Word 2003: Formatting

Transcription

1 Word 2003: Formatting BUCS IT Training

2 Table of Contents INTRODUCTION...1 SPECIAL FORMATTING...1 PAGE NUMBERING...3 FIND & REPLACE...3 AUTOCORRECT...4 AUTOCOMPLETE...11 HORIZONTAL RULER...12 SWITCH ON READING LAYOUT VIEW...12 COMPARE SIDE BY SIDE...13 SECTIONS...14 LINE AND PARAGRAPH BREAKS...15 COLUMNS...16 HEADERS & FOOTERS...18 LINKING TO AND FROM OTHER MICROSOFT PACKAGES...24 INSERT A TEXT BOX...27 WRAP TEXT AROUND PICTURES, TEXT BOXES & OBJECTS...29 ABOUT TOOLBARS...30 COOL SHORTCUTS...33 COMMAND NAME...33 HELP!...34

3 Introduction This course will introduce you to many helpful features in Word that assist you in structuring sections of your document and formatting the pages. Good use of formatting makes your document more interesting for those reading it as well as being clearer to read. AutoCorrect can check your spelling. AutoText options save you time typing common words and phrases. Breaks make your pages neater. Columns and drop caps mimic the layout of a newspaper. Section breaks give control over headers and footers. Special formatting Dropped capital letters 1. Click on the first word that will have the dropped character 2. On the Format menu, click Drop Cap. 3. Click Dropped or In Margin and any other options. 4. Click OK. Word 2003 Formatting 1 BUCS IT Training

4 Remove a dropped capital letter 1. Click the paragraph that contains the drop cap. 2. On the Format menu, click Drop Cap. 3. Click None. Amending the space between characters 1. Select the text you want to change. 2. On the Format menu, click Font and then click the Character Spacing tab. 3. Select either :- the Spacing box which expands / condenses your text evenly between all the selected characters. the Kerning for fonts check box and then enter the point size to kern characters that are above a particular point size. Stretching text horizontally 1. Select the text you want to change. 2. On the Format menu, click Font and then click the Character Spacing tab. 3. In the Scale box, enter the percentage you want if the one you want is not listed simply type in the percentage you require and click OK. Word 2003 Formatting 2 BUCS IT Training

5 Page numbering Insert page numbers 1. Select Insert-Page Numbers. 2. In the Position and Alignment boxes, specify where you want the numbers to appear. 3. To prevent a number appearing on the very first page, clear the Show number on first page check box. Format page numbers 1. Select Insert-Page Numbers. 2. Click Format. 3. In the Number format box, select the format you want. 4. To force the numbering to start from a particular number, enter this in the Start at box. Changing the text of page numbers 1. Click the page number. 2. Select the page number inside its frame border. 3. On the Formatting toolbar, select a font name and size. Find & replace 1. Select Edit Replace. Word 2003 Formatting 3 BUCS IT Training

6 2. In the Find what box, type the text you wish to look for. In the Replace with box, type the text you wish to replace it with. Click the More button to find more options including the Special button, that enables you to search for non-printing characters. 3. If there is only one instance of the text to be replaced, click Replace. If there is more than one instance of the text to be replaced, click Find Next. If you are confident that you wish to replace all instances in the text, click Replace All. Autocorrect AutoCorrect automatically corrects many common typing, spelling, and grammatical errors. You can easily customize the preset AutoCorrect options or add errors that you commonly make to the list of AutoCorrect entries. Summary of the AutoCorrect changes Word makes The following table describes what happens when you use AutoCorrect. To customize these options, click AutoCorrect Options on the Tools menu. When you type Two capital letters at the beginning of a word A lowercase letter at the beginning of a sentence A lowercase letter at the beginning of the name of a day With the CAPS LOCK key accidentally turned on Word does this Changes the second capital letter to a lowercase letter. Capitalizes the first letter of the first word in the sentence. Capitalizes the first letter in the name of the day. Reverses the case of the letters that were capitalized incorrectly and then turns off the CAPS LOCK key. Replace text as you type 1. Select Tools AutoCorrect Options. 2. Check the Replace text as you type box. Use this function to correct many common typing, spelling and grammatical errors. For example, if you type teh Word replaces it with "the". Word 2003 Formatting 4 BUCS IT Training

