Teach Yourself Microsoft Word Topic 6 - Templates, Building Blocks, Images, Shapes & Text Effects

Transcription

1 Teach Yourself Microsoft Word Topic 6 - Templates, Building Blocks, Images, Shapes & Text Effects Last week you revised basic MS Word skills, used some of the advanced formatting features and may have had a sneak-peak at templates. This week you will look at using MS Word templates in more detail, find out how to use the Building Block Organizer and go on to insert and format images, shapes, smart art, charts, screen shots, apply various text effects and artistic borders. We may not get through everything but we will have a good crack at it! Desktop Publishing Using MS Word Templates Last week we had a quick look at MS Word templates that can help you create a more professional looking and visually appealing documents. Examples of these types of documents include brochures, business cards, greeting cards, cafe menus, resumes, award certificates, reports and so on. There are numerous desktop publishing software packages available that you can use to create these types of documents including Adobe InDesign and Microsoft Publisher. Community organisations such as SPAN Community House, Preston & Thornbury Neighbourhood House as well as many TAFEs run courses in desktop publishing from time to time and you may be interested in taking one of these courses in the future. Microsoft Word includes many desktop publishing features that you find in the more expensive desktop publishing software packages. You will find that these MS Word features can be used to produce a well laid out and beautifully presented document quite quickly. With the 2016 changes to MS Office, templates are not stored on your computer at all they are downloaded from the world wide web (internet). On my laptop I can see a thumbnail sized (small version) of 25 templates but you may see more or less than this it all depends on how often you use particular templates. To use templates: 1. Your computer needs to be connected to the internet in order to be able to download hundreds of templates from many different categories. 2. Click the File tab to go to the Backstage view. 3. Select New. You will see a selection of template thumbnails on your computer as shown below but remember that your selection may very well be different to the selection that I get: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 1

2 4. If you do want to use one of the templates for the thumbnails section that you can see, then either: a. Single-click on the thumbnail to see a larger (but not full sized) version of it plus a description as shown on the right. I clicked on a birthday invitation postcard: You can scroll through the other visible templates by clicking on the forward and back arrows. You can preview the other pages (or back) of your selected template by clicking on the More Images arrows. Finally, provided you are happy with your preview, click on the button to download the template. b. Double-click on the thumbnail to download the template immediately. A new document will appear using the template you have selected. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 2

3 5. If you do not see a template that you think would suit your purpose, then either: a. Click on one of the seven Suggested searches links (Business, Personal ) shown on the right: b. Type what you are after in the Search for online templates box shown on the right: 6. Use caution when downloading templates because some are uploaded by people not affiliated with Microsoft, and so are not guaranteed to be free from viruses. In this case you will get a warning message before you download them as shown below: 7. Some templates include placeholder text surrounded by brackets. To personalise your document, replace the placeholder text with your own text. 8. Some templates use regular text without the brackets around the text. In these cases, simply replace the text with your own text. 9. Still other templates include a drop-down arrow where you select information rather than typing it. E.g. A date field will show a calendar so you can choose a date. 10. In some templates, your name or initials is automatically added. This is known as pre-filled information. If your name or initials are incorrect, you need to change these in the MS Word Options following these steps: a. Go to the backstage view by clicking the File tab. b. Click the Options button to display the Word Options dialog box as shown on the right: c. Make sure that the General button is showing as shown on the right: d. Enter your user name and your initials in the Personalize your copy of Microsoft Office section as circled on the right: e. Now click on OK. If you are not using your own computer, then you may not want to change these settings. This is up to you. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 3

4 11. In some templates, your business name is automatically added. If your business name is incorrect, you need to change the Company name in the MS Word Properties following these steps: a. Go to the backstage view by clicking the File tab. b. On the lower-right side of the screen click on Show All Properties. c. Enter your business name in the Company section as circled on the right: d. Now click on the back button to get back to the Home tab. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 4

5 Skills Check 6a In this task you will create business cards from a Microsoft Word online template for a small coffee business called SPAN Coffee. Imagine that you work there as a barista. 1. Download the SPAN Coffee logo shown on the right from my website and save it to your network server space folder. 2. Open Microsoft Word. 3. Use File tab Options to modify the User name and Initials for MS Word to your name and initials. 4. Use File tab Show All Properties to modify the Company name to Span Coffee. 5. File New. 6. Click on the Business link which you can see circled on the right: Over on the right side of the window you now see a list of templates for a business as shown on the right: 7. Click on Business Cards. At the time when I was doing this, there were 28 business card templates but this can change from time to time. 8. Move your mouse pointer over the business card that looks like the one shown on the right: You will see details about the business card template such as how many business cards you will get on a printed page, sometimes you see a design name, and at times even more details. This all depends on the details the creator of the template provided. Also notice the pin. Clicking on this pin ensures that this template stays in your template list. 9. Click on this pin to ensure this business card template stays in your template list. 10. Create a new document using this business card template. The result is shown below: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 5

