Word: Creating professional documents

Transcription

1 Word: Creating professional documents

2 TRWF IT Learning Programme ii

3 TRWF Word: Creating Professional Documents How to Use This Course Book The Exercises This handbook accompanies the taught sessions for the course. Each section contains a brief overview of a topic for your reference and then one or more exercises. Exercises are arranged as follows: A title and brief overview of the tasks to be carried out A numbered set of tasks, together with a brief description of each A numbered set of detailed steps that will achieve each task Some exercises, particularly those within the same section, assume that you have completed earlier exercises. Your teacher will direct you to the location of documents that are needed for the exercises. If you have any problems with the text or the exercises, please ask the teacher or one of the demonstrators for help. This book includes plenty of exercise activities more than can usually be completed during the hands-on sessions of the course. You should select some to try during the course, while the teacher and demonstrator(s) are around to guide you. Later, you may attend Course Clinics in the IT Learning Programme, where you can continue work on the exercises, with some support from IT teachers. Other exercises are for you to try on your own, as a reminder or an extension of the work done during the course. Writing Conventions Software Used A number of conventions are used to help you to be clear about what you need to do in each step of a task. In general, the word press indicates you need to press a key on the keyboard. Click, choose or select refer to using the mouse and clicking on items on the screen (unless you have your own favourite way of operating screen features). Names of keys on the keyboard, for example the Enter (or Return) key, are shown like this ENTER. Multiple key names linked by a + (for example, CTRL+Z) indicate that the first key should be held down while the remaining keys are pressed; all keys can then be released together. Words and commands typed in by the user are shown like this. Labels and titles on the screen are shown like this. A button to be clicked will look like this or perhaps like this: The names of software packages are identified like this, and the names of documents to be used like this. Word 2013 iii IT Learning Programme

4 TRWF Documents Used Columns.docx CV Deborah Greer.docx CV RAndrews.docx CV RHunt no styles.docx CV Robin Hunt plain.docx CV Susan Carter.docx 2.docx headings2.docx numbered sub levels2.docx table2.docx The Planets.docx vindication2.docx Welcome headers.docx Welcome Structured.docx Revision Information Date Author Changes made February 2006 Pamela Stanworth Updated for new template November 2006 Pamela Stanworth Corrections December 2008 Pamela Stanworth Revised for Office 2007 March 2011 Pamela Stanworth Re-ordered topics August 2011 Pamela Stanworth Revised for Office 2010 January 2013 Pamela Stanworth Updated for IT Services June 2015 Pamela Stanworth Revised for Office 2013 Nov 2015, v5.1 Pamela Stanworth Re-order topics Copyright Pamela Stanworth makes this document and the accompanying PowerPoint presentation available under a Creative Commons licence: Attribution- NonCommercial-ShareAlike CC BY-NC-SA. pamela.stanworth@it.ox.ac.uk The Oxford University crest and IT Services logo are copyright of Oxford University and may only be used by Oxford University members in accordance with the University s branding guidelines. Screenshots in this document are copyright of Microsoft. IT Learning Programme iv

5 TRWF Word: Creating Professional Documents The Wollstonecraft document was sourced from Project Gutenberg and is available in the public domain. The Planets content was sourced from Wikipedia under Creative Commons licence WP: CC-BY-SA. v IT Learning Programme

6 TRWF Contents 1 Introduction What You Should Already Know What You Will Learn Using Office Where Can I Get A Copy? Getting Started Starting Word Help A Sample Document Paragraph Formatting Working with Paragraph Formats Text Alignment Indenting Text Spacing Paragraphs A New Paragraph Inherits Formats Controlling Page Breaks Borders and Shading Bulleted/Numbered Lists (Optional ) Styles Styles in Word Applying a Built-in Heading Style Expanding and Collapsing Text Using Headingn Styles More Built-In Styles Examining Styles in a Document Removing Unwanted Styles and Formatting From Text Discovering the Styles and Other Formats on Text: Reveal Formatting Styles from Word s Templates Creating Your Own Style Modifying an Existing Style Automatic Numbering in a Style Managing the Style Gallery and the Styles Pane Style Sets IT Learning Programme vi

7 TRWF Word: Creating Professional Documents 5 Navigation Navigation Pane Browsing by Pages Browsing by Headings The Search For More Tool Bookmarks Outline View Building Tables Creating a New Table Working in a Table Selecting Parts of a Table Table Design and Table Layout Ribbon Tabs Resizing Parts of a Table Inserting and Deleting Rows and Columns Merging and Splitting Cells (Optional) Formatting in Tables Arranging Text Within a Table Table Properties Keeping One Row Unbroken Keeping Rows On One Page Repeat A Table Header On Subsequent Pages Border Lines and Grid Lines Showing and Hiding Gridlines Shading Sections Why Use Sections? Inserting a Section Break Working With Section Breaks Columns When to Use Columns (Or Not) Converting a Whole Document to Columns Converting Part of a Document to Columns Working with Columns Page Numbering (Optional) Inserting Page Numbers vii IT Learning Programme

8 TRWF Position of Page Numbers Changing the Page Number Style Page Numbers in Headers or Footers Sideways Page Numbers on Landscape Pages (Optional) Headers and Footers Headers and Footers vs. Page Numbers Creating a Header or Footer Page Numbers in a Header or Footer Dates and Times in a Header or Footer Editing a Header and a Footer Vertical Position of Headers and Footers Setting a Different Header or Footer on the First Page Different Odd and Even Headers and Footers Different Headers or Footers for Each Section What Next? Other Courses Downloadable Course Materials and More the ITLP Portfolio Other Word-processing Courses Course Clinics IT Services Help Centre Appendix: Student Exercises IT Learning Programme viii

9 1 Introduction Welcome to the course Word: Creating Professional Documents. This booklet accompanies the course delivered by IT Services at Oxford University, IT Learning Programme. Although the exercises are clearly explained so that you can work through them yourselves, you will find that it will help if you also attend the taught session where you can get advice from the lecturers, demonstrators and even each other! If at any time you are not clear about any aspect of the course, please make sure you ask your teacher or demonstrator for some help. If you are away from the class, you can get help by from your teacher or from 1.1. What You Should Already Know We will assume that you have already attended the course Word: Fundamentals (or equivalent) and that you are familiar with entering text and simple editing, such as rearranging and formatting text, drag and drop, copy and paste, printing and previewing and managing documents. The computer network in our teaching rooms may differ slightly from that which you are used to in your College or Department; if you are confused by the differences, ask for help from the teacher or demonstrators What You Will Learn In this session we will cover the following topics: using styles to format the document text and paragraph/section headings creating and working with a table working with tables that split over more than one page adding sections where the page orientation and/or formatting may differ from the main document inserting columns, headers and footers using the Navigation pane to navigate and manage your document These notes deal with Word Having worked through these notes, you should also be able to adapt to earlier versions (for example, Word 2010), and also to later releases, since most of the basic principles hold true regardless of the version of the software. Getting to grips with a package as sophisticated and powerful as Word can be time-consuming, so allow yourself plenty of time for practice. To increase your understanding of Word, make use of the Help facilities available within Word. In these notes, topics marked Optional are additional material which may not necessarily be covered by your teacher in the taught course. Depending on the work you need to use Word for, you may find some of these extra topics helpful. For further information on these, consult Word s Help. Related Word courses, should you be interested, are given in Part Using Office 2013 If you have previously used another version of Office, you may find Office 2013 looks rather unfamiliar. To help you, Office 2010: What s New is a self-study 1 IT Learning Programme

10 guide covering the ribbon, Quick Access Toolbar and so on. This can be downloaded from the ITLP Portfolio at For anyone who prefers not to use a mouse to control software, or who finds a keyboard method more convenient, it is possible to control Office applications without using a mouse. Pressing ALT once displays a black box with a letter or character next to each visible item on the ribbon and title bar (shown in Figure 1). Figure 1 Keystrokes to Control Ribbon Tabs and Title Bar (Press ALT to show these) After you have typed one of the letters/characters shown, the relevant ribbon tab or detail appears, with further letters/characters for operating the buttons and controls (shown in Figure 2). Figure 2 Further Keystrokes to Control Buttons The elements of a dialog can be controlled, as usual with Windows applications, by using TAB to navigate between items or typing the underlined character shown beside an item Where Can I Get A Copy? If you have a copy of Microsoft Office Professional, then you already have a copy of Word. If you are unable to find it on your computer, it may not have been installed and you should talk to your IT support contact (or the IT Services Help Desk). If you are a member of staff, you can obtain a copy of Microsoft Office Professional from the IT Services online shop. Students can obtain a Microsoft Student Licence, but this must be bought through a Microsoft Authorised Education Reseller. IT Learning Programme 2

11 2 Getting Started 2.1. Starting Word 2.2. Help There are several methods for starting Word, as is usual with Windows software. With your own computer, you should use your most familiar method to launch Word. If the Start screen appears, choose to create a Blank Document. This is then displayed with Word s ribbon of tools. Word has a considerable amount of help available, both built into the program and on the Microsoft web site A Sample Document You might like to start the session by exploring a typical large document which has been structured using the techniques we will be discussing in the course. Exercise 1: Exploring a finished long document Now look at this exercise (page 43). 3 IT Learning Programme

12 3 Paragraph Formatting 3.1. Working with Paragraph Formats A number of formats are available for controlling the shape and behaviour of paragraphs. Note that for these, it is only necessary to click in the paragraph to be changed, before giving the command (by button, keystroke or dialog box). Beware that if you select just part of the text within a paragraph, only some of the formats may be applied. Whenever you press ENTER while typing text, a new paragraph is inserted, which inherits the formats of the paragraph it grew out of. If unsure, use Show/Hide to display a paragraph mark at the end of every paragraph. A line break inserted using SHIFT + ENTER is a continuation of the same paragraph with the same formats, and shows as Text Alignment You can easily change the position of text on the page, and have it lined up on the left, on the right, centred or justified. These changes apply to whole paragraphs. If you are applying an alignment feature to one paragraph you do not need to select the whole text, as Word will automatically apply the alignment to the whole of the paragraph containing the insertion point. Figure 3 Paragraph Alignment Buttons On the Home tab, there is a set of buttons which determine the way that text is aligned horizontally (Figure 3). The common settings are either Justify (as in printed books) where both edges are in a straight line, or Align Left (like this paragraph) where the right-hand edge is ragged. You might Align Right the date at the top of a letter, while headings are often Centred. When text is Justified the word spacing is adjusted to fill the whole line. Exercise 2: Text alignment (Optional practice) Now look at this exercise (page 45) Indenting Text As with text formatting, the buttons are the most commonly used way of indenting. The Decrease Indent and Increase Indent buttons move the left edge of a paragraph inwards from the page margin and back out towards the page margin. Note that the indent set in this way is a format, a property of the paragraph. So pressing ENTER creates a new paragraph with the same indent pattern, and thus you can create a series of consistent paragraphs. This is a much better technique than typing tabs (using the TAB key). The left and right edges of the current paragraph (i.e. the paragraph that contains the insertion point) are shown by small triangles on the Ruler 1. An indent can be 1 The Ruler can be displayed using the Ruler checkbox on the View tab of the ribbon. IT Learning Programme 4

