Ve

THE COMPLETE

Microsoft Word 2003

MODULE 4

CompleteVISUALTM
Step-by-step Series
Computer Training Manual
www.computertrainingmanual.com
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Copyright ©2003 EBook Publishing. All rights reserved. No part of this publication may be reproduced, transmitted, or
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 Microsoft
Word 2003 Module 4
HOW TO USE THIS MANUAL
The CompleteVISUALTM step-by-step computer training manual is specially
developed and organized based on the Instructional Design concepts, to ensure
the effectiveness of the learning process.

Most of the tasks in each chapter fit into a single page for easy reference. Most
tasks are summarized to less than 10 key steps and accompanied by actual
screen illustrations. Every step you go through is practical and relevant. All
chapters are independent. No exercise files need to be installed prior to the
training, so you can start training from the modules that best suit you or your
trainees. However, the module sequence that we suggest is designed to optimize
your computer learning process.

Section name. Each

section groups related
chapters to make sure you
learn all the related features
and skills in complete
details.

Chapter name. Each

chapter is an independent
learning unit. No exercise
files need to be installed
prior to the training. This
lets you start your training
anywhere or anytime you
like.

Chapter introduction.
Each chapter begins with a
presentation and illustration
to prepare you for the
concepts you will learn.
Microsoft
Word 2003 Module 4
HOW TO USE THIS MANUAL

Instructions You are asked to

Click File >> Save. Click File to expand the file menu from the menu bar, then
click the Save command from this menu.
Press <Shift>+<Tab> Hold down the Shift key while pressing the Tab key on the
keyboard.
Type Photo from Kevin Jeff. Type the phrase Photo from Kevin Jeff.

Handy summary. Each

task concludes with a
summary that reinforces the
Task Name. Each task consists of a series of fully key steps in the task. It also
illustrated step-by-step instructions, which help you serves as a cue card for a
through the hands-on activities. specific task.

Visual step-by-step
instructions take you
through hands-on activities
to accomplish each task.
These instructional actions
appear in bold.

The important commands or

keywords are highlighted in
this font and style.

The text that you need to

type in appears in this font
and styles such.

Detailed descriptions
and explanations on
each step help you to learn
more about the step that you
have just performed.

Actual screen
illustrations such as the
dialog boxes and the result
outcomes are displayed to
show you how they appear
on screen. This helps you
to learn visually and
effectively.

A rectangle or circle is used

to draw your attention to the
Appropriate tips, tricks, part of the illustration that
and shortcuts that you may you are dealing with.
find useful are included to further
enhance your skills.
 Microsoft
Word 2003 Module 4
TABLE OF CONTENTS

WORKING WITH ONLINE FORMS.................................................................. 7

Creating Online Forms .............................................................................................................. 8
How To Create The Main Document .................................................................................. 8
How To Design And Lay Out The Form.............................................................................. 8
Inserting Form Fields ................................................................................................................ 9
How To Insert A Text Form Field ........................................................................................ 9
How To Insert A Date Form Field ..................................................................................... 10
How To Insert A Number Form Field ................................................................................ 11
How To Insert A Check Box Form Field............................................................................ 12
How To Specify The Check Box Option............................................................................ 12
How To Insert A Drop-Down List Form Field .................................................................... 13
How To Assign Help Text For A Form Field ..................................................................... 15
Preparing The Form For Distribution .................................................................................... 17
How To Protect A Form In Word 2003.............................................................................. 17
How To Fill In A Form In Word.......................................................................................... 19
How To Save The Data From A Form .............................................................................. 20
How To Print The Data From A Form ............................................................................... 21

SHARING INFORMATION WITH OTHER PROGRAMS ............................... 22

Using Word With Excel, PowerPoint And Access................................................................ 23
How To Include An Excel Worksheet In A Word Document............................................. 24
How To Use An Excel List As A Mail Merge Data Source................................................ 25
How To Use A Word Outline To Create A PowerPoint Presentation ............................... 27
How To Insert Access Data Into An Existing Document................................................... 28
Using Word With Outlook ....................................................................................................... 30
How To Send A Document For Review ............................................................................ 30
How To Send A Document As An Attachment ................................................................. 31
How To Send A Document As The Body Of An E-mail Message .................................... 32
How To Create Custom Signatures Using Word .............................................................. 33
How To Set The Default Signature In Word ..................................................................... 35
Working With Object Linking And Embedding (OLE).......................................................... 36
How To Create A New Embedded Object ........................................................................ 37
How To Create A Linked Object /Embedded Object From An Existing File ..................... 38
How To Create A Linked Object Using Paste Link ........................................................... 39
How To Edit A Linked Object ............................................................................................ 40
How To Edit An Embedded Object In The Source Program ............................................ 40

SHARING INFORMATION WITH OTHER PEOPLE ...................................... 41

Using Markup ........................................................................................................................... 42
How To Turn On/Off Change Tracking ............................................................................. 43
How To Track Changes .................................................................................................... 44
How To Change The Color Used For Tracked Changes.................................................. 45
How To Insert A Comment................................................................................................ 46
How To Respond To A Comment ..................................................................................... 46
How To Modify A Comment .............................................................................................. 46
How To Delete A Comment .............................................................................................. 46
How To Display Changes Or Comments By Type Of Reviewer....................................... 47
How To Show/Hide Comments Or Tracked Changes ...................................................... 47
How To Review Tracked Changes And Comments ......................................................... 48

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Word 2003 Module 4
TABLE OF CONTENTS
How To Accept Or Reject Changes .................................................................................. 48
How To Print A Document With Tracked Changes And Comments................................. 49
How To Compare And Merge Documents ........................................................................ 50
Creating Documents With Restricted Permission Using IRM............................................. 51
How To Create A Document With Restricted Permission................................................. 52
How To View A Document With Restricted Permission.................................................... 53
How To Allow Users To View A Document Without Microsoft Office 2003 ...................... 54
How To Allow Users To Print A Document With Restricted Permission........................... 55
How To Change A User’s Access Level ........................................................................... 56
How To Set An Expiration Date For A Document............................................................. 57
How To Attach A Referral In A Restricted Document ....................................................... 58
How To Remove Restricted Permission ........................................................................... 59
Protecting Documents From Unauthorized Changes.......................................................... 60
How To Set A Password To Open A Document ............................................................... 61
How To Set A Password To Modify A Document ............................................................. 62
How To Restrict The Formatting Of A Document ............................................................. 63
How To Restrict The Editing Of A Document .................................................................. 65
How To Allow Editing In A Protected Document............................................................... 65
How To Authorize Reviewers To Insert Comments And Tracked Changes Only ............ 67
How To Restrict Reviewers To Inserting Comments Only................................................ 68
How To Remove Document Protection............................................................................. 69

CREATING WEB PAGES WITH WORD........................................................ 70

Creating Web Pages ................................................................................................................ 71
How To Create A Web Page Based On A Template ........................................................ 72
How To Create A Blank Web Page................................................................................... 72
How To Convert A Word Document To A Web Page ....................................................... 73
How To Convert Multiple Word Documents To Web Pages............................................. 74
Working On Web Pages .......................................................................................................... 78
How To Create A Customized Hyperlink .......................................................................... 78
How To Create A Hyperlink To Link To A File .................................................................. 78
How To Create A Hyperlink To Link To An Email Address............................................... 79
How To Add A Title To A Web Page................................................................................. 80
How To Preview A Document As A Web Page ................................................................ 81
How To View The HTML Source Of A Web Page ............................................................ 81
How To Create A Web Form In Word 2003...................................................................... 82

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Working Objectives:
When you have completed these
lessons, you will be able to:

With Online Create the main document

Forms Design a form

Insert a text form field
Insert a number form field
Insert a date form field
Insert a check box form field
Specify check box options
Insert a drop-down list from a field
Assign help text for a form field
Protect a form in word 2003
Fill in a form
Save the data from a form
Print the data from a form

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 Microsoft
Word 2003 Module 4
WORKING WITH ONLINE FORMS

Creating Online Forms

A form is a structured document with blank areas reserved for entering information. You
are probably familiar with Feedback forms, Order forms and Timesheets are all
examples of forms. Each example has a standard format with text boxes, check boxes or
drop-down lists for the user to fill in or select the information required. Normally, we use
a template as the basis for a form, to protect the format of the form so that the users are
not be able to change the standard layout of the form.

How To Create 1. Create a new document.

The Main You can create a new document from scratch or based on an existing
template.
Document
2. Save the document as a template with the name of
EmployeeForm.
From the menu, click File >> Save As. In Save as type, click Document
Template (*.dot). If you want the template to appear in a tab other than
SUMMARY General, switch to the corresponding subfolder within the Templates folder.
1. Create a new
document.
2. Save the document
as a template.

How To Design 3. Create and design the form layout, as shown below.
And Lay Out The When designing a form, you can sketch a layout first, or use an existing form
as a guide.
Form

TIPS

ƒ Normally a table is
used to align text and
form controls on a
simple form layout.

