Document Formatting and Page Layout

Transcription

1 Word 2013 Document Formatting and Page Layout Introduction Instructional designers create a lot of documents such as job aids, training manuals, memos, and so forth. They do so using Word software. While most of us have used Word over the years, many of us have not utilized advanced features offered in Word, especially as it relates to document formatting and page layout. The purpose of this lesson is to review these Word aspects. The benefit of learning these skills is to create visually appealing manuals that include formatted titles, headings, page borders, and other elegant attributes not found in ordinary documents. It is important that your training materials have visual appeal in order to motivate your trainees to pay attention to the lessons you are presenting. Objectives At the end of this lesson you will be able to: Select and Edit Themes; Apply Headings and Text Create Lists with Bullets and Numbers; Adjust Line Spacing; Add Dropped Capital Letters; Add Horizontal Lines; Create a New Page Not from a Template; Layout a New Document Not from a Template; Create Headers and Footers; and, Create a Table Outline Selecting and Editing Themes Applying Headings and Text Creating Lists with Bullets and Numbers Adjust Line Spacing Adding Dropped Capital Letters Adding Horizontal Lines Creating a New Page Not from a Template Word P a g e C o p y r i g h t D r. L a n i g a n

2 Layout a New Document Not from a Template Creating Headers and Footers Creating a Table Word P a g e C o p y r i g h t D r. L a n i g a n

3 Selecting and Editing Themes As you can see from this document, I have a theme. My theme provides consistent colors for my main headings, which are blue, such as the one above and black for my document text. Besides uniform colors, my font sizes and styles for headings and text are constant. I also have a page border that accompanies my theme. These consistencies help create a visually stimulating document. Let s practice creating such a document. Open Word. Click Blank Document. After the new document opens, click Design; and then look to the left of the screen to examine the Themes box. You want to select a Theme. Click the down arrow on the Themes. Select Ion or some other themes of your choosing. Now you want to select your colors and your fonts. For colors, select Blue and for fonts select Arial. Besides acknowledging the theme selections, we also want to create a page border. To create a page border: Under the Design tab; click Page Borders. In the Borders and Shading box, click Art; select the border you want. Click ok. You now have established your page parameters and are ready to type some text. Word P a g e C o p y r i g h t D r. L a n i g a n

4 Applying Headings and Text Your document is ready for text. Before typing text, you want to tell Word what type of text you are writing, that is, normal, title, heading 1, and so forth. If you open the Home tab, you will see in the middle of the tab, the text features. Let s begin our document with a heading. First, click Title. Next, type your title. Subsequently, create a subtitle. Click Subtitle (if you don t see it, click the down arrow to find it). Type a subheading. Let s say you don t like the heading style that comes with this theme change it. To see what style you prefer, hover over the Title Style Set Gallery under the Design tab. Select a new style. Word P a g e C o p y r i g h t D r. L a n i g a n

5 If you wish to center the title, highlight the two titles; click the home tab; and click the center key as illustrated by the red square. Next, create space from the heading to the content area by pressing the enter key twice. Now let s create our first heading similar to this manual s Introduction on page. To create your first heading: Click Heading 1; type your heading. Notice how the theme activates to create the formatted style. To create text under the heading: Click Normal; type your text. Word P a g e C o p y r i g h t D r. L a n i g a n

6 EXERCISE: Create an introductory page similar to this workbook s page one. Once you get to the objectives, type the heading and the first line. In the next segment, we will create a bulleted list. Word P a g e C o p y r i g h t D r. L a n i g a n

7 Creating Lists with Bullets or Numbers Instructional designers often create lists within their documents to offset important text such as the objectives on the introductory manual page. To create a bullet list: Click the bullet icon under the Home tab. Type your list of objectives. To customize a bullet list: Click the down arrow next to the bullet icon. Select what symbol you want. To create a numbered list, you follow the same steps but select the numbered icon next to the bullet icon. EXERCISE: Complete the objectives from the previous example by adding bullets and typing in the three of the ten objectives as illustrated. Word P a g e C o p y r i g h t D r. L a n i g a n

8 Adjust Line Spacing The Word theme automatically creates line spaces between paragraphs and after headings. But sometimes you may want to change the line space. To change the spacing within a paragraph: Highlight the entire paragraph; click Home tab; click Line Spacing icon; select number. Notice how the text moves to double-space when you highlight the 2.0. Adding Dropped Capital Letters Besides changing paragraph spacing, you can enhance a paragraph by adding a dropped capital letter to the first letter of a new paragraph. EXAMPLE Go from this: To this: Word P a g e C o p y r i g h t D r. L a n i g a n

