Teach Yourself Microsoft Word Topic 7 Lists and Columns

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1 Teach Yourself Microsoft Word Topic 7 Lists and Columns In this lesson, you will spend some time revising and testing your knowledge of the material covered in the previous lesson, you will find out how to use lists, and finally look at the first of three layout options that we will cover in this class: columns. As a part of this we will look at the formatting options when using columns and use continuous section breaks. Next week we will cover two more layout options: text boxes and tables. Skills Check 7a In this exercise, you review the material that you covered in the previous lesson. 1. Create a new A4 sized document. 2. Copy or type the Skills Check 7a text into your document. (Unformatted text plus the three images are available from: 3. Format the heading as shown: 4. Split the supplied text into paragraphs as shown. 5. Align the text as shown. 6. Add an appropriate copyright free image of a blackboard from the internet. Rotate it slightly and add a brown border as shown. 7. Give this image border an interesting bevel picture effect. 8. Add the three images from my website and shown in the screen dump on the right. 9. Resize and format the three images in a similar way to that shown on the right. 10. Include a brown border around the entire document making sure that the text does not overlap the border. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 1

2 11. Save the document in your network server space naming it: Task-7a.docx 12. Spell and grammar check your document. 13. Include today s date and your name in the header. If you need help with this then let me know. 14. Include the document name and file path in the footer. (If you don t know how to do this then we can have a quick show and tell on how it s done.) 15. Resave your document. 16. Print Task-7a.docx and hand a copy to Mr Kruyer for ACFE funding purposes. The office at this neighbourhood house will keep this document on file. Question 1/ Why were you asked to save your document before inserting the footer? Lists Bulleted and numbered lists are used in documents to outline, arrange, and emphasise text. To create a bulleted list, follow these steps: Download Task-7b.docx from my website. Open Task-7b.docx If you see a yellow bar under your MS Word ribbon, then you will have to click on the Enable Editing button. Select the text shown on the right to format it as a list: On the Home tab in the Paragraph group, click the Bullets dropdown arrow circled below. A menu of bullet styles will appear. Move the mouse over the various bullet styles. A preview of the bullet style will appear in your document. Your bullets will be different to mine. Select the bullet style you want to use. I chose a green square. Your text will be formatted as a bulleted list as shown on the far right. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 2

3 Options for Working with Lists To remove numbers or bullets from a list, select the list and click the Bulleted or Numbered list button. When you are editing a list, you can press Enter to start a new line. The new line will automatically have a bullet or number. When you have reached the end of your list, press Enter twice to return to normal formatting. By dragging the indent markers on the Ruler as shown on the right, you can customise the indenting of your list and the distance between the text and the bullet or number. With the text highlighted, try to change the distance between the bullets and your text by dragging the Hanging Indent marker. Do this by dragging the tiny triangle/house shape, not the rectangle below it. Try to change the distance between the left-margin and the bullets by dragging the First Line Indent marker. Click anywhere within your text to remove the highlighting. Save your changes. To Create a Numbered List When you need to organise text into a numbered list, there are several numbering options. You can format your list with numbers, letters, or Roman numerals. Select text from the second page and shown on the right to format it as a list: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 3

4 On the Home tab in the Paragraph group, click the Numbering drop-down arrow circled below. A menu of numbering styles will appear. Move the mouse over the various numbering styles. A preview of the numbering style will appear in your document. Select the numbered style you would like to use. Your gallery of numbering styles will be different to mine. Clicking anywhere within your text, you see a numbered list result similar to that shown below: With this text highlighted again, try to increase the distance between the numbered list and your text by dragging the Hanging Indent it. marker. Do this by dragging the tiny triangle/house shape, not the rectangle below Try to reduce the distance between the left-margin and the numbered list by dragging left the First Line Indent marker. Remember to save your changes. To Restart a Numbered List If you want to restart the numbering of a list, MS Word has a and alphabetical lists. option. It can be applied to numerical To restart the numbering, right-click the list item where you want to restart numbering, then select from the menu. Click at the end of: Press Enter twice to turn off numbering. Type the Heading: Day of the Dinner. Click anywhere inside the previous Farewell dinner preparation heading. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 4

5 Use the button in the Clipboard group of the Home tab to give the Day of the Dinner heading the same format as the Farewell dinner preparation heading. Click at the end of:. Press Enter and add the following text: Arrange flowers on tables Right click anywhere on. Choose as shown on the right: The list numbering will restart at 1, however your numbering here may be indented as shown below: To fix this: Click anywhere on any of the following three numbered points. Click the button. Click on the Approve table and seating arrangement numbered point to decrease its indent. The result is shown on the right: Save your changes. You can also set a list to continue numbering from the previous list. To do this, right-click and select. Customising Bullets Customising the look of the bullets in a list can help emphasise and personalise certain list items. MS Word allows you to format bullets in a variety of ways. You can use symbols, different colours, as well as upload pictures as bullets. Follow these steps to customise the bullets in your agenda: Select the text shown on the right: On the Home tab, click Bullets drop-down arrow. Select Define New Bullet at the bottom of the drop-down list. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 5