ƒ Use borders and

shading to present
your form layout more
professionally.

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Word 2003 Module 4
WORKING WITH ONLINE FORMS

Inserting Form Fields

Before you can insert fields into the form, you need to display the Forms Toolbar, which
contains buttons that make it easier to create a form.

How To Insert A 1. From the menu, click View >> Toolbars >> Forms.
Text Form Field The Form toolbar appears, as shown below.

SUMMARY 2. Click in the cell beside the label Employee Name:.

1. Click View >> Click the Text Form Field button on the Forms
Toolbars >> toolbar.
Forms. A shaded box is created in the cell. This is the field where you will enter the
2. Click where you want Employee Name.
the Text Form Field to

appear. Click the

Text Form Field
button on the Forms
Toolbar.

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Word 2003 Module 4
WORKING WITH ONLINE FORMS

How To Insert A 1. Click in the cell beside the label Date of Birth:. Click
Date Form Field the Text Form Field button on the Forms toolbar.
By default, the field is a text field. If you wish to only allow the date to be
entered into the field, change the field to accept only date.

2. Double-click the shaded Date Of Birth text form field.

SUMMARY The Text Form Field Options dialog box appears.

1. Create a Text Form

Field. Double-click 3. Click the Type drop-down list and then click Date.
the Text Form Field. This is where you specify the type of information that users can enter into the
2. In the Text Form form field. The Date of Birth field is set not to accept other entries except the
Fields Options date.
dialog box, click the
Type drop-down list
and click Date from
the list.
3. Click the Date format
drop-down arrow and
select the format you
want.
4. Click the OK button.

4. Click the Date format drop-down arrow and click

M/d/yyyy.
An example of this date format is 2/26/2003.

5. Click the OK button.

The Date of Birth text form field is set.

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Word 2003 Module 4
WORKING WITH ONLINE FORMS

How To Insert A 1. Click in the cell beside the label Salary:. Click the
Number Form Text Form Field button on the Forms Toolbar.
Field A new shaded box is created in the cell. This is to be used to enter the salary,
which is in Number format

2. Double-click the shaded Salary text form field.

The Text Form Field Options dialog box appears.

SUMMARY

1. Create the Text Form

3. Click the Type drop down list and then click Number
Field. Double-click from the list.
the Text Form field. You have set the Salary field to accept only numbers.
2. In the Text Form
Fields Options
dialog box, click the
Type drop-down
arrow and click
Number.
3. Click the Number
format drop-down
arrow and select the
format you want.
4. Click the OK button.

4. Click the Number format drop-down arrow and click

#,##0.00 from the list.

5. Click the OK button.

The salary text form field is set.

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 Microsoft
Word 2003 Module 4
WORKING WITH ONLINE FORMS

How To Insert A 1. Click in the cell beside the Working Experience:

Check Box Form label.
Field You will create a check box form field for Working Experience.

2. Click the Check Box Form Field button on the Forms

Toolbar.
The shaded check box is created in the cell, as shown below.
SUMMARY

1. Click where you want

to insert the check
box form field.

2. Click the Check

Box Form Field
button on the Forms
Toolbar.
3. Double-click the
shaded check box.
4. Select the option
settings you want.
5. Click the OK button.

How To Specify 3. Double-click the shaded Working Experience check

The Check Box box form field.
Option The Check Box Form Field Options dialog box appears, as shown below. This
is where you specify the options for your check box form field such as the
check box size and the default value.

4. Make your changes to your check box and click the

OK button.

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 Microsoft
Word 2003 Module 4
WORKING WITH ONLINE FORMS

How To Insert A 1. Click in the cell beside the Department: label.

Drop-Down List You will create a drop-down form field for the Department.
Form Field
2. Click the Drop-Down Form Field button on the
Forms toolbar.
The shaded box is created in the cell, as shown below. This is a field that will
SUMMARY
display a list of options when clicked.

1. Click where you want

to insert the drop-
down form field.

2. Click the Drop-

Down Form Field
button on the Forms
Toolbar.
3. Double-click the
shaded Drop-Down
form field.
4. In the Drop-down
item: box, type the
option item.
5. Click the Add button
to add the item to the
list.
6. Click the OK button. 3. Double-click the shaded Department Drop-Down
form field.
The Drop-Down Form Field Options dialog box appears, as shown below.

4. In the Drop-down item box, type IT. Then click the

Add button.
The first option of the list is added to the Items in drop-down list box.

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Word 2003 Module 4
WORKING WITH ONLINE FORMS

5. Repeat step 4 to add the following items to the Drop-

Down item box.
Finance
Human Resource
Marketing

Remember to click the Add button after typing each item. You will then see all
the items you entered appear in the Items in drop-down list box, as shown
below. You can use the Move button to rearrange the position of the items in
the list.

6. Click the OK button.

The Department drop-down form field is set.

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 Microsoft
Word 2003 Module 4
WORKING WITH ONLINE FORMS

How To Assign 1. Double-click the form field for Employee Name in the
Help Text For A first row of the table.
Form Field The Form Field Help Text dialog box appears, as shown below.

SUMMARY

1. Double-click the Form

Field, which you want
to add Help text to.
2. Click the Add Help
Text…button.
3. Click the Status Bar
tab. Click the Type
your own: option
button.
4. In the Type your own
box, type the help
instruction you wish
to use.
5. Click the OK button.
6. Click the OK button.

2. Click the Add Help Text…button and then click the

Status Bar tab.
The Form Field Help Text dialog box appears, as shown below.

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Word 2003 Module 4
WORKING WITH ONLINE FORMS

3. Click the Type your own: option button. In the Type

your own box, type Enter the Employee Name.
The help text will be displayed on the status bar when the users click the
Employee Name form field.

4. Click the OK button.

The Form Field Help Text dialog box closes and the help text is set.

5. Click the OK button.

The Text Form Field Options dialog box closes and the text form field is set

6. Repeat Steps 1-5 for the rest of the text fields: Date
of Birth, Department, Salary, and Working
Experience.

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 Microsoft
Word 2003 Module 4
WORKING WITH ONLINE FORMS

Preparing The Form For Distribution

Before you distribute the form for people to fill in, you need to protect the form.
Protecting the form allows the user to only enter text in the form field. Microsoft
Word provides an option to assign a password to the protected form so that the designer
of the form will be able to make any changes to the form. In this lesson, you will learn
how to protect a form in Word 2003, fill in a form in Word and save and print the data
from a form.

How To Protect 1. From the menu, click Tools >> Protect Document.
A Form In Word The Protect Document task pane appears, as shown below:
2003

SUMMARY

1. Click Tools >>

Protect Document.
2. In the Protect
Document task pane,
under Editing
restrictions, click the
Allow only this type
of editing in the
document check
box.
3. Click Filling in forms 2. Under Editing restrictions, click the Allow only this
in the list of editing type of editing in the document check box. Click
restrictions. Filling in forms in the list of editing restrictions.
4. Under Start
This document is protected and anyone who opens this document may only fill
enforcement, click
in the forms.
the Yes, Start
Enforcing
Protection button.
5. In the Enter new
password (optional)
box, type a password.
In the Reenter
password to
confirm box, type the
password again to
confirm the password.
6. Click the OK button.

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 Microsoft
Word 2003 Module 4
WORKING WITH ONLINE FORMS

3. Under Start enforcement, click the Yes, Start

Enforcing Protection button.
You can turn this feature off later if you want to. The Start Enforcing Protection
dialog box appears, as shown below.

TIPS

ƒ If you want to protect

parts of a form
separately, those
parts must be in
separate sections.
Click Insert >> Break
to create section
breaks.

ƒ To add protection to
parts of a form
separately, click
Select sections, and
then clear the check
boxes for the
sections you don't
want to add
protection to.

4. In the Enter new password (optional) box, type a

password. In the Reenter password to confirm box,
type the password again to confirm the password.
Assign a password to the form so that other users will not be able to change
the form layout. Only the person who knows the password can remove the
protection and change the form layout.

5. Click the OK button.

The Start Enforcing Protection dialog box closes and returns to the current
form.

6. Click File >> Save to save the template and close the
template.
Your form is now protected and can be distributed for people to fill in. If you
want, you can test the form prior to distributing it. Open the form, fill it out as
the user would, and then save a copy in the designated location.

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Word 2003 Module 4
WORKING WITH ONLINE FORMS

How To Fill In A 1. From the menu, click File >> New.

Form In Word The New Document task pane appears.

2. In the New Document task pane, under Templates,

click On my computer.
The Templates dialog box appears, as shown below.
SUMMARY

1. Click File >> New.

2. Under Templates,
click On my
computer.
3. Double-click the form
template.
4. Fill in the form.
5. Click File >> Save.
6. In the File name box,
type a name for the
copy of the form that
contains the
information you
entered.
7. Click the Save button.

