Formatting a One-Page Report

Transcription

1 FOCUS AND ENGAGE Learning Microsoft Office 2010 Word Chapter Lesson 21 Formatting a One-Page Report What You Will Learn Analyzing Document Production Setting Margins Inserting a Section Break Setting Page Orientation Inserting Page Numbers Checking the Word Count Formatting a One-Page Report Software Skills Format a one-page report so that it is attractive and professional. Set margins to meet expected requirements and to improve the document s appearance and readability. For example, leave a wider margin in a report if you expect a reader to make notes or comments; leave a narrower margin to fit more text on a page. Application Skills Member Services at Michigan Avenue Athletic Club has decided to publish a series of information sheets on various topics. The goal is to keep each report to fewer than 250 words so they fit on one page, and to make them available to members in print and online. In this lesson, you will create and format two of the sheets. The first explains what a personal trainer is and how to select one. The second explores the relationship between diet and exercise. WORDS TO KNOW Gutter Space added to the margin to leave room for binding. Landscape orientation Positioning document text so it displays and prints horizontally across the longer side of a page. Margins The amount of white space between the text and the edge of the page on each side. Portrait orientation The default position for displaying and printing text horizontally across the shorter side of a page. Section In Word, a segment of a document defined by a section break. A section may have different page formatting from the rest of the document. Word count The number of words in a document or selection. Introduce the Lesson a. each of the skills listed in the What You Will Learn section, and ask students if they have had the opportunity to use the features required to develop those skills. b. Explain that the skills students learn in this lesson will be used in subsequent lessons; emphasize the importance of mastering each skill. c. the scenario covered in the Application Skills section, and preview the tasks students will perform for Michigan Avenue Athletic Club. d. Review the new vocabulary terms and definitions. Prepare Data files: WTry21a WTry21b WProj46 Solution files: WTry21a_solution WTry21b_solution WProj45_solution WProj46_solution with students the importance of planning a document. What type of document are they creating? What type of paper is the best for the project? If the project is too complex, perhaps different software should be used. Set up a schedule for research, review, formatting, and printing. the various Word tools available for managing and controlling the layout and format of a report. These include margins, section breaks, page orientation, and page numbers.

2 This lesson gives students some real-world experience in creating a simple report with specific guidelines for margins, sections, orientation, and page numbers. Point out that reports they create for school or work will often have similar formatting guidelines. Explain that margins are white-space borders at the top, bottom, and sides of a page between the edge of the page and the text. Differentiate between margins and indents. Margins are the spaces from the edge of the page to the text, and indents are spaces from the margin to text. Teaching Tips Point out the Margins button on the Page Layout tab and demonstrate how a user can easily choose a margins option. These same options are available on the Print tab in Backstage view. Have students open a sample document and practice applying the preset margin options. 284 Chapter 3 Word Learning Microsoft Office 2010 What You Can Do Analyzing Document Production There are three basic steps to producing any business document: planning, creating, and publishing. The planning stage requires you to think about such questions as the type of document you want to create, who will receive the document, and whether there are any special publishing requirements. For example, you might consider what paper to print on, if color ink should be used, how many copies to print, or whether you will need to print on both sides of a page. If the project seems too complex, you may decide to use a desktop publishing package, such as Microsoft Publisher, instead of using a word processing package, such as Microsoft Word. During the planning stage you should create a schedule that includes milestones, such as how long it will take to gather the information you need, when the first draft will be complete, how long it will take for a review process, and when the final document will be complete. The creation stage involves selecting page and document settings, such as margins and page size, and entering and formatting the text and graphics. The publishing stage involves outputting the document using either your desktop printer or a commercial printer. In some cases, the document may be published electronically on a Web site. Try It! Selecting a Preset Margin 1 Start Word and open WTry21a from the data files for this lesson. 2 Save the file as WTry21a_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 3 Display non-printing characters. Setting Margins Margins are measured in inches. The normal default margins in Word 2010 are 1" on the left, right, top, and bottom. In versions of Word prior to 2007, the default margins are 1.25" on the left and right and 1" on the top and bottom. You can select from a list of preset margins by clicking the Margins button in the Page Setup group on the Page Layout tab or in Backstage view. For information on setting margins in Backstage view, refer to Basics Lesson 4. Alternatively you can set custom margins. If you set custom margins, you can also specify a gutter width to leave room for binding multiple pages. Margin settings can affect an entire document, or the current section. To set margins for a single paragraph, use indents. On the rulers, areas outside the margins are shaded gray, while areas inside the margins are white. Light gray bars mark the margins on the rulers. You can set Word to display margins on the page as nonprinting lines called text boundaries. 5 Click Narrow. 6 In the Page Setup group click the Margins button again, and click Wide. 7 Save the changes to WTry21a_ 4 On the Page Layout tab, in the Page Setup group, click the Margins button. CUSTOMIZED INSTRUCTION More Advanced Students Have students provide an example of a document or publication generated by your school for mass distribution. This could be a student handbook, a yearbook, or school calendar. Have them research how the document was developed and produced and prepare a short presentation to share with the class.

