Slide toàn tập microsoft word 2013 ch18

© Paradigm Publishing, Inc Objectives Objectives Chapter 18: Sorting and Selecting; Finding and Replacing Data Performance Objectives  Sort Text in Paragraphs  Sort Text in Columns  Sort Text in Tables  CHECKPOINT  Sort Records in a Data Source  Select Records  Find Records  Find and Replace Formatting  Find and Replace Special Characters  Use Wildcards  CHECKPOINT © Paradigm Publishing, Inc Objectives Objectives Sort Text in Paragraphs  In Word, you can sort text in paragraphs, text in columns within a table, and records in a data source file  Word can perform three types of sorts: text, number, and date  In an alphanumeric sort, Word sorts paragraphs beginning with a punctuation mark or special symbol first, followed by paragraphs beginning with a number and then paragraphs beginning with a letter  If you sort paragraphs alphanumerically or numerically, Word treats dates as regular text  Unless you select specific paragraphs to be sorted, Word sorts the entire document © Paradigm Publishing, Inc Objectives Objectives Sort Text in Paragraphs - continued Sort button To sort text in paragraphs: Select the text Click the HOME tab Click the Sort button in the Paragraph group Make any needed changes at the Sort Text dialog box Click OK © Paradigm Publishing, Inc Objectives Objectives Sort Text in Paragraphs - continued Use options in the Sort Text dialog box to specify the text on which you want to sort, the type of sort, and the sort order © Paradigm Publishing, Inc Objectives Objectives Sort Text in Paragraphs - continued In a text sort, Word arranges text in the following order: first, text Text beginning with special symbols, such as $ and #; second, text preceded by numbers; and third, alphabetically by letter Word can also sort letters by case—text beginning with uppercase letters first, followed by text beginning with lowercase letters In a number sort, Word arranges text in numeric order and ignores any Number alphabetic text Only the numbers through and symbols pertaining to numbers are recognized These symbols include $, %, ( ), a decimal point, a comma, and the symbols for the four basic operations: + (addition), - (subtraction), * (multiplication), and / (division) Word can sort numbers in ascending or descending order In a date sort, Word chronologically sorts dates that are expressed in a Date common date format, such as 06-01-2015; 06/01/2015; June 1, 2015; or June 2015 Word does not sort dates that include abbreviated month names without periods Word does not sort dates that are expressed as a month, day, or year only Like a numeric sort, a date sort can be in ascending or descending order © Paradigm Publishing, Inc Objectives Objectives Sort Text in Paragraphs - continued To display the Sort Options dialog box: Click the HOME tab Click the Sort button in the Paragraph group Click the Options button at the Sort Text dialog box Sort Options dialog box © Paradigm Publishing, Inc Objectives Objectives Sort Text in Paragraphs - continued  The Separate fields at section of the dialog box contains three options:  The first option, Tabs, is the default setting At this setting, Word assumes that the text to be sorted is divided by tabs   You can change this setting to Commas or Other With the Other setting, you can specify the text-dividing character by which to sort © Paradigm Publishing, Inc Objectives Objectives Sort Text in Paragraphs - continued  The Sort Options dialog box contains two choices in the Sort options section  The first choice, Sort column only, sorts only the selected column This choice is dimmed unless a column of text is selected  If a check mark appears in the Case sensitive check box, Word will sort text so that a word that begins with a capital letter is sorted before any word that begins with the same letter but lowercase © Paradigm Publishing, Inc Objectives Objectives Sort Text in Columns  When Word sorts text in columns, it sorts by field  Word considers text typed at the left margin to be Field 1, text typed at the first tab stop Field 2, text typed at the second tab stop Field 3, and so on  When you sort text in columns, make sure the columns are separated by one tab only  If you press the Tab key more than once between columns, Word recognizes each tab as a separate column In this case, the field number you specify may correspond to an empty column rather than the desired column © Paradigm Publishing, Inc 10 Objectives Objectives Select Records - continued To select records: Click the MAILINGS tab Click the Edit Recipient List button in the Start Mail Merge group At the Mail Merge Recipients dialog box, click the Filter hyperlink Make the desired selections at the Filter and Sort dialog box Click OK Filter hyperlink © Paradigm Publishing, Inc 21 Objectives Objectives Select Records - continued Use the Field option to specify which Use the Comparison and Compare to options to specify records field you want to select matching certain criteria © Paradigm Publishing, Inc 22 Objectives Objectives Select Records - continued  When you select a field from the Field option box, Word automatically inserts And in the first box at the left side of the dialog box  You can change this to Or if needed  With the And and Or options, you can specify more than one condition for selecting records as shown below Or option © Paradigm Publishing, Inc 23 Objectives Objectives Select Records - continued  If you want to clear the current options at the Filter and Sort dialog box, with the Filter Records tab selected, click the Clear All button as displayed below  This clears any text from text boxes and leaves the dialog box on the screen Clear All button © Paradigm Publishing, Inc 24 Objectives Objectives Find Records  The Find