TIPS

ƒ You can press

3. Double-click the EmployeeForm.dot icon in the
<TAB> to move to Templates dialog box.
the next field or press The “EmployeeForm.dot” opens and you can fill in the form now.
<SHIFT><TAB> to
move to the previous
field. 4. Fill in the form.
Fill in the form by entering information into each form field. Here is an
example of a complete form:

5. From the menu, click File >> Save As.

The Save As dialog box appears.

6. In the File name box, type a name for the copy of the
form that contains the information you entered.

7. Click the Save button.

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Word 2003 Module 4
WORKING WITH ONLINE FORMS

How To Save 1. Open the document that was filled in as a form in

The Data From A Word.
Form
2. From the menu, click Tools >> Options.
The Options dialog box appears.

SUMMARY
3. Click the Save tab. Click the Save data only for
1. Open the document forms check box and click the OK button.
that was filled in as a Word only saves the data instead of the entire form. This is useful especially
form in Word. when you want to import data from another application.
2. Click Tools >>
Options.
3. Click the Save tab.
Click the Save data
only for forms check
box and click the OK
button.
4. Click File >> Save
Copy As.
5. In the File name box,
type a file name.
6. In the Save as type
box, click Plain Text
(*.txt).
7. Click the Save button.

4. From the menu, click File >> Save Copy As.

The Save As dialog box appears.

5. In the File name box, type a file name. In the Save as

type box, click Plain Text (*.txt).

6. Click the Save button.

Word saves the form field data in a comma-delimited text file.

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Word 2003 Module 4
WORKING WITH ONLINE FORMS

How To Print 1. Open a document that was filled in as a form in

The Data From A word.
Form
2. From the menu, click Tools >> Options.
The Options dialog box appears.

SUMMARY
3. Click the Print tab. Under Options For current
1. Open a document document only, click the Print data only for forms
that was filled in as a
form in word. check box.
2. Click Tools >>
Options.
3. Click the Print tab.
Under Options For
current document
only, click the Print
data only for forms
check box.
4. Click the OK button.
5. Print the document.

4. Click the OK button.

The print data option is set, meaning that when you print the form, only data
will appear in the print output.

5. Click the Print button on the Standard Toolbar.

The data is sent to the printer for printing.

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Sharing Objectives:
When you have completed these
lessons, you will be able to:

Information Include an Excel worksheet in a Word

With Other
document
Use an Excel list as a mail merge data
source

Programs Use a word outline to create a

PowerPoint presentation
Insert Access data into an existing
document
Send a document for review, as an
attachment or as the body of an e-mail
message
Create custom signatures using Word
Set the default signature in Word
Create a linked object /embedded
object from an existing file
Create a linked object using paste link
Edit a linked object
Edit an embedded object in the source
program

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 Microsoft
Word 2003 Module 4
SHARING INFORMATION WITH OTHER PROGRAMS

Using Word With Excel, PowerPoint And Access

You can use Microsoft Word with other Microsoft Office programs: Microsoft Excel,
PowerPoint And Access to expand its capabilities. For example, you can include Excel
information in a Word document or use on Excel list as your mail merge data source.
You can also a the Word outline to create a PowerPoint presentation or insert Access
data into your existing document.

An Excel worksheet inserted in a A PowerPoint presentation

Word document. created from a Word outline.

An Access database
inserted in a Word
document.

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Word 2003 Module 4
SHARING INFORMATION WITH OTHER PROGRAMS

How To Include 1. In the Excel program, open the file, which contains
An Excel the information you want to link to the Word
Worksheet In A document.
You have to select the worksheet, the range of cells, or the chart you want to
Word Document include in the Word document.

2. Select the cells or chart that you want to include in

the Word document, from the menu, click Edit >>
SUMMARY Copy.
You can also use the shortcut key <CTRL><C>.
1. In the Excel program,
open the file.
2. Select the cells or
chart, click Edit >>
Copy.
3. Switch to Word.
Position the insertion
point in the Word
document where you
want the Excel
information to display.
4. Click Edit >> Paste.

TIPS

ƒ You can also use the

drag and drop editing
method to drag the
selected Excel
content into a Word
3. Switch to Word. Position the insertion point in the
document. Word document where you want the Excel
information to display.

4. From the menu, click Edit >> Paste.

The selected Excel content appears in the Word document, as shown below:

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Word 2003 Module 4
SHARING INFORMATION WITH OTHER PROGRAMS

How To Use An 1. Create a new blank document. Start the mail merge
Excel List As A process using the Mail Merge task pane.
Mail Merge Data To start a new mail merge, click Tools >> Letters and Mailings >> Mail Merge
to display the Mail Merge task pane.
Source
2. In the Step 3 of the Mail Merge task pane, under
Select recipients, click Use an existing list.
You will use an existing Excel List to perform the mail merge.

SUMMARY

1. In the Step 3 of the

Mail Merge task
pane, under Select
recipients, click Use
an existing list
option.
2. Under Use an
existing list, click
Browse.
3. In the Select Data
Source dialog box,
locate the Excel file
and click the Open
button.
4. From the Select
Table dialog box,
select the worksheet
containing the data
you want to use and
click the OK button.
5. Follow the steps in 3. Under Use an existing list, click the Browse link.
the Mail Merge task The Select Data Source dialog box appears.
pane to complete the
mail merge.
4. In the Select Data Source dialog box, select the
Excel file containing the list you want to use for the
mail merge and click the Open button.
TIPS The Select Table dialog box appears.
ƒ You can refer to
Microsoft Word
2003 Module 3:
5. In the Select Table dialog box, select the worksheet
Creating Mail Merge containing the data you want to use.
And Labels to If the first row of your Excel worksheet contains column headings, make sure
complete the mail the First row of data contains column headers check box is turned on, as
merge. shown below:

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Word 2003 Module 4
SHARING INFORMATION WITH OTHER PROGRAMS

6. Click the OK button.

The Mail Merge Recipients dialog box appears, as shown below.

7. Follow the steps in the Mail Merge task pane to

complete the mail merge.
You may want to refer to Creating A Mail Merge And Labels in Microsoft Word
2003 Module 3 for details on performing the mail merge.

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Word 2003 Module 4
SHARING INFORMATION WITH OTHER PROGRAMS

How To Use A 1. Open the Word outline document that you want to
Word Outline To use in PowerPoint.
Create A To set up the slides in a presentation, PowerPoint uses the heading style in
your Word document. You must apply a heading format to the text you want to
PowerPoint include in a slide.
Presentation

SUMMARY

1. Open the Word

outline document you
want to use in
PowerPoint.
2. Click File >> Send to
>> Microsoft Office
PowerPoint.

2. From the menu, click File >> Send To >> Microsoft

Office PowerPoint.
If you have Microsoft Office PowerPoint installed in your computer, the
program launches automatically and displays the slides imported from the
Word outline, as shown below:

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Word 2003 Module 4
SHARING INFORMATION WITH OTHER PROGRAMS

How To Insert 1. In the Word document, position the insertion point

Access Data Into where you want to insert the Access data.
An Existing
Document 2. From the menu, click View >> Toolbars >> Database.
The Database toolbar appears, as shown below:

SUMMARY

1. In the Word 3. Click the Insert Database button on the Database

document, position toolbar.
the insertion point The Database dialog box appears, as shown below:
where you want to
insert the Access
data.
2. Click View >>
Toolbars >>
Database.

3. Click the Insert

Database button on
the Database toolbar.
4. In the Database
dialog box, under
Data source, click
the Get Data button.
5. In the Select Data
Source dialog box,
locate the data
source you want to
use and click the
Open button.
6. In the Select Table
dialog box, click the
table or query you
want and click the OK 4. Under Data source, click the Get Data button.
button. The Select Data Source dialog box appears.
7. In the Database
dialog box, click the
Insert Data button. 5. In the Select Data Source dialog box, locate the data
8. Under Insert source you want to use and click the Open button.
Records, click the If you have Microsoft Access installed in your computer, you can open the
option to select the sample database Northwind.mdb as an example for this lesson. The Select
records to be Table dialog box appears.
included in the Word
table.
9. Click the OK button.

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6. In the Select Table dialog box, click the table or

query you want and click the OK button.
If you are using the Northwind.mdb, you may select the Employees table as
an example for this lesson. The Select Table dialog box closes and returns to
the Database dialog box. To choose a subset of records or fields or both to
include in the Word table, click Query Options, select the options you want
and then click the OK button. To customize the Word table formatting, click
the Table AutoFormat button, select the options you want and then click the
OK button.

7. In the Database dialog box, click the Insert Data

button.
The Insert Data dialog box appears, as shown below.

8. Under Insert records, click the option to select the

records to be included in the Word table.
If you want to be able to update the data in the Word table when the source
data changes, click the Insert data as field check box.

9. Click the OK button.

Word inserts the data in the Word table as a Database field that is linked to
TIPS the source table or query.

ƒ To update the field,

click in the table and
press F9.

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Using Word With Outlook

In this lesson, you will learn how to send your Word document for review, as an
attachment or as the body of your e-mail messages. You will also learn how to create a
customized signature using Word.

