Saint Mary's College - Notre Dame, Indiana

Instructional Technology Resource Center - Saint Mary's College - Notre Dame, Indiana
  
 

Powerpoint 2000

Microsoft PowerPoint 2000 makes it easier to organize, illustrate, and deliver your ideas professionally. Whether you're conducting a meeting, presenting at a conference, or delivering your message over the Internet, the Microsoft PowerPoint 2000 presentation graphics program provides the tools you need to make your point-powerfully. Sample Student Presentations:

Good Powerpoint Tutorials
Using Microsoft Word 2000 for Collaboration

Word provides support for Collaborative editing of documents that few people know about. Typically one copy of a draft is circulated among several reviewers, allowing each to make changes in turn. Work\d allows you to visibly keep track of each editor's changes when the changes are reviewed at the end of the process, and permits you to accept or reject each of the proposed changes.

Another technique permits multiple copies of a draft to be circulated to reviewers at the same time. Word provides tools for consolidating the changes made to multiple copies of a document using Merge Documents and Compare Documents tools. Both work only on changes that have been "tracked". Changes made when Track Changes is turned off cannot be so merged or compared.

  1. Preliminaries - Using the Word Ruler
  2. Tracking Changes
  3. Making Comments
  4. Compare Documents
  5. Creating Web documents with Word

Using Microsoft Word's Rulers

You ought ot be familiar with use of the Ruler to control the margin and indentation of the text in a Word document.

1. tab selector - click the botton to cycle through available tab types

  • left tab (the default),
  • center,
  • right align text against the tab stops's right edge, eg. useful when aligning a list of numbers on the units digit.
  • decimal - align numbers on decimal points (aligning currency)
  • bar tab
                        • indents select first line and hanging indent options and then click anywhere in the active ruler space to place the indent there.
    1. First Line indent -This indicates the indent used by the first line of a paragraph (can be placed anywhere, including outside the margins)
    2. Hanging Indent - The hanging indent specifies the indent used by subsequent lines of a paragraph.
    3. Left Indent. The left indent indents all of the text in the paragraph from the left margin.
    4. Right Indent - not visible on the above figure, the right indent marker is located on the lower-right side of the ruler - and indents all lines from the right margin
    5. Margin markers - the thin light grey strips where the dark gray and white areas of the ruler meet. Drag to change left or right margins.
    6. You have to look carefully to see the default tab stops (. Word maintains default tab stops every inch. When a custom tab stop is placed on the ruler, all default tab stops to the left of the new custom tab stop disappear, but the ones to the right remain.

View Buttons: The four button on the lower left give fast access to Word's primary views:

  • Normal - provides a larger workspace, but you must rely on the status bar to see where you are in the document. Page and Section breaks are represented by a horizontalline and text indicating the type of break.
  • Web Layout - shows any background color or graphic added to the page. The text and graphics are displayed as they will look on a web page.
  • Print Layout adds an extra vertical ruler on the left side
  • Outline - displays the document as a hierarchical list of headings and supporting paragraph text.

When formatting a document in Word certainthings should be kept inmind:

  • all documents consist of one or more sections.

  • A document consists of one or more Sections

  • A section consists of zero or more paragraphs.

  • A paragraph has one or more characters. (A paragraph is a Paragraph mark plus all of the text preceding that mark up to, but not including, the previous paragraph mark or the beginning of the document.)

  • The Paragraph mark actually contains all of the formatting information for a paragraph (including character formatting such as fonts, sizes, style, color, and tab settings). Every time you press the Enter key, a new paragraph is created. You can make Word display paragraph marks using the Show / Hide button on the standard toolbar (the icon looks like the paragraph mark - a capital P facing to the left, or Tools > Options > View > Formatting to turn on just the formatting characters you want to see. To see the format information stored in a paragraph mark, select it by double-clicking and look at the Formatting toolbar and ruler. After selecting a paragraph mark, it can be copied and pasted over other paragraph marks to transfer formatting to other paragraphs. (Cf. also the format painter brush on the standard toolbar)

  • Manipulating paragraphs: Entire paragraphs can be selected innumerous ways: when selecting a paragraph by clicking and dragging, often only the text of the paragraph is selected and not the paragraph mark.This is great when you are pasting the text into another paragraph.

    To quickly select an entire paragraph together with the paragraph mark and all its formatting, tripple click the paragraph, or double click the in the margin beside the paragraph.

    To adjust tabs for a paragraph, the entire paragraph, including the paragraph mark must first be selected. Drag the tab stop on the ruler to adjust tabs for the selected paragraph.