7 Add an AutoCorrect entry to correct a typing error 1. On the Tools menu, click AutoCorrect Options. 2. Make sure the Replace text as you type check box is selected. 3. In the Replace box, type a word or phrase that you often mistype or misspell, for example, type usualy 4. In the With box, type the correct spelling of the word, for example, type usually 5. Click Add. Whenever you type an AutoCorrect name (for example, usualy) followed by a space or other punctuation, Word will replace it with the correction (for example, usually). Adding an AutoCorrect Entry During a Spelling Check 1. Select Tools Spelling and Grammar. 2. When a word you often misspell or mistype is identified, select the correct spelling. 3. To add the misspelled word and its correct spelling to the list of words and phrases that are corrected automatically, click AutoCorrect. Word 2003 Formatting 5 BUCS IT Training

8 AutoCorrect shortcut menu If automatic spell checking is on, here's an even faster way to add an AutoCorrect entry: 1. Right-click a word with a wavy red underline. 2. Point to AutoCorrect. 3. Click the correction you want. (If Word doesn't provide a list of corrections for a misspelled or mistyped word, AutoCorrect won't appear on the shortcut menu.) Change AutoCorrect capitalization options 1 On the Tools menu, click AutoCorrect Options. 2 Select the options you want. Word 2003 Formatting 6 BUCS IT Training

9 Prevent AutoCorrect from correcting specific abbreviations or capitalized text 1 On the Tools menu, click AutoCorrect Options. 2 Click Exceptions. To prevent Word from automatically capitalizing any word that is typed after an abbreviation, click the First Letter tab, and type the abbreviation, including the period, in the Don't capitalize after box. To prevent Word from automatically correcting a word that contains mixed capital and lowercase letters, click the INitial CAps tab, and type the word in the Don't correct box. 3 Click Add, click OK then OK again. Automatically add AutoCorrect exceptions 1. Select the Automatically add words to list check box in the AutoCorrect Exceptions dialog box. 2. When Word changes something you don't want corrected, press BACKSPACE and type over the correction. 3. Word automatically adds the correction to the exceptions list. Changing the Contents of an AutoCorrect Entry 1 On the Tools menu, click AutoCorrect Options. 2 To change the contents of an AutoCorrect entry stored as plain text, click the entry in the list under the With box. 3 Type the new entry in the With box. 4 Click Replace. Word 2003 Formatting 7 BUCS IT Training

10 Change an AutoCorrect entry that contains a long passage of text, a graphic, or original formatting 1. First insert the entry in a document. 2. Make the changes you want. 3. Select the revised entry. 4. Click AutoCorrect on the Tools menu. 5. Type the AutoCorrect entry's name in the Replace box. 6. Click Replace. Delete an AutoCorrect entry 1 On the Tools menu, click AutoCorrect Options. 2 In the list under the Replace box, click the entry you want to remove. 3 Click Delete. Rename an AutoCorrect entry 1 On the Tools menu, click AutoCorrect Options. 2 In the list under the Replace box, click the entry. 3 Click Delete. 4 Type a new name in the Replace box. 5 Click Add. Use AutoCorrect to insert frequently used text Use AutoText or AutoCorrect to store text or graphics you plan to reuse, such as people's names, addresses, paragraphs of text or the name and logo of your Department. When you're ready to retrieve an item, select from a list of AutoText entries, or get Word to automatically insert an AutoCorrect entry as you type. You can also use AutoText entries to quickly assemble a document. For example, as you type a letter, select from a list of common letter elements such as salutations, closings, and a return address. Create an AutoCorrect entry to insert text and graphics 1 Select the text or graphic you want to store as an AutoCorrect entry. To store paragraph formatting with the entry, include the paragraph mark () in the selection. 2 On the Tools menu, click AutoCorrect Options. 3 Make sure the Replace text as you type check box is selected. 4 In the Replace box, type a name for the AutoCorrect entry (that is, the abbreviation or word that Word replaces automatically as you type). 5 To save the entry with its original formatting, click Formatted text. 6 Click Add. To automatically insert the AutoCorrect entry Type the entry name, followed by a space or other punctuation. Word 2003 Formatting 8 BUCS IT Training

11 Symbols as AutoCorrect entries Word stores many common symbols as AutoCorrect entries. For example, you can type (c) to automatically insert. Store your own symbols as AutoCorrect entries 1. Click Symbol on the Insert menu. 2. Click the symbol you want. 3. Click AutoCorrect. 4. Store the AutoCorrect entry as usual. Word 2003 Formatting 9 BUCS IT Training

