Microsoft Word 2010: Word Intermediate

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2 Workshop Information Information Technology Services [ITS], in conjunction with the Massey University Library, is proud to provide you with this training opportunity. Workshop Objective To demonstrate word processing and layout features of Microsoft Word 2010 allow you to practice using these features in a learning environment so that you can be more confident in creating a variety of work or study documents. Pre-requisite Skills To enable you and other workshop participants to get the most of this learning opportunity, please ensure you possess the pre-requisite skills for this module before you participate, as outlined below. Pre-requisite Skills A basic skill level in using Microsoft Windows, and in particular Microsoft Office applications, is required before completing this module. For example you should be able to: Open and close applications from the Start Menu Minimise and maximise windows Navigate ribbons Click-and-drag and right-mouse-click Copy and paste, save and save-as, and undo It is important that you have knowledge of and confidence in using all of the features demonstrated in the Word Basic modules. These include: Page orientation, sizes, and margins Paragraph and line spacing Working with pictures and images Working with tables Information Technology Services 1

3 Learning Outcomes On completion of this workshop you will have a knowledge of and be confident in using the following features of Word 2010: Distinguish between section breaks and page breaks Use section breaks and pages confidently Create and edit headers and footers Use bulleted and numbered lists to create styles Format Face to face workshop, duration approximately 30 minutes Additional Resources A reliable source of information and training on how to use Microsoft Office applications is available online at office.microsoft.com. Help Students can access further assistance at Library Information Commons IT Helpdesk on each campus 8am and 6pm weekdays. Staff can access further assistance by contacting the ITS Service Desk on extension :45am - 5pm weekdays (excluding Public and University holidays). There are additional resources that can be found by using Google, YouTube, or the Online Writing and Learning Link website which can be found at Information Technology Services 2

4 Table of Contents Microsoft Word 2010: Word Intermediate Workshop Information... 1 Open Word New Document... 5 Introduction... 5 Open Word Your Document... 5 Page and Section Breaks... 6 Introduction... 6 Show Formatting Symbols... 6 Page Break Example... 6 Insert Page Break... 7 Section Break Example... 7 Insert Section Break... 7 Resize and Reorientate Section... 8 Delete a Page Break... 8 Delete a Section Break... 8 Exercise: Page and Section Breaks... 9 Resource Links: Page and Section Breaks... 9 Headers and Footers... 9 Introduction Open Header and Footer Editor Close Header and Footer Editor Different First Page Set Different First Page Add a Header Add a Footer Change Header and Footer Position Insert Page Numbers Format Page Numbers Resource Links: Headers and Footers Bulleted & Numbered Lists Introduction Create a Bulleted List Create a Custom Bullet Point Information Technology Services 3

5 Add Bullets to Existing List Create a Numbered List Create a Customer Number Format Add Numbering to Existing List Exercise: Lists Resource Links: Lists Information Technology Services 4

6 Open Word New Document Using Microsoft Word 2010 for Windows Introduction In this workshop we will explore more functionality available to create Word documents for work or study. We will create a short Word document featuring the following: Page and Section Breaks Headers and Footers Bulleted and Numbered Lists Open Word 2010 Start Word using the Windows Start button. Your Document By default a new blank document is open on screen. Save your new blank document to the Desktop of your training PC. Save file as: Firstname Surname - Word 2010 (L2) Information Technology Services 5

7 Page and Section Breaks Using Microsoft Word 2010 for Windows Introduction Page breaks separate the content between pages. After a page break is inserted the content following it will begin on a new page. Section breaks splits your document into sections which can have one or more pages in each section. Each section can be formatted to have different; page size and orientation, headers and footers, and page numbering formats. In this topic we will: Show formatting symbols to see page and section break markers Insert page breaks Insert section breaks Resize and re-orientate a section to A3 landscape Delete a page break Delete a section break Show Formatting Symbols When working with page and section breaks it is helpful to toggle on the Show/Hide icon so that you can see page and section break markers: The icon is on the Home command tab in the Paragraph group. Page Break Example Information Technology Services 6

8 Insert Page Break To insert a page break to separate content between pages: 1. Place cursor where you want to insert a page break, immediately after the text to remain on the current page. 2. On Insert tab > in Pages group > click Page Break icon. A page break will be inserted immediately after the text and all content following your cursor position will begin on a new page. Section Break Example Insert Section Break To insert a section break to separate content between pages: 1. Place your cursor where you want to insert a section break, immediately after the text to remain on the current page. 2. On Page Layout tab > in Page Setup group > click Breaks drop-down menu. 3. Under Section Breaks select Next Page. A section break will be inserted and your cursor will move to the next page. Information Technology Services 7