How To Send A 1. Open the document that you want to send for
Document For review. From the menu, click File >> Send To >> Mail
Review Recipient (for Review).
A new e-mail message window appears, as shown below.

SUMMARY

1. Open the document

that you want to send
for review. Click File
>> Send To >> Mail
Recipient (for
Review).
2. In the To box, enter
the recipient e-mail
address.
3. In the Subject box,
change the default
subject if you want to.
4. Click the
Send button.

2. In the To box, enter the recipient e-mail address.

You can click the To button to select the recipient names from a list.

3. In the Subject box, change the default subject if you

want to.
By default, the file name is included in the Subject box.

4. When you’re finished, click the Send button.

You can also press <ALT><S> to send the e-mail.

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How To Send A 1. Open the document that you want to send as an

Document As An attachment. From the menu, click File >> Send To >>
Attachment Mail Recipient (as Attachment).
A new e-mail message window appears, as shown below.

SUMMARY

1. Open the document

that you want to send
for review. Click File
>> Send To >> Mail
Recipient (as
Attachment).
2. In the To box, enter
the recipient e-mail
address.
3. In the Subject box,
change the default
subject if you want to.
4. Click the
Send button.

2. In the To box, enter the recipient e-mail address.

You can click the To button to select the recipient names from a list.

3. In the Subject box, change the default subject if you

want to.
By default, the file name is included in the Subject box.

4. When you’re finished, click the Send button.

You can also press <ALT><S> to send the e-mail.

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How To Send A 1. Open the document that you want to send. From the
Document As menu, click File >> Send To >> Mail Recipient.
The Body Of An A new e-mail message window appears, as shown below.

E-mail Message

SUMMARY

1. Open the document

that you want to send
for review. Click File
>> Send To >> Mail
Recipient.
2. In the To box, enter
the recipient e-mail
address.
3. In the Subject box,
change the default
subject if you want to.
4. In the Introduction
box, type an
introduction for your
e-mail.
5. Click the
Send button.

2. In the To box, enter the recipient e-mail address.

You can click the To button to select the recipient names from a list.

3. In the Subject box, change the default subject if you

want to.
By default, the file name is included in the Subject box.

4. In the Introduction box, type an introduction for your

e-mail.
You may want to write an additional message in the Introduction box. For
example, you might provide some actions or instructions for the recipients.

5. When you’re finished, click the Send button.

You can also press <ALT><S> to send the e-mail.

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How To Create 1. From the menu, click Tools >> Options. Click the
Custom General tab.
Signatures The Options dialog box displays the General tab.

Using Word

SUMMARY

1. Click Tools >>

Options. Click the
General tab.
2. Click the E-mail
Options button.
3. In the Type the title
of your e-mail
signature or choose
from the list box,
type a name for your
signature.
4. Under Create your e-
mail signature, type
the text that you want
to use for a signature.
5. Click the OK button
twice.

2. Click the E-mail Options button.

The E-mail Options dialog box appears, as shown below. Make sure you are
in the E-mail Signature tab.

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3. In the Type the title of your e-mail signature or

choose from the list box, type a name for your
signature.

4. Under Create your e-mail signature, type the text

that you want to use for a signature.
You may insert a picture or a hyperlink for your signature. You can use the
formatting tools to apply formatting to your text.

5. Click the OK button when you’re finished.

The E-mail Options dialog box closes.

6. Click the OK button.

The Options dialog box closes and the signature is created.

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How To Set The 1. From the menu, click Tools >> Options. Click the
Default General tab.
Signature In The Options dialog box displays the General tab.

Word
2. Click the E-mail Options button and click the E-mail
Signature tab.
The E-mail Options dialog box displays the E-mail Signature.

SUMMARY 3. In the Signature for new messages list, click to

1. Click Tools >> select the signature you want and click the OK
Options. button.
2. Click the General tab. The E-mail Options dialog box closes and returns to the Options dialog box.
3. Click the E-mail
Options button.
4. Click the E-mail
Signature tab.
5. In the Signature for
new messages list,
click to select the
signature you want
and click the OK
button.
6. Click the OK button.

4. Click the OK button.

The Options dialog box closes and the default signature for your e-mail
messages is set. When you send an e-mail from Word, the default signature
will appear automatically in the new e-mail message window.

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Working With Object Linking And Embedding (OLE)

You can use a linked object or an embedded object to add all or part of a file created
in an Office program. The main differences between linked objects and embedded
objects are where the data is stored and how it is updated after you place it in the
destination file.

Linked objects. With a linked object, information is updated only if you modify the
source file. Linked data is stored in the source file. The destination file stores only the
location of the source file and displays a representation of the linked data. Use linked
objects if file size is a consideration.

Embedded objects. With an embedded object, information in the destination file

does not change if you modify the source file. Embedded objects become part of the
destination file and, once inserted, are no longer part of the source file. Double-click the
embedded object to open it in the source program.

You can open the source program and edit linked and embedded objects to ensure that
the data is always updated. Make sure you have enough memory to run the source
program. Close other programs to free memory, if necessary. If the source program is
running, make sure it doesn't have any open dialog boxes.

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How To Create A 1. Create a new blank document.

New Embedded To quickly create a new blank document, press <CTRL><N>.
Object
2. From the menu, click Insert >> Object. Click the
Create New tab.
The Object dialog box appears, as shown below.

SUMMARY

1. Click where you want

to position the
embedded object.
2. Click Insert >>
Object. Click the
Create New tab.
3. Click the type of
object you want to
create.
4. Click the OK button.

TIPS

ƒ You can also insert a

Microsoft Excel
worksheet as an
embedded object by
clicking Insert
Microsoft Excel 3. In the Object type list box, click Microsoft Excel
Worksheet, and click the OK button.
Worksheet on A blank Microsoft Excel worksheet is inserted in your existing document.
the Standard toolbar.

ƒ The embedded Excel 4. Create the following worksheet. Click anywhere in

Worksheet object the document when you’re finished.
displays only one The programs’ toolbars and menus disappear and you can continue working
worksheet at a time. If with Word. If you want to edit the data, double-click the worksheet.
you want to display a
different worksheet in
the embedded object,
double-click the
Microsoft Excel
Worksheet object,
and then click a
different worksheet.

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How To Create A 1. Click where you want to position the linked object or
Linked Object embedded object.
/Embedded
Object From An 2. From the menu, click Insert >> Object. Click the
Existing File Create from File tab.
The Object dialog box appears, as shown below.

SUMMARY

1. Click where you want

to position the linked
object or the
embedded object.
2. Click Insert >>
Object and click
Create from File tab.
3. In the File name box,
type the name of the
file you want to create
a linked object or
embedded object
from.
4. Click the Link to file
check box if you
want to link to the 3. In the File name box, type the name of the file you
object.
5. Click the OK button.
want to create a linked object or embedded object
from.
You can use the Browse button to select the file name from a list.

TIPS
4. Click the Link to file check box.
ƒ If you want to create This is to specify that the file is linked into the document instead of embedded.
an embedded object
instead of a linked
object, don’t click the
Link to file check
box. 5. Click the OK button.
The file is inserted as an object in the document. When the object’s file is
changed, the object inserted within the Word document changes too.

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How To Create A 1. In the Excel program, open the file, which contains
Linked Object the information you want to link to the Word
Using Paste Link document.
For example if you want to create a linked object from a Microsoft Excel file,
open Microsoft Excel, and then select the worksheet, the range of cells, or the
chart you want to create a link for.

SUMMARY
2. Select the cells or chart that you want to include in
the Word document. From the menu, click Edit >>
1. Open the file, which
contains the Copy.
information you want This is to copy the data to the Clipboard using Microsoft Excel.
to link to the Word
document.
2. Click Edit >> Copy.
3. Open the Word document, and then click where you
3. Open the Word want the information to be displayed.
document, and then You will paste the copied information into this Word document.
click where you want
the information to be
displayed. 4. From the menu, click Edit >> Paste Special.
4. Click Edit >> Paste The Paste Special dialog box appears.
Special.
5. Click the Paste link
option button.
6. In the As: box, click
the type of the file you
wish to paste from the
clipboard.
7. Click the OK button.

TIPS

ƒ If you click the Paste

button in the Paste
Special dialog box,
an embedded object
is created.
5. Click the Paste link option button.
Paste link creates a linked object in your document. If you want to create an
embedded object, click the Paste option button.

6. In the As: box, click Microsoft Excel Document

Object.
Click the file type you wish to paste from the clipboard. The example for this
lesson is Microsoft Office Excel Chart Object..

7. Click the OK button.

The linked object is inserted into the document.

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How To 1. From the menu, click Edit >> Links.

Edit A Linked The Links dialog box appears.
Object

SUMMARY

1. Click Edit >> Link.

2. In the Source file
box, click the linked
object you want to
edit, and click the
Open Source button.
3. Make changes to the
file and click File >>
Exit to return to
Word.

2. In the Source file box, click the linked object you

want to edit, and then click the Open Source button.
The source program for the linked object is opened. You can now make
changes to the linked object.