6 Notice that it has already pre-filled in your name but it did not pre-fill in the company name and other details. Also notice the instructions given at the top of the template. 11. Zoom in (200%) to the top-left card. 12. Click on the logo placeholder as shown on the right: 13. Notice the Change Picture button at the top. Click on this button. 14. Navigate to the SPAN-Coffee.png logo that you downloaded from my website to your network server space folder using the From a File Browse button: 15. If you feel that the logo is too small, then stretch it your preferred size. You will have to repeat this on all 10 business cards. The easy way to do this is to click on the first logo (the one you resized) Ctrl + C Use Ctrl + V to paste over the other logos on the other cards. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 6

7 16. Alter the text on the top-left card only by clicking on and then typing over placeholder text with the following details: o Your title position: o Company name: Barista. SPAN Coffee. o Make up your own business address and phone number. (Zip Code is the US equivalent of our postcode.) o o Web: yourname@spancoffee.com.au Save the business cards in your network server space folder naming it: Task-6a.docx My business cards are shown on the right and yours should be very similar: 18. You might like a border around each card as shown on the right: I will show you how to do this in class. 19. You could now take your business card file to a professional printer and have them printed up. Alternatively, you could print your business cards at home provided your printer can handle thick A4 sized card and that you had this type of thick card to print onto. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 7

8 Creating Your Own Template Although MS Word gives you access to many different types of template designs, none of them may suit your needs. You may prefer to create a template of your own design. You will do this as an exercise following the steps below: Imagine that you are working at SPAN and want to start a monthly SPAN newsletter. Follow these steps: Skills Check 6b 1. Download the SPAN logo from my website and save it into your network server space folder. 2. Click the File backstage view tab and select New. 3. In the Search for online templates box type newsletter. I think that the Elementary school newsletter will suit SPAN. 4. Move your mouse over the thumbnail shown on the right and click on the pin that appears below it to ensure that this template stays in your template list. 5. Create a new document using this Newsletter template. The result is shown below: 6. Click on the photo of the school. 7. Notice that you now have a Picture Tools, Format ribbon. This pops up whenever you click on an image. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 8

9 8. In the Adjust group in the Format ribbon, use the button to replace the logo with the SPAN logo. (You can also right-click on any image and choose Change Picture ). 9. Replace the [Organization] placeholder with the text: SPAN Community House. 10. Resize this text so that it all just fits onto one line. 11. Now replace the Address placeholder with: 64 Clyde St, Thornbury Replace the Website address placeholder with: Replace the Telephone placeholder with: (03) It would look better if the telephone number was on the right. 14. Insert a Tab between the website address and the telephone number. (Make sure that the website address is not underlined as this will be a printed document rather than a webpage.) 15. Next insert a Right Tab mark: in the horizontal ruler to ensure that the telephone number is right justified as shown below. If you need help here let me know. 16. Click the File tab and select Save As. 17. Type SPAN Newsletter into the File name: text box to replace the suggested name. (Do not use Task6b) 18. From the Save as type: drop-down list, select Word Template (*.dotx) as shown on the right: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 9

10 Notice the file extension.dotx indicating that the file is a MS Word template. Also notice that this will be saving your SPAN Newsletter template into the Custom Office Templates folder. 19. Click the Save button to save the template. 20. Use File Close to close the document window. Notes: i/ If you are the only user of your computer, then Microsoft Office templates are saved in your PC s: Documents\Custom Office Templates folder otherwise you will need to find and open the Users folder on your hard drive, find your Username folder and then within this open the Documents\Custom Office Templates folder. ii/ iii/ You can only delete, rename, copy/paste, move templates by following this path. You could also move other templates to this folder location from elsewhere to make them instantly accessible using your PC s copy of MS Office. 21. Save a copy of your template to your USB stick. To do this you will have to: a. Navigate to the Documents\Custom Office Templates folder. b. Copy your template file SPAN Newsletter.dotx to your USB stick. Whenever you want to use your SPAN Newsletter template choose File New and click on PERSONAL as circled on the right: You will now use your template to create a SPAN Community House monthly newsletter. You will add text and change the image saving it as a regular MS Word document. 22. Click the File tab and select New. 23. Click on PERSONAL. You will see a generic thumbnail with your template filename underneath it as shown on the right: 24. Click on your template: SPAN Newsletter A copy of your SPAN Newsletter appears on your screen. You will now produce a newsletter using your template: 25. Alter Month Newsletter to August 2016 Newsletter. 26. Add a few upcoming events using the down arrow on the date to pick a date from the calendar you make up the event. 27. Add an important announcement you make it up. 28. Add a few articles you make them up or you can get ideas from the SPAN website! C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 10