9 Resize and Reorientate Section To resize and re-orientate a section so that its page(s) are a different size and orientation to other pages/sections in your document: 1. In your document insert two (2) next page section breaks. 2. Place your cursor on the middle page, where the second section break was inserted. 3. Resize this page to A3. On Page Layout tab > on Size drop-down menu > A3. 4. Re-orientate the page to landscape. On Page Layout tab > on Orientation drop-down menu > Landscape. 5. Zoom out to view your document, it should look like this: Delete a Page Break Deleting a page break is similar to deleting text. Place your cursor immediately before the page break and press Delete key to remove it, or immediately after the page break and press Backspace key to remove it. Delete a Section Break Deleting a section break is the same as deleting a page break, however there is one important thing to note: Deleting a section break can remove the preceding section s page formatting; size, orientation, headers and footers, page numbering etc. so be careful when removing a section break. Information Technology Services 8

10 Exercise: Page and Section Breaks Use Page and Section Breaks create a document with three sections and five pages. 1. In your new blank document view paragraph markers. Section 1 = Title Page 2. On the first page type the word Title > insert a line break > insert a next page section break. Section 2 = Document Body 3. On the second page type the words Document Body > insert a line break > insert two (2) page breaks. Section 3 = Appendix 4. On the fourth page press enter to insert a line break 5. Insert a next page section break. 6. On the fifth page type the word Appendix > insert a line break. Resize & Re-orient Section 3 7. Resize and re-orient only the fifth (last) page to A3 Landscape. Zoom Out 8. When zoomed out your document should look like this: Resource Links: Page and Section Breaks More information about Page and Section Breaks can be found online. Here are a few resources: Search: Office.Microsoft.com > Support > Word > 2010 Page and Section Breaks Information Technology Services 9

11 Headers and Footers Using Microsoft Word 2010 for Windows Introduction Information in the header or footer area of your document will appear on every page where that header or footer is linked. Unlinking a section s header or footer allows you to display information that is different to other section headers and footers in your document. In this topic we: Open and close the header and footer editor Choose a different first page Edit header or footer Insert file path reference Position header and footer Insert page numbers Insert section breaks to format different header and footer Unlink header and footer from previous section Format page numbers Open Header and Footer Editor To open the Header & Footer Tools contextual tab which allows you to edit the header and footer: On Insert tab > in Header & Footer group > select either the Header or Footer drop- down menu > select Edit Header or Edit Footer. OR Double-click page margin near head (top) or foot (bottom) of the page. Close Header and Footer Editor To close the Header & Footer Tools contextual tab and return to the body of your document: Click the Close Header and Footer icon on the Design tab. OR Double-click into the main body of your document. Note: View Ruler When you are working with Headers and Footers it is helpful to view the Ruler so you can position content using tabs. On the View tab > in the Show group > tick the Ruler check-box. Information Technology Services 10

12 Note: Default Tabs By default there is a center tab and right tab marker to assist with alignment of header items. These can be edited. Different First Page When setting up a document it is helpful to decide as early as possible if the first page will be different to the rest of the document. For example, will it be the document title/cover page and will it have a header and footer different to the rest of the document. Set Different First Page If the first page should be different to the rest of the document: Step Action 1 Place your cursor on the first page of your document. 2 Double-click the header (or footer) area near the top (or bottom) of the page to launch the Header & Footer Tools contextual tab and Design tab. 3 In the Options group tick the Different First Page check-box. The header and footer will be tagged (in blue) with First Page Header and First Page Footer. 4 Leave header and footer blank (or add text or field codes if you wish). 5 Close Header & Footer Tools contextual tab. Information Technology Services 11

13 Add a Header Place text, images or field codes into the header of your document: Step Action 1 Double-click page margin near head (top) of page to launch Header & Footer Tools contextual tab and Design tab. 2 Place cursor in the header and type text, or insert; image or field code. 3 Format the header font, paragraph, position using tabs, etc. 4 Close Header & Footer Tools contextual tab. Add a Footer Place text, images or field codes into the footer of your document: Step Action 1 Double-click page margin near foot (bottom) of page to launch Header & Footer Tools contextual tab and Design tab. 2 Place cursor in the footer and type text, or insert; image or field code. 3 Format the footer font, paragraph, position using tabs, etc. 4 Close Header & Footer Tools contextual tab. Information Technology Services 12