Word has three types of formatting,; one for each of the three parts. A new document by default starts out with one section. Everything typed becomes part of this section and document. The section caninclude the entire document until you do one of the following:

  • Insert a section break manually (INSERT > BREAK > SECTION
  • Change the orientation of a page or range of pages
  • change the margins for a single page or range of pages by choosing "From this point forward" or "Selected Text" from the "Apply to" drop down menu in the Page Setup dialog box.

Word display the section the insertion point is in by number on the status bar and Section breaks are visible when working in VIEW > NORMAL.

Styles:

A style is simply a collection of formatting information that has been given a name. Applying a style applies all the formatting in the style at once. There are two types of style in Word:

Paragraph Style:

Both Paragraph and Character styles are applied by inserting the insertion point in the paragraph where the new style should start, or selecting a range of characters or selecting the paragraphs to format, and choosing the style from the drop-down Style list. (When applying styles to characters in a paragraph, be sure the style is a character style or it will apply to to the entire paragraph.)

To remove manual formatting from text, select a range of characters and press Ctrl-Spacebar. This causes the characters to revert to the encolsed paragraph style. Remove manual paragraph formatting from a paragraph by selecting the whole paragraph, including the paragraph mark, and pressing Ctrl-Q.

Character Style:

Character styles override paragraph styles. A character style is applied by choosing the style while text is selected, or simply by placing an insertion point where the character style is to be turned on and selecting the character style...

Tracking Changes

Word allows you to collaborate with other authors, who make comments, and suggest editing changes to the copy. As an instructor, You can make suggestions on a student paper, without modifying the original text. Finally, you can compare the first and the last revisions of a student assignment to track modifications made. Word has ways to visibly keep track of each author's revisions with different colors if more than one other editor is involved.

Tracking Changes is a feature people find confusing.

  • When "Track Changes" is turned on, Word marks any changes made to the document in a different color for each author that makes changes to the document.
  • When you review the document, you can easily see what changes each person has made, and decide to accept of reject each of the changes.
  • You can turn off "Highlight changes on screen" any time the screen display appears confusing; Word continues tracking the changes, but without having to weed through deleted text and highlighted changes. You will see only the suggested revision of the copy...until you turn the on screen display back on....

Here's how it works:

Turning on Track Changes:

Select Tools > Track Changes - Highlight Changes.

Then in the accompanying dialog box choose the "track changes while editing" option and click O.K. The "Highlight changes in printed document" check box controls whether to display changes when the document is printed. When not selected Word printed the document without any changes being visible. When many changes become confusing you may not want to "Highlight changes on screen". (Click the TRK button on the status bar for a simpler way to turn on tracking )

Making and Viewing Changes:

Once turned on, Word automatically marks all changes made to the document using an assigned color. By default, any changes are underlined, and anything deleted is marked with a strikethrough. All changes are also marked with a vertical bar in the left margin.To find out which editor made a particular change, hold the pointer above the change for a moment to display a screen tip whowing the author, date, and type of change. (the name that Word displays in a screen tip for tracked changes or comments and the initials used with comments are defined using Tools > Options > User Information.

Inserted text is marked with a single underline and highlighted with a color
Deleted text is marked with a strikethrough and assigned a color based on the author.
Format changes - are not marked in any special way

Accepting and Rejecting Changes:

  1. Tracking the changes is just the firststep. At some point you need to review the proposed changes and decide whether to accept or reject the suggestions. You can step through the entire document, edit by edit, accepting or rejecting changes as you go.

 

 

Figure: Accept or Reject Changes Dialogue Box

 

For this method, choose Tools > Track Changes > Accept or Reject Changes
and use the "Accept or Reject Changes" dialog box to step through the document edit by edit by clicking on the Find button.

  • The View options alter the way changes are displayed on the screen, but does not make any permanent changes.
  • The Find buttons move the insertion point to th enext change in the document, and highlights the change.
  • click Accept to make a change a permanent part of the document (The marked change is converted to standard text, and replaces the original text)
  • Click Reject to delete the proposed change and revert to the original text.
  • Accept All accepts all the changes with a single click.
  • Undo undoes the last change made.

Reviewing Toolbar:

You can use the Reviewing toolbar to advantage when reviewing changes. Displaythis toolbar using View > Toolbars > Reviewing. (Note that the Reviewing Toolbar can be pulled away from its normal position and positioned where it is most convenient. )

Figure: Reviewing Toolbar

  1. Track Changes - this button toggles the Track Changes feature on and off. When tracking is turned off...momentarily, none of the existing "tracked changes" will be lost but new changes will not be marked.
  2. Advance to Previous or Next Change
  3. Accept Change (It is possible to select an entire paragraph in the text after deciding you like the proposed changes and to accept or reject all the changes in the paragraph with one click)
  4. reject Change - to revert to the original change.