11 29. Do not change the photo on second page. You will be replacing this in Skills Check 6b - Continued below. 30. Add some community news on the second page you make it up. I have made a start on this. My newsletter is currently looking like this: 31. Save your newsletter in your network server space folder (File Save As) naming it: Task-6b.docx Finish your newsletter at home ready for a show-and-tell in next week s lesson. Using Building Blocks An alternative technique to using MS Word templates and built-in headers, footers, page numbers, text boxes, document cover sheets, watermarks is to use the Building Blocks Organizer. With this feature you can also create a professional looking table of contents, bibliographies, equations, quick tables and more. To use one of the MS Word document building blocks: 1. Click on the Insert tab. 2. Choose. 3. Select. 4. Scroll down to select one of the built-in entries. 5. Click on Insert. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 11

12 Have a quick look through the building blocks available in the building block organizer by following the first four steps above and single-clicking on one or two of the building blocks. See what you would get if you selected some of them. An example is shown on the right. If you did want to use one of the building blocks that you come across, then click on the Insert button. I would not normally use any of these building blocks because it can take quite some time to find building blocks that you might want to use. They are all available elsewhere in the MS Word ribbon provided you know where to look! You can use the Building Block Organizer to store useful blocks that you can create for yourself. This can be very useful. The Building Blocks Organizer can be used to store any amount of text and images including any type of graphics, tables, charts etc. Once stored these blocks can later be included in your documents simply by typing a few key strokes which you assign yourself. Imagine that you are working as a secretary at SPAN and regularly send out letters that always contain the same final few lines: a blank line followed by Yours truly, followed by a few blank lines for your signature, followed by your typed name and finally the SPAN logo. This is shown in the red-dashed section on the right: Follow these steps: Step 1/ Step 2/ Step 3/ Step 4/ Step 5/ Step 6/ Step 7/ Step 8/ Step 9/ Type the text shown right but using your preferred letter writing font. At the end of this text press Enter to go to a new line. Press Enter again. Type Yours truly,. Press Enter three times to leave room for your signature. Type your name. Insert the SPAN logo underneath your name. You may need to resize the logo to a suitable size. Turn on the show/hide pilcrow button so that you can see what you will be selecting in the next step. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 12

13 Step 10/ Step 11/ Select all the text plus the logo from steps 3 to 8 including the blank line that you inserted in step 3 as shown on the right: Click on the Insert tab. Step 12/ Choose. Step 13/ Select as shown top-right in the screen dump: Step 14/ Step 15/ Step 16/ The Create New Building Block dialog box appears as shown on the right: Give your building block a sensible name that you would remember. (As you can see, I named mine YT because it reminds me of Yours truly.) Click OK. This building block has now been saved in MS Word Building Blocks folder and you will be able to use it in future MS Word documents. To insert your building block: Type the name you gave it. Press the F3 key on your keyboard. Now every time that you type the name that you used when saving your building block (remember, I used: YT) followed by pressing the F3 key you get: Remember that this building block, that you created, is inserted at the point where your mouse pointer is currently placed in your MS Word document whenever you type your building block s name. So, if you find yourself doing exactly the same thing over and over in a MS Word document (and this could include adding images, shapes or even tables), then creating and then using a building block can save you a considerable amount of time. Question 1. Imagine that you are the office secretary at SPAN. Suggest another building block that you could create that you might use a lot in your MS Word documents. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 13

