September 8, 2019 0

Word 2013 for Beginners Part 13: Inserting Symbols, Date, Time, and Document Property

Hello again and welcome back to our course
on Word 2013. In the preceding two sections, we’ve been
looking at ways of inserting and editing text in Word 2013. Much of what we’ve looked at would apply
to graphics, for example, as well to images, photos, and the like. In this section, we’re going to look at
some special cases quite briefly, but they’re primarily also relate to text. And we’re going to start by looking at inserting
symbols. Now to make these examples a little bit easier
to follow, I’m going to make the font size a little bit bigger. It’s currently 11 point. I’m going to move it up to 18 point. And what I want to do is to suppose that I’m
going to write a copyright notice here. So Copyright 2013. And between those I want to put in a copyright
symbol. So how do I do that? Well, if I go to the Insert tab right over
on the right one of the options in the Symbols Group is Symbol. Click on the drop down and I’m offered a
number of symbols. Now recently used symbols, most popularly
symbols initially will appear in a list at the top, and one of those is the copyright
symbol. So if I click on the copyright symbol, it
appears there exactly where I want it. So that’s a very straightforward symbol
to insert into a document in Word 2013. So let me look at another couple of options,
the similar kind of thing. Supposing I wanted to put a trademark symbol
in; I could follow exactly the same procedure but this time I’m going to click on More
Symbols. And if I look at More Symbols, I can see two
tabs. There’s a Symbols tab and there is a Special
Characters tab. On the Symbols tab with a font of normal text,
which is basically the same font or I should say an extension to the same font that you’re
using in the body of the document which in this case the Calibri font. And then there are subsets. Now I’m not going to go into all these font
subsets. Suffice to say that if you have a particular
font selected, you want to find the TM symbol, you can scroll down a very, very large number
of additional characters corresponding to different alphabets, Cyrillic, Scandinavian,
all sorts of alphabets and different combinations of characters there. And normally you will find the one you want. If for any reason you cannot find the character
that you want then you can try the Special Characters tab over here and not only does
this give you several special characters but in some cases, there is also a shortcut key
to achieve the same affect. So for instance, let’s suppose here I’m
going to put the trademark symbol in. There’s trademark, TM, click on Insert,
Close, the trademark symbol is there. But with the registered symbol, there is actually
a keyboard shortcut. So let me just go back into that again, Symbol,
More Symbols, Special Characters, the registered mark it’s Alt-Control-R. So let me cancel
that and here type, hold down the Alt key, hold down the Control key, press the R, and
I get a registered symbol. Now I may well need to resize any of these
symbols depending on the effect, whether they’re visible, whether they’re too small, too
large. But that’s basically how you put these various
symbols in, and the symbols you can insert include accented characters. So if you’re say writing a document in English
but you need to put in a couple of French terms with accented characters, you can follow
that kind of approach as well. And now there’s just one other little group
of commands that we need to take a quick look at here. To the left of the Symbols Group is a Text
Group, and within the Text Group, there are various ways of inserting text into a document
that can save you a great amount of time. Now to take a specific example of that, the
last option here, the bottom right one, if I hover over it, I see the screen tip of object,
but if I click on the drop down one of the options is to insert text from a file. And if you have text from a file, you can
quickly insert it just by choosing that option, browsing to find the file, and then all of
the text in that file can be inserted into your Word document. It’s a very useful option. Above that is an option which you can use
to insert the Date and Time at wherever the cursor in your document. So click there, the Date and Time dialog appears. You can choose a format for the Date and Time;
so for instance, Monday, December 17, 2012. And then you can also check this box here. If you do check it, it will cause that Date
and Time to be updated automatically. So somebody looking at this document subsequently
would see an updated date. Now, of course, sometimes you may want it
to update automatically, sometimes you may not. But the option is there. Now there are various other options in this
Text Group for text that I can enter into the document. The last one I want to look at is the middle
option, top one here, click on the drop down, and one of the options is Document Property. If I hover over that, it gives me a list of
some of the properties of a document that I might want to insert at this point. We looked at Document Properties earlier in
the course. So let’s choose one of those. What about author? Supposing I want to put the author name somewhere
in a document; click on author, there it is. And that in itself may not seem much of an
achievement but supposing I went in now to this document, having inserted that and I
changed the author name. So let me just go into File. So let’s suppose I want to change that. Toby wasn’t actually the name of the author. I want to change that property. I want to change it to say fully Arnott. Okay, that’s the correct name. Click on OK. Now let me go back into my document and, of
course, that has been updated. Now the important thing there is that when
we inserted that text from the Text Group we didn’t just insert the word Toby, we
inserted a thing called a Field. The Field’s value was Toby when we inserted
it. We went back into the Document Properties
and changed the name to Toby Arnott and that updated the name in the document. So if you’ve got something in a document
that may change over time you can use that approach. So that leads us neatly to the second exercise
for you on this course. I would like you to make a very straightforward
Word document with just two lines in it. It will be example-02 and the one that’s
supplied with the course, example-02 will be my version of that. It should just be a document that looks like
this. It should say Copyright, copyright symbol,
your name, but not your name typed literally. I want it so that it’s using your name as
the author of the document and such that if you go in and change the author of the document
the words there will change as well. And I’d also like it to have a single line
underneath that with the current date and inserted in such a way that if you opened
it on a different day, it would have that date on it. So that will be your example-02. It’s my example-02 if you’d like to check
my version. And of course, you need to make sure yourself
that both lines work correctly. I’ll see you in
the next section.

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