Making Comments

Comment provide a good way to comment on changes made to a document. Comments are really notes attached at a selected point, in the text layer. They are not shown in the the main document window, but text is highlighted with yellow to show that a comment exists. The comments are viewed in a pop-up window by holding the pointer over the highlighted comment, or viewed in a separate window at the bottom by using View > Comments. Position your cursor where you want to insert a comment, and choose Insert > Comment. Word adds a highlight to the word immediately to the left of the insertion point, and opens a comment window. After typing the comment close the comment window using the close button.

When opening a document with comments the presence of highlighted marks in the text indicates the presence of comments. Hold the pointer over the comment to display a pop-up window with the comment's text and the author's initials. You can add remarks or reply to a comment by placing the insertion point at the end of the comment text in the commen pane and press ENTER, TAB to indent the reply. Then start typing.

To print comments in a separate document select File > Print > Print What > Comment

To print comments at the end of the document, choose Tools > Options > Print > Comments (but remember to turn this off when finished or you'll have difficulty printing the document text when you forget you are only printing comments...!

Compare Documents

Experts recommend that you keep only one copy of a document, letting one reviewer make his or her changes in turn. After the last reviewer has edited the document you can review all the suggestions. Sometimes, however, it is necessary to to let a document go to two or more reviewers at a time... Since there are now several versions of the draft in circulation, a way is needed to merge and consolidate the changes from multiple copies...each potentially slightly different. Word provides two features for consolidating changes made to several drafts of a document. Merge Documents and Compare Documents. Both work only on changes that have been tracked. Changes made when Track Changes is turned off cannot be merged or compared! The process for Merging Changes and Comparing Documents is similar. Word brings changes from a document that is NOT open into a document that is open. (Lets call the open document the Master copy. Normally you would select the original document for the Master.) If there are more than two copies of a document, merge one copy into the Master copy and then review the changes. After accepting or rejecting all changes, bring in the changes from the next copy, and so on...

Merging Changes:

Merging Changes provides a way to bring changes that were made on several copies of a draft into the one original...that we will call the Master copy. This feature is used to consolidate changes made by several editors to multiple copies of an original draft. (N.B.) This feature will only work if changes were made while Track Changes was turned on.

  1. Open the original draft in Word. This version will become the Master, into which changes will be merged from multiple other copies
  2. Select Tools > Merge Documents. The changes and comments from both copies are displayed in the merged document, just as if each editor had edited the same document. You should review the entire document, deciding to keep or reject proposed changes. Then, if there are more than two copies of the document to merge, repeat this process with the other copies...

Compare Documents:

Compare Documents is very similar to Merging Changes...except it works best when you open the final document - as a Master document. You select Tools > Track Changes > Compare Documents and select an earlier version of the document. After Word inserts the changes and comments from the earlier draft into the Master copy, it marks any changes as "deleted" - which makes sense if the Master document is the most recent version and you are using Compare to display the changes made to the earlier draft. (Since the Master document now shows changes as deletions, you would "reject" individual changes to incorporate the changes into the Master.)

For instance, an instructor could use "Compare Documents" to display the differences between a student's final writing assignment, and one or more earlier drafts. For instance, if all your students use Word, and submitted the first draft as a Word document, e.g. using the electronic Drop Box in CourseInfo, you could turn on "Track Changes" after making comments and before returning the document to your students, making sure that you keep a copy of the original. Then when you receive the final version from te student, you could use Compare Documents to display changes the students made to the final version.

Creating Web Documents with Word

HTML is the lingua franca of the World Wide Web; simple text documents and HTM documents are the only type of documents that can be read by anyone with a web browser. Other familiar proprietary types of documents (Word, Word Perfect, Excel, etc.) can be used on the Web, but only those with the correct application, viewer or plug-in can successfully access these documents. Finally, Course Management Systems such as CourseInfo permit faculty to move simple text documents to the web by automatically supplying the necessary HTML.

Word was not really designed to create web pages. If you are interested in creating professional web pages from scratch you ought to be using Netscape Composer, Microsoft Front Page, or Macromedia Dreamweaver. However, Word can be used to accomplish two web related tasks:

  1. It provides a quick and easy way to put an existing Word document on the Web
  2. Word 2000 was designed to allow users to take a web document, convert it back to Word, modify it, and save it "round-trip" back to the web.