3 Learning Microsoft Office 2010 Word Chapter Try It! Setting Custom Margins studentlastname file, click Page Layout > Margins. 2 Click Custom Margins to open the Page Setup dialog box. 3 Under Margins, use the increment arrows to set the Top, Bottom, Left, and Right margins to 1.3". Try It! Showing or Hiding Text Boundaries 4 Click OK. 5 Save the changes to WTry21a_ To quickly set a margin, drag a margin marker on the ruler. Press and hold while you drag to see the margin width. Have students open the Page Setup dialog box and view the default margin settings, and then have them practice setting custom margins. Demonstrate how to display text boundaries. Click the File tab, click Options, and in the Word Options dialog box, click Advanced. Scroll down to the Show document content section and click Show text boundaries. studentlastname file, click File > Options > Advanced. 2 Under Show document content, click to select the Show text boundaries check box. 3 Click OK. Inserting a Section Break A default Word document contains one section. Using commands in the Page Setup group on the Page Layout tab, you can divide a document into multiple sections to apply different formatting to each section. For example, you can set different margins, headers, or footers for each section. There are four types of section breaks: Next page: Inserts a section break and a page break so that the new section will start on the next page. Continuous: Inserts a section break so that the new section will start at the insertion point. 4 Repeat the steps to clear the check box to hide the boundaries. 5 Save the changes to WTry21a_ Even page: Inserts a section break and page breaks so the new section will start on the next even-numbered page. Odd page: Inserts a section break and page breaks so the new section will start on the next odd-numbered page. In Print Layout view, section breaks display only if nonprinting characters display. In Draft view, section breaks display as solid double lines across the width of the page with the words Section Break in the middle, followed by the type of break in parentheses. how page and section breaks can be used to control the layout of text in a document. instances when you might use a section break. For example, you might want to format a portion of text on a page in two columns. Or, you might want a title page for a long report that has different margins than the rest of the report. Gather samples of documents that incorporate section breaks.