12 Create an AutoText Entry to store and re-use text and graphics When you create an AutoText entry, it is automatically linked to the paragraph style of the text or graphic you stored in the entry. That way, when you're ready to insert an AutoText entry into a document, you can choose from a list of the entries that are relevant to the style of the text you're working on. For example, Word includes builtin AutoText entries (such as salutations and closings) that are available when you create letters. 1 Select the text or graphic you want to store as an AutoText entry. 2 To store paragraph formatting with the entry, include the paragraph mark in the selection. 3 On the Insert menu, point to AutoText, and then click New. 4 When Word proposes a name for the AutoText entry, accept the name or type a new one. 5 Click OK. Store Autotext in specific templates By default, Word makes the AutoText entry available to all documents by storing it in the Normal template. If you want AutoText entries limited to particular documents, you can specify a template to store the entry in. 1 Select the text or graphic you want to store as an AutoText entry. 2 On the Insert menu, point to AutoText, click AutoText, and then click a template name in the Look in box. 3 In the Enter AutoText entries here box, type a name for the AutoText entry. 4 Click Add. AutoText toolbar If you plan to create, insert, or modify lots of AutoText entries, you may want to use the AutoText toolbar instead of the AutoText command. 1. Point to Toolbars on the View menu. 2. Click AutoText. Word 2003 Formatting 10 BUCS IT Training

13 AutoComplete 1. When you type in the first few letters of an auto text entry, a box appears with the suggested entry. 2. Press ENTER or F3 to accept the entry. 3. To reject the AutoText entry, just keep typing. Insert an AutoText entry 1 Click where you want to insert the AutoText entry. 2 On the Insert menu, point to AutoText. 3 If the submenu contains a list of paragraph styles, such as Normal or Salutation, point to the style that's linked to your AutoText entry. 4 Click the name of the AutoText entry you want. Word 2003 Formatting 11 BUCS IT Training

14 Horizontal ruler The horizontal ruler appears by default at the top of your page in Word. Hide the horizontal ruler 1. Click the View menu. 2. Click the world Ruler to deselect it. Types of indent Position of first line of paragraph The triangle on top of the square positions the start of the second and all subsequent lines of text in the paragraph. The square moves the first and second line indents together so that there is a consistent distance between them. To move margins or indents, drag the relevant marker along the ruler. Switch on reading layout view This view is intended for proof reading your document, to make it easier on the eyes. Click the Read button on the Standard toolbar. Word 2003 Formatting 12 BUCS IT Training

15 The Reading Layout toolbar Document Map: Displays the document map in a panel on the left side of the window. Thumbnails: Displays several pages of the document in a thumbnail format at the left side of the window. Research: Opens the Research task pane at the right side of the window. Text Size: These two buttons give you the ability to make the text larger (or smaller) for reading purposes without changing the font size. Actual Page: See what the text would look like on a page if you printed it. This is similar to print layout view. Allow Multiple Pages: Look at two pages side by side, as you do when you read a book. Close: Closes reading layout view. Compare side by side 1. Open both the documents that you wish to compare. 2. From the Window menu, select Compare Side by Side. Word 2003 Formatting 13 BUCS IT Training

16 Compare Side by Side toolbar This button allows synchronous scrolling Close Side by Side will switch off this view Sets both documents to equal sizes & positions Sections A document can be divided into sections this allows for different fonts, page alignment, etc to be used throughout the document. The most common use for section breaks is to have a landscape page in amongst some portrait pages. In order to divide the document into sections you must use a section break. This can be continuous (therefore the division isn t noticed) or placed before the start of a newly created page. To insert a Section Break 1. Click on Insert Break. 2. Select the type of break (the lower half of the screen). 3. Click OK when you are happy with the type of break selected. Types of section breaks Next page Inserts a section break and starts the new section on the next page. Continuous Inserts a section break and starts the new section on the same page. Odd page or Even page Inserts a section break and starts the new section on the next odd-numbered or evennumbered page. Word 2003 Formatting 14 BUCS IT Training