3. In the source program, from the menu, click File >>

Exit to return to Word after you have finished
editing.
The source program closes and you return to the Word document.

How To Edit An 1. Double-click the embedded object to open it.

Embedded Make the changes you want to the embedded object.
Object In The
Source Program 2. In the source program, from the menu, click File >>
Exit to return to Word after you have finished
editing.
The source program closes and you return to Word.
SUMMARY

1. Double-lick the
embedded object to
open it.
2. Make changes to the
file and click File >>
Exit to return to
Word.

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Sharing Objectives:
When you have completed these
lessons, you will be able to:

Information Turn on/off change tracking

With Other Track changes

Change the color used for tracked

People
changes
Insert, respond, modify and delete a
document
Display changes or comments by type
of reviewers
Show/hide comments or tracked
changes
Review tracked changes and comments
Accept or reject changes
Compare and merge documents
Create, view and remove document
with restricted permission
Allow users to view a document without
Microsoft Office 2003
Change the user’s access level
Set an expiration date for a document
Attach a referral in a restricted
document
Set a password to open or modify a
document
Restrict the formatting or editing of a
document
Allow editing in a protected document
Authorize reviewers to insert comments
and track changes
Restrict reviewers to insert comments
only

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Using Markup

In Microsoft Word 2003, you can easily make and view tracked changes and comments
in a document. In order to preserve the layout of your document, Word 2003 shows
some markup elements in the text of the document, while others are displayed in a
balloon that appears in the right margin of the file, as shown below.

Markup balloons show

insertions or deletions,
formatting changes,
and comments.

When you turn on the Track Changes feature in Word, every insertion, deletion, or
formatting change that you (as an author) or a reviewer makes is tracked.

As you review tracked changes, you can accept or reject each change. You may also
respond to or delete comments.

Reviewing Toolbar

You can use the Reviewing Toolbar to view all tracked changes or comments by specific
reviewers or by all reviewers, and then accept or reject the changes one at a time or all
at once.
Reject Change/
Highlight
Show menu Next Delete Comment

Reviewing
Pane

Display for Review Previous Accept Insert Track

Change Comment Changes

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How To Turn 1. Create the following document:

On/Off Change IT Department will purchase the following training
Tracking manuals for our internal computer training. Please
review and give your comments.

1. Word 2003
2. Excel 2003
SUMMARY 3. PowerPoint 2003
Click Tools >> Track 4. Outlook 2003
Changes.

2. From the menu, click Tools >> Track Changes.

The Track Changes feature is enabled. TRK appears on the status bar at the
bottom of your document, as shown below.

3. From the menu, click Tools >> Track Changes again

to turn off the Change Tracking.
When you turn off change tracking, TRK is dimmed, as shown below:

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How To Track 1. Turn on the Track Changes feature. Position the

Changes insertion point at the end of Outlook 2003, and press
<Enter>. Type Access 2003.
Word shows a markup balloon in your document. You can use this balloon to
easily see and respond to reviewers’ changes.
SUMMARY

1. Click Tools >> Track

Changes to turn on
the Track Changes
feature.
2. Make the changes
you want by inserting,
deleting, or formatting
text. 2. Select PowerPoint 2003 in the bulleted list and press
<Delete>.
Word shows a Deleted markup balloon in your document, as shown below:

3. Save the document as review1.doc.

Assume this is the document change by Reviewer1.

4. Select IT Department and change the formatting to

Font=Bold, Font Color=Red.
Word shows a formatted markup balloon in your document, as shown below.
With the Track Changes feature turned on, each insertion, deletion, or
formatting change that you or a reviewer makes is tracked. As you review
tracked changes, you can accept or reject each change.

5. Save the document as review2.doc.

Assume this is the document change by Reviewer2. You need to use these
two files to compare and merge documents, which will be covered later in the
lesson.

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How To Change 1. From the menu, click Tools >> Options.

The Color Used The Options dialog box appears, as shown below.
For Tracked
Changes 2. Click the Track Changes tab. Under Markup, click
the Color drop-down arrow and select a color you
want.
You can change the color for insertions, deletions, formatting or lines for all
tracked changes.
SUMMARY

1. Click Tools >>

Options.
2. Click the Track
Changes tab. Under
Markup, click the
Color drop-down
arrow, select a color
you want.

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How To Insert A 1. Select Word 2003. From the menu, click Insert >>
Comment Comments.
Word shows the Comment balloon and positions the insertion point in the
balloon.

SUMMARY

1. Select the text you 2. Type Please include Instructor Guide in the Comment
want to comment on.
2. Click Insert >>
balloon.
The comment is inserted in your document, as shown below:
Comment.
3. Type the comment
text in the comment
balloon.

How To 3. Click in the comment Comment[A1] that you want to

Respond To A respond to, from the menu click Insert >> Comment.
Comment Word shows a new comment balloon below the existing comment.

4. Type your response in the new comment balloon.

How To Modify 5. Click inside the comment balloon you want to edit.
A Comment If the comments aren’t displayed on the screen, click View >> Markup.

6. Edit the comment text as you require.

How To Delete A 7. Right-click the comment Comment [A2R1] and then

Comment click Delete Comment from the shortcut menu.
The Responded Comment [A2R1] is deleted.

TIPS

• If you want to display

the name of the
reviewer, rest the
insertion point over
the comment balloon.
• To delete multiple
comments, on the
Reviewing toolbar,
click the Reject
Change/Delete
Comment drop-down

arrow and then

click Delete All
comments in
Document.

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How To Display
Changes Or
1. Click the Show drop-down arrow on the
Reviewing toolbar.
Comments By If the Reviewing toolbar is hidden, click View >> Toolbars >> Reviewing from
Type Of the menu to display it.
Reviewer
2. Click Reviewers >> All Reviewers to select all the
reviewers in the list.
Word shows all changes or comments by all reviewers. If you want to clear all
the check boxes for all reviewers in the list, click All Reviewers again.

SUMMARY

1. Click the
Show drop-down
arrow on the
Reviewing toolbar.
2. Click Reviewers >>
All Reviewers to
select all the
reviewers in the list.
3. Click Reviewers >>
<<Reviewer Name>>
to display the
changes and
comments by a
specific reviewer.
3. Click Reviewers >> <<Reviewer Name>> to display
the changes and comments by a specific reviewer.
Word shows all changes and comments by the selected reviewer.

How To 1. From the menu, click View >> Markup to display all
Show/Hide tracked changes or comments.
Comments Or Word displays all tracked changes or comments. When you display all
markup, all types of markup will be selected on the Show menu.
Tracked
Changes 2. From the menu, click View >> Markup again to hide
all tracked changes or comments.
SUMMARY Word hides all tracked changes or comments in your document.
Click View >> Markup.

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How To Review 1. From the menu, click View >> Markup.

Tracked Word shows all tracked changes and comments in the document.
Changes And
Comments 2. Click the Next and Previous button on the
Reviewing toolbar.
Word displays the tracked changes and comment one by one.

How To Accept 3. Position the insertion point in IT Department, and

Or Reject click the Accept Changes button on the
Changes Reviewing toolbar.
The formatted change for IT Department is accepted. The formatted markup
balloon disappears in the document, as shown below.
SUMMARY
1. Click the Next and
Previous button on
the Reviewing
toolbar.

2. Click the
Accept Changes
button on the
Reviewing toolbar to
accept changes.

3. Click the
Reject
Change/Delete
Comment button on
the Reviewing toolbar
4. Click the Deleted balloon.
The deleted balloon is highlighted, as shown below:
to reject changes.

5. Click the Reject Change/Delete Comment

button on the Reviewing toolbar.
The Deleted markup balloon disappears. The change is rejected; PowerPoint
2003 appears again in the list, as shown below.

6. Save the document.

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How To Print A 1. From the menu, click View >> Print Layout
Document With Word switches to Print Layout view.
Tracked
Changes And 2. Display the tracked changes and comments you
Comments want to print.
From the menu, click View >> Markup to display all tracked changes or
comments. You can display the tracked changes and comments as you want
them to appear in the printed document, for example you may want to display
all tracked changes or comments by type or reviewer, or display for an author.

SUMMARY 3. From the menu, click File >> Print.

The Print dialog box appears.
1. Click View >> Print
Layout.
2. Display the tracked
changes and
4. In the Print what list box, click Document showing
comments you want markup and then click the OK button.
to print. Word prints all tracked changes or comments as displayed on the screen.
3. Click File >> Print.
4. In the Print what list
box, click Document
showing markup
and then click the OK
button.

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How To You can compare documents to show changes between

Compare And different versions of a document. The changes can be
Merge merged into a new document or into the current document.
Documents
1. Open the file Review1.doc.

2. From the menu, click Tools >> Compare and Merge

Documents.
SUMMARY The Compare and Merge Documents dialog box appears.
1. Open a document
which you want to
compare and merge.
3. In the Compare and Merge Documents dialog box,
2. Click Tools >> locate the file Review2.doc. Click the Merge drop-
Compare and Merge down arrow button and click Merge into new
Documents.
3. Select the document
document.
Word compares the two documents and merges them into a new document,
you want to compare
as shown below.
and merge.
4. Click the Merge drop-
down arrow and click
one of the following
options:

Merge to show the

results in the original
document.