Unfortunately, in order to accomplish the second task, Word2000 produces excessively complicated HTML, often criticized as "bloated" by those who misunderstand the purpose for this code. For faculty interested in creating HTML pages for a CourseInfo website, this bloated code can create problems.

Creating a New Web Page:

If you have a Course Syllabus done in Word and should want to move this Syllabus to the Web, the simplest, though not a recommended, method is first to save the document as a normal word document, and then choose File > Save As Web Page and save it again as a Web Page. This is not recommended because you may be surprised at the changes that occur in the conversion of a Word document to an HTML document.

To create a new web page from scratch, select FILE > NEW and choose the Web Page template on the general tab of the New dialog. The blank page will look pretty much like a normal blank Word document, but there are differences:

  • the default file type has been set to HTML.
  • the default view for the document is Web Layout which shows the page much as it will look when viewed in a web browser. (Lines are wrapped to fit the window and graphics are positioned as they would be when viewed in a web browser.)
    • Don't confuse Web Layout view with File > Web Page Preview, which actually opens an Internet Explorer window and displays the active document as a web page.
    • while in Web Layout view, the New button on the standard toolbar is replaced by a New Web Page button.
    • While in Web Layout view, both the standard and Formatting toolbars are onscreen and all tools are available. Certain features, those not available in a web environment however, are not available.
    • It is recommended that you add final touches or at least view the document in Web Layout view so you have a better idea what the document will look like once converted to HTML.
    • There are a number of Web page templates on the Web Page tab of the New dialog for creating specific types of pages...select one of these and choose OK to create a new page.
  • In Web Layout view Word ignores format options that aren't available in Webpages.

Using the Web Page Wizard:

Word also offers a Web Page Wizard thatsteps through theprocess of creating a web site with multiple pages, asking for preferences along the way. Choose FILE > NEW > Web Pages > Web Page Wizard to get started. You will be asked for the following information:

  • name for the site and a location (enter a folder in your network's WWW folder)
  • type of navigation
  • add pages to the site (the default is two blank pages plus a personal page)
  • organize the pages
  • Note Avoid the use of Themes. Themes increase the size of web pages trememndously, and make it very difficult to convert pages to other editors, so use them at your own risk)

Once the wizard is done, it is up to you to add content to the pages....

Using Web Layout View in Working With a Page:

Web Layout is the right view to use in editing a web page, but it is useful to know a few things about how HTML displays text on a page.

  • HTML ignores multiple spaces, so you can;t use multiple spaces to position text on a page. Instead use Word's ruler or the Format > Paragraph command to set indents. Word translates these settings into HTML position tags
  • Use the built-in heading styles to format a page's title and heading
  • Apply paragraph and character styles to keep the web document consistant and organized
  • When a web page is saved, Word creates a new folder in the same save location, and gives it the same name as the web page.
  • Adding Graphics using Word's Insert > Picture. If you insert graphics in a format not used by the Web (anything other than .gif or .jpg) Word converts the graphic into two different formats (.jpg and .png) and saves both in the new folder.
  • adding hyperlinks: To insert a hyperlink, chose Insert > Hyperlink (To use existing text as a hyperlink, select it before choosing Insert > Hyperlink.)
  • Existing File or Web Page (click on upper left most icon in the left frame) - click this button to insert a link to a web site or a file on the computer's hard drive or network directory. Either type the URL or filename, or Browse to find it.
  • Place in This Document: Have the hyperlink point to a heading in the current document. The headingmust be one that uses a default heading style...
  • Create New Document: Use this icon to have the hyperlink refer to a document that is not yet created.
  • Email address: Click the email address icon

When a document is saved as a web page, Word saves the document file itself and creates a folder with the same name as the document (minus the extension). In this folder, Word saves all of the related components that go wioth the page as separate filers. These components include each graphic inserted in the document. These document should be saved some place where they can be accessed by a web server; every member of the college community has a network directory, (usually appears on the desktop as the H: drive) which includes a WWW folder. The Saint Mary's web server has access to these WWW folders and web pages saved there are available to other via web browser.

Cleaning Up Office HTML using the Filter Tool:

When Microsoft Word is used to generate web pages, these pages contain Office-specific markup tags that are embedded in the HTML to make it possible for Word to open its own web pages again without loss of formating. However, the Office-specific tags increases HTML file size and complexity.