17 What to do next Once a break has been inserted you can then amend the different sections, as you require:- Change the page orientation Change the column numbers and widths (see next section regarding columns) Change the font / style Add borders / lines / page numbers etc Remember that when you select a new style you must select section and not whole document. Delete a section break 1. Select the section break you want to delete. 2. If you don't see the section break, display it by clicking Show/Hide on the toolbar. 3. Press Delete. Note When you delete a section break, you also delete the section formatting for the text above it. That text becomes part of the following section, and it assumes the formatting of that section. Line and paragraph breaks 1. Select the paragraph/s that you wish to format (including the heading where applicable). 2. Select Format Paragraph. 3. Click the Line and Page Breaks tab. Widow/Orphan control is applied to your documents by default. It means that odd lines at the top or bottom of paragraphs will not be left printed on their own at the top or bottom of a page. Keep with next means that Word will keep the heading and paragraphs you have selected together. So if one of these paragraphs moves off the bottom of a page, all the others will move onto the next page along with it. Word 2003 Formatting 15 BUCS IT Training

18 Keep lines together means that Word will not allow the paragraph you have selected to be broken in half. If one line of the paragraph moves off the bottom of a page, the rest of the paragraph will move with it. Page break before means that Word will always insert a page break before the paragraph. Columns Formatting a page with columns allows you to create a document that looks similar to the newspapers and magazines that we see every day. You can either set the document to be the same number of columns all the way through or have a different number of columns in different sections. To set up columns 1. Switch to print layout view. To format the entire document in columns, click Select All on the Edit menu. To format part of the document in columns, select the text. To format existing sections in columns, click in a section or select multiple sections. 2. On the Standard toolbar, click the Columns button. 3. Drag across the box to select the number of columns you want. 4. Let go of the mouse and the document is changed into columns Note : if you don t like what you see, simply select the columns button again and select a different number of columns To get everything back to normal select one column Word 2003 Formatting 16 BUCS IT Training

19 Change the width of newspaper columns 1. Click in the column you wish to change. 2. On the Horizontal Ruler hover over the column markers. 3. Click and drag the column width either to the left or to the right. 4. The columns are automatically moved / amended. Notes If the column widths are equal, all of the columns change. If the column widths are unequal, only the column you are adjusting changes. If you can't widen a column because an adjacent column is in the way, reduce the width of the adjacent column first. If you move the indent markers the text will be brought in/out within the column but the space will remain the same Create a main heading across the top of the columns 1. Select the text that you wish to make into a heading. 2. Select the Column Button. 3. Drag across only one column and release the mouse. 4. The heading is created across all the columns. 5. Amend the font size/style as required. Add vertical lines between newspaper columns Sometimes you may wish to put a vertical line between the columns in order to separate the text and give a different look. It is very simple to achieve and can easily be turned on or off. 1. Select Format - Columns. 2. Click on the Line between check box. 3. If you wish to turn off the line between, simply uncheck the check box. Word 2003 Formatting 17 BUCS IT Training

20 Headers & footers The header and footer are the regions at the very top and bottom of each page. You are used to seeing these in books and magazines where the title of the publication, chapter or article commonly appears at the top of each page, with page numbers either at the top or bottom, and most commonly in the centre or right hand corner of the page. In papers and reports the header and footer might be used to give even more useful information to the reader - for example, author, date produced, draft number and the file path of where the document is stored. Headers and footers are one of the ways in which a consistent feel can be given to documents produced by the same group, department or organisation, perhaps by the inclusion of corporate colours and a logo. Setting up headers & footers From the View menu choose Header and Footer. The Header and Footer tool bar appears. Whilst the Header and Footer toolbar is displayed, you cannot edit the body text in the document. The Header and Footer toolbar From the toolbar you can: Insert AutoText - Author, page number, date, file path, dates/times of creation and printing Insert page number Insert total number of pages Format the page number Insert date Insert time All the above are automatically inserted into your header or footer as fields. Alternatively you can type your own text and numbers into the header and footer as ordinary text. The remaining buttons on the Header and Footer toolbar enable you to manipulate the setup of your page, switch between different sections, switch between the header and footer and change their formatting. Go into page setup Choose to show or hide the document text Switch between the header and footer Switch between the header and footer setup for different sections Word 2003 Formatting 18 BUCS IT Training

21 Click on Close to make the toolbar vanish. The header and footer will appear greyed out and you cannot edit them. Insert AutoText 1. First position your cursor where you want the text to appear. 2. Click on the Insert AutoText button then choose the fields you require from the drop down list. 3. Edit these fields in the same way as other Word fields. Insert and edit page numbers 1. First position your cursor where you want the text to appear. 2. Click on the icon to insert the page number and/or number of pages. 3. To edit the appearance of these numbers, click on the Format Page Number icon. Word 2003 Formatting 19 BUCS IT Training

