Table of contents

Sections 1

DEFINITION 1

THE ADVANTAGES OF SECTIONS 1

CREATE A NEW SECTION 1

Using templates 3

DEFINITION 3

CREATING A TEMPLATE 3
Message : Î 4

USING A TEMPLATE 4

MODIFYING A DOCUMENT TEMPLATE 6

HOW TO FIND QUICKLY PLACES WHERE YOU CAN INTRODUCE

VARIABLE DATA 6
How to quickly fill in forms 8

DEFINITION 8

CREATING A FORM 8

DISPLAY OR REMOVE SHADING 10

PROTECTING THE FORM 10

PROTECTING OR UNPROTECTING SOME SECTIONS IN THE

FORM 11

MOVING WITHIN A FORM 12

Key Job 12
Word XP : Templates
 Sections

Sections

In this chapter, you will learn how to:

ƒ Divide your document into sections
ƒ Use the possibilities offered by sections

DEFINITION
Word allows you to divide your document into several sections. Each section will
have its own layout and page layout characteristics.

THE ADVANTAGES OF SECTIONS

Sections offer additional layout possibilities.
By using sections, you can:
ƒ modify the orientation of pages;
ƒ have several headers of footers in a same document;
ƒ move the page number and/or change the type of numbering;
ƒ have different margins;
ƒ modify the vertical alignment of the text;
ƒ present text into columns;
ƒ number your lines;….

CREATE A NEW SECTION

A new section can start on another page or on the current page.

ª Place the insertion point at the place where you want to start a new section.
ª Open the INSERT menu.
ª Choose the BREAK option.
ª Select the radio button:

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 Sections

ª Validate with .

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 Using templates

Using templates

In this chapter, you will learn how to:

ƒ Create, modify and save templates
ƒ Use templates

DEFINITION
To simplify the formatting of your documents and to win a lot of time or to keep a
repetitive text, you can base your documents to come on an existing document
called Template.
This file can regroup several elements :
ƒ standard texts;
ƒ styles ;
ƒ page setup options (dimensions of the paper, margins,…) ;
ƒ headers and footers ;
ƒ autotexts consisting of some text or graphics ;
ƒ macros ;
ƒ toolbars, menus and customized shortcut keys.

To create a template, you can either start from an existing document that you will
make into a template, use an existing template that you will modify or you can use
a new document.

CREATING A TEMPLATE
ª If the document you are going to use as a basis for your template exists,
open it. If the document doesn’t exist yet, create it from an empty screen.

ª Adapt the document by modifying the existing Heading 1, Heading 2 styles

or by creating additional styles if necessary and by defining the format of
the document (margins, paper format, etc…).

ª If the document is to contain a standard text, type it.

ª Save the document as a template by using the menu FILE Î SAVE AS.
Word XP : Templates
ª Type the name of your template.
ª In the SAVE AS TYPE area of the dialog box, you can specify the type of
document you are saving. In this case, choose the TEMPLATE category.

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 Using templates

ª Click the button.

This will automatically give the.DOT extension to your file and saves it in
the special directory for TEMPLATES.

Exercise 1.
ƒ Create the following fax template.
ƒ Save it under the name FAXSE.DOT in the Letters &
Faxes directory.
ƒ Close the file.

Express Service
45 rue de la Station

1000 Brussels

 347.28.80
 344.34.77
Express Service
From : To :
To the attention of : Date : 26/03/04
Fax number : N° of Pages :

Message : Î

USING A TEMPLATE
When you create a new document, your can base it on an existing template.

ª Open the FILE menu.

Word XP : Templates
ª Choose NEW.
ª The Office NEW DOCUMENT pane is displayed.

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 Using templates

ª You will be using the NEW FROM TEMPLATE part of this pane.

ª This pane shows the names of the last used templates and contains a
hyperlink to GENERAL TEMPLATES. Most of your templates are kept in this
category.

ª Select a template and click the button.

Word XP : Templates
The template will be opened with a temporary name (document x) as for all the
other documents and will get the default *.doc extension.

Exercise 2.
ƒ Create a new document based on your FAXSE.dot
template.
ƒ Modify it and save it.

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 Using templates

MODIFYING A DOCUMENT TEMPLATE

ª In the FILE menu, select the OPEN option or click directly the icon.

ª Go to the place where your templates are stored. (If you don’t know where
your templates have been saved, you can find it back by selecting the menu
TOOLS Î OPTIONS and choose the FILE LOCATION tab).

ª In the FILES OF TYPE box, select TEMPLATES in order to see all the existing
templates.

ª Select the template you want to modify.

ª Make the necessary changes.
ª Save your changes by clicking the icon and close the template.