14 Skills Check 6c 1. Write two brief letters to two learners in this class telling them that they have been accepted into the Level 2 Microsoft Word course at SPAN finishing each letter using your building block. 2. When you save your letters give them sensible names such as Learner1-letter and learner2-letter. If time permits, I will show you how you can create a good copy of your signature that can be used in your building blocks. To create it we will use: Question 2. Explain how I created the red double underline above which is a different colour than the font colour. Inserting Images To add an image in your MS Word document from a folder in your computer s hard drive, USB stick or any local storage device; or even your Microsoft cloud based follow these steps: Step 1/ Click in your document at the spot where you want to add your image. Step 2/ Click the Insert tab and then click on which is in the Illustrations group. Step 3/ Step 4/ Navigate your way down through Microsoft Windows tree to the folder where your image is saved. Click on your image. The image you selected will be inserted into your document. You can play with your inserted picture in different ways. E.g. you can apply quick styles to your picture, resize, rotate, crop, change colour, sharpen, add different types of borders, add artistic effects, alter brightness/contrast, position it on your page in various ways and alter how your text is wrapped around your image. You can even copy the picture formatting used on one image and apply it to another image sing the button in the Clipboard group. This is used in exactly the same way that you have used the Format Painter brush when copying text formatting from one point in a document to another. To format an image in a certain way: Step 5/ Step 6/ Double-click your image to open the Picture Tools Format tab. MS Word supplies you with numerous options to adjust and style your inserted graphics using the Adjust and Picture Styles groups as show below: Step 7/ Holding down the Shift key whilst resizing ensures a constant width/height ratio. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 14

15 Skills Check 6b - Continued 1. Download the Bert and Ernie image from my website and save it into your network server space folder. 2. Open up your newsletter that you saved called: Task-6b.docx Change this picture Swap the picture on the second page with the image of Bert and Ernie that you downloaded to your network server space folder. 4. Resize the Bert and Ernie photo if necessary....to this picture 5. Add an artistic effect to the picture or recolour it, or both! 6. Add a paragraph to the left about the image with the headline along the lines of: Tug-of-War at SPAN. You make up the paragraph of text. 7. Add one Picture Effects: either a Soft Edge of 10 points, or a Glow. 8. Save the addition and changes to Task-6b.docx My newsletter attempt looks like this shown below: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 15

16 About Clip Art MS Office Clip Art is no longer stored locally on your computer s hard drive Microsoft has moved on from this. The way you get clipart into your MS Word documents has changed since Office (This includes video and audio files.) The steps you use nowadays are: Step 1/ Click on the Insert tab and then click on which is in the Illustrations group. This opens the Insert Pictures window shown on the right: Step 2/ Type a few words that describes the image that you are after into the text box and press Enter. Step 3/ Select the thumbnail of your preferred image. Step 4/ Click the Insert button and then style/resize as required. Notes: i/ You can search your cloud based folder from the Insert Pictures window. ii/ From the Insert Pictures window, shown above, you can also search for pictures from your Facebook or your Flickr accounts. iii/ When you search for an image you will notice that, most of the time, you will get a yellow bar across the bottom of your Bing search results as shown below: All images shown above this yellow bar are tagged with a Creative Commons Licence which means that you can use the images but it is still generally a good practice to credit the original creator of the content. If you click on the Show all results button inside the yellow bar, then the thumbnail results may very well have been copyrighted. This means that you are required to contact the owner of the image for permission to use it before you can use it for your own purposes. You should always carefully review any license requirements for any content you plan to use prior to using any content. All original content on the world wide web that has been uploaded from Australia including images, text, video, audio is automatically copyrighted and you will need to seek permission from the owner to use it. You can find more information about copyright issues by using your favourite search engine. Check out to an interesting article on Australian copyright issues to do with photographs. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 16

17 Skills Check 6b - Continued 1. Open up your newsletter that you saved called: Task-6b.docx 2. Add another section to your SPAN newsletter with the heading SPAN Vegetable Garden Cabbages. 3. Write a section about the lovely cabbages growing extremely well in the SPAN vegetable garden. 4. Include a copyright free image of a cabbage at the top-right of your first cabbages paragraph as shown below. You may need to resize it. 5. Make sure that the text can only flow around the left side of your cabbage photo by clicking on the image and then clicking on the button (circled in red on the right). This button pops up whenever you click on an image. 6. Choose the text wrapping option shown and the click on See more (highlighted yellow) at the bottom. A Layout dialog box shown below will open up. 7. Click on the Text Wrapping tab. 8. Select the Square and Left only settings shown on the right: 9. Click on OK. If you need help positioning your photo correctly, then let me know. 10. Make the cabbages image look like a photograph with a white photo border as shown below: 11. Save your additions to: Task-6b.docx C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 17