9 To create a dropped capital: Click to the left of the first letter of the first word in the paragraph. Click the Insert tab. Click Drop Cap icon. Click Dropped. Adding Borders, Horizontal Lines, and Shading At the beginning of this lesson, we added a border around the entire document. You can also add borders to text and paragraphs. To place a border around text, highlight the words you want to add a border to. For example, let s highlight the word, Objectives the document you created in the earlier exercise. Next, follow these steps. Click the Borders drop down arrow as illustrated. Hover over each border option to see what it does. Select Outside borders. Word P a g e C o p y r i g h t D r. L a n i g a n

10 Now let s fill the border with shading. Highlight the word; click Borders down arrow; click Borders and Shading. Click the Shading tab; click the color you want; click OK. Word P a g e C o p y r i g h t D r. L a n i g a n

11 In addition to adding borders and shading, you may wish to add horizontal lines to break up text as illustrated. To do so, position your mouse at the point where you want the line to appear. Next, click the Borders down arrow. Click Horizontal Line. Word P a g e C o p y r i g h t D r. L a n i g a n

12 EXERCISE: Activities Completed So Far Start a new document. Select a theme, colors, and font. Create a document with the following information. reating a New Page Not From a Template On Page 1 Title: Subtitle: Heading 1: Create Text: My Favorite Hobby Type the title of your favorite hobby. Introduction Objectives Outline Create text under each of the three headings listed above. On Page 2 Create the first heading for your lesson and type text underneath the heading. Type at least four to six sentences. The line spacing for the entire page should be single space. Add a dropped capital letter to the first paragraph heading. Add a horizontal line after the paragraph. Create a border around the entire block of text for Outline and add shading as illustrated below. Word P a g e C o p y r i g h t D r. L a n i g a n

13 Layout a New Document Not from a Template Let s say we want to create a new document from scratch. Our document is going to contain two-columns on an 8.5 by 11 horizontal page with moderate margins. To create a new document from scratch: Click File; click New; click Blank document. To change the page layout: Click the Page Layout tab. All the information to edit the layout is found under this tab. Click Margins; click Moderate. Click Orientation; click Landscape (to get horizontal). Click Columns; click Two. We have now set-up our page and we can type in text. Notice how it created the two columns. Creating Headers and Footers In your new document, you want to have a header and footer, which you will locate under the Insert tab. For a header, click Header. Select the header you wish to have and edit the information to what you want. For a footer, click Footer and follow the same process. Word P a g e C o p y r i g h t D r. L a n i g a n

14 Creating a Table In addition to using headers and footers within their documents, instructional designers often use tables. As a part of this lesson on layouts, we will create a table from scratch. To create a table: Click Insert; click Table; click and drag as many columns and rows you need. To add or delete table rows or columns: Click in the row; right-click so the options appear. Click Insert to add columns or rows; and Delete cells to remove. Word also gives you the options to merge two cells together as well as to split cells. Let s say you want to create a fancier table. Word has already done this for you. Click Insert; click Table; click Quick Tables. Select the table format you want. Word P a g e C o p y r i g h t D r. L a n i g a n

15 Now you can type over the information to make it your own. You can also create a Table Style. To create a style: First create a regular table, that is, click Insert; click Table; select columns and rows. Next, under the Table Tool bar, select a style you want. Click the down arrow next to the styles. Select Modify Table Styles and enter your information before clicking ok. Word P a g e C o p y r i g h t D r. L a n i g a n

16 EXERCISE: Final Practice Let s create a new document from scratch. Our document is going to contain: One column on an 8.5 by 11 portrait page. Margins that are a half an inch from the top and bottom. Create a header that reads: Page Layouts in Word Create a footer that contains your name as the author and the page number. Create a table with 2 columns and four rows. Style the table so that it is Light Shading Accent 1. In the first column type: Insert. In the second column type: Page Layout. Type a number in each of the remaining cells. As a bonus: center all cells. After you are done, show your instructor your work. Word P a g e C o p y r i g h t D r. L a n i g a n

17 Summary In this lesson you learned how to select and edit themes. You applied various headings including titles, subtitles, heading 1, and normal text. You created both bullet and numbered lists. You also edited line spaces after sentences and paragraphs. You also learned how to drop capital letters and add horizontal lines to create an interesting visual effect. Besides editing themed documents, you created a new document from scratch in which you set-up page margins, orientation, and size, including the number of columns. You added headers, footers, and tables, both plain and stylized. In the next lesson, you will how to manipulate images in Paint in order to add images to your documents. These images will include both photos and clipart. Word P a g e C o p y r i g h t D r. L a n i g a n

18 Word P a g e C o p y r i g h t D r. L a n i g a n