13 adjusted - for the current paragraph - by dragging the small markers along the Ruler. Paragraph indent can also be set using the Paragraph dialog. This is shown by clicking the launcher in the bottom right corner of the Paragraph group of the Home tab. Figure 4 Indents and Spacing on the Paragraph Dialog On the Indents and Spacing tab of this dialog, you can specify a left or right indent, measured in cm or inches. In the Special control, a hanging indent or first-line indent can be set Spacing Paragraphs Word has a set of formats which control the way text is spaced, both within a paragraph and before/after a paragraph. A document will be easier to work with if you apply these formats, rather than repeatedly pressing the ENTER key! Popular line spacing options are available using the Home tab. in the Paragraph group of On the Indents and Spacing tab of the Paragraph dialog, you can also adjust the line spacing within a paragraph (single spacing, 1.5, and double spacing are common options). Space between paragraphs can be set - either before the current paragraph or after it. This method gives a more flexible and easily-edited document than repeatedly pressing ENTER between paragraphs. 5 IT Learning Programme

14 3.5. A New Paragraph Inherits Formats Note that these are per-paragraph settings - so by default when a new paragraph is created, by pressing ENTER, it will inherit the paragraph spacing of its parent paragraph. Exercise 3: Indents and spacing Now look at this exercise (page 45) Controlling Page Breaks In addition to enabling changes in alignment, indentation and spacing, paragraph formatting can prevent a paragraph being split over two pages. Use the Line and Page Breaks tab of the Paragraph dialog, to control the way that Word handles breaks between lines and paragraphs. Widow/Orphan Control Figure 5 Line and Page Breaks on the Paragraph Dialog A widow or orphan is the first line or last line of a paragraph which has been left on its own on a page, while the rest of the paragraph text lies on the following or preceding page. Widow and orphan control prevents this and ensures that at least two lines are together on a page. In Word, the default is to have widow and orphan protection switched on. This is applicable to all documents. It is rarely desirable or acceptable to have a single line of a paragraph on a page. On the Line and Page breaks tab of the Paragraph dialog, there is a checkbox for Widow/Orphan control (shown in Figure 5 above). This prevents odd single lines appearing either at the end or the beginning of a page. IT Learning Programme 6

15 Keep Lines Together Keep With Next Use this option to make sure Word does not put a page break within a paragraph. If necessary, the beginning of the selected text will be moved to the top of the following page with the remainder of the text. Use this option to make sure Word does not put a page break between one paragraph and its next neighbour. This is useful to ensure that a heading or title stays with its first associated body paragraph. The Keep with next checkbox is found in the Paragraph dialog. Once this format is applied, the selected paragraph (title, etc.) will be moved onto a new page if necessary to keep it with its next neighbour. Page Break Before Use this option to start a new page before a selected paragraph. This can be used to ensure that a particular paragraph or heading is always at the top of a page. Exercise 4: Page break control Now look at this exercise (page 47) Borders and Shading A portion of text can be made to stand out - say a heading or some key information such as your name - by careful use of borders and/or shading. Beware that excessive decoration can make a page look busy and deter the reader. A border can be drawn around a paragraph, on all sides or just some sides. First click in the paragraph (or select the text) to be formatted. Clicking the arrow on (found in the Paragraph group of the Home tab, among other places) will reveal a palette of border options: Figure 6 Border Options 7 IT Learning Programme

16 This menu offers border lines above/below, left/right, within/outside the selected area, so you can select these separately. A paragraph can be filled with a shading colour by using (click the down-arrow button to see a palette of colour options). The Borders and Shading dialog (found from the border lines menu) offers further options, such as line thickness, colour and variations of line type. Figure 7 The Borders and Shading Dialog 3.8. Bulleted/Numbered Lists (Optional ) List Formats A list may be formatted with bullet symbols using or with a series of simple numbers using. Take care to select all the paragraphs that are to be included in the list, then click the relevant button. Show/Hide (which is turned on using ) reveals that this format has been achieved by a hanging left indent and also a tab between the bullet symbol/number and the main text. Each of these buttons has a menu of further choices associated with it (Figure 8). (The Multilevel List option, which is used to set up a hierarchy of headings and sub-headings with nested numberings, is discussed in a later IT Learning Programme course on Managing Your Thesis, see 12.1 below.) IT Learning Programme 8

17 Figure 8 Simple Bulleted or Numbered List Formats Working With a Simple Numbered List Once a set of paragraphs have been numbered using, the paragraphs can be rearranged and the items will re-number automatically. Items may be re-ordered using drag & drop or cut & paste. Items may be inserted or deleted at any point in the sequence. In each case the numbers are updated immediately. This is a much more flexible way of working than typing the numbers manually. If the same document includes another numbered list, the number series can be linked or separate (right-click then choose Restart Numbering or Continue). Note that heading styles can include bulleted or numbered formats (styles are discussed in chapter 4 below; to learn about setting up a hierarchy of numbered headings refer toa the IT Learning Programme course on Managing Your Thesis, see 12.1 below). Exercise 5: Borders and shading; bullets and numbering Now look at this exercise (page 49). 9 IT Learning Programme

18 4 Styles 4.1. Styles in Word In Word, a style is a collection of formats saved together and given a name apply the same style to several paragraphs then they will all match. Once a style has been defined in a document, it can be used in several places to quickly ensure consistency of formatting. A style can later be re-defined, to have a different appearance, so that all text with that style will automatically take the new appearance. Working with styles is a powerful tool for efficient formatting of structured or complex documents. A style can include: font formatting (font, size, bold/italic/etc, colour) paragraph formatting (alignment, indents, space within and between, page break control etc.) tab stop positions borders and shading bullets and numbering language 4.2. Applying a Built-in Heading Style A number of useful styles are built-in with Word, and these are available for immediate use. For headings, sub-headings and minor headings, use the styles called Heading1, Heading2 and Heading3 respectively. Further heading styles (numbers 4, ) are also available for a highly structured hierarchy of headings. launcher Figure 9 Style Gallery A style is most easily applied using the Style Gallery found on the ribbon s Home tab. IT Learning Programme 10

19 Figure 10 Using the Style Gallery Each style is displayed in the gallery with a small preview such as. Hovering the mouse over a style in this gallery will display the current (selected) text as it would look with this style applied. If the style seems suitable, you can click the style name to apply it permanently. A few popular styles are displayed, and others can be found by scrolling the list or clicking the More button. The paragraph then takes on all the formats which make up that style. Take care to click first in the paragraph, rather than selecting part of the text, if you want the whole paragraph to display all the formatting. If all headings are formatted using these styles, you can be sure that equivalent headings will match for example, all Heading2 paragraphs will look the same. You can go on to apply further direct formats to selected text (e.g. using buttons on the ribbon) added onto the style, if necessary Expanding and Collapsing Text Using Headingn Styles The built-in styles for headings, Heading1, Heading2, Heading3 etc, provide a useful way of structuring documents. Use Heading1 for major headings, Heading2 for sub-headings, Heading3 for minor headings, and so on. Several of Word s advanced tools, which will be discussed later in this and other courses, rely on using these styles in a conventional way. For example, when you hover the mouse pointer over a heading that has been styled in this way, a small arrow appears at the left of the heading. Clicking this arrow will collapse any subordinate headings and body text, leaving just the heading showing. Clicking again will expand the content again. 11 IT Learning Programme

20 4.4. More Built-In Styles Other styles that typically come built-in with a Word document include: Normal Header Footer Footnote, Endnote where no other style has been applied for header text at the top of every page for footer text at the bottom of every page when you add supplementary information, with a small marker or index number, at the bottom of the page or document a character style, applied if you use Page number and lots more on the Insert tab... which appear and disappear as appropriate Word applies such styles automatically when appropriate Examining Styles in a Document Style Box on the Toolbar It is useful to add the compact Style box to the QAT Quick Access Toolbar. Then you can keep an eye on it while working, to be aware of the styles that have been applied automatically. Discover which style a paragraph already has, by clicking the text and looking at the name reported in the Style box:. (Normal is the name given when no particular style has been applied.) This box can also be used for applying a style: first select the relevant text, then click the desired style name from the drop-down. Styles Pane The launcher (in the corner of the Styles group of the Home tab) will display the Styles pane. This shows a full list of all the styles available in a given document. Use this list to apply a style to selected text. IT Learning Programme 12

21 Figure 11 The Styles Pane Discover the formats that make up a particular style by hovering the mouse pointer over a style name, in the Styles pane. The composition of the style is listed in a ScreenTip. The Styles pane can be moved to any convenient position on the screen, by dragging its title bar (then double-click the title bar to dock it again). Figure 12 ScreenTip Reveals the Anatomy of a Style in the Styles Pane 4.6. Removing Unwanted Styles and Formatting From Text The useful command Clear All is found at the top of the Styles pane. This clears any direct formatting (such as font or paragraph settings) from selected text, and applies the Normal style. 13 IT Learning Programme

22 4.7. Discovering the Styles and Other Formats on Text: Reveal Formatting The Reveal Formatting pane is a useful tool which you may like to keep open while you work. It is displayed by pressing Shift + F1. The Reveal Formatting pane reports all the formats applied to the current text (i.e. the text where the insertion point lies) 2. A useful trick is to check Distinguish style source (at the bottom of the pane), so that the paragraph style and character style are listed separately from any direct formatting which may also be present. Figure 13 Reveal Formatting Pane Shows the Text s Style and Other Formatting 4.8. Styles from Word s Templates Exercise 6: Styles A document that has been created using one of Word s built-in templates, such as the Résumé (CV) templates, is likely to be formatted using a variety of custom styles which were specially designed for that use. Now look at this exercise (page 50) Creating Your Own Style You will not always want to use Word s built-in styles but may prefer to create your own styles for a particular document. The styles used for the headings and so on in this course book are an example. It is possible to incorporate automatic numbering, formatting (such as the font and justification to be used) and border settings into your own style. Once a style has been created, it can be attached to a template to make it available to further documents or to all documents. (Templates are covered in another IT Learning Programme course, Word: Building your long documents, see part 12.2 below.) 2 Although there is no button conveniently provided for displaying the Reveal Formatting pane, this would be a good candidate for a button to be added to the Quick Access Toolbar, as covered in a later course IT Learning Programme 14

23 The New Style button is found at the bottom of the Styles pane. This displays the New Style dialog. Figure 14 Creating a New Style The new style can be of various style types. While a paragraph style is applied to a whole paragraph (for example a heading), a character style is applied to a selected piece of text within a paragraph (for example a phrase or keyword). A linked style is one which can be applied to a whole paragraph or to selected text within a paragraph of course, only relevant aspects of the style formatting will be applied if only a portion of text has been selected. The new style can be based on one of the existing styles, by default the style of the currently selected paragraph (using the Based on control). If a certain other style is always to be applied to the paragraph following this paragraph style, select that style name as the Style for following paragraph. For example, a heading style would generally be followed by a Body Text paragraph, not another high-level heading. In the dialog, you set up the design for the new style. Use the buttons on the dialog to set common formats (font, bold, line spacing etc.). Use for further formatting options, then click The new style can now be applied to paragraphs throughout this document Modifying an Existing Style One way to create your own style is to modify an existing style, whether one created by you or a built-in style. Altering a style will affect every instance where that style has been applied in the current document, so this ensures consistent formatting and makes it easy to change your mind about how headings, for example, should look. 15 IT Learning Programme

