Chapter 5

Using a Template to Create a Resume and

Sharing a Finished Document

MicrosoftWord 2013

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• Use a template to create a document• Change document margins• Personalize a document template• Indent a paragraph• Customize theme fonts• Create and modify a style• Insert a building block• Save a Word document as a PDF document and

edit a PDF document

Objectives

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• Run the compatibility checker• Enable others to access a document on SkyDrive

or an online social network• Send a Word document using email• Save a Word document as a webpage• Format text as a hyperlink• Change a style set

Objectives

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Project – Resume

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• A template is similar to a form with prewritten text that is used to assist with the task of creating certain types of documents

Creating a New Document from an Online Template

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• At some point in time you will prepare a resume to send to prospective employers

• In addition to your contact information, a resume usually contains an objective, the applicant’s educational background and job experience

• You might also want to include memberships, skills, recognitions and awards, and/or community service

What to Include on a Resume

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• Things that you DO NOT want to include on your resume are: social security number, marital status, age, height, weight, gender, physical appearance, health, citizenship, previous pay rates, reasons for leaving a prior job, current date, high-school information (if you are a college graduate), and references

What NOT to Include on a Resume

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• A chronological resume is a resume that sequences information by time, with the most recent listed first

• A functional resume is a resume that groups information by skills and accomplishments

Two Types of Resumes

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• After Word creates a document from a template, the next step is to fill in the blanks or replace prewritten words in the document

• A content control is an object that contains instructions for filling in text and graphics in the template. As soon as you begin typing in the selected content control, your typing replaces the instructions in the control

Modifying Text in a Content Control

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• You may want to delete a content control that you are not using or to convert values entered in placeholder text to regular text if you find that Word ignores entries in the placeholder text due to certain settings

• To do this you would click Remove Content Control

Deleting a Content Control

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Deleting a Content Control

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• A placeholder is text in a content control that you select and then type in

Replacing Placeholder Text

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• To move rows in a table, select the rows to move and then drag them to the desired location

Moving Table Rows

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• As you begin typing, Word may display a ScreenTip that presents a suggestion for the rest of the word or phrase you are typing

• With its AutoComplete feature, Word predicts the word or phrase you are typing and displays its prediction in a ScreenTip

• If the AutoComplete prediction is correct, you can instruct Word to finish your typing with its prediction, or you can ignore Word’s prediction

Using AutoComplete

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Using AutoComplete

• If the AutoComplete prediction is correct, you can instruct Word to finish your typing with its prediction, or you can ignore Word’s prediction

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• If you press the ENTER key on subsequent lines in a paragraph, Word automatically will carry forward the paragraph formatting

• If you do not want the paragraph formatting carried forward, you will create a line break, which advances the insertion point to the beginning of the next physical line, ignoring any paragraph formatting

Entering a Line Break

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• Line break characters will not print

Entering a Line Break

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• You can create your own styles or use a predefined style that appears in the Styles gallery

• A style set contains formats for fonts and paragraphs• A font set defines one font for headings in a document

and another font for body text

Creating a Style

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• Sometimes, you want to know what formats were applied to certain text items in a document such as the font, font size, font color, etc.

• To display formatting applied to text, use the Reveal Formatting task pane

Revealing Formatting

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• A building block is a reusable formatted object that you can reuse in a document and is stored in a gallery

Inserting a Building Block Using the Building Blocks Organizer

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• When sharing a Word document with others, you cannot be certain that it will look or print the same on their computers or mobile devices as on your computer or mobile device

• If others do not need to edit the document, but only need to view and/or print the document, you could save the file in a format that allows others to view the document as you see it

Sharing a Document With Others

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• PDF, which stands for Portable Document Format, is a file format created by Adobe Systems that shows all elements of a printed document as an electronic image

• Users can view a PDF document without the software that created the original document

• To view, navigate, and print a PDF file, you use an application called Adobe Reader, which can be downloaded free from Adobe’s website

Saving a Word Document as a PDF Document and Viewing the PDF Document in Adobe Reader

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Saving a Word Document as a PDF Document and Viewing the PDF Document in Adobe Reader

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• XPS, which stands for XML Paper Specification, is a file format created by Microsoft that shows all elements of a printed document as an electronic image

• Users can view an XPS document without the software that created the original document

• Windows includes an XPS Viewer, which enables you to view, navigate, and print XPS files

Saving a Word Document as a XPS Document and Viewing the XPS Document in XPS Viewer

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• Word 2013 enables you to determine if a document is compatible (will work with) with earlier versions of Microsoft Word by using the Compatibility Checker

• If you would like to share a document in the Word 97-2003 format so that it can be opened by users with earlier versions of Microsoft Word, you want to ensure that all of its elements (such as building blocks, content controls, and graphics) are compatible with earlier versions of Word

Running the Compatibility Checker

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Running the Compatibility Checker

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• If you send a document created in Word 2013 to users who have a version of Word earlier than Word 2007, they will not be able to open the Word 2013 document because Word 2013 saves documents in a format that is not backward compatible with versions earlier than Word 2007

• Word 2013 documents have a file type of .docx, and versions prior to Word 2007 have a .doc file type

Saving a Word 2013 Document in an Earlier Word Format

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Saving a Word 2013 Document in an Earlier Word Format

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• Instead of printing and distributing a hard copy of a document, you can distribute the document electronically by sending it via email, posting it on cloud storage, posting it on a social networking site, blog, or other website and by sharing a link associated with an online location of the document

Inviting Others to View or Edit a Document

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Inviting Others to View or Edit a Document

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Inviting Others to View or Edit a Document• In Word, you can

include the current document as an attachment to an email message. An attachment is a file included with an email message

• In Word, you can include the current document as an attachment to an email message. An attachment is a file included with an email message

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• Word includes a Document Inspector that checks a document for content you might not want to share with others, such as personal information

• Before sharing a document with others, you may want to check for this type of content

Using the Document Inspector

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• If you have created a document using Word, you can save it in a format that can be opened by a browser, such as Internet Explorer

• When you save a file as a webpage, Word converts the contents of the document into HTML (Hypertext Markup Language), which is a set of codes that browsers can interpret

• Some of Word’s formatting features are not supported by webpage. Thus, your webpage may look slightly different from the original Word document

Saving a Word Document as a Webpage

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When saving a document as a webpage, Word provides you with three choices: • The single file Web page format saves all of the components of the

webpage in a single file that has a .mht extension. This format is particularly useful for sending documents via email in HTML format

• The Web Page format saves some of the components of the webpage in a folder, separate from the webpage and has a .htm extension. This format is useful if you need access to the individual components, such as images, that make up the webpage.

• The filtered Web Page format saves the file in webpage format and then reduces the size of the file by removing specific Microsoft Office formats. This format is useful if you want to speed up the time it takes to download a webpage that contains graphics, video, audio, or animations

Saving a Word Document as a Webpage

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Saving a Word Document as a Webpage• After creating and saving a web page you should test it in

at least one web browser to be sure it looks and works the way you intended

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• The email address in a webpage should be formatted as a hyperlink so that when webpage visitors click the hyperlink-formatted email address, their program will automatically run and open an email window with the email address already filled in

Formatting Text as a Hyperlink

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Formatting Text as a Hyperlink