Table of Contents. Rev. E 10/22/2012 Downers Grove Public Library Page 1 of 45

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1 Table of Contents Objectives... 3 Formatting Headers and Footers... 3 Adding a Table of Contents... 6 Accessing Styles... 6 Applying Headings... 7 Generating a Table of Contents... 8 Updating the Table of Contents... 9 Adding Sources and Citations Adding New Source Adding Citations from Existing Sources Creating a Bibliography Adding Text Boxes to Documents Preformatted Text Boxes Creating a Text Box, Adding a Picture and Formatting the Text Box Linked Text Boxes Adding a Text Box into a Shape Resources Finding Expressions Fonts Downloading and Installing Fonts Graphics Free Photos Free Clip Art Changing Paper Orientation from Portrait to Landscape Tracking Changes Creating a Mail Merge Rev. E 10/22/2012 Downers Grove Public Library Page 1 of 45

2 This page is intentionally blank. Page 2 of 45 Rev. E 10/22/2012

3 Objectives By the end of class, you will know how to: Format different headers and footers Create a table of contents using styles Format a bibliography Adding text boxes to documents Track changes in documents Generate documents using the Mailings tab Formatting Headers and Footers Sometimes it s easier to add headers and footers after you ve typed at least three pages of your document. Dialog Launcher 1. Click the Page Layout tab 2. From the Page Set Up group, click the Dialog Launcher 3. A pop-up screen appears, click the Layout tab 4. Click in the boxes next to Different odd and even and Different first page until checkmarks appear. 5. Click Rev. E 10/22/2012 Page 3 of 45

4 6. Click the Insert tab on the Ribbon 7. Click either Header or Footer from the Headers & Footers group 8. Click Edit Header 9. See how Header & Footer Tools are displayed at the top of the screen. Notice that the rest of the document is grayed out. We will leave the first page blank. Scroll down to Even Page Header. Page 4 of 45 Rev. E 10/22/2012

5 10. Click in the area above Even Page Header to see a flashing cursor 11. Type Garvey Family Cookbook continued 12. Click in the area under Even Page Footer to see a flashing cursor 13. Click the Header & Footer Group/Page Number 14. Scroll down the screen at the right to select the page number format 15. Click the tab symbol until it looks like which is the symbol for right align tab 16. Press the tab key on the keyboard 17. Type today s date 18. Click in the area above Odd Page Header to see a flashing cursor 19. Type Garvey Family Cookbook continued 20. Click in the area under Odd Page Footer to see a flashing cursor 21. Type today s date 22. Click the tab symbol until it looks like which is the symbol for right align tab 23. Press the tab key on the keyboard 24. Click the Header & Footer Group/Page Number 25. Scroll down the screen at the right to select the page number format Rev. E 10/22/2012 Page 5 of 45

6 26. After you ve formatted the headers and footers, click the red X above Close Headers and Footers Adding a Table of Contents When creating a document, headings are important. Not only do they break up and add interest to the copy, but you can use headings to generate a table of contents. Accessing Styles Styles Click to see available styles To change styles, click the Page Layout tab, Themes group Themes are fonts and colors that are designed to complement each other. Themes are available in Excel, PowerPoint, Publisher and Word. Here s how it works: one member of a team is working on a marketing plan using Word, and another member of the team is working on a budget using Excel. To make the plan and the budget look consistent and cohesive, apply the same theme to both documents. Page 6 of 45 Rev. E 10/22/2012

7 Applying Headings 1. Highlight the text that you wish to format 2. Click a style, for example Heading 1 3. Repeat steps 1 and 2 to add additional headings To repeat a format, you can also use the Format Painter Click the format you wish to repeat. Click the Format Painter from the Home tab, Clipboard group. Highlight the text that you wish to reformat. Notice that the format repeats. You can do this with graphics, too. Rev. E 10/22/2012 Page 7 of 45

8 Generating a Table of Contents 1. Position the flashing cursor where you d like to insert a table of contents. 2. From the Reference tab, Table of Contents group, click 3. Click the preferred formatting of your Table of Contents, for example, Automatic Table 1 Page 8 of 45 Rev. E 10/22/2012

9 Updating the Table of Contents 1. Click the table of contents 2. Click Update Table 3. If you ve added additional headings to the document, click in the circle next to Update entire table 4. Click Rev. E 10/22/2012 Page 9 of 45