Merge into current

document to show
the results in the
document that is
currently open.

Merge into new

document to show
the results in a new
document.

TIPS

• After merging the two

documents, you can
review, accept, or
reject revisions and
create a final
document based on
two separate
documents.

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Creating Documents With Restricted Permission Using

IRM

Information Rights Management (IRM) in Microsoft Office 2003 gives you another
mechanism to help control your own information. IRM is a persistent file-level protection
technology from Microsoft that allows you to specify who can access and use
documents, and helps protect the documents from unauthorized printing, forwarding or
copying.

If a protected document is forwarded to an unauthorized recipient, they will not be able

to view the contents of the document. If they attempt to open the document, a message
appears informing them they do not have access rights as the document is rights-
protected.

You can change the

Access level for a
specific user and
groups of users. You
may want to assign
permission according
to roles and
responsibilities. For
instance, you can set
different permissions
for a viewer or a
reviewer.

As the author of the

document, you can set
restricted permission to
limit what a reader can
do with the document
they receive.

These restrictions are

customizable, for
example, one person
may view the
document but not print
it, another may do
both, and a third
person may view and
print the document, but
You have the option of providing referral information (an e-mail address) only for a specific
so the unauthorized recipient can request rights from you to access the period, after which the
document. document can no
longer be opened.
You can also allow users to view the document with restricted permission
without Microsoft Office 2003. They can read it using browsers that
support Information Rights Management.

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How To Create A 1. Open the document, for which you want to restrict
Document With permission. From the menu, click File >> Permission
Restricted >> Do not Distribute.
The Permission dialog box appears. Note: IRM uses a server to authenticate
Permission the credentials of people who create or receive documents with restricted
permission. For Microsoft Office users without access to one of these servers,
Microsoft provides a free trial IRM service, which requires a .NET Password.
Follow the wizard instructions on the screen to get this service if you want to.

SUMMARY

1. Click File >>

Permission >> Do
not Distribute.
2. Click the Restrict
permission to this
<file type> check
box.
3. In the Read box, type
the names of people
you want to give
permission to.
4. In the Change box,
type the names of
people you want to
give permission to.
5. Click the OK button.

2. In the Permission dialog box, click the Restrict

TIPS
permission to this document check box.
• To use IRM you need
to install the
Windows Rights 3. In the Read box, type the e-mail address of people
Management client. you want to give permission to.
Users with this permission can read this document, but cannot change, print
• If it is not currently or copy its content. If you want to give all users permission, click Give all
installed in your users Read access to the right of the Read box.
computer, Word will
prompt you to
download it from
Microsoft’s web site.
Follow the
instructions to
download the file and 4. In the Change box, type the e-mail addresses of
the downloaded people you want to give permission to.
installer will guide you Users with this permission can read, edit and save changes to this document,
through the steps but cannot print its content. If you want to give all users permission, click Give
required to install the all users Change access to the right of the Change box.
Windows Rights
Management client
on your computer.

5. Click the OK button. Save your document.

You can now distribute your document to the people with permission.

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How To View A 1. Start Microsoft Office Word 2003.

Document With Users who want to read a document that has restricted permission must have
Word 2003 installed in their computer; otherwise they will need browsers that
Restricted support Information Rights Management.
Permission
2. Open the document with restricted permission.
You can read or change the document depending on the permission you
have.
SUMMARY

Start Microsoft Office

Word 2003 and open
the document with
restricted permission.

TIPS

• If you want to view

the permission you
have for the
document, click
Tools >> Shared
Workspace, and in
the Shared
Workspace task
pane, click the
Status tab and
then click the View
my permission link.

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How To Allow 1. From the menu, click File >> Permission >> Do not
Users To View A Distribute.
Document The Permission dialog box appears.

Without
Microsoft Office 2. In the Permission dialog box, click the
2003 More Options button.
The Permission dialog box expands to show additional options.

SUMMARY

1. Click File >>

Permission >> Do
not Distribute.
2. Click the More
Options button.
3. Under Additional
settings, click the
Allow users with
earlier versions of
Office to read with
browsers
supporting
Information Rights
Management.
4. Click the OK button.

3. Under Additional settings, click the Allow users with

earlier versions of Office to read with browsers
supporting Information Rights Management check
box.
Note that if this option is selected, you will increase the size of your file.

4. Click the OK button.

The Permission dialog box closes and you return to the current document.

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How To Allow 1. From the menu, click File >> Permission >> Do not
Users To Print A Distribute.
Document With The Permission dialog box appears.

Restricted
Permission 2. In the Permission dialog box, click the
More Options button.
The Permission dialog box expands to show additional options.

3. Under Additional permissions for users, click the

SUMMARY Print Content check box.
1. Click File >>
Permission >> Do
not Distribute.
2. In the Permission
dialog box,

click
3. Under Additional
permissions for
users, click the Print
Content check box.
4. Click the OK button.
4. Click the OK button.
The Permission dialog box closes and you return to the current document.

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How To Change You can set file permissions at different levels and change
A User’s Access the level for specific users and groups of users. You may
Level want to assign permission according to roles and
responsibilities. For instance, you can set different
permissions for a viewer or a reviewer.

1. From the menu, click File >> Permission >> Do not

SUMMARY
Distribute.
1. Click File >> The Permission dialog box appears.
Permission >> Do
not Distribute.
2. In the Permission 2. In the Permission dialog box, click the
dialog box, click the More Options button.
The Permission dialog box expands to show additional options.
button.
3. In the list of users that
have permission to 3. In the list of users that have permission to access
access this this document, click the user you would like to
document, click the
user you’d like to
change the access level for.
change the access If you can’t find the users that you want to set permission for, click the Add
level for. button to add more users.
4. Under Access Level,
point to the current
access level for the
selected user, click
the drop-down arrow
and then click a new
access level.

4. Under Access Level, point to the current access

level for the selected user, click the drop-down
arrow and then click a new access level.
You may want to assign permission according to roles and responsibilities.
For instance, you can set different permissions for a viewer or a reviewer.

5. Click the OK button.

The Permission dialog box closes and you return to the current document.

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How To Set An You can set expiration dates to provide a time limit for the
Expiration Date document with restricted permission, after which a file can
For A Document no longer be opened.

1. From the menu, click File >> Permission >> Do not

Distribute.
The Permission dialog box appears.
SUMMARY
1. Click File >>
Permission >> Do
2. In the Permission dialog box, click the
not Distribute. More Options button.
The Permission dialog box expands to show additional options.
2. Click
3. Under Additional
permissions for 3. Under Additional permissions for users, click the
users, click the This
document expires
This document expires on check box, click the drop-
on check box, click down arrow in the date box, and then select an
the drop-down arrow expiration date from the calendar.
in the date box, and The example shows that after 12/19/03, the document can no longer be
then select an opened. Note: The date is formatted in the American style, with the month
expiration date from first and the day second.
the calendar.

4. Click the OK button.

The Permission dialog box closes and you return to the current document.

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How To Attach A 1. From the menu, click File >> Permission >> Do not
Referral In A Distribute.
Restricted The Permission dialog box appears.

Document
2. In the Permission dialog box, click the
More Options button.
The Permission dialog box expands to show additional options.

SUMMARY 3. Under Additional settings, click the Users can

1. Click File >> request additional permissions from check box.
Permission >> Do Enter an e-mail address in the text box.
not Distribute. By default, your (as the author) e-mail address appears in the text box. You
can also enter a web address instead. Users are now able to contact the
2. Click
author and request additional permissions.
3. Under Additional
settings, click the
Users can request
additional
permissions from
check box. Enter an
e-mail address in the
text box.
4. Click the OK button.
The Permission dialog box closes and you return to the current document.

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How To Remove 1. In Word 2003, open the document with restricted

Restricted permission.
Permission
2. From the menu, click File >> Permission >>
Unrestricted Access.
Word prompts you with a dialog box, as shown below.

SUMMARY

1. In Word 2003, open

the document with
restricted permission.
2. Click File >>
Permission >>
Unrestricted
Access.

3. Click the Yes button.

Word removes the restricted permission from the document.

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Protecting Documents From Unauthorized Changes

Word’s Document Protection features protect the format and content of your document
when you collaborate with co–workers. These features are ideal when working on a
document with a group of trusted colleagues. In Word 2003, these features have been
greatly enhanced to offer more options for protection.

Word’s Protect Document task pane provides two types of restrictions to protect a
document contents: Formatting restrictions and Editing restrictions.

The Formatting restrictions help you to prevent

users from applying styles that you don't explicitly
make available. You can also prevent users from
applying formatting directly to text, such as bulleted or
numbered lists or font characteristics.