24 If you hover the mouse pointer over a style name, in the Styles pane, a grey menu-arrow appears. Click the arrow to see a menu and choose Modify... In the Modify Style dialog, change the style as required, using the buttons or clicking for more choices. For example, you might modify a heading style such as Heading1 to include page break control formats and generous spacing (refer to parts 3.4 and 3.6 above ). When you click, the style is re-defined, and all text with that style is transformed. Take care when modifying an existing style, as other styles may be based on it and will be affected by the changes you make. In general, most of Word s built-in styles are based on the Normal style. Thus if you re-define the Normal style, because nearly all the document depends on this directly or indirectly, the whole document is transformed. For example, this is what to do if you want to change the typeface used throughout the document, including headers, footnotes etc Automatic Numbering in a Style Styles based on Word s built-in heading styles, Heading1, Heading2, and so on, can include automatic numbering. This means you can easily number the parts of your document. When modifying your heading style, select, then Numbering to select the type of numbering required. Select an appropriate tab. If the numbering formats offered do not quite fit your needs, choose the closest and choose. (The Multilevel Numbering option, which is used to set up a hierarchy of headings and sub-headings with nested numberings, is discussed in a later IT Learning Programme course on Managing Your Thesis, see 12.1 below.) Exercise 7: Creating and modifying styles (optional) Now look at this exercise (page 52) Managing the Style Gallery and the Styles Pane It is convenient to show the styles that you use frequently, in the Style Gallery (in the Home tab). Each style is displayed with a small preview such as. Hovering the mouse pointer over a style in this gallery will display the current (selected) text as it would look with this style applied. If the style seems suitable, you can click it to apply it permanently. Buttons and will scroll the rows of the gallery up and down. will display several rows. If one of the styles shown in the Style Gallery is not relevant to your work, it can be removed by right-clicking it and choosing Remove from Style Gallery. The style itself is not deleted; it is simply no longer shown in this gallery. A full list of styles available can be seen in the Styles pane, shown by clicking the launcher in the bottom right corner of the Styles group (in the ribbon). A style that you use frequently can be added to the Style Gallery: hover the mouse pointer over the style name in the Styles pane, and click the arrow button which appears. The resulting menu offers Add to Style Gallery. IT Learning Programme 16

25 4.13. Style Sets Once a document has been formatted using the built-in styles (such as Heading1, Heading2, Normal, Header, Footer etc.), one quick way to transform the whole look of the document is by changing to a different style set. A Gallery of style sets is found on the Design tab of the ribbon: applying one of those will re-define the family of built-in styles (in this document). In particular, on the bottom row of the gallery there are style sets for each of Word 2003, 2007, 2010 and 2013, which can be used to transform a document which originated with another version of Word, to match the defaults of a version of Word. Exercise 8: Managing styles (optional) Now look at this exercise (page 55). 17 IT Learning Programme

26 5 Navigation 5.1. Navigation Pane When editing a large, complex document, it is useful to move quickly through the text using a variety of tools. The Navigation pane is shown via the View tab of the ribbon. This is used in a variety of ways to move efficiently around a long document Browsing by Pages The Browse Pages tab of the Navigation pane shows an overview of the document using thumbnails of the pages. This is a quick way to scan through a document and find the desired point for editing Browsing by Headings The Browse Headings tab of the Navigation pane shows an overview of the document using headings and sub-headings, provided that the headings have been formatted by using the built-in styles Heading1, Heading2 etc. Figure 15 Browsing the Document by Headings and Sub-Headings This gives a sort of map of the document, showing how the headings and sub-headings are ordered in this document. Sub-headings are shown indented. Using the mouse, clicking a heading will move you immediately to that point in the document. Clicking a symbol beside a heading will collapse its subordinate text. If appears beside a heading, then clicking that will expand any subordinate sub-headings present below that heading. Exercise 9: Browsing a document by headings and sub-headings Now look at this exercise (page 57). IT Learning Programme 18

27 5.4. The Search For More Tool The Search For More tool is found at the top of the Navigation pane. Click the blue arrow on the search bar, to see a menu of other ways to navigate through the document. Figure 16 The Search For More Tool The menu that appears when you click the blue arrow offers further objects for browsing. Useful ways of browsing include: by graphic, by table, by footnote. After you have chosen a browsing option, arrow buttons appear and you can use them to move backwards or forwards, one browse-by object at a time. The browse buttons can be used repeatedly. SHIFT+F5 is the keystroke to go back to the most recent editing position Bookmarks If you are likely to be moving around a large document frequently, it may be useful to insert bookmarks at important points in the document. These are saved invisibly in the document, and you (or a colleague) can use them for navigating. Move first to the point in the document where you want a bookmark. Choose from the Links group of the ribbon s Insert tab, to show the Bookmark dialog. 19 IT Learning Programme

28 Figure 17 Inserting a Bookmark The dialog lists any existing bookmarks. You enter a suitable new bookmark name in the Bookmark Name box at the top, then click. Note that bookmark names cannot contain spaces or certain punctuation - the button will remain grey until you give a legal name. Notice also that bookmarks are listed alphabetically, and you may want to take account of this when choosing bookmark names. This dialog can be used to go to a bookmark - choose the name in the list and click. Alternatively, use Go To from the Home tab, or on the Navigation pane. Exercise 10: Browsing and bookmarks Now look at this exercise (page 58) Outline View Showing a Document in Outline View In Outline View, you can see the structure of the document and rearrange parts of the text. Use in the View tab. In this view, the headings and sub-headings of a structured document are listed, provided these headings were formatted using Word s built-in styles Heading1, Heading2 etc. The hierarchy is indicated by position: sub-headings are shown indented below the main headings. If there are many levels of sub-headings, these are shown nested. Grey lines indicate a quantity of body text. IT Learning Programme 20

29 Showing Parts of the Outline Figure 18 Outline View of Document Headings Headings are shown with beside them. Click this once to select the heading with all its subordinate content. Double-click to expand the text below this heading. Double-click it again to collapse. By default, the Outlining tab appears on the ribbon. Using, you can control the depth of headings that are displayed for example, just the top-level headings or all the sub-headings (otherwise, use to see the whole text). Rearranging Text in Outline View Portions of the text can be rearranged using these buttons - first select a heading with its subordinate material, then use or to move it upwards or downwards relative to the rest of the document. A portion of text can be promoted or demoted (to a higher or lower level of heading style) using or. You can also make the same rearrangements (moving up/down and promoting/demoting) using the mouse for drag & drop. Finishing Outline View When work in Outline View is finished, click the special Close button close this tab of the ribbon. to Exercise 11: Outline View Now look at this exercise (page 59). 21 IT Learning Programme

30 6 Building Tables Information can often be laid out using a table or grid. Word has powerful tools for laying out and formatting tables. For example, a simple CV may consist of one table which fills the page. The border lines do not have to be drawn around the table cells. A table is almost always more easily controlled than a set of tabs, and gives better results than typing lots of spaces. If (when) you change your mind about your content or layout, a table is easily re-shaped and re-formatted. A document may include a number of tables, each with its own different layout Creating a New Table The Insert tab on the ribbon includes. Dragging over the palette of cells will choose the number of rows and columns to be inserted at the current insertion point position. Figure 19 Creating a New Table Alternatively, create a new table using the Draw Table command on the same menu. This is used to draw tables freehand. Note Word can convert a list or a tabbed layout into a table, by using Convert Text to Table on the same menu. However, you may need to spend a few minutes tidying up the layout that is created Working in a Table Move between cells ( squares ) of a table by clicking with the mouse, or by using the arrow keys on the keyboard - up, down, left and right. Pressing TAB moves to the next cell and SHIFT+TAB moves to the previous cell. IT Learning Programme 22

31 Enter text in a cell by typing. If you press ENTER while in a table cell, a new paragraph is inserted inside the cell - you are working in the cell as if it was a small document in its own right. When in the last cell, at bottom right, press TAB to add a new row. Exercise 12: Creating a table Now look at this exercise (page 61) Selecting Parts of a Table Before formatting or adjusting parts of a table, you must be able to select parts accurately. Select a row by moving the mouse pointer out beyond the left of the table - the mouse pointer changes shape to a white arrow, slanting towards the right. Now click, and the whole row is shown highlighted in grey. Drag downwards to select several rows. Figure 20 Selecting a Row in a Table Select a column by moving the mouse pointer up above the top of the table - the mouse pointer changes shape to a vertical black arrow. Now click, and the whole column is shown highlighted in grey. Drag sideways to select several columns. Figure 21 Selecting a Column in a Table Select a whole table by moving the mouse pointer over the table until a small square containing a 4-headed arrow appears at the top left corner. Click this square, and the whole table is shown highlighted in grey. Figure 22 Selecting a Table Select a single cell by moving the mouse pointer inside the left edge of the cell - the mouse pointer changes shape to a black arrow, slanting towards the right. Now click, and the whole cell is shown highlighted in black. Drag sideways or vertically to select more cells. 23 IT Learning Programme

32 Figure 23 Selecting a Single Cell in a Table 6.4. Table Design and Table Layout Ribbon Tabs When the insertion point is inside any table, two extra tabs appear on the ribbon, labelled Table Tools Design and Layout. These offer a range of useful commands, including Select Row/Column/Cell/Table Resizing Parts of a Table As the mouse pointer moves over a dividing line between rows or columns, it changes shape to be a two-headed arrow. Adjust a column width by dragging the dividing line between columns. Adjust a row depth by dragging the dividing line between rows. Notice that when you drag a row or column divider, the position tends to snap into position on an invisible grid. Row and column sizes can also be specified using the Table Tools Layout ribbon tab (this tab appears when the insertion point is in a table). Further options appear in the Table Properties dialog. Figure 24 The Table (Cell) Properties Dialog Exercise 13: Adjusting row heights Now look at this exercise (page 63). IT Learning Programme 24

33 6.6. Inserting and Deleting Rows and Columns When a row, column or cell is selected, pressing DELETE empties all content from the selected cells, leaving the cell structure in place. Alternative buttons are found on the ribbon s Table Tools Layout tab: is used to remove the selected cells from the table altogether. The Insert options, such as, will insert another row/column/cell as appropriate to the selected part. An alternative technique is to select a row, column or cell then right-click. The context menu offers commands to delete or insert. Hovering the mouse pointer just outside the left edge of a table will reveal a blue insert bar with + tab, which you can click to insert a new row. Similarly, hovering the mouse pointer just above the dividing line between columns will reveal a blue insert bar with + tab, for inserting a new column. Figure 25 Inserting a Row Within a Table Note that the option to Split Table has an additional use, if a table is the very first item in a document, to split the table away from the top of the page if you now wish to insert ordinary text Merging and Splitting Cells (Optional) Note that the Table Tools Layout tab also offers commands to split or merge cells. Once you have selected a cell or cells, use these commands or right-click to split or merge. 25 IT Learning Programme

34 7 Formatting in Tables 7.1. Arranging Text Within a Table Any text can be selected then formatted in the usual ways (font and paragraph formatting using buttons, menus and dialogs). For example, align text within a cell using the buttons on the Home tab of the ribbon. The Alignment group of the Table Tools Layout tab offers a wider choice of ways to align text in a cell. Or right-click in a table for more cell alignment options. Figure 26 Aligning Text Within Table Cells Other useful commands for arranging table contents include: Distribute Rows/Columns Evenly and (in the Cell Size group of the Table Tools Layout tab) to get all rows the same width etc. Change Text Direction because, for example, vertical text can be useful for column headings in a crowded table Sort rows/columns sort data in alphabetical or numerical order Exercise 14: Restructuring parts of a table Now look at this exercise (page 65) Table Properties Properties of a row, a column or the whole table can be seen and adjusted using the Properties (found in the Table group of the Table Tools Layout tab). Properties are such settings as size and alignment. IT Learning Programme 26