6 The Define New Bullet dialog box appears as shown on the right: Click the Symbol button. The Symbol dialog box will appear as shown below: Click the Font drop-down box and select a font. There are three Wingdings sets of symbols which are a good choice for bullets and so is the Webdings font set. Select a symbol that you like. Click OK. You will see your chosen symbol in the Preview section of the Define New Bullet dialog box. Click OK and the symbol will appear in your list as shown on the right: Drag your bullets back to the margin and alter the space between your bullets and associated text as shown below: Save your changes. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 6

7 Bullet Colour Follow the steps below to change the colour of your bullets: Select the text shown on the right: On the Home tab, click Bullets drop-down arrow. Select Define New Bullet at the bottom of the drop-down list. The Define New Bullet dialog box appears. Click the Font button. The Font dialog box appears as shown on the right: Click the Font color drop-down box. A gallery of font colours will appear. Select your desired colour. (I picked red.) Alter the Font style and/or Size if you like. Click OK. Click OK. Your bullet colour will have now changed in your list. My bullet list is shown below. Drag your bullets back to the margin and alter the space between your bullets and associated text as shown below: Add extra bullet list text into the agenda in exactly the spots shown on the right: Save your changes. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 7

8 Multilevel lists Multilevel lists allow you to create an outline with multiple levels. Any bulleted or numbered list can be turned into a multilevel list by using the Tab key or the on the right: button to indent and set a new bullet as shown We will create the multilevel list shown on the right, follow these steps: Place the insertion point anywhere in the line:. You want to indent this line. Click the tab. button which is in the Paragraph group of the Home Alternatively, you can place the cursor placed at the start of the line press the Tab key. Either method will increase the line indent distance from the leftmargin and it will change the bullet to another symbol as shown on the right: If you decide that this is not what you wanted to do, then you have the following three options: a. Use Ctrl + Z (or the Undo button). b. Click the button which is in the Paragraph group of the Home tab. c. Use Shift + Tab. You may need to alter the First Line Indent or Hanging Indent markers on the ruler. Place the insertion point anywhere in the line:. Indent this line using the button. Place the insertion point anywhere in the line:. Click the button twice to indent it even further in and give it a different bullet. Indent (once) both and. Your agenda should now be formatted in much the same way as the screen-shot in the top-right corner of this page. Save your changes. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 8

9 When formatting a multilevel list such as your Agenda, MS Word will use the default bullet style. You can change the style of a multilevel list. Follow these steps: Select your entire Agenda list as shown on the right: Click the Multilevel list button group of the Home tab. which is in the Paragraph You can either choose for the gallery of styles or create a new style. We will create a new style for our multilevel list: Click on Define New Multilevel List as shown on the right: This opens the Define new Multilevel list dialog box shown below. Here at each level of your multilevel list, you can alter the bullet: Style: Position: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 9

10 Alter your multilevel list so that it looks like mine as shown on the right: Hints: Use the: Font button, Number style for this level dropdown list, Aligned at, Text indent at. For level 1: For level 2: For level 3: After add another Level 3 dot point. You make it up! Save your changes. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 10

11 Skills Check 7b You will still be using Task-7b.docx for this exercise. 1. Add nicely formatted page numbers to the footer of your document. Mine now looks like this but you choose the one you like the best: 2. Alter page 2 so that the photographer s name is replaced with your name. 3. Scroll to page Select the text under New Members starting with Rosalia and ending with Co-Treasurer. 5. Format it as the bulleted list shown on the right: Hints: 1/ You can find the smiley face and down-right arrow in Wingdings font. 2/ Increase the indent level by 1 for the lines Social Media Marketing, Fundraising, and Co-Treasurer. 6. In the Treasurer s Report list, decrease the indent level by 1 for the line Fundraising this term. 7. In the Communications Report list, restart the numbering at 1 and make sure all numbers here line up. 8. Save your changes. When you are finished, your page should look something like this: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 11