10 Adding Sources and Citations 1. Click the References tab from the Fluid User Interface aka the Ribbon 2. From the Citations & Bibliography group, click the down arrow next to Style: APA 3. Click a style, for example, APA Adding New Source 1. From the Citations & Bibliography group, click Manager Sources Page 10 of 45 Rev. E 10/22/2012

11 Copies the selected record into the Current List Deletes the selected record Opens the Edit Source screen Opens the Create Source screen Note: Sources used in other documents appear in the Master List. To add to the Current List, click the record and click 2. Click Click to see other formats Format Tips 3. Enter the information into the fields Note: To see all available fields, click in the box next to Show All Biography Fields until a checkmark appears. 5. Click Rev. E 10/22/2012 Page 11 of 45

12 Adding Citations from Existing Sources 1. Position the flashing cursor where you want the citation inserted 2. Click 3. From the drop-down menu, click the correct citation, for example, Bechel, Kim E., et. al. Page 12 of 45 Rev. E 10/22/2012

13 Creating a Bibliography 1. Click 2. From the drop-down menu, click either Bibliography or Works Cited Rev. E 10/22/2012 Page 13 of 45

14 Adding Text Boxes to Documents Text boxes float above the document and can be moved. Preformatted Text Boxes 1. Click the Insert tab 2. Click Text Box from the Text group 3. Click a quote format from the drop-down screen Page 14 of 45 Rev. E 10/22/2012

15 4. If you don t like where the text box appears, position your cursor until it looks like a four-headed arrow, hold down the LEFT mouse button and drag the text box to the correct position. 5. Highlight the text and type Rev. E 10/22/2012 Page 15 of 45

16 Creating a Text Box, Adding a Picture and Formatting the Text Box 1. Click Draw Text Box 2. The cursor will look like a cross. Position it where you want to insert the text box. Hold down the LEFT mouse button and drag. 3. Remember the text box floats above the paper, so you may have to move text or the text box. Page 16 of 45 Rev. E 10/22/2012

17 4. Type in the text box or insert a picture. To insert a picture, click in the text box, click 5. Double click the picture you wish to insert or click 6. You may have to make the text box bigger. You can also format the picture using Picture Tools. RIGHT click the text box. 7. LEFT click Format Text Box Rev. E 10/22/2012 Page 17 of 45

18 8. Drag the button to make the text box 100% transparent. That means that what is under it will show through. 9. Click the down arrow next to color 10. From the drop down, click No Color 11. Click Page 18 of 45 Rev. E 10/22/2012

19 Linked Text Boxes 1. Type the text that you want to put in the text box first 2. Hold down the Ctrl key and press the N key on the keyboard 3. Click the Insert tab/header & Footer group 4. From the drop-down screen, click Draw Text Box Rev. E 10/22/2012 Page 19 of 45

20 5. Draw a text box 6. Click in the text box 7. Hold down Ctrl and press the V key to paste the text Page 20 of 45 Rev. E 10/22/2012

21 8. Click the Insert tab/header & Footer group 9. Click Draw Text Box 10. RIGHT click the first text box 11. Click Create Text Box Link from the pop-up screen Rev. E 10/22/2012 Page 21 of 45

22 12. The text flows to the next text box. Page 22 of 45 Rev. E 10/22/2012

23 Adding a Text Box into a Shape 1. Click the Insert tab, Illustrations group 2. Click a shape from the drop-down menu Rev. E 10/22/2012 Page 23 of 45

24 3. Move the cursor down to the document. It will look like a +. Hold down the LEFT mouse button and drag 4. Drawing Tools appears. You can change the look for the shape. You can also rotate the shape. Page 24 of 45 Rev. E 10/22/2012

25 5. Click the Insert tab, Text group 6. Click Text Box 7. Click Draw Text Box from the drop down screen Rev. E 10/22/2012 Page 25 of 45

26 8. The cursor will look like an +. Position the cursor in the arrow. Drag it. 9. Type the text. Note: You may have to fix the margins 10. Highlight the text to make it bigger or change the font, etc. 11. Right click on the border of the text box 12. Click Format Text Box from the drop-down screen Page 26 of 45 Rev. E 10/22/2012