If you know you won't need to edit the HTML version of a document in Word, you can trade round-trip capability for smaller file size by using Microsoft Office 2000 HTML Filter version 2.0. The filter removes Office-specific markup from HTML files created in Word so that they take up less storage space on Web servers and take less time for users to download. This process does not affect the appearance of your Web pages.

This filter can be downloaded from the internet Office Update web site at http://officeupdate.microsoft.com/2000/downloadDetails/Msohtmf2.htm You can also get there by choosing Help > Office on the Web and searching for "Office HTML Filter".

Installation of the Office HTML Filter v. 2.0:

  1. Download the file from Office Update by clicking Download Now!
  2. Quit Word if it is running.
  3. If you have previously installed the Office HTML Filter, remove it using the Add/Remove Programs icon in the Windows® Control Panel before installing the Office HTML Filter 2.0.
  4. Double-click the Msohtmf2.exe program file on your hard disk to start the setup program.
  5. Follow the instructions on the screen to complete the installation.

Instruction for use:

To filter out all the proprietary and overly complex HTML tags in a Word document:

  1. Open the document you want to filter.
  2. On the File menu, point to Export To and then click Compact HTML.

N.B. The Export to Compact HTML command doesn't really export. Instead it converts the current document. Be sure to save and keep a backup of the original document before using the command in case you don;t like what it does.

To create a cascading style sheet (.css) in Word

  1. Open the document on which you want to base the style sheet.
  2. On the File menu, point to Export To, and then click CSS Stylesheet.

To copy text from a Word document as HTML In Word,

  1. open the document you want to copy text from and select the text you want to copy.
  2. On the Edit menu, click Copy as HTML.

Word translates the selection into its somewhat compacted HTML and copies the code to the clipboard. Paste it as HTML code into another document or another program such as a CourseInfo text input box. This could be a very useful way to move formatted word documents into CourseInfo without loss of format. When this HTML code is copied into a text input box in CourseInfo, designate the content as HTML in CourseInfo.

Moving Word's HTML to CourseInfo:

Since many faculty already have course content in Word Perfect or Microsoft Office, and since Word documents can be converted to HTML quite easily, and this HTML pasted into CourseInfo, we will find it useful to know how to use Word to move content to CourseInfo. When copying and pasting HTML into CourseInfo there are a few rules:

  1. Never copy and paste entire HTML documents into CourseInfo. CourseInfo needs to be able to surround your content with its own header information. So the rule is the following :

    copy and paste the content of the document that lies between the opening and closing <BODY> tags...excluding the BODY tags themselves.

    An elegant way to do this in Word2000 involves the HTML source window. Select VIEW > HTML SOURCE and using your mouse, select everything between the opening <BODY> tag and the closing </BODY> tag. This can now be pasted into CourseInfo as HTML code.

  2. Make sure that any hypertext references in the document are absolute references...i.e. start with http://...

Installing Word 97/98/2000 Viewer

Although Saint Mary's College has licensed Microsoft Office for use by all staff and faculty, students often receive computers with the much cheaper Microsoft Works installed. If you want these students to be able to view Word documents you distribute in CourseInfo without converting them to HTML, your students must install a free Word Viewer. The viewer allows them to open and read any document created in Word97/98/2000 but in a read-only mode. They cannot edit documents opened with the viewer. The Windows version of the viewer can be downloaded from the Microsoft Office Update site: http://officeupdate.microsoft.com/2000/downloadDetails/wd97vwr32.htm

To install this download:

  1. Download the file from Office Update by clicking on the link above and following the instructions in the dialog boxes.
  2. Double-click the wd97vwr32.exe program file on your hard disk to start the Setup program.
  3. Word Viewer 97 Setup will prompt you for a folder in which to install Word Viewer. The default folder location for Word Viewer is :\Program Files\WordView on a Windows 95/98 system (:\WordView on Windows NT 3.51).
  4. Click "Install" to install Word Viewer 97/2000.
  5. If Word Viewer Setup detects Word version 6.x or later on your system, Setup will prompt you to determine which application should open Word documents by default. The default application is used to open files with .doc file extensions when they are double-clicked in Windows 95.
    • Choosing "Open with Word" means that Word for Windows will be used by default to open Word files.
    • Choosing "Open with Viewer" means that Word Viewer will be used by default to open Word files.

    Note: If you select the "Open with Word" option and you want to restore Word as the default Word document handler, you will have to uninstall Word Viewer and then start Word so that it can restore its Registry information. For more information see "Installation and Maintenance" in the Word Viewer 97 Readme.doc installed with the viewer.

Instructions for use:

Go to the folder where you installed the Word Viewer, and run WordView.exe. The program will prompt you for a Word document to load.