12 Working with Columns Columns are used in many types of documents, but they are most commonly used in newspapers, magazines, journals and newsletters. Using columns in a document can improve your document s organisation and increase its readability. Columns also allow you to utilise all of the available space on the page. To convert a section or an entire MS Word document into one that uses columns, follow these steps: Step 1/ Using either your mouse or keyboard text highlighting methods (F8 followed by a combination of,, or keys), highlight the text that you want to format into a set number of columns. Step 2/ Click on the Layout tab in the ribbon. Step 3/ Click on on the right: in the Page Setup group. A drop-down menu will appear as shown Step 4/ Select the number of columns you would like to insert. If you want more than three columns, then click on.the text will then format into columns. The text may not be laid out as you would like but do not worry as this can be fixed up and set out perfectly by adjusting the margins, space between columns, adding column breaks, and if necessary adding column breaks, section breaks and page breaks. Adding Column Breaks Once you have created your columns, the text will automatically flow from one column to the next. Sometimes though, you might want to control exactly where the text in each column begins. You can do this by inserting column breaks. For example, you may want to alter what is shown below to what you see after that: Before inserting column break: After inserting column break: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 12

13 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer To add column breaks, follow these steps: Step 1/ Using your mouse, place the insertion point where you want to add the break in the column. Step 2/ Click on the Layout tab. Step 3/ Click the button in the Page Setup group. A drop-down menu will appear as shown on the right: Step 4/ Select Column from the list of Page Breaks types. The text after your insertion point will shift to the next column. Note: If you want to remove the columns, just click on in the Page Setup group and select One for the number of columns. Skills Check 7c 1. Go to This is a website where all articles are copyright free, so you do not need to worry about being taken to court for breaking a copyright on the text you will copy! 2. Choose any longish article from this website. 3. Click on the heading of your chosen article. This will take you to a webpage of just that article. 4. Create a new A4 sized blank document in MS Word. 5. Highlight the heading in the webpage and copy it. 6. Paste the heading into your MS Word document. 7. Remove any formatting in your heading using the Clear All Formatting button which is in the Font group of the Home ribbon. 8. Save this blank document as: Task-7c.docx in your network server space and beyond this point save your additions/changes every five to ten minutes as you will be completing several time-consuming tasks in your document. 9. Make sure that you can see you rulers. (View tab Show group tick Ruler.) 10. Set left and right margin to 1cm; top and bottom margin to 1.5cm. This will leave extra room for three columns. 11. Insert two blank lines after your heading. 12. Copy the main body of text from your chosen article. 13. Below the blank lines, paste your copied text into your MS Word document. 14. Clear All Formatting from the pasted text. 15. If your main body text is not already size 14, then make this change. (For this exercise it is better to have over ¾ of a page of text.) 16. Fix up any spelling and grammar errors within your text. 17. If you have inadvertently added any images, then delete them. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 13

14 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer 18. Format your heading in some beautiful way using WordArt. (Insert Tab Text group Word Art button.) Doing this changes your text to a Shape and you will see a bounding box when you click on it. 19. Resize your heading so that it fits on a single line. 20. Centre your heading using the gridlines to help you centre it as shown below: 21. Change the background to a dark colour of your choice. Notice that MS Word automatically changes the main text colour from black to white. If this does not happen in your document, then do this manually. 22. It is best to show the hidden paragraph formatting symbols so turn on the Show/Hide button. This makes it easier to see what is going on in your document. 23. Add a white horizontal line below your title on your first blank line. You may delete the second extra blank line later, but for now the extra blank line makes it easier to work with columns. This is shown below: 24. Place your cursor at the spot just before the first letter of the first word of your main body text. 25. Insert a Continuous Section Break here. This is the first point at which you will be altering the number of columns. You will see the hidden text shown below: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 14

15 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer 26. Alter your text (but not the title and horizontal line) so that it sits in three columns as shown further below. 27. The previous step may change your heading margins. This can happen when you have a multi-column document that includes shapes including WordArt. If this happens to you, then: a. Click on your heading shape. b. Make sure alignment guides are switched on by following this breadcrumb trail: Click on the Drawing Tools Format tab In the Arrange group click on Tick both Align to Margin and Use Alignment Guides as shown on the right: c. Reposition your heading so that its centre again aligns with the green centre alignment guide. 28. Add a three-line Drop Cap to the first word in the first column with Distance from text set to 0.1 cm as shown on the right: 29. Format the Drop Cap in a similar way to how your formatted your heading (but no reflection as this looks bad in a Drop Cap). This is shown below: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 15

16 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer 30. Alter the columns so that sentences do not run from one column to the next by inserting column breaks. 31. Fully justify the three columns as shown below: 32. You may notice that the very top line of my first column does not quite match up with my other two columns. This is because my first paragraph has Spacing Before set to 12 px. If this has happened to you, then fix this up by setting the Spacing Before to 0. (You will need to move your Drop Cap up a few pixels.) 33. At the very end of the last character in your main body text insert a Continuous Section Break. This should even out the bottom of your three columns. 34. Beyond the Continuous Section Break change the number of Columns back to One column. This may occur on page two! 35. Now insert a couple of blank lines and then: a. On the first of these two extra blank lines, insert a white bottom border line. This should now go across the width of the page (excluding the margins) because here you have set Columns back to One. b. On the second of these blank lines insert a page break because I want you to start a new page at this point. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 16