35 Figure 27 The Table Properties Dialog Column widths, row heights and cell dimensions can be specified directly in relevant tabs. In the Table tab of this dialog, you can also specify the way the entire table is aligned on the page. Figure 28 Setting the Overall Alignment of a Table 7.3. Keeping One Row Unbroken By default, a row in a table is allowed to break across pages. If this is not suitable, clear the checkbox on the Row tab (in the Table Properties dialog). 27 IT Learning Programme

36 7.4. Keeping Rows On One Page Figure 29 Keeping One Row Unbroken A long table may need to be broken between two (or more) pages. If a particular row must stay attached to its neighbour, apply the Keep With Next format. This is found in the Paragraph dialog: in the Home tab of the ribbon, in the Paragraph part, click to display the dialog. Keep With Next is set on the Line and Page Breaks tab of the dialog. Typically this format would be applied to every row in a table, except the last one Repeat A Table Header On Subsequent Pages If a table is very long, it must be divided where a page break occurs. You can specify that the top row (or rows) be treated as a header: the header reappears at the top of each continuation page. In this case, you would first select the top row (with headings), then click in the Data group of the Table Tools Layout tab of the ribbon. This command is also available on the right-click (context) menu. Repeated table headings are visible in Print Layout View or when you print the document. Exercise 15: Laying out a long table on the page Now look at this exercise (page 66) Border Lines and Grid Lines Border lines can be drawn around part or all of a table, just as with paragraphs, using the Borders tool (found on the Home tab, among others). A table may usefully be used to lay out a document, even with no borderlines shown - choose on the Borders menu. IT Learning Programme 28

37 Borders and shading may be applied to portions of text or to parts of a table, so care is needed over selecting just the parts that are to be formatted. The Table Tools Design tab offers options for formatting borders, including colour, thickness and style. A range of preset table styles are found from. Once border options have been chosen, the Border Painter becomes active: the mouse pointer changes like this, and you can paint the chosen border options onto any parts of the table. Alternatively, use the Border Sampler: click then pick up a border format that you like from an existing table, and paint it onto other borders. For further detailed work on borders, the Borders and Shading dialog (found from the border lines menu) offers options such as line thickness, colour and variations of line type. Figure 30 The Borders and Shading Dialog 7.7. Showing and Hiding Gridlines Gridlines around a table are usually shown on the screen, to help you with editing the table. These are not shown when the work is printed. Use View Gridlines to control whether these gridlines are seen on the screen. is found on the Table Tools Layout tab of the ribbon. Figure 31 A Table With Gridlines Showing But No Borders 29 IT Learning Programme

38 7.8. Shading The Shading button is on the Home tab of the ribbon (among others). Use this to fill selected rows/columns/cells with colours or shades of grey. Figure 32 The Shading Tool for Table Cells Exercise 16: Borders and alignment of a table (optional) Now look at this exercise (page 67). IT Learning Programme 30

39 8 Sections 8.1. Why Use Sections? There are times when a document needs different layouts in different parts. This can be managed by dividing the document formally into sections Section 1 Section 2 Section 3 Figure 33 A Document in Three Sections In Figure 33, Section 1 comprises pages 1-23, the main body of the document. Section 2 is page 24, landscape oriented to accommodate a chart. Section 3 is pages 25 onwards, portrait oriented and in 2 columns, perhaps containing an index or glossary. A section break separates one section from the next. A section break can separate areas of these different formats: paper size and paper source page orientation margins page borders header/footer contents header/footer settings (different odd & even, different first page) page numbering sequence footnote/endnote sequences number of columns 8.2. Inserting a Section Break A new document usually consists of one section. The Breaks menu (found by clicking on the ribbon s Page Layout tab) offers a variety of section breaks: 31 IT Learning Programme

40 Figure 34 Inserting a Section Break The Next page type is a popular choice. The simplest approach is to insert section breaks at key points in the document, then visit each section in turn, making the desired settings there. Section breaks can be positioned anywhere in a document, with the following section on the same or a new page. This allows different formatting instructions to be applied to different parts of the document. For example, to create a document where the first few pages have 2 inch margins and the remainder have 1 inch margins, you would insert a section break between the two parts, then visit section 1 and set its margins, then visit section 2 and set its margins. Section breaks do not have to coincide with page breaks unless the formatting is applicable to pages only. For example, creating columns on part of a page will generate section breaks around that part but the columns can be on the same page as other text in full-width paragraphs Working With Section Breaks The section number of the current section (the section the insertion point is in) can be shown on the status bar: right-click the status bar and click Section to place a tick beside it. A section break becomes visible if you use Show/Hide. The section break stores the formatting of the part of the document just before it (in the final section of a document, it is the final paragraph mark which does this). This means that if you delete a section break, the text just above it takes on the section formatting of the section below it. Exercise 17: Sections and section breaks Now look at this exercise (page 68). IT Learning Programme 32

41 9 Columns 9.1. When to Use Columns (Or Not) A document may need to be laid out, in part or entirely, in columns. To Word, this means newspaper columns, where the text flows down one column, restarts at the top of the next column and flows down, and so on. If this is not what you want, consider whether you really mean to use a table (discussed in part 3 above)? When text is edited, it automatically rearranges itself among the columns. A page may be laid out in 2 or more columns. However, a large number may lead to very narrow columns, which makes the text less legible. Block-justified text in narrow columns tends to develop ugly white snakes running down the page Converting a Whole Document to Columns One approach to creating columns in Word is to convert a document in its entirety to a columned layout. is found on the ribbon s Page Layout tab. Provided the document consists of only one section, use and choose the desired number of columns on the menu. The whole document then appears in columns. Returning the document to a single column: use and select a single column Converting Part of a Document to Columns If only part of the document needs to be in columns, one route is to select the relevant part and choose the desired number of columns using. Word inserts two section breaks to separate the multiple-columned part from the single-columned parts before and afterwards. Alternatively, insert (continuous) section breaks at the start and the end of the part to be converted (discussed in part 8). Then with the insertion point in the new section, use to choose the required number of columns Working with Columns Columns can be seen clearly in Print Layout View and in Print Preview, but are not shown in Draft View. The section breaks can be made visible by turning on Show/Hide. Further options are available via the Columns dialog (found at the bottom of the Columns menu). Here the column widths and the spacing between them can be adjusted, and lines can be drawn between columns. 33 IT Learning Programme

42 Figure 35 Column Options If a banner heading is needed across the top of the page, this is set up as a single column, with a continuous section break separating it from the 2- or 3-columned main part of the document. Figure 36 A Single Column Banner with Three Columns of Text Exercise 18: Converting page layout to columns Now look at this exercise (page 69). IT Learning Programme 34

43 10 Page Numbering (Optional) Page numbering can be useful in any document to keep track of the ordering of the pages. It is a good practice to include page numbering while a document is being drafted, even if the numbers are deleted on final printing. The Page Numbering tool inserts a number on each page of the document, starting at a specified number (generally 1) and incrementing by one number or letter for each additional page. Page numbers can include chapter numbers and may be Arabic numerals, Roman numerals or letters, upper or lower case. The numbers can be placed in a choice of positions on the page Inserting Page Numbers With the insertion point in the section where page numbering is to start, select in the ribbon s Insert tab. In this menu, you choose between putting the page number in the top and bottom of the page or in the left or right page margin. Page numbers are only seen in Print Layout view (selected from the View tab) or Print Preview (via Print on the File tab) Position of Page Numbers The menu offers a choice of layouts for the page number, for each position. When you click a choice, page numbers will appear on every page in this document (or in this section if there are several sections). The chosen page number replaces any header or footer that may have been there before. Page numbers can be included in the body of the text by using the same command (Page Number on the Insert tab), and choosing Current Position and one of the layout options offered. This includes the current page number in the text for that page Changing the Page Number Style The Page Number menu includes Format Page Numbers. This displays the Page Number Format dialog. Figure 37 Page Number Format 35 IT Learning Programme

44 This dialog offers a choice of popular Number formats, e.g. a,b,c or I, II, III. You can set the starting number for the sequence (usually 1). If you want the page number to mention chapter numbers, check the Include chapter number option and specify the heading style that has been used for your chapter numbers. For chapter numbering to be included, you must already have formatted the relevant chapter headings with one of the 9 built-in heading styles, and that style must include automatic numbering Page Numbers in Headers or Footers As an alternative to using the Page Number tool, page numbers can be included as part of the header or footer of a document or in a template. Headers and footers are discussed in part 11. In this case it is possible to have independent page numbering (or omit page numbering) on the first page of a document, on odd and even pages, and in different sections of a document. Sections and page setup are discussed in part 8 above Sideways Page Numbers on Landscape Pages (Optional) If some pages within a document are differently oriented, you may wish to control the position of page numbers (or other header/footer contents). For example, when a page orientation is changed from portrait to landscape, the page number still lies by default at the bottom of the text. You may however want to keep the page number at the short edge of the paper, for consistency with the rest of the printed work. This effect is offered among the Page Number options (click in the ribbon s Insert tab, and choose Page Margins). You can also get this effect for other header or footer text, if you put the text in a text box and change its text direction. First set up a header/footer for the landscape section, and unlink it from both its neighbours. Use in the ribbon s Insert tab to create a text box, and type suitable text inside that. Drag the text box into the side margin to the required position. Turn the text direction to match the rest of the printed document using (click repeatedly as necessary). This button is found on the Text Box Tools Format tab, which appears when you are working in a text box. This is a sideways text box Exercise 19: Page numbers (optional) Now look at this exercise (page 71). IT Learning Programme 36

45 11 Headers and Footers Headers and footers are text and content that appears on (usually) every page of a document. Headers are placed in the top margin and footers in the bottom. They can contain text, graphics, paragraphs and fields. Different headers and footers can appear on odd and even pages or on the first page of a document or section. Each section of a document, if separated by section breaks, can have different headers and footers. Headers and footers may include chapter titles, a date, book title, the author's name or other messages on every page of the document, on alternate pages, on specified pages, and so on. During the writing of a major document, they are quite useful to detail the chapter and date of printing of a draft, for comparison with previous versions and to help in keeping accurate records Headers and Footers vs. Page Numbers Word has a separate tool for inserting simple page numbers at the top or bottom of pages, discussed in part 10 above. This tool is suitable if you only want page numbers. If you want more options or more content, perhaps including page number fields, then use headers or footers as described here Creating a Header or Footer The header and footer are usually seen in grey on the page, and are not immediately editable. You can open these areas for editing using or in the ribbon s Insert tab. The header/footer area now appears in full black (and the main text area of the page is grey). Alternatively, if a header or footer already exists, point to it and double-click to open it for editing. The Header and Footer Design tab appears on the ribbon. Figure 38 The Header Area With the Header Design Tab 37 IT Learning Programme

46 On this ribbon tab, use and to switch between header and footer, and choose Show Document Text to show or hide the document text if necessary. In the header or footer areas, you can type text in the usual way. All the Word editing features are available, for example centre, bold, special characters, and so on. Use a table or tabs to place text at sides or middle Page Numbers in a Header or Footer To include page numbers, use then choose Current Position. The Simple Plain Number is often suitable. A page number in a header or footer can be formatted with further numbering choices. This is done by using Format Page Numbers from. For example, the first few pages of a document, including perhaps a Table of Contents, might have pages numbered i, ii, iii and so on. This lowercase Roman numeral format is available, among others, in the Format Page Numbers dialog. Figure 39 Formatting Page Numbers The Include chapter number format is available provided that your chapter headings are already formatted with one of the built-in styles Heading1, Heading2 etc., and that this style incorporates suitable numbering Dates and Times in a Header or Footer offers to insert the date and time at the position of the insertion point, in various formats. If the checkbox Update automatically is checked, then a field is inserted which will always show the current date and/or time according to the computer s internal clock. If this checkbox is left clear, then the date/time inserted is that at the moment when it was inserted. If the date or time has already been inserted with an unsuitable format, the simplest remedy is to delete the date or time field and replace it with a suitable one. IT Learning Programme 38