22 The Page Number Format dialog box 1. To change the format of the number, click on the drop down arrow next to the number format box. 2. Choose from: Ordinal numbers Letters in upper or lower case Roman numerals in upper or lower case 3. Put a tick in the box if you need to include chapter numbers. You will need to indicate the type of heading you have used for each chapter heading and what sort of punctuation you want displayed to separate the chapter number from the page number. 4. At the bottom you can choose to make page numbering continuous or to start on a particular page. Sometimes you do not want page numbers on the first few title pages of a document, for example. Insert the chapter title in a header or footer 1 Apply a unique built-in heading style (from Heading 1 to Heading 9) to the chapter number and title of your document. 2 On the View menu, click Header and Footer. 3 If necessary, move to the header or footer you want to change. 4 On the Insert menu, click Reference - Cross-reference. 5 In the Reference type box, click Heading. 6 In the For which heading box, click the heading type that contains the chapter number and title. 7 In the Insert Reference to box, select what you want to insert in the header or footer. 8 Click Insert. 9 Click Close Word 2003 Formatting 20 BUCS IT Training

23 If you later change the chapter number or title in the document, Word will automatically update the header or footer when you print the document. Or you can update the header or footer at any time by selecting it and pressing F9. Be aware that, particularly in large documents with numerous sections, the page numbers displayed by Word may differ from what you had expected. Be guided by the page and section numbers on the status bar and always check that what is displayed and printed is what you wanted! Insert date & time First position your cursor where you want the date or time to appear. These are inserted as fields by clicking on the respective icon. They display in whatever format your default is set to. If you want the date and time in a different format, use the Insert menu, choose Field - Date and Time and then choose from the field format options. Page Setup in the Header & Footer toolbar Clicking on the Page Setup icon takes you into the same dialog box as using Page Setup from the File menu. Show/hide document text Clicking on this icon temporarily makes your body text disappear, rather than appearing greyed out. To view the greyed out text again, click back on the same icon. If you close the Header and Footer toolbar whilst the text is still hidden, Word will automatically change the setting back to show the text and you will not lose all your text! Switch between header & footer Clicking on this icon toggles your view between the header and the footer. Edit a header or footer To view a header or footer, switch to print layout view or print preview. To edit or format a header or footer, you need to display the header or footer you want. To move: Between the header and footer Switch Between Header and Footer To the previous header or footer Show Previous To the next header or footer Show Next Word 2003 Formatting 21 BUCS IT Training

24 When you change a header or footer, Word automatically changes the same header or footer throughout the entire document. To change a header or footer for only part of a document, divide the document into sections and break the connection between them. In page layout view, you can quickly switch between the header or footer and the document text. Just double-click the dimmed header or footer or the dimmed document text. Use different headers & footers for different sections Set up section breaks 1 Click where you want to insert a section break. 2 From the Insert menu, choose Break. 3 Under Section breaks, choose the option that describes where you want the new section to begin. 4 Click OK. 5 Within your different sections, set up the page to the correct orientation and insert headers and footers as described above. Next page inserts a section break, breaks the page, and starts the new section on the next page. Continuous inserts a section break and starts the new section on the same page. Odd page or Even page inserts a section break and starts the new section on the next odd-numbered or even-numbered page. Word 2003 Formatting 22 BUCS IT Training

25 Move between different sections 1. Select View - Headers and Footers. 2. On the Header and Footer toolbar, use the icons for Show Previous and Show Next to easily and quickly move backwards and forwards between the different headers and footers you have set up for each section. Show Previous Show Next Same as Previous button 1. If you click this icon, you will give your current section the same header and footer as the previous section. 2. You will get a warning message asking you if you want to make them both the same. Make a header or footer identical to the previous header or footer 1. On the View menu, click Header and Footer. 2. If necessary, move to the header or footer you want. 3. On the Header and Footer toolbar, click Same as Previous. Position headers and footers You can change the horizontal position of headers and footers, for example, centre a header or footer, or align it with the left or right margin. You can also change the vertical position of headers and footers by adjusting the distance from the top or bottom edge of the page, as well as the amount of space that appears between the document text and the header or footer. Adjust the horizontal position of a header or footer 1. On the View menu, click Header and Footer. 2. If necessary, move to the header or footer you want to adjust. 3. On the Formatting toolbar, click an alignment button. Use the preset tab stops in the headers and footers to quickly centre an item or align multiple items (for example, align the date on the left and page numbers on the right). To centre an item, press TAB. To right align an item, press TAB twice. To extend a header or footer into the left or right margin, set a negative indent. Position a header or footer 1 inch into the left margin 1. Click Paragraph on the Format menu. 2. Click the Indents and Spacing tab. 3. Type -1 in the Left box under Indentation. Word 2003 Formatting 23 BUCS IT Training

