Using Styles In Microsoft Word 2002
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1 INFORMATION SYSTEMS SERVICES Using Styles In Microsoft Word 2002 This document contains a series of exercises in the use of styles in the Microsoft Word 2002 word processing software. AUTHOR: Information Systems Services, DATE: September 2002 EDITION: 1.0 TUT p UNIVERSITY OF LEEDS
2 Contents 1. Introduction 1 Aim of this document 1 Prerequisites 1 Terms used in this document 1 Task 1 Starting Word 2 Task 2 Using Pre-defined Styles 3 Task 3 Changing Style Definitions 4 Task 4 Setting Up Your Own Style 5 Task 5 Creating A Memo Template 6 Task 6 Using The Memo Template 8 Task 7 Closing Word 10 Format Conventions In this document the following format conventions are used: Anything that you must type in are shown in bold Courier font. Menu items are given in a Bold, Arial font. Keys that you press are enclosed in angle brackets. Feedback MYMEMO Windows Applications <Enter> If you notice any mistakes in this document please contact the Information Officer. should be sent to the address info-officer@leeds.ac.uk Copyright This document is copyright University of Leeds. Permission to use material in this document should be obtained from the Information Officer ( should be sent to the address info-officer@leeds.ac.uk) Print Record This document was printed on 16-Jun-03. 1
3 1. Introduction Aim of this document This document contains exercises which are intended to provide the new Word user with hands-on experience in the use of styles and templates. The exercises can be attempted either on your own, or as part of a class. Word 2002 is part of the Microsoft Office XP suite of programs which includes Word, PowerPoint, Access and Excel. Prerequisites In order to make effective use of this document you should be familiar with Windows XP, which includes the use of a mouse. If you are not familiar with Windows XP, you should read the introductory document BEG 18 - Getting Started With Microsoft Windows XP. You should also be familiar with the Word interface and simple actions such as creating and saving a Word document. If you have never used Word before you are advised to read BEG 39 - Getting Started With Word Terms used in this document The following diagram illustrates some of the terms used in this document. 1
4 Task 1 Objective Starting Word To run Microsoft Word. Instructions You will need be logged onto Windows XP before running Word from the Start menu. Comments You will need a username and password to use a PC in a cluster area. Activity 1.1 To run Word, click on the Start icon on the taskbar to display the Start menu and then move the mouse pointer onto Programs, MS Office XP and click on Microsoft Word. 2
5 Task 2 Using Pre-defined Styles Objective To use one of Word s pre-defined styles. Instructions You will type in some text and give it a style. Comments Word comes with a large number of pre-defined styles. Activity 2.1 Type in the following lines of text. Only press the <Enter> key where there is a blank line; the text will automatically wrap on to the next line where necessary. Using Styles This exercise illustrates the use of styles. Documents can have a variety of styles and styles can have their own layout. How To Specify A Style A number of standard styles are available in the style box, near the top of the screen. Activity 2.2 Place the cursor anywhere on the first line of the document and click the left-hand mouse button. Then move the cursor to the style box and click on the down arrow. The top left of the screen should look similar to the one below: Now move the cursor and click on the text Heading 1 in the style box. Notice how the text of the first line changes. Place the cursor in the next sub-heading (in the text How To Specify A Style) and press the left mouse button. Then choose Heading 1 from the style box. The text should now look similar to the example below: 3
6 Task 3 Changing Style Definitions Objective To change the definition of a pre-defined style. Instructions You will change the Normal and Heading 1 styles of your document. Comments All styles except the Normal style can be automatically updated. Activity 3.1 Select Style from the Format menu. From the list on the left-hand side choose Normal and click on the <Modify> button. Click on the <Format> button and choose Paragraph. Set the Left indentation to 2.54 cm (or 1"). Click on the <OK> button to confirm the settings in this dialog box, <OK> in the Modify Style dialog box and <Close> to close the Style dialog box. Left indent bar Notice how all the text has been indented. Activity 3.2 Click anywhere in the first line of text. Drag the left indent bar back to zero. Activity 3.3 Open the Style Box and click on the Heading 1 setting. The following message will be displayed: Click on the <OK> button. Notice how both occurrences of Heading 1 have now changed. 4
7 Task 4 Objective Setting Up Your Own Style To set up and use a new style. Instructions You will create a new style called Author in which text will be italic and right aligned. Comments You need to be familiar with the buttons on the ruler bar to complete this activity. Activity 4.1 Type in your name at the bottom of the text. Select the entire line (so that it is highlighted) and then make it italic by clicking on the Italic button the Align Right on the toolbar. Make the line right aligned by clicking on button. Activity 4.2 Highlight the style name in the style box. Overwrite the existing style name with Author and then press <Enter>. You have now created a style called Author. Activity 4.3 Add some new text on another part of your document containing a list of five names on separate lines. Position the cursor on the first name and change the style to Author. Select the remaining four names and change the style to Author. Your document should now look like the example below: 5
8 Task 5 Creating A Memo Template Objective To create a template for writing memos. Instructions You will use the New... option from the File menu, add some text and then save the file as a template. Comments Templates contain pre-defined styles and text. Activity 5.1 Select the New option from the File menu. Make sure Blank Document is selected and click on <OK>. Type in the name of your department and set it to Heading 1 style as shown in Task 2. Activity 5.2 Create a blank line by pressing the <Enter> key twice, then type To: From: Subject: Date: with a <Tab> separating the two items on each line. Activity 5.3 Select both lines and create a new tab position by clicking on the 9cm mark on the horizontal ruler. Your document should now appear similar to the one below: Left tab mark Activity 5.4 Position in cursor in the top (heading) line and select the Borders and Shading... option from the Format menu. Select the Borders tab. Change the Width to 3pt then click on the bottom line in the Preview section, as shown below. Click on <OK>. 6
9 Activity 5.5 Activity 5.6 Select the Save As command from the File menu. At the bottom of the Save as type dialog box click on the arrow to reveal a list of file types. Select the Document Template (*.dot) option. Type in the filename MYMEMO and press the <Enter> key. You have now created a template which can be used for writing memos. From the File menu choose the Close option. This will close the template document you have just created. You may be asked to if you would like to save the document. Click the <Yes> button if you get this information box. 7
10 Task 6 Objective Using The Memo Template To use the memo template to create a memo. Instructions You will use the New... option from the File menu and choose the Memo template. Comments Templates contain pre-defined styles and text. Activity 6.1 Select the New option from the File menu. A list of options will be displayed to the right of the screen, as shown below: 8
11 Select general templates from the new from template section. Select the MYMEMO template and click <OK>. A new document will be opened which will contain the header information created in the previous activity. Activity 6.2 Type in the memo details, including the name and department of the person you are sending the memo to, your name, the subject of the memo and the memo contents. 9
12 Task 7 Objective Closing Word To use close Microsoft Word. Instructions You will use the Exit option from the File menu to close Word. Comments It is good practice to save your work regularly using Save from the File menu. Always make sure you log out of Windows XP before leaving your machine. Activity 7.1 Choose Exit from the File menu. A dialog box appears asking if you want to save the changes you have made: Choose <Yes> to save the changes, <No> to exit without saving or <Cancel> to return to the document without saving. 10
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