Exercise 3.
ƒ Modify your template FAXSE.dot, choose another
picture.
ƒ Save and close your template.

HOW TO FIND QUICKLY PLACES WHERE YOU CAN INTRODUCE VARIABLE DATA
ª Create a template.
ª In this template, click where the variable data has to appear and choose the
INSERT Î FIELD menu.

ª A list will be displayed where you can choose the FILL-IN field.

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 Using templates

ª In the box under PROMPT, type the text you want to display in the dialog box
when introducing the variable data.

ª If you want to display a default text, you can type it in the box next to
DEFAULT RESPONSE TO PROMPT .

ª Clicking the button will bring up the following dialog box:

ª Click the button and your field will be inserted.

ª To insert a new field, you will have to start the different steps all over again. Word XP : Templates

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 How to quickly fill in forms

How to quickly fill in forms

In this chapter, you will learn how to:

ƒ Create and use forms

DEFINITION
Word has many functions that allow you to quickly fill in forms. The areas where
the users will insert their variables are called form fields.
To create a form, you first have to create its formatting and type the text that will
remain fixed. Then insert the form fields.
Various form fields exist for:
ƒ dates ;
ƒ text ;
ƒ drop-down lists;
ƒ check boxes.

You can also use them in tables with borders and shadings. Once the form has
been protected, the users will only be allowed to insert data in the form fields or in
the unprotected sections. Press the tabulator key to move the mouse pointer from
one field to the other.

Remark :
Once the form has been protected, some of the functions in the
unprotected sections won’t be accessible.
This is the case for footnotes, bookmarks, comments, cross-references,
text areas, headers and footers, for instance.

CREATING A FORM
You can create your forms as a table or as free text and then save them as a
template. Word XP : Templates
ª Display the FORMS toolbar.

ª In this toolbar, you have the following icons at your disposal :

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 How to quickly fill in forms

Inserts in your form an area where you can introduce variable text

Inserts a check box

Inserts a drop-down list

Enables you to modify the properties of the different form fields

Enables you to draw tables

Inserts a table

Inserts frames

Displays the selected form field with or without a shading

Resets the selected form field to the default options

Protects or unprotects the form

After having inserted the form fields, you might want to modify the properties of
these fields. Example : determine the different propositions of the drop-down lists,
limit the length of the fields or propose a default text etc…
To obtain the options of the type of field you inserted, you have three solutions :
ƒ Double-click in the field;
ƒ Right-click after having positioned the mouse pointer in the field;

Click the button in the FORMS toolbar.

This will bring up a dialog box adapted to the selected field.
For a text field, the following dialog box will be displayed, for instance:

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 How to quickly fill in forms

For a text field, you may :

ƒ type a default text in;
ƒ limit the size of the text;
ƒ force the text to be written in lower or upper case;
ƒ generate a calculation if the text field contains a number.
For a list field, you may :
ƒ define the data in the list;
ƒ organize them in a specific order;
ƒ generate a calculation;
For a check box field, you may :
ƒ change its size;
ƒ make sure that upon opening the form, it appears checked or not.
For every type of field you may automatise some procedures with macros or create
help screens.

DISPLAY OR REMOVE SHADING

By default the form fields are shaded on the screen but the shading will not be Word XP : Templates
printed.

ª Click the button in the toolbar to deactivate the shading.

PROTECTING THE FORM

In order to be able to move from field to field with the tabulator key and to have
access to the different options in the drop-down lists, you have to protect your form.

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 How to quickly fill in forms

To protect a form, click the button in the FORMS toolbar. Don’t forget to save
your document afterwards.
After having protected the form, the user will only be allowed to type information in
the form fields or sections where the protection has been removed.

PROTECTING OR UNPROTECTING SOME SECTIONS IN THE FORM

In some documents, you might want to turn part of your document into a form and
type free text in another part. To create this type of document, you have to create a
section to separate the form part from the part where you want to type some free
text.

ª At the place where you want to start the free text, insert the new section by
clicking the menu INSERT - BREAK and choose CONTINUOUS.

ª In the TOOLS menu, choose PROTECT DOCUMENT.

ª Click the FORMS option and then click the SECTIONS button.
ª If the document contains several sections, it is possible to protect or
unprotect some sections by clicking the check boxes next to the chosen
sections. Once the check box is checked, it means the section is protected.

Word XP : Templates

ª Validate your choices.

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 How to quickly fill in forms

MOVING WITHIN A FORM

Use the tabulator key to move to the next field or press both the ×Shift + tabulator
key to go back to the previous field.

Exercise 4.
ƒ Create the following form:

Key Job
Open house

Name : Concerns :
Title : Public Company
Company :
Telephone :
Extension :
I would like to receive some information about the following courses :
Word processors
Spreadsheets
Databases

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