47 11.5. Editing a Header and a Footer Headers and footers are created and edited via buttons on the ribbon s Insert tab. They can also be edited by double-clicking the existing header or footer, in Print Layout View. Once the header and footer are complete, clicking text. will return to the main Exercise 20: Headers and footers Now look at this exercise (page 72) Vertical Position of Headers and Footers To control the spacing between the header or footer and the main document text, adjust the top or bottom page margins. Use on the Page Layout tab of the ribbon, and choose Custom Margins... Alternatively, drag the margin boundary shown on the vertical Ruler. In the Page Setup dialog, the Layout tab includes settings for the Header and/or Footer, including the distances from the edge. This will be the distance down from the top of the page to a header or the distance up from the bottom of the page for a footer Setting a Different Header or Footer on the First Page It is common to have a different header/footer, or none, on the first page of a document. (If your document has several sections, this choice can be made separately in each section.) This choice is made in the ribbon s Header and Footer Design tab, using the Different First Page checkbox. Now when you open the header or footer for editing, a separate First Page Header and First Page Footer are offered. Use and to move to the next or previous header (or footer). 39 IT Learning Programme

48 Figure 40 Editing the First Page Header Different Odd and Even Headers and Footers The Different odd and even option (checkbox is in the Header and Footer Design tab) allows you to design your headers and footers differently. For example, when you are printing a double-sided document you may want the page numbers on the odd pages to be aligned to the right and those on the even pages to be aligned to the left. When you open the header (or footer) for editing, the Even Page Header and Odd Page Header are edited separately. Use and to move to the next or previous header (or footer). Figure 41 Creating a Separate Header for Odd Pages Exercise 21: Header and footer options (optional) Now look at this exercise (page 73). IT Learning Programme 40

49 11.9. Different Headers or Footers for Each Section A document may be divided into sections by inserting section breaks at key points (see part 8 above). Each section may then have different headers and footers. Each section may also have different choices for different first page or different odd and even pages. Initially, when you divide a document into sections, the headers and footers defined for the first section are used for every section and all headers and footers are connected throughout the document. This means that if you worked in the third section, for example, and changed the header there, then all other headers would be changed to match. If there are several sections, use and to move between the headers or between the footers. Each area is labelled, telling you which header or footer you are working on. Use and to move between the header and the footer on the same page. To create different headers or footers in different sections, you must break this connection by using on the Header and Footer Tools tab. If this button is depressed, the headers are connected. If it is released then there is no connection to the previous section and you can have different headers and footers. However, each header or footer is still connected to subsequent sections unless explicitly disconnected. For example, initially a header is created for the first section. This will appear in all sections. Then is used to sever the connection between the third section and its preceding neighbour, and a new header can be created for the third section. The first two sections will now have the header created in section one, the third and subsequent sections will have the header created in section three. To reconnect a header or footer with the preceding one, use again. 41 IT Learning Programme

50 12 What Next? Other Courses Now that you have some useful word-processing skills you may want to develop them further. IT Learning Programme offers a range of resources for study and teaching. Courses on word-processing and related topics are described below. In all cases, please refer to the IT Learning Programme Courses web page ( for further details Downloadable Course Materials and More the ITLP Portfolio These course materials are available through the ITLP Portfolio, at Each course pack includes the course handbook in pdf form and a zip folder of the exercise files that you need to complete the exercises. Archive versions of the course book may also be useful if you use an earlier version of the software. The ITLP Portfolio helps you find articles, videos, resources and weblinks for further IT study. For some resources, you will be asked for your Oxford (SSO) username and password Other Word-processing Courses Word: Charts, Pictures and Diagrams Word: Managing Your Thesis Word: Building Your Long Documents Course Clinics We encourage everyone to work at their own pace. This may mean that you don t manage to finish all of the exercises for this session. If this is the case, and you would like to complete the exercises while someone is on hand to help you, come along to one of the Course Clinics that run during term time. More details are available from IT Services Help Centre In the IT Services Help Centre, you can use the facilities to work through the exercises in this booklet, or use any of the applications that are available. The Help Centre is also a good place to get advice about any aspect of using computer software or hardware. For Help Centre opening times, visit and follow links to the General Helpdesk, or contact them by on help@it.ox.ac.uk. IT Learning Programme 42

51 13 Appendix: Student Exercises Exercise 1 Exploring a finished long document You are going to open the document called Welcome Structured.docx This has been laid out using some of the techniques that will be discussed during this course Feel free to explore and experiment! If you are working in an IT Learning Programme teaching room, all the documents for these exercises have been provided for you on a network drive, known as Drive H:\ Task 1 Start Word Click the Start button on the Taskbar at the bottom of the screen In the All Programs menu, explore the folders and look for the Microsoft Office group Click Word (On your office or home computer you might start the program using a Word icon on the Desktop) If you are prompted for any user information, just click A Word licence screen appears briefly Step 4 If the Start screen appears, showing some recent documents and a variety of templates for new documents, choose to create a Blank Document Task 2 Open the document Welcome Structured.docx It has been placed in your network Drive H:\ (or in another place as directed by your teacher) Step 5 A blank Word document appears, with the ribbon of tools Briefly examine the tabs of the ribbon, to see the commands available A file has been prepared for you to start with Click on the File tab, then choose Open In the Open panel, click then 43 IT Learning Programme

52 Step 4 Browse to the drive where your documents have been saved: If you are working in an IT Learning Programme teaching room, navigate to the network drive called Drive H:\ Alternatively, navigate to a drive and folder as directed by your teacher Step 5 Select the document named Welcome Structured.docx Click Task 3 Explore this document, noticing how the different parts have been laid out. Look out for: Text laid out in columns Some pages have landscape orientation Different margins in some parts of the document Tabulated information (p. 25) and illustrations (p. 23 etc.) Key paragraphs are prevented from splitting across pages (top of p.43 etc.) Headings and sub-headings have consistent formatting throughout Similar paragraphs have consistent special formatting - e.g. Q s and A s on p.2 Special formatting to make phrases stand out - e.g. answers near the top of p.2 Page numbering: in the main text, nothing on title page, i-ii-iii in the Appendix Headers & footers are different on odd and even pages, no footer on the first page Hidden text on the title page Can you work out how these effects have been achieved? These will be covered in today s course Task 4 Feel free to experiment with this document, making changes and trying out some of Word s features You will work on each of these features in a more systematic way during the course Task 5 Finally, close the document, without saving any changes IT Learning Programme 44

53 Exercise 2 Text alignment (Optional practice) You are going to explore the various paragraph alignments available Centre the name at the top of the CV Right-align some personal details Block-justify a longer paragraph All the documents for these exercises have been provided for you on a network drive. Your area of the drive is known as Drive H:\ Task 1 Open the document CV Susan Carter.docx In the Open dialog, look in your network drive Find the document CV Susan Carter.docx and open it Task 2 Apply alignment formats to each paragraph: right, centre, left and justified Click in the main title Susan Carter Click to centre it between margins Click in the phone number and right-align that paragraph using Right-align the address and the address Step 4 Justify the paragraph of descriptive text Task 3 Save the document, leaving it open for further work Exercise 3 Indents and spacing Change the line spacing within a paragraph, using a button Change the left indent using buttons Use the Paragraph dialog to control other indents Set space before and space after a paragraph, using the dialog All the documents for these exercises have been provided for you on a network drive. Your area of the drive is known as Drive H:\ Task 1 Continue work on CV Susan Carter.docx If necessary, open CV Susan Carter.docx Task 2 Increase the line spacing of the long paragraph Click anywhere in the long paragraph Set the line spacing to 1.5 lines, using the button 45 IT Learning Programme

54 Task 3 Split the long paragraph into 3 separate ones Task 4 Apply different indents (left, hanging and right indent) to different paragraphs, using the buttons on the ribbon and the Paragraph dialog Click just before She has impressive, and press ENTER to break the paragraph Break the paragraph again just before She runs an immaculate home Notice that each new paragraph has the same paragraph formatting as the one it grew out of Place the insertion point in the last paragraph Use and to adjust the left indent leave it at approximately 1¼ cm Click in the paragraph beginning Born into the august... Use to launch the Paragraph dialog, and display the Indents and Spacing tab Step 4 In the Indentation group, under Special, select a hanging indent Step 5 In the By box, set the value to 1cm Task 5 Save and close the document Step 6 Move into the paragraph beginning She has impressive secretarial Use the Paragraph dialog and the Indents and Spacing tab again, to set the following: left alignment 1cm left indent 1.5cm right indent Step 7 Select all three main text paragraphs Apply the following: 6pt space before 6pt space after first line indent 1.27cm Click to save the document, then close it IT Learning Programme 46

55 Exercise 4 Page break control Experiment with different page break formatting on paragraphs Control for Widows and Orphans Keep the whole of one paragraph together on one page Ensure that three important paragraphs stay together Task 1 Open vindication2.docx Task 2 Fix some widows and orphans in this document Click Open on the File tab. Locate vindication2.docx and open it Look through the long document, noticing where the pages break Notice that at the top of page 16 there is a single line the rest of its paragraph is on page 15 and that there is another single line at the bottom of page 13 Select the whole document (choose Select All from the Editing group at the right-hand end of the Home tab) Click the launcher to show the Paragraph dialog and show the Line and Page Breaks tab Notice that some checkboxes appear grey: this is because some but not all of the selected text has the format already applied A checkbox in a dialog has 3 states: black selected text has the format white selected text has not got the format grey some but not all of selected text has the format Step 4 Check Widow/Orphan control to show a black tick and click Examine the document again, to see that single lines are no longer separated from their main paragraphs Task 3 Fix a paragraph which has been broken between two pages Notice that at the bottom of page 14, the paragraph beginning The affection of has been split If this paragraph is important, it should be kept whole 47 IT Learning Programme

56 Click in this paragraph In the Paragraph dialog, check Keep Lines Together and click Apply this format to any other paragraph which you consider should not be broken between pages Task 4 Ensure that the three notes at the end of the document will stay together on one page At the end of the document, click in note paragraph [1] Suppose that this note must be kept with note [2] On the Paragraph dialog, check Keep With Next and click Apply this format to Note [2] as well Step 4 You should not usually apply this format to the last item in a list, such as Note [3] Task 5 Ensure that each PART heading will start on a new page, by applying a format Click in the heading PART I In the Paragraph dialog, check Page Break Before and click Apply this format to the other PART headings Step 4 Later in this course, you will see how to build this format into a style, to ensure that all similar headings will have the same formats Task 6 Close the document, saving changes if you wish Click to close the document When asked, agree to save it IT Learning Programme 48

