottom, click on Word Options, under Top Options for working with Word, click on box next to Show Developer Tab in Ribbon, and click OK; Developer tab should now show) c. In the Controls group, click on Legacy Tools icon d. In Legacy Forms section, click on the Text Form Field icon; grayed out field will show inside cell Instructional Technology Department Bellevue School District - 10/23/2009 Page 4 of 6 e. Double click on text box and enter whatever is desired: i. Type: click down arrow to restrict entry to text, number, date, etc. ii. Maximum length: enter a number of characters (incl. spaces) allowable iii. Text format: click down arrow to text entry to be all upper case, lower case, title case or first capital iv. Click OK; any entry into this textbox will reflect these restrictions v. To change restrictions, double click on text box; make changes and click OK 3. Inserting a Check Box Field: (a box that can be used to enter an X or left blank) a. Place cursor where Check Box field is to be located b. Click on Developer tab, in Controls group click on Legacy Tools icon; in the Legacy Forms area, click on the Check Box Form Field icon c. Double click on check box and enter whatever is desired i. Check box size: click on arrows to have check box be a given size ii. Default value: either have check box originally appear without an X, or already have an X iii. Click OK; the check box will reflect adjustments iv. To change adjustments, double click on the check box and make desired changes and click OK 4. Inserting a Drop-Down Form Field box: (a box with a menu of selections) a. Place cursor where Drop-Down field is to be located b. Click on Developer tab, in Controls group click on Legacy Tools icon; in the Legacy Forms area, click on the Drop Down Form Field icon c. Double click on Drop-Down shaded field and enter whatever is desired i. Under Drop-down item, enter one of the desired menu items; click on Add button ii. Continue to enter menu items iii. To reorder the items in the menu list, click to highlight an item to be moved, and click on the up or down arrow to move it Tip: If a blank is desired at the top of the list, enter a space as a menu item and click Add. If a hint is desired Instructional Technology Department Bellevue School District - 10/23/2009 Page 5 of 6 5. Form Field Shading: (the default is that all fields appear with shading) a. To remove the shading, in Controls group click on Legacy Tools icon; in the Legacy Forms area, click on the Form Field Shading icon; this will remove the shading b. Click on the Shading icon again, and shading appears 6. Protecting the Form once the form is as completed: (locking everything in place except for the fields) a. Click on Developer tab, in Protect group click on down-arrow on the Protect Document icon b. Click on Restrict Formatting and Editing; menu will open on right side of Word window c. Click on box under Editing restrictions d. Click on No changes (Read only) box and select Filling in Forms e. Click Yes, Start Enforcing Protection button f. Password window will appear; click OK (only enter a password if one is desired; remember password!) Tip: Be sure to remember this password as there is no recourse if it is forgotten! g. If only parts of the form are to be protected, the form needs to be created in Sections, and then this Protect Document window will allow for some sections to be protected and some not. 7. Save the Form as a Template: (to allow the form to be accessed as an untitled document) Instructional Technology Department Bellevue School District - 10/23/2009 Page 6 of 6