26 Adjust the vertical position of a header or footer 1 On the View menu, click Header and Footer. 2 If necessary, move to the header or footer you want to adjust. 3 On the Header and Footer toolbar, click Page Setup. 4 Click the Margins tab. 5 In the Margins box, enter the distance you want from the top edge of the page to the top of the header and enter the distance you want from the bottom edge of the page to the bottom of the footer. Change the distance between the document text and a header or footer 1 On the View menu, click Header and Footer. 2 If necessary, move to the header or footer you want to adjust. 3 On the vertical ruler, point to either the top or bottom margin boundary. 4 When the pointer becomes a double-headed arrow, drag the top or bottom margin up or down. Delete a header or footer 1 On the View menu, click Header and Footer. 2 If necessary, move to the header or footer you want to delete. 3 In the header or footer area, select the text and graphics and press Delete. Note: When you delete a header or footer, Word automatically deletes the same header or footer throughout the entire document. To delete a header or footer for part of a document, divide the document into sections and break the connection between them. Linking to and from other Microsoft packages Insert a Microsoft Excel worksheet or chart into a Word document Word provides several ways to insert Microsoft Excel data into a Word document. For example, you can easily copy and paste a worksheet or chart. Or you can insert the worksheet or chart as a linked object or embedded object. The main differences between linking and embedding are where the data is stored and how it is updated after you place it in the document: A linked worksheet or chart is displayed in your document, but its information is stored in the original Microsoft Excel workbook. Whenever you edit the data in Microsoft Excel, Word can automatically update the worksheet or chart in your document. Linking is useful when you want to include information that is maintained independently, such as data collected by a different department, and when you need to keep that information in Word up to date. Because the linked data is stored in another location, linking can also help minimize the file size of your Word document. Word 2003 Formatting 24 BUCS IT Training

27 An embedded worksheet or chart stores its information directly in the Word document. To edit the embedded object, just double-click it to start Microsoft Excel, make your changes and then return to Word. You can embed an existing worksheet or chart, or start from scratch by embedding a new, blank worksheet or chart. Because the information is totally contained in one Word document, embedding is useful when you want to distribute an online version of your document to people who won't have access to independently maintained worksheets or charts. Create a linked object from an existing Microsoft Excel worksheet or chart 1. Open both the Word document and the Microsoft Excel workbook that contains the data you want to create a linked object from. 2. Switch to Microsoft Excel and then select the entire worksheet, a range of cells or the chart you want. 3. Click Copy. 4. Switch to the Word document and then click where you want to insert the linked object. 5. On the Edit menu, click Paste Special. 6. Click Paste link. 7. In the As box, click the option you want. 8. If you're not sure which one to choose, click an option and read the description in the Result box. 9. To display the linked worksheet or chart as an icon - for example, if others will view the document online - select the Display as icon check box. 10. Click OK. Create an embedded object from an existing Microsoft Excel worksheet or chart 1. Open both the Word document and the Microsoft Excel workbook that contains the data you want to create an embedded object from. 2. Switch to Microsoft Excel and then select the entire worksheet, a range of cells or the chart you want. 3. Click Copy 4. Switch to the Word document and then click where you want to insert the embedded object. 5. On the Edit menu, click Paste Special. 6. Click Paste. 7. In the As box, click Microsoft Excel Worksheet Object or Microsoft Excel Chart Object. 8. To display the embedded worksheet or chart as an icon - for example, if others will view the document online - select the Display as icon check box. 9. To prevent the embedded worksheet or chart being displayed as a drawing object that you can position in front of or behind text and other objects, clear the 'Float over text' check box. Word 2003 Formatting 25 BUCS IT Training