The Editing restrictions allow you to limit changes

based on the type of editing in the document:

Tracked changes allows users to change the

document by inserting comments and tracked
changes only.

Comments allows users to change the document by

inserting comments only. They cannot change the
contents of the document.

Filling in forms allows users to enter data only into

form fields. This prevents users from making changes
to a form.

No changes (read only) prevents users from making

any changes to the document.

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How To Set A Passwords are your first line of defense in protecting your
Password To documents from malicious attacks. Strong passwords make
Open A it more difficult for anyone else to gain access to your files.
Document You can password-protect individual Office documents to
prevent others from seeing or editing them. The Password
to open option is designed to help safeguard your
documents.

SUMMARY 1. Open the document that you want to set a password

1. Click Tools >> for. From the menu, click Tools >> Options.
Options. Click the Security tab.
2. Click the Security The Options dialog box displays the Security tab.
tab.
3. Under File
encryption options
for this document, in
2. Under File encryption options for this document, in
the Password to the Password to open box, type a password.
open box, type a If you want to create a long password, up to 255 characters, click the
password. Advanced button and select an RC4 encryption type in the Encryption type
4. Click the OK button. dialog box.
5. In the Reenter
password to open
box, type the
password again.
6. Click the OK button.
3. Click the OK button.
The Confirm Password dialog box appears, as shown below.

TIPS

Suggestions for a
strong password:
• At least seven
characters long.
• Include upper- and
lowercase letters,
numbers, and a
symbol character
between the second
and sixth position. 4. In the Reenter password to open box, type the
• No repeated password again. Click the OK button.
characters The Confirm Password dialog box closes and you return to the current
document.
• No consecutive
characters. For
example, 1234 or
abcd.

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How To Set A The Password to modify option is not a security feature. It

Password To is intended to help you prevent accidental changes to your
Modify A documents.
Document
1. Open the document that you want to set a password
for. From the menu, click Tools >> Options.
Click the Security tab.
The Options dialog box displays the Security tab.
SUMMARY

1. Click Tools >> 2. Under File sharing options for this document, in the
Options.
2. Click the Security
Password to modify box, type a password.
If you want to create a long password, up to 255 characters, click the
tab.
Advanced button and select an RC4 encryption type in the Encryption type
3. Under File sharing
dialog box.
options for this
document, in the
Password to modify
box, type a password.
4. Click the OK button.
5. In the Reenter
password to open 3. Click the OK button.
box, type the The Confirm Password dialog box appears, as shown below.
password again.
6. Click the OK button.

4. In the Reenter password to open box, type the

password again. Click the OK button.
The Confirm Password dialog box closes and you return to the current
document.

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How To Restrict 1. From the menu, click Tools >> Protect Document.
The Formatting The Protect Document task pane appears.
Of A Document
2. Under 1. Formatting restrictions, click the Limit
formatting to a selection of styles check box.
You prevent users from applying styles that you don't explicitly make
available. You also prevent users from applying formatting directly to text,
such as bulleted or numbered lists or font characteristics.
SUMMARY

1. Click Tools >>

Protect Document.
2. Under 1. Formatting
restrictions, click the
Limit formatting to a
selection of styles
check box.
3. Click Settings.
4. In the list of
formatting styles,
clear the check boxes
for the styles you
3. Click Settings.
The Formatting Restrictions dialog box appears, as shown below.
don’t want to allow in
the document.
5. Click the OK button.
6. Under 3.Start
enforcement, click
Yes, Start Enforcing
Protection.
7. In the Enter new
password (optional)
box, type a password
and in the Reenter
password to
confirm box, type the
password again.
8. Click the OK button.

4. In the list of formatting styles, clear the check boxes

for the styles you don’t want to allow in the
document.
If you want to limit formatting to the minimum number of recommended
choices, click the Recommended Minimum button.

5. Click the OK button.

The Formatting Restrictions dialog box closes. If your document contain
formatting or styles that aren’t allowed, in the prompted dialog box, click Yes
to remove them.

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6. Under 3. Start enforcement, click Yes, Start

Enforcing Protection.
The Start Enforcing Protection dialog box appears, as shown below.

7. In the Enter new password (optional) box, type a

password and in the Reenter password to confirm
box, type the password again.
You assign a password to the document so that users who know the
password can remove the protection.

8. Click the OK button.

The document is now password-protected.

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How To Restrict 1. From the menu, click Tools >> Protect Document.
The Editing Of A The Protect Document task pane appears.
Document
2. Under 2. Editing restrictions, click the Allow only
this type of editing in the document check box.
The Editing restrictions area expands to show additional options.
SUMMARY

1. Click Tools >>

Protect Document.
2. Under 2. Editing
restrictions, click the
Allow only this type
of editing in the
document check 3. In the list of editing restrictions, click No changes
box. (read only).
3. In the list of editing
This will prevent users from changing the document. You may also click
restrictions, click No
Comments to restrict users to inserting comments only. Users cannot change
changes (read only)
the content of the document.
or Comments.

How To Allow 4. Select the part of the document which you want to
Editing In A be unrestricted.
Protected When you choose No changes or Comments in the list of editing restrictions,
you can use the Exceptions area to designate parts of the document that you
Document want to be unrestricted, for example a paragraph, a heading, a phrase or a
word.

5. Under Exceptions (optional), in the Groups box,

click the Everyone check box.
SUMMARY If you select Everyone, you allow anyone who opens the document to edit the
unrestricted parts of the document. You can also grant permission for specific
4. Select the parts of the individuals to modify the unrestricted parts of the document. Click More users
document which you and then enter the user names in the Add Users dialog box. Each user name
want to be must be separated by a semicolon. Click the OK button to close the Add users
unrestricted. dialog box. You will now be able to select the individuals you are allowing to
5. Under Exceptions edit the part you selected in the Group box.
(optional), in the
Groups box, click the
Everyone check box.

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6. In the Protect Document task pane, under 3. Start

enforcement, click Yes, Start Enforcing Protection.
The Start Enforcing Protection dialog box appears, as shown below.

7. In the Enter new password (optional) box, type a

password and in the Reenter password to confirm
box, type the password again.
You assign a password to the document so that users who know the
password can remove the protection.

8. Click the OK button.

The document is now password-protected.

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How To 1. From the menu, click Tools >> Protect Document.

Authorize The Protect Document task pane appears.
Reviewers To
Insert 2. Under 2.Editing restrictions, click the Allow only this
Comments And type of editing in the document check box.
The Editing restrictions area expands to show additional options.
Tracked
Changes Only

SUMMARY
3. In the list of editing restrictions, click Tracked
1. Click Tools >> changes.
Protect Document. You authorize the reviewers to insert tracked changes and comments.
2. Under 2.Editing
restrictions, click the
Allow only this type
of editing in the
document check
box.
3. In the list of editing
restrictions, click the
Tracked changes.
4. Under 3.Start
enforcement, click
Yes, Start Enforcing
Protection button.
5. In the Enter new 4. Under 3.Start enforcement, click Yes, Start Enforcing
password (optional) Protection button.
box, type a password The Start Enforcing Protection dialog box appears, as shown below.
and in the Reenter
password to
confirm box, type the
password again.

5. In the Enter new password (optional) box, type a

password and in the Reenter password to confirm
box, type the password again.
You assign a password to the document so that users who know the
password can remove the protection.

6. Click the OK button.

The document is password-protected.

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How To Restrict 1. From the menu, click Tools >> Protect Document.
Reviewers To The Protect Document task pane appears.
Inserting
Comments Only 2. Under 2.Editing restrictions, click the Allow only this
type of editing in the document check box.
The Editing restrictions area expands to show additional options.

SUMMARY

1. Click Tools >>

Protect Document.
2. Under 2.Editing
restrictions, click the
Allow only this type
3. In the list of editing restrictions, click Comments.
You restrict the reviewers to inserting comments only.
of editing in the
document check
box.
3. In the list of editing
restrictions, click
Comments.
4. Under 3.Start
enforcement, click
the Yes, Start
Enforcing
Protection button.
5. In the Enter new
password (optional)
box, type a password 4. Under 3.Start enforcement, click the Yes, Start
and in the Reenter Enforcing Protection button.
password to The Start Enforcing Protection dialog box appears, as shown below.
confirm box, type the
password again.

5. In the Enter new password (optional) box, type a

password and in the Reenter password to confirm
box, type the password again.
You assign a password to the document so that users who know the
password can remove the protection.

6. Click the OK button.

The document is now password-protected.

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How To Remove 7. From the menu, click Tools >> Unprotect Document.
Document If you used a password to protect a file, you’ll need to enter the password
before you can remove the protection.
Protection

TIPS

• You may also click

the Stop Protection

button
in the Protect
Document task pane
to remove the
document protection.

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Creating Objectives:
When you have completed these
lessons, you will be able to:

Web Pages Create a web page based on a

With Word
template
Create a blank web page
Convert a word document to a web
page
Convert multiple word documents to
web pages
Create a customized hyperlink
Create a hyperlink to link a file
Create a hyperlink to link to an email
address
Add a title to a web page
Preview a document as a web page
View the HTML source of a web page
Create a web form in Word 2003

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Creating Web Pages

You can use Microsoft Word to create Web pages in the same way you create regular
Word documents. To get you started, Word 2003 offers some easy ways to begin laying
out your Web page.