14 Change Header and Footer Position Change the default position of the header (1.25cm from top of page) and footer (1.25cm from bottom of page): 1. Double-click the header (or footer) area you wish to edit Header & Footer Tools contextual tab. 2. In the Position group change: Header from Top: = 1cm Footer from Bottom: = 1cm 3. Close Header & Footer Tools contextual tab. Note: Margins Your page top and page bottom margins need to be a value greater than the position value, otherwise your header or footer will print over top of page content. For example, if Header from Top position = 2cm, then Page Top margin > 2cm, and should be at least 3cm to allow 1cm white space between header and body of document. Note: Printing 0.7cm is about the closest to page edge headers and footers can be positions without throwing an error when document is sent to print. Insert Page Numbers Number the pages of your document by inserting page numbers into the footer (or header if you prefer). 1. Double-click the footer (or header) area you wish to edit to launch the Header & Footer Tools contextual tab. 2. Place cursor in footer and tab to the center tab stop. 3. On the Design tab in the Header & Footer group click the Page Number drop-down menu and select Current Position. 4. On the gallery click to select Plain Number. The page number will display in the footer. Note: For page numbering inserted on the second and subsequent pages of a Information Technology Services 13

15 document, you will see the default numbering starts from 2. Word counts the number of pages in the document and includes the first page (even if you have Different First Page ticked). Format Page Numbers To format page numbers in each section of a document: 1. Click to edit header or footer of first section where page numbers have been inserted. 2. Place cursor immediately before number until grey background appears (1). 3. Right-click page number > select Format Page Numbers from pop-up menu. 4. In Page Number Format window select a Number format: from the drop-down list. 5. Choose to Include chapter number is you wish. 6. Choose to either Continue from previous section or enter a number value for this section s page number to Start at. Exercise: Headers Insert headers and footers into your document. and Footers 1. In the first section: 1.1. Create a different first page header that includes the words Different First Page Header left-aligned Leave the first page footer blank. 2. In the second section: 2.1. Unlink the header and footer from previous Create a header that includes the words Second Section Header left-aligned Create a footer that includes a centered page number beginning at the number 1, and right-aligned date field formatted as dd- Mmm-yy (e.g. 12-Feb-14). 3. In the third section: 3.1. Unlink the header and footer from previous Replace the header with the words A3 Fold-Out Header leftaligned Adjust the alignment of the page number (to center) and date field (to right). 4. Insert a page break in the first section so your document has six (6) Pages Take a look at the header and footer of the second page of the document. You will see it is neither the same as the first page of that section or the pages of sections which follow it. Information Technology Services 14

16 Resource Links: Headers and Footers More information about Headers and Footers can be found online. Here are a few resources: Search: Office.Microsoft.com > Support > Word > 2010 Headers and Footers Information Technology Services 15

17 Bulleted & Numbered Lists Using Microsoft Word 2010 for Windows Introduction You can add bullets or numbers to existing text or you can select a bulleted or numbered list from the ribbon so that Word automatically creates a list as you type. Create a Bulleted List To create a bulleted list: 1. Place cursor in your document where you want to begin your bulleted list. 2. Select the icon to use as bullet points by selecting a pre-defined format from the Bullets drop-down menu. Create a Custom Bullet Point Create a custom bullet point by selecting Define New Bullet from the Bullets drop-down menu: 1. In the Define New Bullet window choose an icon from: o Symbol o Picture o Font 2. Select alignment of bullet points from the Alignment: drop-down list. 3. Preview the bullets you have chosen, and click OK to close window. 4. Begin typing first list item > press Enter to begin typing next list item. Information Technology Services 16

18 Add Bullets to Existing List To turn an existing list into a bulleted list first click-and-drag to select list items then complete steps as set out above to create a bulleted list or a custom bulleted list. Create a Numbered List To create a numbered list: 1. Place cursor in your document where you want to begin your numbered list. 2. Select the number (or letter) format to use as numbering by selecting a pre-defined format from the Numbering drop-down menu. Create a Customer Number Format Create a custom number format by selecting Define New Number Format from the Numbering dropdown menu: 1. In the Define New Number Format window choose a style from the Number style: dropdown list. 2. Format font for the style by clicking Font button and changing the font settings in the Font window > click OK to close window 3. Select alignment of numbering from Alignment: drop-down list 4. Preview the numbering you have chosen > click OK to close window 5. Begin typing first list item > press Enter to begin typing next list item. Add Numbering to Existing List To turn an existing list into a numbered list first click-and-drag to select list items then complete steps as set out above Information Technology Services 17

19 Exercise: Lists On page 3 of your document create a bulleted list and a numbered list: 1. Type the subheading Bulleted List and style is using Heading Under that subheading create the following bulleted list: Arial Broadway Calibri Harrington Stencil Verdana 2. Type the subheading Numbered List and style it with Heading Under that subheading create the following numbered list: i. Aries ii. Capricorn iii. Leo iv. Gemini v. Taurus vi. Scorpio Resource Links: Lists More information about Lists can be found online. Here are a few resources: Search: Office.Microsoft.com > Support > Word > 2010 Lists Information Technology Services 18