28 Note: Whether you use the Paste Special command or the Insert Object command to create an embedded Microsoft Excel object, Word actually inserts the entire workbook into your document. You can display only one worksheet in the workbook at a time. To display a different worksheet, double-click the embedded object and then click a different worksheet. Insert a PowerPoint slide or presentation into a Word document Word provides several ways to insert PowerPoint information into a Word document. For example, you can easily copy and paste text or graphics. Or, if you want to send a presentation to Word to modify, print or distribute it, you can export notes, slides, an outline or the entire presentation from PowerPoint. You can also insert slides or the entire presentation as a linked object or embedded object. The main differences between linking and embedding are where the data is stored and how it is updated after you place it in the document: A linked slide or presentation is displayed in your document, but its information is stored in the original PowerPoint presentation. Whenever you edit the data in PowerPoint, Word can automatically update the data in your document. Because the linked information is stored in another location, linking can also help minimize the file size of your Word document. An embedded slide or presentation stores its information directly in the Word document. To edit the embedded object, just double-click it to start PowerPoint, make your changes and then return to Word. Because the information is totally contained in one Word document, embedding is useful when you want to distribute an online version of your document to people who won't have access to independently maintained PowerPoint presentations. Export an entire PowerPoint presentation to a Word document 1. Switch to PowerPoint and then open the presentation you want to export to Word. 2. On the File menu, point to Send To and then click Microsoft Office Word. 3. In the Write-Up dialog box, select the layout you want. 4. You can position existing notes next to or below the slides, include blank lines for additional notes, or export just an outline of the presentation text without slide images. 5. To insert the slides as embedded objects, click Paste. 6. To insert the slides as linked objects, click Paste link. Note: To improve the print quality of the presentation, switch to a black-and-white colour scheme before you use the Send to command. Word 2003 Formatting 26 BUCS IT Training

29 Create an embedded object from one or more PowerPoint slides or an entire presentation 1. Open both the Word document and the PowerPoint presentation that you want to create an embedded object from. 2. Switch to PowerPoint and then switch to Slide Sorter view. 3. Select one or more slides or the entire presentation. 4. Click Copy. 5. Switch to the Word document and then click where you want to insert the embedded object. 6. On the Edit menu, click Paste Special. 7. Click Paste. 8. If the embedded object is a single slide, click Microsoft PowerPoint Slide Object in the As box. 9. If the embedded object contains multiple slides or an entire presentation, click Microsoft PowerPoint Presentation Object in the As box. 10. To display the embedded slides or presentation as an icon select the 'Display as icon' check box. Note: When you create an embedded object from multiple slides or an entire presentation, only the first slide is displayed in the document. To view the other slides, double-click the embedded object to start the slide-show. Insert a text box Display the Drawing toolbar Select View Toolbars Drawing. Insert a text box 1. Either click the Text Box icon on the Drawing toolbar, or select Insert Text Box. 2. Your cursor will change to a thin cross Click and drag to make the shape of the text box on the page, until the box is the size you want. 4. It is a good idea to type in the text box straight away, otherwise it can disappear. Word 2003 Formatting 27 BUCS IT Training

30 Change the size of a text box 1. Click on the text box to select it. 2. Hover over one of the small circles at the edge of the box. 3. Click and drag to resize that side of the box. Move a text box 1. Click on the text box to select it. 2. Click on one of the edges of the box. 3. As you move the mouse, the text box will move with it. Note: If you hold down the Ctrl key at the same time as you move the box, the box will be copied. Delete a text box 1. Click on the text box to select it. 2. Click on the edge of the text box so that the diagonal lines making up the shading change to dots. 3. Press the Delete key on your keyboard. Format a text box 1. Click on the text box to select it. 2. Select Format Text Box. 3. Select the formatting options you require. 4. Click OK. Word 2003 Formatting 28 BUCS IT Training

31 Wrap text around pictures, text boxes & objects The flow of the text around an object on the page is called text wrapping. Text wrapping, or layout, options can be applied to pictures, text boxes and objects from other Microsoft Office programs. These options may be found on the Picture toolbar and on the Format dialog boxes for pictures, text boxes and objects. Apply text wrapping options 1. Click on the picture, text box or object to select it. 2. Select Format (Picture, Text Box or Object). 3. Click the Layout tab in the dialog box. 4. Click on the Text Wrapping icon as shown below. Note: For pictures, just click on the Text Wrapping icon on the Picture toolbar. Whilst some of the options below are shown in dialog boxes, others can only be found on the Picture toolbar. In Line With Text (default) Tight Square Behind Text Word 2003 Formatting 29 BUCS IT Training