4 Prepare a multipage document to use in demonstrating how to insert a section break. each type of section break and show students how each section break affects text in a multipage document. Show students how each section can be formatted differently. Demonstrate how to delete a break by clicking it and pressing the Delete key. 286 Chapter 3 Word Learning Microsoft Office 2010 Try It! Inserting a Section Break studentlastname file, position the insertion point at the beginning of the heading Zebra. 2 On the Page Layout tab, in the Page Setup group, click the Breaks button. 3 From the Breaks gallery, under Section Breaks, click Continuous. A continuous section break 4 Click on the section break in the document and press to remove it. 5 Click the Breaks button again. 6 From the Breaks gallery, under Section Breaks, click Next Page. 7 Save the changes to WTry21a_ orientation. By default, documents are set up with portrait orientation. Ask students to suggest situations when landscape orientation would be appropriate, such as for wide tables, an unusual title page, an illustration, and so on. Point out that a document can contain both portrait and landscape material when sections are used. Quick Quiz Your report requires a very wide table. How can you display the table attractively without splitting it across pages? Place the table in its own section and change its print orientation to landscape. Setting Page Orientation Orientation is either portrait or landscape. Select Portrait orientation the default when you want data displayed across the shorter length of a page. Select Landscape orientation when you want data displayed across the wider length of a page. Portrait orientation is used for most documents, including letters, memos, and reports. Continuous section break Use landscape orientation to display a document across the wider length of the page. For example, if a document contains a table that is wider than the standard 8.5" page, Word will split it across two pages. When you change to landscape orientation, the table may fit on the 11" page. You can set the orientation for the entire document, or for a section. The Page Orientation options are in the Page Setup group on the Page Layout tab or the Print tab in Backstage view. For information on setting page orientation in Backstage view, refer to Basics Lesson 4.

5 Learning Microsoft Office 2010 Word Chapter Try It! Setting Page Orientation studentlastname file, make sure the insertion point is still on the same line as the heading Zebra. The heading should be at the top of page 2, at the beginning of the second section. 2 On the Page Layout tab, click the Orientation button. Change the orientation 3 Click Landscape. The orientation for the second section of the document changes to Landscape; the first section remains in Portrait. 4 Save the changes to WTry21a_ Demonstrate how to use the Orientation button on the Page Layout tab to change orientation. Try It! Setting Page Orientation Remind students that they can change the view of a document so they can better see the effects of formats they apply. Section in Portrait orientation Section in Landscape orientation Inserting Page Numbers You can insert a page number into the header or footer of a document. Numbers automatically display on each page, numbered consecutively. You can select from a collection of built-in page number styles, or you can apply your own formatting. Next Page section break Once you insert a page number, you can select options such as to restart numbering for a new section, or to include a chapter number. Restarting page numbering is useful when your document has a title page that you do not want numbered. At the end of this Try It, have students click the View tab and then click Two Pages. Have them change the view back to 100%. Have them click the File tab and then Print. In the Preview pane, have them click the Next Page button to review the layout of the pages. Quick Quiz Why do you think the two orientations are called portrait and landscape? Portrait paintings are usually taller than they are wide, and landscape paintings are usually wider than they are tall. These terms provide a graphical image for the two orientations. Mention that headers, footers, and page numbers help keep pages in order and provide additional information such as a filename or date. Page numbers may be included in a header or footer or inserted using the page numbering feature.

6 Remind students that they can insert page numbers using the Page Number button on the Insert tab. Have students display the Page Number Format dialog box and explore the options for changing formats. It is often necessary to change the starting number in long reports where each chapter or section is a separate document. Demonstrate the Word Count feature as a means of keeping track of pages, words, characters, paragraphs, and lines in a document. Explain that the Word Count feature provides statistics about pages, words, characters, and other aspects of a document. 288 Chapter 3 Word Learning Microsoft Office 2010 Try It! Inserting Page Numbers studentlastname file, press + to move the insertion point to the beginning of the document. 2 Click Insert > Page Number. 3 Click Top of Page to display a gallery of page number formats to display in the header, and then click Plain Number 3. 4 On the Header & Footer Tools Design tab, click the Show Next button to move the insertion point to the page number in the header on page 2. Viewing the Word Count Word keeps track of the word count as part of the statistics properties for each document. For more about document properties refer to Word, Lesson 20. By default the word count displays on the status bar. Try It! Viewing the Word Count 5 Click the Page Number button on the Ribbon and click Format Page Numbers to open the Page Number Format dialog box. 6 Under Page numbering, click the Start at option button. Leave the page number set to 1, and click OK. 7 Click the Close Header & Footer button, then save the changes to WTry21a_ To remove all page numbers, on either the Insert tab or the Header & Footer Tools Design tab, click the Page Number button and click Remove Page Numbers. If you select part of the document, the status bar displays the word count of the selection and the total word count. You can open the Word Count dialog box to view additional statistics such as the number of lines, paragraphs, and characters. Teaching Tips Instruct students to type a short paragraph in their current document and then use different methods to check the word count statistics. Quick Quiz Why would you want to keep track of how many words a document contains? Some writing situations, such as journalism assignments, request stories of a certain word length. studentlastname file, locate the word count on the status bar and take note of the number of words in the document. If the word count does not display, right-click the status bar, click to select Word Count, and then close the shortcut menu. 2 Move the insertion point to the end of the title Safari with Voyager, press the spacebar, and type Travel Adventures. 3 Locate the word count on the status bar again. The value should have increased by 2 to Select the title. Now, the word count on the status bar displays 5/270, indicating that 5 of the total 270 words are selected. 5 Cancel the selection, and then click the Review tab. 6 In the Proofing group, click the Word Count button to open the Word Count dialog box where you can view the number of words, pages, characters with or without spaces, paragraphs, and lines. 7 Click Close. 8 Save the changes to WTry21a_ studentfirstname_studentlastname and close it. Leave Word open to use in the next Tr y It.