57 Exercise 5 Borders and shading; bullets and numbering Apply borders using a button Apply shading using a button Use the dialog for borders and shading Apply bullets to a list Apply simple numbering to a list Task 1 Open CV Robin Hunt plain.docx Task 2 Format the left-aligned headings to each have a separator line Click in the heading Addresses Use the Borders button to apply a line below the text Repeat this for the other headings, Education etc. Task 3 Format the main heading with grey shading Task 4 Explore other border and shading options using the dialog Click in the main heading Curriculum Vitae of Robin Hunt Click the arrow of the Shading tool (found in the Paragraph group of the Home tab) to show a palette of shading colours Hover the mouse pointer over each colour in turn in the grey column - notice that each colour has a name Step 4 Apply 15% grey shading Click in the main heading Curriculum Vitae of Robin Hunt (ensure that you have no text selected) Choose Borders and Shading... from the Borders menu Choose the Box setting to the left of the dialog Examine the various styles, colours and widths of line available (notice the effects in the Preview) Click and see the effect on your text Step 4 Optional: Experiment with clicking the different line positions on the Preview, to see how you can obtain combinations of lines around a paragraph 49 IT Learning Programme

58 Step 5 Explore the Shading tab of the Borders and Shading dialog Task 5 (Optional) Apply bullet point formatting to a list Task 6 (Optional) Apply simple numbering to a list (Optional) Select the Interests, from Travel to Sport (Optional) Click to apply bullet point formatting (Optional) Select the names of the referees Click to number them Task 7 Close the document, saving changes (Optional) Experiment with adding another referee s name notice that the new paragraph is numbered automatically Try rearranging the referees names (using cut & paste or drag & drop), and notice that the items renumber automatically Exercise 6 Styles Apply some built-in heading styles Apply other built-in styles Apply a custom style Investigate the styles used in Microsoft s CV templates Task 1 Open CV RHunt no styles.docx Find CV RHunt no styles.docx and open it This document has some simple formatting, but no special styles applied IT Learning Programme 50

59 Task 2 Apply heading styles, levels 1, 2 and 3, to suitable titles Click in the title Addresses Hover the mouse pointer (don t click yet) over the Heading1 style in the Style Gallery Notice that the paragraph is temporarily displayed with the chosen style applied if this looks suitable, go ahead and click the Heading 1 style in the Style Gallery Repeat this to apply Heading1 style to the similar headings Education, Work Experience and so on Step 4 Click in the title St John s School Apply Heading2 style from the Style Gallery Repeat this for the title Balliol College Step 5 Apply Heading3 to the headings for GCSEs, A Levels and each of the employers Task 3 Apply the custom style Banner Title to the line with the applicant s name Task 4 Apply the built-in style List paragraph to the set of GCSE s and to the set of A-levels Task 5 Apply the character style Intense emphasis to the names of the two referees Step 6 Now you might want to remove the empty paragraph lines between sections use Show/Hide to reveal them, then delete them Click in the name line at the top of the page Click the launcher to show the Styles pane, with a list of all the styles available In the Styles pane, click the style Banner Title Select all the GCSE subjects from Maths to Design & Technology Apply the built-in style called List paragraph to this text This style has an indent and compact line spacing Repeat for the list of A-levels Among the Referees, select the name Dr P Woods Apply the built-in style Intense Emphasis 51 IT Learning Programme

60 Notice that this affects only the selected characters within the paragraph, not the whole paragraph This style is a character style, unlike those used earlier which are paragraph styles Step 4 Repeat for the name of the other Referee(s) Task 6 Open CV RAndrews.docx This was created using Word s Résumé (Equity) template Examine the styles that have been used, using the Reveal Formatting pane (press Shift + F1) Task 7 Close and save all documents Exercise 7 Creating and modifying styles (optional) Modify an existing (built-in) style Include simple automatic numbering in a style for headings Create a new style Create a character style Apply the custom styles Task 1 Open the document headings2.docx Confirm that you are looking at Print Layout View (use the ribbon s View tab) Task 2 Apply the built-in style Title to the title at the top of the document Click in the title at the top of the document Explore the Gallery of built-in styles on the Home tab of the ribbon Click the style called Title Step 4 The Title is re-formatted with font, colour and a line across Task 3 Here are descriptions of some styles you will create or modify in this document IT Learning Programme 52

61 Feature First level heading Second level heading Third level heading Table of contents title, list title, index title Description of style Modify Heading1 to be centred, bold, 20 point, Arial Rounded font with simple automatic numbering A. B. C. Modify Heading2 to be left-aligned, bold, 16 point, black font colour, Arial Rounded font Modify Heading3 to be left aligned, bold, 12 point, black font colour, Arial Rounded, with your choice of bullet symbol Create a new style with the name myheading, based on Normal, left aligned, bold, 14 point, Arial or Helvetica font, following text in Body Text style Keywords Task 4 Create the three heading styles as listed in the table The modified heading styles will need to be based on the Normal style ** Note that Heading3 will appear in the Styles pane after Heading2 has been used ** Create a new character style with the name keyword, italic, 12 point, Arial or Helvetica font Use the Styles launcher to show the Styles pane Hover the mouse pointer over the style name Heading1 in the Styles pane, to show a menu arrow Click the arrow to show a menu On this menu, choose Modify In the dialog, use the buttons to set some of the formats required in the table above Step 4 Click to reach other dialogs for further formats, including Numbering Step 5 Confirm that the Heading1 style is based on the Normal style Step 6 When ready, click to complete the revised style Task 5 Create a new paragraph style myheading Step 7 Use the same procedure to re-define styles Heading2 and Heading3 as specified in the table above ** Note that Heading3 will appear in the Styles pane once Heading2 has been used in the document ** Click at the bottom of the Styles pane Enter the new style name myheading Set it to be Paragraph type and based on the Normal style Set the Style for following paragraph to be Body Text 53 IT Learning Programme

62 Use the buttons in the dialog, and/or formats specified in the table above Click to complete the new style, to set up the Task 6 Create a new character style Task 7 Apply these styles to the headings and selected words as appropriate The chapter headings, for example, should have the Heading1 style applied, while the next headings should have the Heading2 style and so on Create a new style keyword using the same procedure This time, choose the Character type and base it on the Default Paragraph Font Select the First Chapter Heading Introduction and apply the modified style Heading1 Apply the style Heading1 to each of the chapter headings: Introduction, Experimental Work and Conclusions Apply Heading2 to the headings Context, Background, Method, Apparatus, Results, Discussion etc. Apply Heading3 to the sub-section headings within the Background and within the Results Step 4 Type a few plausible minor headings under the Recommendations, and apply the myheading style Task 8 Modify the Heading3 style to be left-indented by 0.2cm Notice how all the associated headings in the document change Step 5 Apply the keyword character style to the word keyword wherever it arises (such as under Background) Hover the mouse pointer over the style name Heading3 in the Styles pane Use the menu that appears, and choose Modify Use the buttons or set a left indent of 1.27cm Task 9 Add further headings and apply styles to them if you wish Task 10 Save and close headings2.docx in the Modify Styles dialog to When you click, the style is re-defined - notice the effect throughout the document IT Learning Programme 54

63 Exercise 8 Managing styles (optional) Add the Style Box to your Quick Access Toolbar Apply styles using the Style Box Add and remove styles from the Style Gallery Use some Style Sets Task 1 Start with no document open The Quick Access Toolbar is a small cluster of buttons, usually shown above the ribbon This is easy to customise, to suit your own way of working Task 2 Use the Customize button on the Quick Access Toolbar, and add the Style box Click the Customize button on the Quick Access Toolbar A few popular commands are offered on the menu click one which you find useful, such as Print Once a tick appears beside one of these commands, the command is added to the Quick Access Toolbar On the Customize menu again, choose More Commands... Among the category Choose commands from, choose Commands Not in the Ribbon Step 4 In the alphabetical list, scroll down to find Style Click Task 3 Open the document The Planets.docx Task 4 Use the new Style box to apply the heading1 style to the headings Mercury and Venus then The Style box is added to the QAT Click on the heading Mercury Click the arrow beside the new Style box to display the list of available styles Choose Heading1 on the list Repeat this to apply the same style to the heading Venus 55 IT Learning Programme

64 Task 5 Examine the styles available through the Style Gallery (on the Home tab of the ribbon) in this document Task 6 Remove the style Strong from the Style Gallery Task 7 Add some styles from the Styles pane to the Style Gallery Task 8 Practice applying these styles to text Scroll the Style Gallery to find the style Strong Right-click Strong Choose Remove from Style Gallery Strong no longer shows in the Gallery, however it is still available in the document, e.g. through the Styles pane Launch the Styles pane (use group of the Home ribbon tab) in the corner of the Styles Scroll among the styles in the Styles pane Hover the mouse pointer over Subtle emphasis Click the menu arrow button that appears Choose Add to Style Gallery Step 4 Repeat, to add the Quotation style to the Gallery Step 5 Close the Styles pane In the text about Jupiter, select fifth planet from the Sun Use the Style Gallery to apply Subtle emphasis to this phrase Click in the paragraph about How Saturn Got Its Name Step 4 Use the Style Gallery to apply Quotation style to this paragraph Task 9 Apply a different Style Set to the document Explore the effect of some different Style Sets Look at the gallery of style sets on the Design tab Choose one you like, such as Lines (Stylish) Notice that the parts of the document with built-in styles (such as Heading1, Heading2, Normal etc.) have been reformatted Step 4 Apply another Style Set IT Learning Programme 56

65 Task 10 Look carefully at the illustrations in the Style Gallery on the Home tab: the built-in styles have been modified by the Style Set This is one way to transform a document, giving it a new but consistent look (provided it has been formatted using the conventional built-in styles) Task 11 Close the document, saving changes Exercise 9 Browsing a document by headings and sub-headings Navigate a document by pages Navigate a large document using the Navigation pane Headings and sub-headings appear as a hierarchy Task 1 Open the document 2.docx Task 2 Display the Navigation pane: check the Navigation Pane checkbox (in the ribbon s View tab) Task 3 Use the Navigation pane to go through the document, one page at a time (backwards and forwards) Display the Scroll through the thumbnails of pages Click a thumbnail to go to a page Go to the top of the document (use CTRL+HOME) Task 4 View headings in the Navigation pane Task 5 Navigate between headings by clicking items in the Navigation pane On the Navigation Pane, click Notice that the headings from the document, which in this example have the style Heading2, are all listed in the Navigation pane Click on a heading that appears in the Navigation pane, to jump to that part of the document Try clicking a few more headings in the Navigation pane, to navigate around the document Task 6 Open the document numbered sub levels2.docx (leave 2.docx open for a later exercise) 57 IT Learning Programme

66 Task 7 On the Headings tab of the Navigation pane, notice the hierarchy of nested headings Task 8 Click a heading Click a heading to collapse a to expand a Browse the headings for this document in the Navigation pane Notice that the sub-headings are indented below the main headings Notice that you have Click on any one of the section Task 9 Close numbered sub levels2.docx (leave 2.docx open for a later exercise) symbols next to the level 1 headings symbols and you will collapse that The symbol now becomes a - this indicates that there are sub levels at this position and that they are currently hidden from view Exercise 10 Browsing and bookmarks Examine the Search For More options Browse to key points in the document - table, graphic, footnote Browse to find recent edits Insert a bookmark and jump to it Task 1 Open Welcome Structured.docx Task 2 Examine the other options on the Search For More tool Task 3 From the top of the document, browse among the tables, the graphics, and so on Click the arrow button on the search box, at the top of the Navigation pane The Search For More menu opens Discover the items you can browse to Choose Tables from the menu to go to the next table Once a table is found, use among the tables repeatedly to move Choose Graphics to go to the next graphic Now use repeatedly to move among the graphics IT Learning Programme 58

