Workshop 5: Microsoft Word To the Beginner User
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- Adelia Bates
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1 Workshop 5: Microsoft Word To the Beginner User Contents Introduction... 2 Working with Styles... 2 Basic Styles Anatomy... 2 Formatting Styles... 3 Creating New Styles... 3 Modifying Styles... 6 Format Painter Tool... 8 Bullets/Numbers Bullets Numbers Managing Bullets and Numbers Tab Key Using the Icons Paragraph Formatting Indentations: First Line Indentation: Hanging Line Spacing Spacing Before/After The Show/Hide Tool Working with Page Setup Inserting Watermarks Borders Columns Page Orientation Inserting Images Header/Footer Adding page numbers Adding ownership
2 Main Body Mail Merge Table of Contents Using Headings Introduction In this lesson you will learn how to create and stylize a document to your needs. You will learn how to format Styles, creating a new Style, modifying Style, learn how to apply the Format Painter tool, insert bullets/numbers, working with symbols, indentations, using the Show/Hide tool, page setup, watermarks, and borders. You will apply these skills on a project that will be given to you during the lesson. You will also learn how to manage and create columns, inserting logos, creating labels, and mail merge. Saving to different file formats and more. Working with Styles Basic Styles Anatomy Styles Gallery Styles Dialog Box More Styles 2
3 Formatting Styles To apply a style simple click on the style you want then start typing in the body Now headings are multi-function formatting. They are used to visually separate topics as well as creating table of contents, which you will see later. Creating New Styles For example I wanted to add a new style into the Styles Gallery for Genus and Species. If you are scientist we use the format Genus species to describe an organism. So we will create a style that would satisfy this need. Start 3
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5 Now the Application We want to apply the new styles we created Genus Species to so we highlight the object or characters Then we apply Genus Species 5
6 Modifying Styles To modify a style simply go back to Note that if you put your cursor over a style then you can see the details of the style. Click on the down arrow (marked by the red arrow below) 6
7 And it calls up the information on a dialog box. That you can edit 7
8 Format Painter Tool The format painter allows you to copy only the format and not the text or object. Below I have two paragraphs 1 and 2. Paragraph 1 has the correct format where the text are in the Calibri with a size of 8
9 11 and the Paragraph 1 is Heading 1. Now to copy just the format of Paragraph 1 simply take your insertion point to Paragraph 1 We need to copy the format by clicking on the 9
10 Note that your cursor/insertion point changes to an insertion point with a paint brush. Now highlight the set of text we want in this case Paragraph 2 Note that it automatically changes. This applies to texts, objects, shapes, SmartArt, and images. Bullets/Numbers Bullets If you want to apply bullets to a set of text simply highlight and go to Home Paragraph then bullets 10
11 Note that it gives a standard DOT in front of each item. You can change it up as well by selecting more options 11
12 12
13 Numbers Same procedure highlight text and 13
14 You can also change the number format 14
15 Managing Bullets and Numbers Tab Key By hitting the tab you increase the indent and by hitting Shift + Tab this will decrease the tab Using the Icons Paragraph Formatting 15
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17 Indentations: First Line 17
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19 Indentation: Hanging 19
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21 Line Spacing This sets the paragraph to whatever line spacing you want Spacing Before/After This sets the number of points before and after each line 21
22 For example now see that Paragraph 2 has about 12 points above and 24 points below it. 22
23 The Show/Hide Tool The Show/Hide Tool allows you see the different formatting codes and these are non-printable markings on your document Working with Page Setup Inserting Watermarks 23
24 Borders 24
25 25
26 Columns Creating and working with columns in Word is a snap. Today you learn just the basics of it, but the next workshop you will learn to handle different page setups on including with working with multiple columns in one document 26
27 For Example if I want to convert this entire document into a 3 column page this is how you would do it. Highlight the area of the document that you want to convert into a 3 column 27
28 28
29 Page Orientation Inserting Images To insert your department logo go to or download the generic AU logo from iclassbook.com Header/Footer Inserting images to your header or footer is a very simple process. First take your cursor to the header or footer area of your document then double click. You should see the dotted lines appear from the header and if you scroll down you should see also a similar line on the footer. Note that once you are inside the header/footer area notice that the main document goes gray and a new tab appears. 29
30 Now under the Header & Footer Tools on the Design tab you will see different features you can insert into the header/foot area. In our example we are going to insert an image or the AU logo. So either download the image from IMC or the generic logo from iclassbook.com. Save the image to your desktop. Then follow the instructions below: 30
31 Once inserted do note that the image contains handlebars that allow you to resize or to distort the image. By using the corner or the diagonal handlebars this allows you to reduce the image size, but keeping the aspect ratio of the image. 31
32 To get out of the Header/Footer simply double click into the main body or Note that when you are in the main body then the header/footer becomes grayed out Adding page numbers 32
33 Adding ownership Main Body Now inserting images in the main body is very similar, but we will have to adjust the text wrap to make it look right. So here we are going to attempt to insert dogon_image1.jpg as the cover of the document and insert a textbox for the title. Then we are going to create a blank page to insert a table of contents, but the trick is we need to change the page numbers to lowercase Roman numerals. To start go the top of the first page 33
34 So go to the Page Layout Tab The Next page break will allow us to format different pages. Don t worry if you don t get this now, we will work on this again. Then go back to the new blank page and insert your image. Then go ahead and resize the image so that it takes up most of the page. We want to change the wrapping and remove the page number on the first page 34
35 To change the page number simply click on the footer and then the Header/Footer tools Design tab will appear. Note that the header/footer page numbers changed! Without affecting the rest of the pages Now we are going to change the text wrapping so that we can insert textboxes for the title and mailing addresses. Click on the image Now let us insert textboxes for the titles and mailing list. 35
36 Then draw the textbox area and resize it 36
37 We want to get rid of the background and change the font to a larger size and change the color so that it would stand out. To remove the textbox background & borders: 37
38 Now let us insert another textbox that would hold our address. Mail Merge Step 3: Creating a mail merge On your Files folder you should have an Excel document called address_list.xlsx. We will use this file as our source for the mail merge. Now that you have saved your current document as mission_newsletter_mailmerge_firstname_lastname.docx we need to convert this to a mail merge document. 38
39 Go to the Mailings Tab and under the Select Recipients icon select Use an Existing List Navigate to your Files folder and select the address_list.xlsx document Now highlight the Type the recipient name field and delete the content. Now insert the first name: 39
40 Then do the same for the last name. Make sure that you put a space between the First and Last see example below: Now insert the address fields in this format: Make sure that you can preview the mail merge before you complete the merge. The result below: 40
41 Use these toggle icons to navigate each record: To complete merge click on the Finish Merge. 41
42 This will create a new document called Letters1.docx. Save the document as MergedNewsLetter.docx. Upload all three documents to iclassbook.com. Table of Contents Using Headings Highlight the section titles And change the format to Heading 1 42
43 Go down the rest of the document and change all the section title. Now go to the end of page 1 (cover page) and insert another Next Page break Now insert a table of contents also known as TOCs 43
44 44
45 But we have a small pagination problem we need our main document to start at page 1 and not 3 so we need to change that. We need to change the page number of the Table of Content page to lowercase Roman Numerals. Once you have completed the steps above both for the Table of Contents and Main Body Page we need to update the table of contents so that it will update the page numbers 45
46 Updated TOCs 46
47 47
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