7 Learning Microsoft Office 2010 Word Chapter Review the guidelines for setting up a one-page report. Formatting a One-Page Report Traditionally, a one-page report is set up as follows: Left and right margins are 1". Orientation is Portrait. The title is positioned 1" to 2" from the top of the page. The position of the title depends on the amount of text on the page. The report title is centered and in either all uppercase or title case. Spacing after the title is 54 points (1"). Body text is in a 12-point serif font, such as Times New Roman. Try It! Formatting a One-Page Report 1 In Word, open WTry21b from the data files for this lesson. 2 Save the file as WTry21b_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 3 Select the four paragraphs of body text and change the font to 12 pt. Times New Roman. Justify the paragraph alignment. 4 Change the line spacing to Double and the spacing before and after paragraphs to 0. Refer to Word, Lesson 4 for a refresher on changing spacing. Text is justified. Lines are double-spaced. First-line indents are between 0.5" and 1". Spacing before and after paragraphs is 0. Author s name and the date are right-aligned in the header. There are many variations of one-page report formatting that are acceptable, and your teacher may request that you use alternative formatting. For example, some teachers request a wider margin so there is room for writing comments, and want the teacher s name and class information left-aligned above the title, or in the header. 5 Apply a first-line indent of 0.5". 6 Click Page Layout > Margins > Normal. 7 Center the title and apply 54 pts. of space before and after. 8 Double-click in the header, type your name, press, and type today s date. 9 Right-align your name and the date in the header. 10 Save the changes to WTry21b_ studentfirstname_studentlastname, close it, and exit Word. Provide examples of reports, or ask students to bring in examples of reports they ve completed in Word for other classes. Remind students that Word comes with a number of report templates whose formats vary from these guidelines. Try It! Formatting a One-Page Report Step 3: Remind students that to justify text, select it and then click the Justify button in the Paragraph group on the Home tab. Step 4: To change line spacing, select the text, click the Home tab, click the Paragraph dialog box launcher. In the Paragraph dialog box, on the Indents and Spacing tab, set the spacing as instructed. Step 5: Remind students to display the rulers by clicking the Ruler check box on the View tab. To set the indent, drag the First Line indent marker to the.5" mark on the ruler. Skills Extension Have students access the Sample templates on the New tab in Backstage view and open a report template of their choice. Instruct them to copy the text from their WTry21b document to the new document and modify and adjust the text as necessary. Step 7: Click the title and click the Center button on the Home tab. Click the Paragraph dialog box launcher and set the spacing in the Before and After boxes as instructed. Step 8: In the header, select the name and date and click the Align Text Right button on the Home tab.