duplicates and Find recipient hyperlinks in the Refine recipient list section of the Mail Merge Recipients dialog box can be very useful for finding records in an extensive data source file  Use the Find duplicates hyperlink if you want to locate any duplicate records that appear in the data source file  If you need to find a specific record or records that meet a specific criterion, use the Find recipient hyperlink © Paradigm Publishing, Inc 25 Objectives Objectives Find Records - continued  When you click the Find duplicates hyperlink, any duplicate records display in the Find Duplicates dialog box  At this dialog box, remove the check mark from the duplicate record you not want to include in the merge Find duplicates hyperlink © Paradigm Publishing, Inc 26 Objectives Objectives Find Records - continued  To find a specific record in a data source file, click the Find recipient hyperlink Find recipient hyperlink © Paradigm Publishing, Inc 27 Objectives Objectives Find Records - continued  By default, Word searches for the specified text in all of the fields of all of the records in the data source file  You can limit the search by clicking the down-pointing arrow at the right of the This field option box and then clicking the specific field Find Entry dialog box © Paradigm Publishing, Inc 28 Objectives Objectives Find and Replace Formatting To find and replace formatting: Click the HOME tab Click the Replace button Click the More button With the insertion point in the Find what text box, click the Format button Select the desired format to search and click OK With the insertion point in the Replace with text box, click the Format button Select the desired format to replace and click OK Click the Replace All button Format button © Paradigm Publishing, Inc 29 Objectives Objectives Find and Replace Formatting - continued  By default, a Word document has the Office theme applied, which applies theme colors, fonts, and effects  The theme fonts include a body font and heading font  The default settings for theme fonts are Calibri (Body) and Calibri Light (Headings)  These fonts display at the beginning of the Font button drop-down gallery  You can search a document for a body or heading font and then replace it with a different font © Paradigm Publishing, Inc 30 Objectives Objectives Find and Replace Special Characters To find and replace a special character: Click the HOME tab Click the Replace button in the Editing group At the Find and Replace dialog box, click the More button Click in the Find what text box Click the Special button Click the desired character Special (continues on next slide) © Paradigm Publishing, Inc button 31 Objectives Objectives Find and Replace Special Characters - continued Click in the Replace with text box Click the Special button Click the desired character 10 Click the Replace All button Replace All button © Paradigm Publishing, Inc 32 Objectives Objectives Use Wildcards  The expanded Find and Replace dialog box contains a Use wildcards check box  Insert a check mark in this check box if you want to use wildcard characters in a search to find or find and replace data  For example, if you want to find the company name Hansen Products and think it may also appear in the document as Hanson Products, you can find both spellings by typing Hans?n in the Find what text box Word will find Hansen and Hanson if the Use wildcards check box contains a check mark © Paradigm Publishing, Inc 33 Objectives Objectives Use Wildcards - continued * ? @ < > © Paradigm Publishing, Inc Indicates any characters For example, type le*s and Word finds less, leases, and letters Indicates one character For example, type gr?y and Word finds gray and grey Indicates any occurrence of the previous character For example, type cho@se and Word finds chose and choose Indicates the beginning of a word For example, type and Word finds election, deduction, and education 34 Objectives Objectives CHECKPOINT 1) Clicking Clicking aa field field column column heading heading in in the the Merge Merge Recipients Recipients 3) dialog dialog box box sorts sorts the the column column in in this this order order a b c d records records that that appear appear in in the the data data source source file file a b c d forward forward backward backward ascending ascending descending descending Click Click this this hyperlink hyperlink if if you you want want to to locate locate any any duplicate duplicate Answer Find Find duplicates duplicates Validate Validate addresses addresses Find Find recipient recipient Sort Sort Next Next Question Question 2) Word Word automatically automatically inserts inserts this this in in the the Comparison Comparison option option Next Next Question Question 4) Chapter Chapter 18 18 provides provides this this symbol symbol as as an an example example of of aa box box of of the the Filter Filter and and Sort Sort dialog dialog box box wildcard wildcard a b c d a b c d © Paradigm Publishing, Inc Answer Equal Equal to to Not Not equal equal to to Less Less than than Greater Greater than than // ++ ?? ”” Answer Answer Next Next Question Question Next Next Slide Slide 35 Objectives Objectives ... Paragraphs Paragraphs Fields Fields Words Words paragraphs paragraphs spaces spaces commas commas tabs tabs Answer Answer Next Next Question Question Next Next Slide Slide 15 Objectives Objectives... check mark appears in the Case sensitive check box, Word will sort text so that a word that begins with a capital letter is sorted before any word that begins with the same letter but lowercase... sort, Word arranges text in the following order: first, text Text beginning with special symbols, such as $ and #; second, text preceded by numbers; and third, alphabetically by letter Word can