Hands On Exercises with Word 97

Lab 2: Powerful Connections with Microsoft Word 97

Exercise 1: Use Versioning Capabilities in Microsoft Word 97
Exercise 2: Track Changes in Microsoft Word 97
Exercise 3: Create In-Place Comments
Exercise 4: Use AutoHyperLink
Exercise 5: View HyperLinks and the Web Toolbar
Exercise 6: HTML Capabilities

Outcomes

• Use the AutoHyperLink functionality.
• View HyperLinks and use the Web toolbar.
• Use the Versioning capabilities in Word 97.
• Track changes in Word 97.
• Create In-Place comments.
• View "Save as HTML" capabilities.

Exercise 1: Use Versioning Capabilities in Microsoft Word 97

1. Download the Practice File: Coral Reef Report to your local drive.
2. On the File menu in Word, click Open.
3. On the Look in list, click the (a:) drive, or the (c:) drive depending where the practice file was stored and then double-click the CoralRf.doc.
4. On the View menu, click Document Map. In the left pane, click the header "Definition of Reefs."
5. In the right document pane, highlight the text "Definition of Reefs," and then type What is a Coral Reef?
6. On the File menu, click Versions.
7. Click Save Now.
8. Type your comments: This is the Last Version! and then click OK.
9. On the File menu, click Versions. Note all the previous versions of the document that have already been saved in addition to yours. Note the Automatically Save A Version On Close check box. If this is checked, each time a user closes the document a new version is saved within the same file.
10. Double-click the version saved at 9:20PM on 2/20.

Tip: The comments should say "Added Definition to first section"

11. You should see two different versions of the document on the screen. Scroll to the area that shows "What Is a Coral Reef?" in the top screen, and "Definition of Reefs" in the version you just opened. Note that you can now compare and choose the wording that you prefer.
    
12. Close the 02-20-97 9:20 PM version of the document that you just opened by clicking the close box in the upper-right corner of that document. Then, maximize the current version of the Coral Reef Report document.
13. Keep this file open for the next exercise. If you wish to quit now, do not save changes.
14. Turn the document map off. On the View menu, click Document Map.

Exercise 2: Track Changes in Microsoft Word 97

1. Open the Coral Reef Report (CoralRf.doc) document which you downloaded in Exercise 1, if it is not already open.
2. On the Tools menu, click Track Changes, and then click Highlight Changes.
3. Click the Track Changes While Editing and the Highlight Changes On Screen check boxes.
4. Leave the box entitled Highlight Changes in Printed Document blank.

1. On the View menu, click Toolbars, then Reviewing. The Reviewingtoolbar appears.
2. Move the pointer over the icons to view the ToolTips.
3. On the Reviewing toolbar, click  Next Change. The first change you will find is in the sentence beginning "There are three types of Coral Reefs."
4. Move the pointer over the highlighted sentence (do not click the mouse). A box will appear with the author, date, and time of the revision.
5. Accept this revision by clicking the  Accept Change button on the Reviewing toolbar.

Tip: If the Accept Change button isn't available, right-click on the revised text, then click Accept Change.

6. Click the  Next Change button, then click Accept Change. You've now accepted the text deletion.
7. Click Next Change. You see a sentence that begins "Fringing Reefs look really cool..." Move the pointer over the highlighted text.
   
   Note that this editorial change was made by a different user. The color of the revision mark is also different.
 
8. Reject the change by clicking the  Reject button.

1. Click  Next Change. The sentence "Good thing Gilligan, the Skipper and the crew of the S.S. Minnow didn't land on an atoll!" is highlighted.
2. Replace the highlighted text with the sentence Charles Darwin believed an atoll was the remains of a sunken island.
   
   Note that the original words are crossed out and the new text is inserted to the right.
 
3. Move the pointer over the word "Charles" (do not click the mouse). Your machine name and the current date will appear in the tip.
4. Keep this file open for the next exercise. If you wish to quit now, do not save changes.

Exercise 3: Create In-Place Comments

1. If the Coral Reef Report file is not already open, locate the practice file (CoralRf.doc) that you downloaded in Exercise 1, and open the Coral Reef Report file.
2. On the View menu, click Toolbars, then click Reviewing. (This may already be open from the previous exercise).
3. Make sure you place your pointer at the beginning of the document.
4. On the Reviewing toolbar, click  Next Comment. "Mr. Curtin" will be highlighted.

Tip: If comments don't appear, click Options on the Tools menu, click the View tab, and then select the ScreenTips check box.

5. Move the pointer over the highlighted text to view the comment and the reviewer's name.
6. Highlight the text to the right, "Comment to Glenn." The teacher or another student could easily add a comment back to Glenn.
7. Click  Insert Comment.
   