32 In Front of Text Through Top and Bottom Edit Wrap Points About toolbars Toolbars allow you to organize the commands in Word the way you want to so you can find and use them quickly. You can easily customize toolbars, for example, you can add and remove menus and buttons, create your own custom toolbars, hide or display toolbars, and move toolbars. The menu bar is a special toolbar at the top of the screen that contains menus such as File, Edit, and View. You can customize the menu bar the same way you customize any built-in toolbar; for example, you can quickly add and remove buttons and menus on the menu bar, but you can't hide the menu bar. A menu displays a list of commands. Some of these commands have images next to them so you can quickly associate the command with the corresponding image. Use the Customize dialog box to drag a command to a toolbar, and, in doing so, create a toolbar button for that command, which will make the command easier to gain access to. Word 2003 Formatting 30 BUCS IT Training

33 Create a toolbar 1 On the Tools menu, click Customize, and then click the Toolbars tab. 2 Click New. 3 In the Toolbar name box, type the name you want. 4 In the Make toolbar available to box, click the template or document you want to save the toolbar in. 5. To add a button to the toolbar, click the Commands tab. In the Categories box, click a category for the command. Drag the command you want from the Commands box to the displayed toolbar. 6. To add a built-in menu to the toolbar, click the Commands tab. In the Categories box, click Built-In Menus. Drag the menu you want from the Commands box to the displayed toolbar. 7. When you have added all the buttons and menus you want, click Close. Word 2003 Formatting 31 BUCS IT Training

34 Move, copy or delete a toolbar button Note: Show the toolbar with the button you want to move /copy and the toolbar you want to move / copy the button to. To move a toolbar button, hold down ALT and drag the button to the new location on the same toolbar or on another toolbar. To copy a toolbar button, hold down CTRL+ALT and drag the button to the new location. To delete a toolbar button, select Tools-Customise. Right click over the toolbar button and click Delete. Change a toolbar button image or a menu command image 1. Show the toolbar with the toolbar button image or menu command image you want to change. 2. On the Tools menu, click Customize. 3. The Customize dialog box must remain open; however, you might need to move it out of your way. To change a toolbar button image, right-click the toolbar button on the toolbar, and then click Change Button Image on the shortcut menu. To change a menu command image, click the menu that contains the command with the image you want to change. Right-click the menu command, and then click Change Button Image on the shortcut menu. Word 2003 Formatting 32 BUCS IT Training

35 Cool shortcuts It is sometimes easier and quicker to use the shortcut keys to modify your work therefore here is a list of the ones we try and use. Command Name Modifiers Key All Caps Ctrl+Shift+ A Bold Ctrl+ B Bookmark Ctrl+Shift+ F5 Cancel Esc Center Paragraph Ctrl+ E Change Case Shift+ F3 Column Break Ctrl+Shift+ Return Column Select Ctrl+Shift+ F8 Copy Ctrl+ C Copy Format Ctrl+Shift+ C Cut Ctrl+ X Date Field Alt+Shift+ D End of Document Ctrl+ End Extend Selection F8 Hanging Indent Ctrl+ T Help F1 Italic Ctrl+ I Left Para Ctrl+ L Normal Alt+Ctrl+ N Normal Style Alt+ N Normal Style Ctrl+Shift+ N Open Ctrl+ O Page Break Ctrl+ Return Paste Ctrl+ V Print Ctrl+ P Right Para Ctrl+ R Save Ctrl+ S Shrink Font One Point Ctrl+ [ Start of Document Ctrl+ Home Subscript Ctrl+ = Superscript Ctrl+Shift+ = Underline Ctrl+ U Word 2003 Formatting 33 BUCS IT Training

36 Help! Congratulations on completing the course! We hope that you both enjoy and benefit from the new skills you have learned. If you encounter difficulties and do not seem to be able to find a solution either from this manual or the online help available to you, then try contacting the BUCS User Support Team. You can obtain help from this fantastic and free service by contacting them in one of the following ways. Turn up in person at the BUCS Help Desk, Library and Learning Centre Telephone Extension 3535 Go to Special Help and Support Now you have attended a course, you may phone up in advance to book a session with a Helpdesk adviser on a one-to-one basis. They are not able to offer you a training session, but will answer specific questions and give help with problems you have encountered in the course of using the software. We look forward to seeing you on more courses in the future! BUCS IT Training Word 2003 Formatting 34 BUCS IT Training