Using a Web page template.

When you use a Web page
template, Word will make features
that are not supported by your
target browser unavailable so that
you don't have to worry about how
your formatting will look in a Web
browser. Add a theme, insert link
bars, and use frames to make
your Web pages more dynamic
and engaging.

From an existing Word

document. Save an existing
document as a Web page to
quickly get your Word documents
ready for copying to the Web or
intranet.

Using Batch Conversion

Wizard. By using the Batch
Conversion Wizard, you can
create a single Web page or an
entire Web site. You can add
existing Web pages and Word
documents to your Web site. Add
a theme, insert link bars, and use
frames to make your Web pages
more dynamic and engaging.

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How To Create A 1. From the menu, click File >> New.

Web Page Based The New Document task pane appears.
On A Template
2. Under Templates, click On my computer.
The Templates dialog box appears, as shown below.

SUMMARY

To create a web page

based on a template:
1. Click File >> New.
2. Under Templates,
click On my
computer.
3. On the General tab,
click the Web Page
template icon and
click the OK button.

To create a blank web

page:
1. Click File >> New.
2. Under New, click
Web Page.
3. On the General tab, click the Web Page template
icon and click the OK button.
Word creates a new web page and displays it in Web Layout view. You can
TIPS enter and format text in the document window.
• If you are currently
working on a web
page, you can click

on the New Web

Page icon on the
Standard toolbar to
create a new blank
web page.

How To Create A 1. From the menu, click File >> New.

Blank Web Page The New Document task pane appears.

2. Under New, click Web Page.

Word creates a new blank web page and displays it in Web Layout view.

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How To Convert 1. Open the Word document that you want to convert
A Word to a web page.
Document To A
Web Page 2. From the menu, click File >> Save As Web Page.
The Save As dialog box appears. If you want to save the document in a
different folder, locate and open the folder. In the File name box, type a name
for the document.

SUMMARY

1. Open the Word

document you want to
convert to a web
page.
2. Click File >> Save As
Web Page.
3. Click the Save button.

3. Click the Save button.

The Word document is converted to a web page.

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How To Convert 1. Place all the Word documents you want to convert in
Multiple Word a single folder.
Documents To You may want to create a new empty folder for the converted documents.

Web Pages
2. From the menu, click File >> New.
The New Document task pane appears.

3. Under Templates, click On my computer.

SUMMARY
The Templates dialog box appears.

1. Place all Word

documents in a single 4. Click the Other Documents tab.
folder. A list of templates is displayed in the dialog box, as shown below.
2. Click File >> New.
3. Under Templates,
click On my
computer.
4. Click the Other
Documents tab.
5. Double-click the
Batch Conversion
Wizard icon.
6. Follow the step by
step directions on the
screen.

TIPS

• You may need to

install the Batch
Conversion Wizard
if you do not see it in
the Templates dialog
box. 5. Double-click Batch Conversion Wizard icon.
The Conversion Wizard displays the Start screen, as shown below.

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6. Click the Next button.

The wizard displays the From/To screen.

7. Click the Convert from Word to another format

option button and select HTML Document from the
drop-down list.

8. Click the Next button. Click the Browse button to

locate the Source Folder and Destination Folder.
The Conversion Wizard displays the Folder Selection screen that allows you
to select the Source and Destination folders for the conversion. You can click
on the Browser button to locate the appropriate folders.

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9. Click the Next button.

The wizard displays the File Selection screen.

10. Click the Select All button.

All the files in the Available box move to the To Convert box, as shown below:

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11. Click the Next button.

The wizard displays the Finish screen. The wizard is now ready to perform the
batch conversion.

12. Click the Finish button.

The wizard starts to perform the batch conversion. Word displays a progress
dialog while it converts the files. When it’s finished, it displays a dialog box to
confirm that the conversion has been successfully completed.

13. Click the No button.

Word exits the Conversion Wizard.

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Working On Web Pages

Microsoft Word creates a hyperlink automatically for you when you type the address of
an existing Web page, such as www.computertrainingmanual.com. In this lesson,
you will learn how to create customized hyperlinks. For example, you may wish to insert
a hyperlink to link a file.

How To Create A 1. Select the text you want to display as the hyperlink.
Customized You can select a picture as well to insert a hyperlink.
Hyperlink
2. From the menu, click Insert >> Hyperlink.
You can also click the Insert Hyperlink button on the Standard toolbar to
create a hyperlink. The Insert Hyperlink dialog box appears, as shown below.
SUMMARY

1. Select the text you

want to display as the
hyperlink.
2. Click Insert >>
Hyperlink.

How To Create A 3. Under Link to, click Existing File or Web Page.
Hyperlink To You can create a hyperlink to link to an existing document or web page.
Link To A File
4. In the Look in box, click the drop-down arrow and
browse through to locate the file.
You can also type the address you want to link to in the Address box.

SUMMARY

1. In the Insert Hyperlink

dialog box, under
Link to, click
Existing File or Web
Page.
2. In the Look in box,
click the drop-down
arrow and browse
through to locate the
file.

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How To Create A 5. Under Link to, click E-mail Address.

Hyperlink To
Link To An
Email Address

SUMMARY

1. In the Insert
Hyperlink dialog box,
under Link to, click
E-mail Address.
2. In the E-mail
address box, type
the e-mail address
you want to use.
3. In the Subject box,
type the subject of the
6. In the E-mail address box, type the e-mail address
e-mail message. you want to use.
Notice that when you type the e-mail address, the word mailto: automatically
appears in front of the e-mail address. You can also select an e-mail address
in the Recently used e-mail addresses box.

7. In the Subject box, type the subject of the e-mail

message.
The Subject you type will automatically appear in the Subject box of the E-
mail programs when creating a new e-mail message. However, some web
browsers and e-mail programs might not recognize the subject line.

8. Click the OK button.

The Insert Hyperlink dialog box closes and you return to the current
document.

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How To Add A 1. From the menu, click File >> Save as Web Page.
Title To A Web The Save As dialog box appears, as shown below:
Page

SUMMARY

1. Click File >> Save as

Web Page.
2. Click the Change
Title button.
3. In the Page title box,
type the title you
want.
4. Click the OK button.
5. Click the Save button.

TIPS
2. Click the Change Title button.
To quickly change The Set Page Title dialog box appears, as shown below.
your Web Page Title:
1. Click File >>
Properties.
2. Click the Summary
tab.
3. In the Title box,
change the title.

3. In the Page title: box, type the title you want and
click the OK button.
The Set Page Title dialog box closes and you return to the Save As dialog
box.

4. Click the Save button.

The Page Title for the current web page is set.

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How To Preview 1. From the menu, click File >> Web Page Preview.
A Document As The default browser opens and displays the web page.
A Web Page

2. Click the web browser’s close button.

The web browser closes and you return to Microsoft Word.

How To View 3. From the menu, click View >> HTML Source.
The HTML You must be viewing a Web page for this option to be available. The HTML
Source Code for the web page is displayed in a separate window.
Source Of A
Web Page

SUMMARY

ƒ Click File >> Web

Page Preview to
view a web page.

ƒ Click View >> HTML

Source to view the
HTML source code of
a web page.

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 Microsoft
Word 2003 Module 4
CREATING WEB PAGES WITH WORD

How To Create A 1. From the menu, click File >> New. In the New
Web Form In Document task pane, under New, click Web Page.
Word 2003 A new blank web page is created.

2. From the menu, click View >> Toolbars >> Web

SUMMARY
Tools.
1. Create a new blank The Web Tools Toolbar appears.
web page.
2. Click View >>
Toolbars >> Web
Tools.
3. Click where you want
to insert the form
controls and click the
control you want on
the Web Tools
toolbar.
4. Double-click the
control to set the
properties.
3. Click where you want to insert the form controls and
5. Click the click the control you want on the Web Tools toolbar.
Submit button on the The forms controls in the Web Tools toolbar are standard HTML form controls
Web Tools toolbar. used on the Internet. You may want to create different types of controls for
collecting or providing data.
6. Click the Exit
Design Mode on the
Web Tools toolbar 4. To set the properties for the control, double-click the
when you’re finished control.
inserting the form
controls.

TIPS

Form controls you

can use on a Web
Page:

Text Box

Check Box

Option Button
5. Repeat steps 3 through 4 to add all the form controls
Drop-Down you want.
Box Note that you need to create a Submit control in order to allow the users to
List Box submit the form after filling it.

Text Area

Submit 6. Click the Submit button on the Web Tools

Submit With toolbar. Click Exit Design Mode on the Web
Image Tools toolbar when you’re finished inserting the
Reset
form controls.
Password The Submit button is inserted in your form. You must publish the form to your
web server because the web forms require additional support files and server
support.

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