18 Inserting WordArt WordArt provides a way to add decorative headings and text in your MS Word documents. You can format your headings/text in a variety of ways. WordArt offers all of the Text Effects options that are available through the Home tab Font group Text Effects button: options. Follow these steps to apply WordArt to text in your document:, however WordArt gives you even more artistic formatting Step 1/ I find that the easiest way to use WordArt is to first type the text that you want to apply WordArt to. Step 2/ Highlight that text using your mouse. (You could also click at the spot in your document where you want to add WordArt, choose your preferred option and then type your text.) Step 3/ Click the Insert tab. Step 4/ Next click on which is in the Text group. This will display the WordArt choices for your chosen text as shown on the right: Step 5/ Select one of the WordArt styles by clicking on it. Your text now sits inside a bounding-box. Step 6/ If you wish you can resize the bounding-box or reposition it to any location in your document. Now you also further modify your WordArt text. Step 7/ Click anywhere within your WordArt text. Step 8/ Click on the Drawing Tools Format tab. Step 9/ Now you can: a. Alter the colour. b. Add a colour. c. Add with the extra options you now have including the options shown on the right: d. You can also include shape styles using: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 18

19 Skills Check 6d 1. Open a new MS Word document. 2. Type the heading: Bert and Ernie 3. Insert the photo of Bert and Ernie that you downloaded earlier underneath the heading. 4. Using WordArt on the heading make it more beautiful by using the options available and turn it to an angle something like that shown on the right: If you need help, then let me know. 5. Click on your WordArt heading and choose from the numerous options available from Format tab to further format it. An example is shown on the right: 6. Save this as: Task-6d.docx Now that you have turned your text into a WordArt type of text, you will now apply other Text Effects to it. 7. Click anywhere within your WordArt text. 8. Click on the Drawing Tools Format tab. 9. Click on the Text Effects pull-down arrow. 10. Click on. 11. Choose a Transform option you would like to apply to your WordArt. You see an example on the right where I chose Transform and then one of the Warp options. 12. Save the change to Task-6d.docx Warning: Depending on the amount of RAM that your computer has, you may find that your computer has difficulties processing the previous step. It may shut down MS Word. My advice is to save your work often to avoid losing too much of your work. Question 3. Explain what RAM is. Question 4. Explain the term ROM. Question 5. What is the difference between RAM and ROM? Question 6. What is the difference between a SSD and a HDD? C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 19

20 Inserting Drop Caps D rop caps are large capital letters at the beginning of certain text blocks that have depths of two or more lines of regular text. They are occasionally used in newspaper columns and at the starting sentence of each chapter in a textbook. This paragraph illustrates the use of a drop cap that uses a two-line drop and has a distance of.2cm from the rest of the text in the paragraph and uses an Old English Text MT font. MS Word has two options for applying drop caps to your paragraphs: Dropped and In margin. There is also the option of changing font, drop cap size and distance from the rest of the text in that paragraph and this is shown on the right: To add a drop cap to an existing paragraph in your MS Word document follow these steps: Step 1/ Click anywhere in the paragraph where you want to use a drop cap. Step 2/ Click the Insert tab and then click on in the Text group. This will display the Drop Cap choices for your chosen paragraph as shown on the right: Step 3/ Select one of the two Drop Cap choices by clicking on it. If you need to, you can then use the Drop Cap Options as per your requirements. Step 4/ You can modify your Drop Cap further using the Font group styling options. E.g. Bold, Italic, Underline, text effects etc. You can see that I changed the Drop Cap colour above to dark blue. Skills Check 6d - Continued 1. Open Task-6d.docx if you have closed it. 2. Straighten up your WordArt heading. 3. Add two paragraphs of text underneath the WordArt heading about Bert and Ernie. You make it up. 4. Convert the first letter of the first word of each paragraph into a drop-cap. You may have trouble whenever you mix a Drop Cap with WordArt text or mix a Drop Cap with an image placed near it. You may need to move the first Drop Cap letter down or across by clicking on it and dragging it by the bounding box edge to where you think it looks best as shown below. 5. Place the image of Bert and Ernie on the right side of the text. Turn it a bit as shown below. 6. Click on the photo and then set the: a. Text wrap to Left only, b. Wrapping Style to Tight. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 20

21 Move down 7. Save changes to Task-6d.docx Inserting Artistic Borders You can add a decorative page border to an entire MS Word document; just the first page, or to other alternatives as well. Follow these steps: Step 1/ Click the Design tab and then click on in the Page Background group. This will display the Borders and Shading window shown on the right: Step 2/ Click on the Page Border tab. Step 3/ Next click on the Art: scroll-down arrow and make a selection for the type of border you want. Step 4/ Change the Width: setting to alter the size of the border pattern. Step 5/ Change the Apply to: drop-down menu setting if required. Step 6/ If you want to alter the distance of the border from the edge of your page or from your text (as well as the border/text layering), then click on the Options button and make changes as required. Step 7/ Click on OK when done. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 21