67 Task 4 Make a few edits in different places in the document (insert text, delete items etc.) Starting from the top of the document again, use SHIFT+F5 to go to the recent edits Task 5 Under Early Oral, near the end of the document, bookmark the bracketed text GSO.3 On page 2, type your name on a blank line On page 3, delete a paragraph On the last page, find a graphic and delete it Use SHIFT+F5 repeatedly to move back to the recent changes you have made Go to the end of the document and find the heading Early Oral Select the bracketed text GSO.3 On the ribbon s Insert tab, choose Bookmark Type the name GSo3 (without punctuation or spaces) and click You have added a new bookmark at this point Task 6 Go to the start of the document, then browse to your new bookmark Jump to the start of the document (CTRL+HOME) Use the Search tool at the top of the Navigation pane to Go To Bookmark Select the GSo3 bookmark and click This bookmark stays in place in your document for future navigation (unless you use the same Bookmark dialog to delete the bookmark) Task 7 Close the Navigation pane Close and save the document Exercise 11 Outline View Use Outline View Show some different levels of headings Rearrange text Promote and demote headings Task 1 Continue work in 2.docx 59 IT Learning Programme

68 Task 2 Switch to Outline View Ensure that the Outlining tab is shown Close the Navigation pane Click on the ribbon s View tab The Outlining tab appears on the ribbon Task 3 This document includes several headings with the style Heading2 Toggle between showing level 1 & 2 headings only and showing all text Explore this view of the document Text layout and formatting are not shown explicitly here - paragraphs are indented to show their importance in the hierarchy Notice the headings (such as those with style Heading2) are shown prominently Use the Show Level control headings with level 2 and above to display Step 4 Now use the same control to show all text, including body text Step 5 Return to showing Level 2 headings Task 4 Use the arrow buttons to move the heading Web Access to Nexus, with all its body text, to a position above Addresses Beside the heading Web Access to Nexus, click the black cross This selects the heading paragraph and all body text subordinate to it Click to move the selected text up above the Addresses heading Select another heading paragraph by clicking its black cross, and try out and Step 4 You can also move a portion of text around a document by dragging and dropping in this view - try this, using (Undo) where necessary Practice rearranging parts of the document using the arrow buttons or drag & drop IT Learning Programme 60

69 Task 5 Promote Using at Oxford to level 1 Promote Using an Client to level 1 Beside the heading Using at Oxford, click the black cross This selects the heading paragraph and all body text subordinate to it Click to promote this to Heading1 Repeat this procedure to promote Using an Client Task 6 Demote the parts headed Popular Clients and Protocols to level 3 Practice promoting and demoting parts of the document using green arrow buttons or drag & drop Task 7 Notice that when you click the black cross beside a Heading1 paragraph, you select the heading itself and any of its sub-headings as well as body text Select the heading Popular Clients and its body text by clicking its black cross Click to demote this to Heading3 Repeat this procedure to demote Protocols to Heading3 Try out and on some other headings to see how they work You can also promote and demote headings by dragging horizontally and dropping in this view - try this, using (Undo) where necessary Close the Outline View, using - this switches to the more familiar Print Layout View Look at the effect your changes have had on the document Close the document Exercise 12 Creating a table Create a new table Move about in the table using arrow and TAB keys Add a row at the bottom Type some more text Task 1 Open the document CV Deborah Greer.docx 61 IT Learning Programme

70 Task 2 Some information has been listed in this document, which you will re-arrange using a table for layout Task 3 Insert a table with 3 columns and 7 rows, where indicated Delete the prompt text in brackets Leave the insertion point (flashing cursor) at the position of the prompt text Click on the Insert tab and drag to select 3 columns and 7 rows When you let go of the mouse button, a new table is inserted in the document at your insertion point Task 4 Drag & drop (or cut & paste) text from below, into the table as shown below Note you may need to remove extra blank paragraphs from among the text Task 5 Move about in the table Task 6 Add an additional row at the bottom for contact details Figure 42 Text for a CV Arranged in a Table Use the arrow keys and TAB and SHIFT+TAB to move around the table Move to the bottom right (last) cell Press TAB to add a new row IT Learning Programme 62

71 Task 7 Save the document Leave it open for the next exercise Enter some contact information in the new row invent an address and phone number Exercise 13 Adjusting row heights Practice selecting row, column, cell Adjust row heights and column widths by dragging on the table Adjust row heights using the dialog Task 1 Continue work in CV Deborah Greer.docx using the table Task 2 Practice selecting parts of a table - row, column, cell, whole table Ensure that you have CV Deborah Greer.docx open (if not, use Open on the File tab and locate the document again) Look at the table you created in the recent exercise Move the mouse pointer in the space at the left of the second row When the mouse pointer becomes a white sloping arrow, click The whole row is selected and shows in grey Move the mouse pointer just above the top border of the top row When the mouse pointer becomes a black vertical arrow, click The whole column is selected Move the mouse pointer inside the left edge of the cell where her interests are listed When the pointer becomes a black sloping arrow, click The whole cell (not just its text contents) is selected Step 4 Move the mouse pointer over the table When a small square with 4-headed arrow appears at the top left corner of the table, click the square The whole table is selected Task 3 Make the top row 2cm deep by dragging the row divider line Move the mouse pointer over the horizontal dividing line between the top row and the next row When the mouse pointer changes shape (showing a 2-headed arrow), drag downwards The top row becomes deeper: keep dragging until it is about 2cm deep 63 IT Learning Programme

72 You may now want to format the text in the top row to make it stand out - try bold and bigger characters Task 4 Select the four rows for the Experience Select the table from row 2 downwards until you have all the 4 Experience rows selected With those rows now selected, choose Properties on the Table Tools Layout tab of the ribbon When the Table Properties dialog appears, select the Row tab as shown in Figure 43 below Figure 43 The Table (Row) Properties Dialog Task 5 Set the row height for these Experience rows to at least 1cm each Tick the Specify height box and either type in 1cm, or click on the up arrow until 1cm appears Set the Row height is to At least Click to apply the changes Task 6 Make the first column narrower, allowing the second column to become wider Task 7 Save the document, leaving it open for the next exercise Move the mouse pointer on the dividing line between column 1 and column 2, until the 2-headed arrow pointer appears Drag this marker leftwards until column 1 becomes narrower Notice that with this method column 2 becomes correspondingly wider IT Learning Programme 64

73 Exercise 14 Restructuring parts of a table Insert and delete rows and columns Align text within table cells Task 1 Continue work in CV Deborah Greer.docx Task 2 Add a new column showing the dates when D Greer worked with each employer Select the column of employers Click This inserts a new column between the job-titles and the employers Enter some plausible dates for each job in the new column Task 3 Add 2 new rows for further education details Select the row of Interests Insert 2 new rows using or using the blue insert bar with + tab Each click inserts a new row above the Interests Enter some plausible school education details in the new rows Task 4 For every cell in the table, set the cell alignment to verticallycentred and left-aligned Select the whole table Click to apply centre left alignment Task 5 Save the document (leave it open for a later exercise) Alternatively, right-click and use the context menu 65 IT Learning Programme

74 Exercise 15 Laying out a long table on the page Explore some problems of long tables across pages Prevent data rows being broken between pages Set the header rows to repeat on a continuation page Task 1 Open table2.docx Examine the table in Print Preview Task 2 Ensure that none of the rows can break across two pages Open table2.docx Choose Print on the File tab to display the Print Preview Page through the preview of this document: it contains a long table Some rows are interrupted by page breaks - note the Educational Studies entry at the bottom of page 3 Pages 2 and 3 are difficult to interpret because the columns have no visible headings Click the Home tab, to continue editing the document Select the whole table (selecting parts of a table was covered in Exercise 13Task 2) Click on the Table Tools Layout tab Task 3 Arrange for the top (header) row to be repeated at the top of every following page Task 4 Close table2.docx, saving changes Step 4 On the Row tab of the dialog, clear the tick box that reads Allow row to break across pages (so that rows are not allowed to break) In the table, click in the top row Click (look in the Table Tools Layout tab, in the Data group) Now the first row heading will appear at the top of each page, as the table breaks across pages Look at the document in Print Preview to see this effect IT Learning Programme 66

75 Exercise 16 Borders and alignment of a table (optional) Use the Border Painter Use the Border Sampler Remove all borders around and within the table Show or hide gridlines on the table Centre the whole table on the page Task 1 Continue work in CV Deborah Greer.docx Task 2 Use the Border Painter tool to add colour to parts of the table On the Table Tools Design tab, look at the Border Styles available using Choose one of the Theme Borders The mouse pointer changes shape to Paint some individual parts of borders on the table, using this Border Painter tool Using the other border tools, choose an interesting colour, width and line style Step 4 Paint some individual parts of borders on the table, using the Border Painter tool Task 3 Use the Border Sampler tool to copy border formatting from one part of border to another At the bottom of the Border Styles menu, choose the The mouse pointer changes shape to Use this Border Sampler tool to pick up the formatting on one part of a border, then paint it onto another part Task 4 Remove all borders from this table Explore the effect of showing and hiding table gridlines Select the whole table Use the Borders tool to clear all border lines: and Choose (on the Table Tools Layout tab of the ribbon) to hide the on-screen gridlines 67 IT Learning Programme

76 Task 5 See the effect in Print Preview Task 6 Set the whole table to be aligned in the centre of the page, using Table Properties Task 7 Save and close the document Step 4 Recognise the effect of this setting Show or hide the gridlines, as you prefer In Print Preview (choose Print on the File tab), look at the table and confirm that the gridlines do not show on the printed work, whereas border lines do When finished with Print Preview, click document again Click to see the on the Table Tools Layout tab On the Table tab, choose Center alignment (The effect may be more obvious if you make the table rather narrow, by dragging the rightmost edge) Exercise 17 Sections and section breaks Insert section breaks Change the orientation of one section Change the margins of another section View the effect Task 1 Open vindication2.docx Task 2 Insert a Next Page section break just before PART1 (on page 2) Task 3 Examine the section breaks marked in the document Click just before the P of the title PART1, on page 2 On the ribbon s Page Layout tab, click Choose to insert a Next Page section break Move around the document, including the start and the end, noticing the Section numbers reported in the status bar 3 You may like to turn on Show/Hide ribbon, to see the section break lines in the Home tab of the 3 If the Status bar does not report the Section number, right-click a space on the Status bar and place a tick next to Section IT Learning Programme 68

77 Task 4 Insert an Even Page section Click just before the graphic break just before the graphic On the Page Layout tab, click Choose an Even page section break Task 5 Arrange for Section 2 (only) to be landscape orientated keep the first and last parts of the document portrait orientated Move into Section 2 Look at the marker in the status bar if this is not showing, right-click on the status bar and click to put a tick beside Section On the Page Layout tab, click Choose Landscape Orientation By default, this change applies only to the current section confirm this by scrolling through the document Task 6 Set narrow margins in Section 3: 1.27 cm on all sides Move into Section 3 of the document On the Page Layout tab, click Choose Narrow Task 7 Look at the document in Preview, to see the effects you have set On the File tab choose Print, to see the document in Preview Move among the pages to see the different orientations and margins When finished, click to return to the document Task 8 Close and save the document Exercise 18 Converting page layout to columns Arrange a piece of text in newspaper columns Use buttons or the dialog to format the whole document in multiple columns Add a banner title at the top of the document, and spread it right across the width of the document Task 1 Open the document columns.docx Make sure you are using Print Layout View (check in the View tab) 69 IT Learning Programme

