Microsoft 365: Word Intermediate (2023): Adding Data & Calculations

Name: Microsoft 365: Word Intermediate (2023): Adding Data & Calculations
Author: Catherine Smith

Learn to use Word efficiency tools, including a Microsoft Excel spreadsheet

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Course: On-Demand

Hello, my name is Katherine Smith, and in these lessons, we will learn to use a feature called Quick Parts. We will use the Equation Editor. We will learn to Insert Charts and Graphs into Microsoft Word, and we will also learn to bring data from Excel into Word. Now all the above-mentioned features which we will be exploring are contained in the desktop version of Word. The online version presently does not contain the capability to access these features. Let's start by exploring Quick Parts. Quick Parts is actually broken down into three independent activities or features, beginning with Autotext. What is Autotext? Well, let me demonstrate. If I were to begin to type the word Monday, when I tapped the fourth letter, a small ghosted out box appears above the word with the entire word Monday. The system intuitively observed that I was in all likelihood typing the word Monday. Pressing Enter will complete the entry. Going to go down a few lines, and I'm going to type an address. Let's just say for the sake of the example, I work at a company ABC company. Now pressing my Enter key is a paragraph break, and by default, I have eight points of space after each paragraph. So instead of pressing Enter, I'm going to hold the Shift key down and tap the Enter key so that I do not receive a paragraph break. Alternatively, I get a line break. I'm going to type a sample address. Let's just say for the sake of the example, that's a company that I work with. And I would like a Autotext entry so that in the future, I don't have to type this information. So I'm going to select it. I'm going to go to Insert on the Ribbon. Press the down arrow next to Quick Parts, and then Autotext. Now I'm going to save the selection to the gallery. I'm going to accept the defaults, and I don't believe I need to enter a description. I'm going to choose OK. So going forward now, anywhere within Word, if I begin to type ABC company when I type the fourth letter, that Autotext box appears on the screen, pressing the Enter key will completely address. This could be a pretty substantial way to save time in the future when I need to type ABC company's address. In terms of this feature, you are able to include as many Autotext entries as you need, and they become part of the Quick Parts gallery. Now if I decide I do not need that Autotext entry anymore, I am able to go to the Building Blocks, Organizer, look for my Autotext entry, which I see here, ABC company, and simply tap the Delete key. So going forward, ABC company no longer provides an Autotext entry. Let's take a look at the second item in the Quick Parts dropdown called Document Property. Now these properties are built into Word and the information contained within can be edited by the user of the system. In order to do that, you simply go to the File tab and choose Info. Once you go to Info, Properties has a dropdown, Advanced Properties, and you are able to enter information in any of the document property entry areas. I am going to add ABC company as my company. Now within the document, using Quick Parts, again, which is under the Insert tab on the ribbon, I am able to choose Company and a property field will be inserted into the document. I am able to use that field, that property, in any position within any document that I desire. And there is an efficiency with properties in that. If something were to change, perhaps I needed to include LLC at the end of my company, and I had used this property in many different areas within my documents or files. If I were to go back to my Info Area, again, Advanced Properties, if I were to edit the information, the system would automatically reflect the edit. Now the last item within Quick Parts is Field. Now Field is in some ways similar to document properties. In fact, when you review the fields, you will see some of the document properties listed. However, there are more fields available throughout this scroll bar, as you can see. So let's just say that I need to place the document creation date onto the screen. There's a number of formatting options I may choose and click OK. So fields are codes embedded within Microsoft Word, and as a convenience, you may insert them into your document at any position throughout the system. So the main focus and intended purpose of Quick Parts is to provide efficiencies for the user through the use of auto text, document properties, or fields. Stay tuned for the next lesson where we learn how to use the equation editor. Thanks for watching.

Intermediate Provider : Catherine Smith 4 Lessons · 29m in English

Course Description

Microsoft Word contains several efficiencies that will save time when used properly. Quick Parts provides the ability to customize AutoText entries, document properties, and Word fields. You can take advantage of these important features to assemble documents and leverage the power of Word’s intuitive features. With Quick Parts, you can use charts to provide a more concise method of representing data in your document. Word also allows you to use simple tables to display information, or to insert a Microsoft Excel spreadsheet, which has most robust features that extend the capabilities of tables.

In these lessons, you will learn how to include a variety of tools in your document. Most features presented in this lesson will require the use of the Word desktop app. We will go over how to use the Quick Parts feature, the Equation Editor, and charts. At the completion of the lesson, you will be able to embed an Excel spreadsheet within a Word document.

What You'll Learn

Gain efficiencies through the Quick Parts feature in Word Desktop
Include charts and graphs in your documents
Use the Equation Editor to create and insert equations for data
Embed an Excel spreadsheet within a Word document
Copy data from Microsoft Excel into Word

Key Takeaways

Quick Parts provides the ability to customize AutoText entries, document properties, and Word fields to help assemble documents.
Charts offer a more concise method of representing data in a document.
Word allows you to use simple tables to display information, or to insert a Microsoft Excel spreadsheet for more robust features that extend the capabilities of tables.
Most features presented in this lesson require the use of the Word desktop app.
By the end of the lesson, you will be able to embed an Excel spreadsheet within a Word document.

Frequently Asked Questions

What will this course teach me to do in Word?

It covers using the Quick Parts feature, creating and inserting equations with the Equation Editor, using charts and graphs, and copying data from or embedding a Microsoft Excel spreadsheet within a Word document.

Do I need the Word desktop app for this course?

Yes. Most features presented in this lesson require the use of the Word desktop app.

What lessons are included?

The lessons are Using Quickparts in Word Desktop, Creating and Inserting an Equation with Word Desktop, Using Charts and Graphs in Microsoft Word, and Copying Data From Microsoft Excel.

What skills does this course build?

It builds skills in Microsoft Word, Microsoft Excel, Microsoft Office, Microsoft Office 365, Office App, and Word VBA.