22 Skills Check 6d - Continued 1. Open Task-6d.docx if you have closed it. 2. Add an artistic border of your choice around the page as shown below. 3. Save the addition to Task-6d.docx C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 22

23 Inserting Shapes There are quite a number of different shapes that can be inserted into an MS Word document. To add a shape, follow these steps: Step 1/ Click in your document at the spot where you want to add your shape. Step 2/ Click the Insert tab and then click on in the Illustrations group. This will open a smorgasbord of options to choose from as shown on the right: Step 3/ Click on one of the shape options and draw it using your left-mouse button. Step 4/ Resize as required. Step 5/ Alter the shape using the tiny yellow coloured diamond handles as required. An example is outlined below: a) I selected the pie shape: b) Stretch out your shape: c) If shape is deselected, then click on it to select it again. There are tiny yellow filled diamond shaped handles that you can adjust to alter your shape. I turned my shape into a squashed Pacman and changed the outline colour to red, fill colour to a gradient and added a shadow underneath as shown: d) You can also add text to your shapes. Using your mouse: Right-click Add Text. Create a squashed Pacman shape. If you need help, then let me know. Challenge 1: Can you figure out how to add a gradient to your squashed Pacman shape s outline as shown below? The outline has very strange dashes with transparent lines within the dashes. Hint: You do this in the same sidepanel as the Fill. At the bottom of the panel click on Line. First add a gradient to the line then figure out how to turn the line into a dashed line C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 23

24 Editing Shapes (This is really Level 3 MS Word but it fits in here so ) Once you have inserted any shape into your MS Word document, you can then edit that shape into something completely different using Edit Point Handles. (I think this is an idea that Microsoft incorporated into MS Office based upon the Adobe Illustrator package I might be wrong here and would be happy to amend this if someone proved me wrong!) To edit any shape, follow these steps: Step 1/ Click on the shape that you have drawn in your MS Word document. Step 2/ If your shape is small, then making it bigger makes it easier to work with. Stretch your shape by holding down the Shift key to keep length and width in proportion and while doing this stretch the shape from one of the four corner handles which are highlighted on the right: Step 3/ Notice that you now have an extra tab in the ribbon:. Click on this tab. Step 4/ Click on the button in the Insert Shapes group. Step 5/ Choose. You will see a number of black Points around the shape outline as shown on the right: Step 6/ Move your mouse pointer over one of these points and click on it. Two Handles will appear as shown on the right: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 24

25 Step 7/ Try repositioning or stretching out one of the two handles and move it around a bit watching what happens. Step 8/ Now try the same thing with the other handle. Step 9/ You can even right-click on a handle and further alter your handles so that they form a Corner Point, Straight Point or Smooth Point. You can even Add Point, Delete Point or Open Path (which is a bit like breaking open a closed shape). Step 10/ Repeat steps 5 to 8 on some of the other black Points in your shape. My shape now looks like that shown on the right where I have opened the path. Here you can see the break in the red outline: Step 11/ Lastly shrink or stretch your shape to the size that you want in your MS Word document. Follow my steps above using a copy of your Pacman shape. Note: If you are an illustrator, graphic designer, architect or engineer, then you know that the types of curves that you get when moving the two Edit Point handles are called Bezier curves (also called French curves). I remember having a plastic set of French curves back in the early 1970 s in my Technical Drawing class as shown on the right: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 25

26 Challenge 2: Try editing a shape of your choice for yourself. If you think you can do it all by yourself, then show me your final result. Don t forget to save it with a sensible name. Here is a happy face that I converted into something that looks a bit creepy: And below I have edited a sun shape: Skills Check 6e 1. Open a new MS Word document. 2. Create the banner shown on the right: 3. Format the border and fill as shown: 4. Include appropriate text on the banner. 5. Rotate the banner about 30⁰. 6. Save this as Task 6e.docx Have you backed up all of your work in this task to your USB thumb drive? You should do this at the end of every class so that you can take your work home and practice there. Have you been saving your work to your network server space every 10 minutes? Show your MS Word documents to Mr Kruyer for assessment. Due Dates: All questions from this task should be completed by next week s class. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-2\task6\TYMSWord6.docx Page 26