78 Task 2 Format the whole document in 2 columns (use a button on the ribbon) Task 3 Change the whole document to 3 column format with lines between (use a dialog) Task 4 Type a heading at the top: Concluding Remarks Format it in an eye-catching way, such as Small Capitals, 36pt font, centred, with a border line below Task 5 Format the banner heading to stretch across the full page width (i.e. a single column, in a separate section) Ensure that there is no text selected Click on the ribbon s Page Layout tab Choose Two columns The document will now be formatted to a 2-column layout With no text selected, choose More Columns at the bottom of the Columns menu In the dialog, choose 3 columns and check Line between When you click, notice the effect on the document (confirm you are viewing in Print Layout View) Move the insertion point to the very start of the document (CTRL+HOME) Enter the title Concluding Remarks and press ENTER Format the heading, for example as follows: Select the title and use the Font part of the Home tab to format it in 36pt small capitals Click to centre the text, then use the palette attached to to apply a single border line below the title With the insertion point on the next paragraph just below the title, click on the Page Layout tab Choose a Continuous Section Break This does not, in itself, rearrange the text Now click in Section 2 (after the new break) Use to set the main text to 3 columns Task 6 Close the document, saving changes Step 4 Notice that the text before the section break (i.e. the banner title) is unaffected it stays in a single column across the full page width IT Learning Programme 70

79 Exercise 19 Page numbers (optional) Insert page numbers for every page of a document Change the starting number and numbering style Task 1 Open the document table2.docx Set up page numbers to appear at the top right corner of each page Close any open documents Choose Open on the File tab and locate table2.docx Open the document Task 2 Check using Print Layout view that page numbers appear correctly Task 3 Change the page numbering to lowercase Roman, starting at iv on the first page Click on the Insert menu and make these choices: Position: Top of page Alignment: a simple plain number on the right Close the special headers/footers view by clicking Ensure that you are using Print Layout View (using the ribbon s View tab) Scroll to the top of a page and check that the page numbers are as required From the Page Number menu (on the Insert tab), choose Format Page Numbers In the Format dialog, set the Number format to i,ii,iii Set the Start at to iv (that is, 4) Task 4 Check again in the document, to see that the page numbers have been formatted correctly Save and close the document 71 IT Learning Programme

80 Exercise 20 Headers and footers Create a header and a footer Insert some automatic fields Edit an existing header and a footer Change the date format Task 1 Open Welcome headers.docx Locate Welcome headers.docx and open it This document has no headers nor footers yet Task 2 Create a header like this: Aldridge, K DRAFT ONLY Thesis for MPhil In the ribbon s Insert tab, click Choose the Blank built-in header from the list of headers offered At left edge of the header area, type Aldridge, K Press TAB At the centre tab stop, type DRAFT ONLY Step 4 Press TAB again (there is a right-aligning tab stop at the right-hand edge of this paragraph) At the right edge, type Thesis for M Phil Task 3 Create a footer with automatic date and pagination fields, like this: [date] Page [page number] of [Number of pages] Click on the Header & Footer Design tab, to switch between the header and the footer At the left edge of the footer area, click to insert a date field Choose a format similar to 18 January 2016 Check the box for the date field to Update automatically Press TAB twice, to tab to the right-hand edge of the footer IT Learning Programme 72

81 Step 4 Click and choose Current Position Task 4 Examine the effect, using Print Layout View Task 5 Edit the footer so that the date appears in a format similar to Oct-12 Step 5 In the list of page number layouts, scroll down and choose Page X of Y Note: You may need to select the footer text and re-apply the style Footer, if the page numbering tool has reset the style to Normal Click to leave the header/footer editor Ensure you are looking at Print Layout View (use the View tab) Examine the headers and footers as they appear on several pages Double-click the existing footer, to open the Footer editing pane Right-click on the date field Choose Edit Field Among the date formats shown in the central panel, choose one similar to Oct-12 Notice that time formats are also available here Step 4 Task 6 Save the document Leave it open for the next exercise Click until you can view the document in Print Layout View; examine the edited header Exercise 21 Header and footer options (optional) Set up a different header or footer on the first page Create different footers for the odd and even numbered pages of your document Task 1 Open the document Welcome headers.docx if it is not already open Move the insertion point to the top of the first page 73 IT Learning Programme

82 Task 2 Create a footer if none is already present - for example, put the time at the left edge and your name at the right edge View the Footer: choose Edit footer from the Insert tab of the ribbon If the footer is empty, set one up as follows (or leave any footer that may have been set up already): menu on the Task 3 Set up an empty footer on the first page At the left edge, insert a time field by clicking suitable time format such as 10:18 AM Check Update automatically Use TAB to move to the right-hand edge Enter your name and choosing a Check Different First Page on the Header and Footer Design tab If necessary, use Delete any contents to move to the First Page Footer Task 4 Set up a pair of different footers on odd and even pages: Leave the odd footer as is Edit the even footer to include your name on the left and the time on the right Task 5 Set up a pair of suitable headers Click to return to Print Layout View of the document Confirm the footers you have on each page (nothing on page 1, various text on all following pages) View the footer again Check Different Odd & Even Pages on the Header & Footer Design tab Use and to move between the footers Grey labels make it clear which footer or header is on display Leave the First Page Footer empty and the Odd Page Footer unchanged Step 4 In the Even Page Footer, rearrange or replace the contents to have your name on the left and the time on the right Click to switch to the headers IT Learning Programme 74

83 For example, edit each header to include the page number, centred If no header is set up yet, do this: Click to insert a page number field Choose a centred position, at the top of the page Check the other headers are suitable, for example: Copy the page number field from this header and paste it into any other headers Step 4 Close the header/footer editing pane Task 6 In Print Layout View, check the appearance of the headers and footers Close all open documents, saving changes When you have finished in an IT Learning Programme teaching room, please close all apps and leave the computer at the blue desktop 75 IT Learning Programme

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85 TRWF: Word: Creating professional documents Word: Creating professional documents Today s arrangements Your teacher is: Your demonstrator: We finish at: 12:15 IT Learning Programme Your safety and comfort are important The course handbook Where is the fire exit? Please report any equipment faults to us The toilets are along the corridor outside the teaching rooms The rest area is where you registered; it has vending machines and a water cooler Notes on each topic Tasks for you to practice during today s course Work at your own pace! Be selective Follow-up work Continue with exercises after the session Course Clinics at IT Services Course topics Word de-mystified Paragraph formatting Controlling page breaks Styles Quick navigating Structuring & formatting tables Controlling table behaviour Sections Page numbers Headers and footers Getting Started 1

86 TRWF: Word: Creating professional documents The files you need for the exercises can be found here: Paragraph Formatting Start Word using an icon or menu Word 2013 in teaching rooms Space around text Controlling page breaks line spacing alignment indent space before/after bullets and numbering Common Problems Figure 1 Chap 2 effect of new paragraph Solutions Widow and orphan control Keep with next Keep lines together Page break before Bullets and numbering - optional Simple bulleted list Simple numbered list Items can be rearranged, inserted or deleted Numbers update Menu offers more numbering options Another list can be linked or separate Styles 2

87 TRWF: Word: Creating professional documents Applying a style A style can include Select the text (or click in the paragraph) Look at the Styles Gallery (scroll for more choices) Hover over a style to try it Click to apply it The selected text is re-formatted All text with that style will have the same formatting Font formats Font, size, bold/italic/etc, colour Paragraph formats Alignment, indents Space within and between Page break control Borders and shading Numbering or bullets Tab stop positions... etc Built-in styles Quick change another style set Heading1, Heading2 Heading9 Use these for titles and sub-titles Header, Footer, Page number Applied automatically and lots more in the Gallery and the Styles Pane ** Normal style** Most other styles are based on this Clear All to remove formatting Changing style set changes the whole look of the document Hover to preview each style set Re-defines the built-in styles Modifying a style Creating a new style Modify In the Modify Style dialog, use the buttons In the Styles pane, click Give a name etc. or click for more choices Buttons to set popular formats Use for further options When a style is re-defined, all text with that style is transformed The new style can be used throughout this document 3

88 TRWF: Word: Creating professional documents Reveal Formatting pane <Shift> + <F1> Shows the formats applied to the current text (clicked or selected) Word Creating Professional Documents Look at exercises: 1 getting started 2 to explore a sample document 3 6 practice (7-8 are optional) Your demonstrators: Restart at: 10:20 If you want to continue with the exercises, you could Copy the Exercise files to a memory stick Download the files (and more) from the ITLP Portfolio at Navigating Around a Document Navigation pane for travelling around a large document Browse by page thumbnails Search for more Browse to next/previous table, graphic, footnote etc. Browse by headings Map shows paragraphs with built-in styles heading1,2,3 etc. Click a heading to go there Use and to hide/view segments Outline View shows the hierarchy of headings Outline View Expand/collapse headings and their contents Show selected levels or show all Click to select a heading with all its subordinate material Re-arrange text Promote and demote headings (with their contents) Re-order headings and content Use drag & drop or arrow buttons 4

89 TRWF: Word: Creating professional documents Creating a table Tables On Insert tab Drag to specify number of rows/columns Draw Table Draw cells freehand Rows, columns and cells Working in a table Restructuring a table Arrow keys to move among cells <Tab> and <Shift+Tab> to move to the next/previous cell But <Enter> inserts a paragraph within the cell <Tab> from the bottom-right cell inserts a new row Select a row/column/table using special mouse pointers Select Then Do, then use the Table Layout tab Insert a row or column Delete a row or column Or use Drag table gridlines, to change column width/row height Merge or split cells Formatting text in a table using the Table Tools Layout tab Borders and shading Align text within each cell: Align a table on the page: Table Design tab Gallery of Table Styles Hover for a preview Or specify Shading and Borders Border painter Show/Hide gridlines? 5

90 TRWF: Word: Creating professional documents Controlling breaks in a table Keeping one row unbroken Row tab of the Properties dialog Clear checkbox Keeping rows on one page Set Keep With Next Word Creating Professional Documents Look at exercises 9-16 (16 is optional) Your demonstrator: Restart at 11:15 Header row for a long table Show the row of titles at the top of each page Sections With sections, different parts of your document can have different layouts but still retain their page numbering, headings, etc. Sections Section 1 Section 2 Section 3 Sections using the Page Layout tab Columns Insert a section break Section number appears in status bar Show/Hide to see section breaks Now make different settings in each section e.g. Page Setup for orientation Text flows down one column then down the next Text rearranges automatically when edited First set up new columns in separate sections Then type new text Or apply Columns to existing text 6

91 TRWF: Word: Creating professional documents Page numbers Headers and Footers Creating headers and footers Header and Footer Design Tab On the Insert tab Use ready-made content Or type your own Type text or use buttons for page numbers etc. Use a table (or tabs) to place text at sides or middle Close when done Header and footer variants Header and footer variants 1 Different Odd and Even Different On First Page Different in Each Section 2 3 7

92 TRWF: Word: Creating professional documents Multiple headers and footers A document with many sections can have different header/footer contents Take care with Same as Previous More Help With Word Other Word courses Other courses Word Charts, Pictures and Diagrams More advanced Word Managing Your Thesis Building Your Long Documents EndNote series Desktop publishing series Web publishing series Word Creating Professional Documents Look at the remaining exercises, from 17 onwards (some are optional) Finish at: 12:15 If you want to continue with the exercises, you could Copy the Exercise files to a memory stick Download the files (and more) from the ITLP Portfolio at 8

93 TRWF: Word: Creating professional documents This presentation is made available by Pamela Stanworth under a Creative Commons licence: Attribution-NonCommercial-ShareAlike CC BY-NC-SA pamela.stanworth@it.ox.ac.uk 9