17 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer 36. From This point forward set the page orientation to Landscape. You will need the Page Setup dialog box shown on the right to do this. (Layout tab Click on the Page Setup launcher in the Page Setup group.) Your document should now look like this shown below with the first page (or two) in portrait orientation and the last page in landscape: 37. Include a large copyright-free landscape orientated image sourced from the internet that has something to do with your text and covers the last page of your document. 38. Give this image a border of some sort as shown further below. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 17

18 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer 39. Go to the backstage area (File tab) and in the Properties section (or metadata area), give your document a title (Task 7c) and fill in the document s author box with your first and last name. 40. Include a header: a. Click on the Insert ribbon Header button Edit Header button at the bottom of the list. b. Adjust the header so that it sits 1cm from the top of the page. c. Insert a Tab into the header. (Because you will be placing two fields into your header it is easier if you add a tab first.) d. Remove the Center tab marker in the ruler by dragging it down off the ruler: Drag the Center tab down off the ruler Move the Right tab to the margin e. Drag the Right tab marker in the ruler over to the right margin marker. f. On the left side of the header, use the Header & Footer Design ribbon Date & Time button to insert today s date. It should not update automatically. g. On the right side of the header, after the tab that you added, use the Document Info button Author. Your name should appear there. h. Adjust the header on the last page so that your name sits on the right side there. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 18

19 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer 41. Using similar steps as the header, include a footer: a. Go to the footer using the button. b. Adjust the footer so that it sits 1cm from the bottom of the page. c. Remove the Center tab. d. Move the Right tab over to the right margin. e. Insert a Tab into the footer. f. Using the Document Info button include the Document Title on the left side of the footer. g. On the right side of the tab include a page number. Use Current position Plain number. h. Add Page before the page number (including the space). i. Adjust the page footer on your last page so that the page number sits on the right side. 42. Turn off your Show/Hide button. Your document should now look similar to mine: 43. Save your document. 44. Print your document for ACFE purposes. 45. Sign your document and hand it to Mr Kruyer who will file it for ACFE purposes. Backup all the work that you have completed in this lesson from your network server space to your USB stick so that you have a copy of your work that you can use for revision and extra practice at home. Question 2/ Question 3/ Explain the difference between inserting a column break, a page break, and a continuous section break. Using a diagram may help you to explain the differences between these. What is metadata? Explain. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 19

20 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer Skills Check 7d Use your newly acquired MS Word column skills reproduce the biscuit recipe on the following page in a new A4 sized blank document. Points to note: Save your document as Task 7d.docx The document includes a header containing today s date and your name It includes a footer that contains the file path to your document. Make sure that you can see you rulers as this makes it easier to see where the columns are. (View tab Show group tick Ruler.) If you are having trouble with your columns, then turning on your Show/Hide (Pilcrow) button may help you to see if you have accidently inserted extra blank lines. Remember to include a copyright free choc-chip biscuit image from the internet like the one shown in the following recipe. Save your work every 10 minutes. Add a Line Between Your Columns Once finished, follow these steps to add a line between your two columns: Step 1/ Click anywhere inside any one of your columns. Step 2/ Click the Layout tab. Step 3/ Click the Columns button. Step 4/ Choose More Columns. Step 5/ Tick the Line between checkbox as shown on the right: Step 6/ Click OK. You might like to print the recipe and try it out at home. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 20

21 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 21

22 26 March 2018 Intermediate Level MS Word Written by Gerry Kruyer Homework: Prove to Mr Kruyer That You Have Learnt New Skills Repeat steps 1 to 43 in the process a few pages back with another longish story of your choosing from the website but this time use two columns rather than three. The heading should include the name of the story you are using. Add a background colour of your choosing. Include the two horizontal lines immediately before and after the two columns. Add your own copyright-free image that is about the width of your two columns and relates to the text in your columns. Add a border around the image. Add a line between your two columns. Add similar headers and footers as that used in the exercise above. Save your work to your home computer and to your USB stick as Task 7e.docx Print your work. Show me your homework next week. You get a Well done stamp if you did well on this task: Have you backed up all your work in this task to your USB thumb drive? You should do this at the end of every class so that you can take your work home and practice there. Have you been saving your work to your network server space every 10 minutes? Show your MS Word documents to Mr Kruyer for assessment. Due Dates: All questions from this task should be completed by next week s class. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task7\TYMSWord7.docx Page 22

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