27 13. Make the text box 100% transparent 14. Click the down arrow next to Color 15. Click No Color 16. Click Rev. E 10/22/2012 Page 27 of 45

28 Resources Finding Expressions About.com: Special Day Quotations BeingLive.com: Empowering Quotes Empowered Quotes Funny Little Sayings Greeting Card Messages The Phrase Finder: Christmas Card Sayings Page 28 of 45 Rev. E 10/22/2012

29 Fonts Office 2007 contains fonts. To get more fonts you may have to buy them or download them free from these sites: California Fonts Free Fonts dafont.com Downloading and Installing Fonts 1. Visit a free font site like 1001 Free Fonts. 2. Scroll down the page until you see a font that you d like to save. 3. Click Rev. E 10/22/2012 Page 29 of 45

30 4. Click 5. Click Extract all files Page 30 of 45 Rev. E 10/22/2012

31 6. Click Rev. E 10/22/2012 Page 31 of 45

32 7. Click the Start Button on the Task Bar 8. Select Settings/Control Panel from the pop-up menu 9. Double click the Fonts folder Page 32 of 45 Rev. E 10/22/2012

33 10. Open up the screen that contains the extracted font file. 11. Position the cursor on the font file, and hold down the LEFT mouse button 12. Drag the file into the Fonts screen. The font is now available for use in all software programs. Graphics Free Photos FreeDigitalPhotos.net Photos8 Stock.xchng Stockvault.net Free Clip Art AAAClipArt.com Clip Art Castle [Note: To view clip art, you need to install software on your computer] Christmas Graphics Plus Christmas Gifts.com: Christmas Clip Art Microsoft.com Rev. E 10/22/2012 Page 33 of 45

34 A great place to get copyright-free clip art is Dover Publications You will have to pay for the clip art; however, it s high-quality and, in most cases, unique. Changing Paper Orientation from Portrait to Landscape Dialog Launcher 1. Click the Page Layout tab 2. Click the dialog launcher from the Page Setup group 3. From the Margins tab, select Landscape under Orientation 4. Click the down arrow next to Apply to 5. Click This point forward Repeat steps 1 through 5 to return the orientation to landscape. Page 34 of 45 Rev. E 10/22/2012

35 Tracking Changes 1. Click the Review tab 2. From the Tracking group, click Track Changes Tracking Changes is a toggle key. Click Tracking Changes to turn it off. Creating a Mail Merge 1. Click the Mailings tab from the Fluid User Interface, aka, the Ribbon. 2. Click Start Mail Merge 3. Click Step by Step Mail Merge Wizard from the drop-down screen Rev. E 10/22/2012 Page 35 of 45

36 Mail Merge Wizard 4. Click in the circle next to Letters 5. Click Next: Starting document Page 36 of 45 Rev. E 10/22/2012

37 6. Click in the circle next to Start from existing document Rev. E 10/22/2012 Page 37 of 45

38 7. If you see the document in the list, click it. If you don t see the document, click 8. Find the file and click it 9. Click Page 38 of 45 Rev. E 10/22/2012

39 10. Click Next Select recipients 11. Click 12. Click 13. Type a name for the new field, for example, Spouse Name 14. Click Rev. E 10/22/2012 Page 39 of 45

40 11. Move Spouse Name to the bottom of the field list by highlighting it and clicking Move Up or Move Down 12. Click 13. Type information into the fields. To go to the next field press the Tab key on the keyboard. 14. When you are down adding information, click Page 40 of 45 Rev. E 10/22/2012

41 15. Type a name for the data 16. Click Rev. E 10/22/2012 Page 41 of 45

42 17. Click Page 42 of 45 Rev. E 10/22/2012

43 18. Click Write your letter Rev. E 10/22/2012 Page 43 of 45

44 19. Position your cursor where you want the address to appear 20. Click Address block on the right 21. Choose how you want the address block displayed 22. Click 23. Position your cursor where you want the greeting line, that is, salutation to appear. 24. Click Greeting line on the right Page 44 of 45 Rev. E 10/22/2012

45 25. Click the down arrow to see the desired salutation format 26. Click You may have to play with the paragraph spacing. 27. Click Next: Complete the merge 28. Click Print or Edit individual letters. Edit individual letters will merge the letters into a new document. Rev. E 10/22/2012 Page 45 of 45