   Note that the screen splits. In the Comment pane at the bottom of the screen, you can view comments by all reviewers at once, or by specific individuals.
 
8. In the Comment pane, type: It's OK as long as you cite the sources.
9. Click Close.
10. Move the pointer over the highlighted text and see that your comment has now been added.
Tip: You can print comments when you print your document, or print only the comments.
11. To print comments with your document: On the File menu, click Print. Click Options, and then click the Comments check box. Click Cancel to close the Print Options dialog box.
12. To print only comments in a document: In the Print dialog box, under Print what, click Comments. Click Cancel to close the Print dialog box.
13. Keep this file open for the next exercise. If you wish to quit now, do not save changes.
14. lose the Reviewing toolbar. On the View menu, click Toolbars, then click Reviewing.

Exercise 4: Use AutoHyperLink

1. Open a new document by clicking the New button on the toolbar.
2. In the document, type: Information about education on the Web can be found on www.microsoft.com/education. Check it out!
3. The URL address, www.microsoft.com/education/, now has a blue underline indicating it is a hyperlink. Move the pointer to the URL address, and click when the pointer turns into a hand.

Tip: This step requires you to be connected to the Internet. If you are not connected to the Internet and you click the hyperlink, an error message will occur. If this happens, close out of this exercise, and continue with Exercise 7.

4. If you are connected to the Internet, your Web browser will be launched and you will go right into the Microsoft home page. Click the Back arrow in your Web browser to return to the Word document.
5. When you return to your Word document, on the File menu, click Close. When prompted, do not save changes.

Exercise 5: View HyperLinks and the Web Toolbar

1. On the File menu, click Open.
2. If the Coral Reef Report file is not already open, locate the practice file (CoralRf.doc) that you downloaded in Exercise 1, and open the Coral Reef Report file.
3. On the View menu, click Document Map, then in the left pane, click the header "Proposed Fundraising Activity" to go to this section of the Coral Reef report.
4. Turn off the Document Map.
5. At the beginning of the third sentence, highlight the text "schedule of events."
6. Click the  Insert Hyperlink button on the standard toolbar.
   
   Note: You can also click Hyperlink on the Insert menu.
 
7. Under "Link to File or URL" click Browse.
8. In the Look in list, locate the file "Reef Events" in the Word folder in the Hands-on Exercises directory of the Practice files.
9. Double-click the file "Reef Events," then click OK.
10. Note that the text is now underlined, signifying that it is a hyperlink. Move your pointer over the words "schedule of events." When you see the hand appear, click to activate the hyperlink.
11. Look for the new Web toolbar. If it is not visible, click Toolbars on the View menu, then click Web.
    
12. On the Web toolbar, click the  Back button to return to the "Coral Reef" Word document.
13. On the Web toolbar, click the  Forward button to return to the "Reef Events" Word document.
14. Keep this file open for the next exercise. If you wish to quit now, do not save changes.

Exercise 6: HTML Capabilities

1. If you're continuing from the Exercise 5, you should already have the Word document Reef Events already open. If you're just beginning, open the Word file Reef Events from the Practice Files\Hands-on Exercises\Word folder on your a: drive, or c: drive, depending where the practice files reside.
2. On the File menu, click Save as HTML.
3. When the Save as HTMLdialog box appears, type Reef Events Web in the File Name box, then click Save.
   
   Note: The toolbars have changed slightly to include Web-specific functionality.
 
4. Click the blank line between the fish picture and the text "Year of the Reef Calendar."
5. On the Insert menu, click Scrolling Text.
   
   Note the HTML-specific functionality available such as graphs, video, and sound.
 
6. In the Type Scrolling Text Heretext box, highlight "Sample Text," then type Help Save Our Coral Reefs.
7. Under Background Color, click Turquoise, then click OK.

Tip: Use the tools on the Formatting toolbar to change the font size and color.

8. On the Format menu, click Background, then click Fill Effects.
9. In the Fill Effects dialog box, scroll down to locate the texture "water droplets," click it, then click OK.
10. On the Format menu, click Bullets and Numbering .Notice the new Internet-specific buttons available. Click Cancel.
11. On the View menu, click HTML Source.

Tip: You can add or modify any of the HTML source code within Word.

12. To return to the document, click the Exit HTML Source button.
13. On the File menu, click Save.
14. Once your document has saved, on the File menu, click Web Page Preview.

Tip: You can also click the Web Page Preview button on the toolbar. This will automatically launch the Web browser that you've set as your default Web browser, such as Internet Explorer. This lets you view your document as it would appear on the Web.

15. Close your Web browser.
16. Close the HTML document.