Linda Culp Senior Transportation Planner ph. (619)

Transcription

1 Tables will be the major focus of this intermediate class creating and positioning tables on a page; adding, deleting and resizing rows and columns; and the sort and formula features. Participants will be shown the benefits of using tables for advanced document formatting projects. Intermediate Word 97 will also cover Sections (the types of section breaks and when to use them), Columns, and advanced paragraph formatting tips and tricks. Prerequisite: a good working knowledge of Word 97. The notes that are included in this package were based on the Online Help resource available in Word 97. Notes from SANDAG s Technical Workshops are available online at Class Instructor: Linda Culp Senior Transportation Planner ph. (619) lcu@sandag.org

2 TABLES A table is made up of rows and columns of cells that you can fill with text and graphics. You can use tables to align numbers in columns and then sort and perform calculations on them. You can also use tables to arrange text and graphics, such as side-by-side paragraphs in a résumé. In short, tables are a powerful formatting tool. TIP: To select a whole table, hold down the ALT key, and double-click inside the table. DELETING! With a table selected, the DELETE key will delete the contents of the cells. To delete a whole table, use the EDIT, CUT function. CREATE A TABLE 1. Click where you want to create a table. 2. Click the INSERT TABLE button on the Standard toolbar. 3. Drag to select the number of rows and columns you want.? HOW DO I CHANGE THE NUMBER OF COLUMNS AND ROWS IN MY TABLE? You can also add a table by selecting INSERT TABLE from the TABLE menu. Select the row below where you want to insert new rows, or select the column to the right of where you want to insert new columns. Select the same number of rows or columns as the number of rows or columns you want to insert. The TABLE menu will show either the Insert Row button or Insert Column button depending on your selection. Rows and columns can be deleted in much the same way. Select the Delete Row or Delete Column option (there are no buttons for these functions!) OPTIONS FOR ROWS Row Height Auto: Adjusts for the tallest cell in the row or rows. At Least: Specifies a minimum row height. If cell contents cause the cell to exceed the height specified, the row height is adjusted fit the contents. Exactly: Specifies a fixed row height. If cell contents exceed the fixed height, only the contents that fit in the cell are shown/printed. Indent from left The distance between the left page margin and the left edge of the text in selected rows.

3 Allow Row to Break Across Page Permits the text in a table row to split across a page break. Alignment Alters the horizontal position of the selected row/s, or if no specific row is selected, alters the horizontal position of the table on the page. OPTIONS FOR COLUMNS Width of Columns Enter the width you want for the selected cells or columns or click AutoFit to make the width of the columns fit their contents. Space Between Columns Enter the amount of blank space you want between columns. This setting applies to the entire table, whereas the Width of columns setting affects only the selected cells. AutoFit Automatically resizes selected columns so the width fits the contents. Tip: To quickly align an entire table on a page, select the table, then use the alignment buttons on the Formatting toolbar. To break a table across pages, Click the row you want to appear on the next page. Press CTRL+ENTER. To insert a tab in a table cell, press CTRL+TAB. Gridlines non-printing lines that outline a table - can be turned on or off. Select Gridlines from the Table menu. To split a table in two, click the row that you want to be the first row of the second table. On the Table menu, click Split Table. To repeat a table heading on subsequent pages, select the row or rows of text that you want to use as a table heading. (The selection must include the first row of the table.) On the Table menu, click Headings.

4 SELECT ITEMS IN A TABLE Select a cell... Select a row... Select a column... Select multiple cells, rows, or columns... Select text in the next cell... Click the left edge of the cell. Click to the left of the row. Click the column's top gridline or border. Drag across the cell, row, or column; or select a single cell, row, or column, and then hold down SHIFT while you click another cell, row, or column. Press TAB. Select text in the previous cell... There s more. CONVERT A TABLE TO TEXT When you convert a table to text, you can specify commas, tab characters, paragraph marks, or another character as the separator in the converted text. 1. Select the rows or table that you want to convert to paragraphs. 2. On the TABLE menu, click CONVERT TABLE TO TEXT. 3. Under Separate text with, click the option for the character you want to use in place of the column boundaries. Press SHIFT+TAB. CONVERT TEXT INTO A TABLE In a similar way, it is possible to convert text into a table. 1. Select the paragraph of text you want to convert to a table. 2. On the TABLE menu, click CONVERT TEXT TO TABLE. 3. Under Separate Text at select the character you want to become the column marker. PERFORM CALCULATIONS IN A TABLE 1. Click the cell in which you want the result to appear. 2. On the TABLE menu, click FORMULA. 3. If you do not want to use the proposed formula, delete it from the FORMULA box. 4. In the Paste Function box, click a function. For instance, to add numbers, click Sum. To reference the contents of a table cell, type the cell references in the parentheses in the formula. For instance, to add the numbers in cells A1 and B4, the formula would read = SUM(a1,b4) 5. In the Number Format box, enter a format for the numbers. For example, to display the numbers as a decimal percentage, click 0.00%.

5 ADVANCED PARAGRAPH FORMATTING Paragraph formatting allows for manipulation of attributes such as text alignment, line spacing, indents and tabs. There are additional formatting options that relate to text flow and pagination. All paragraph formatting options are available from the FORMAT, PARAGRAPH menu. Paragraph formats are stored in the paragraph marker at the end of each paragraph. BEFORE and AFTER SPACING This allows for point-specified spacing before and/ or after a paragraph. 6pt Before Spacing 6pt After Spacing LINE SPACING To change the spacing between each line of text, select the type of spacing you want in the Line Spacing box. If you select Exactly, At least or Multiple, enter the amount of space you want for each line in the At box. The lines in this paragraph are single spaced. The lines in this paragraph are spaced Exactly 16pt. CONTROL WIDOW/ORPHAN LINES A widow is the last line of a paragraph printed by itself at the top of a page. An orphan is the first line of a paragraph printed by itself at the bottom of a page. The default setting in Word prevents widows and orphans. To change the default setting, clear the Widow/Orphan Control check box. KEEP LINES TOGETHER Prevents a page break within a paragraph. KEEP WITH NEXT Prevents a page break between the selected paragraph and the following paragraph. PAGE BREAK BEFORE Inserts a manual page break before the selected paragraph.

6 LINE NUMBERS When Line Numbers are added to a document they are displayed in the left margin or to the left of each newspaper-style column. To add line numbers to the entire document, select the entire document. To add line numbers to part of a document, select the text you want to number. Line Numbering is added via the FILE, PAGE SETUP, Layout Tab, Line Numbers dialog box. Further options are also available. To prevent Word from automatically hyphenating part of the document, select the text, and then click PARAGRAPH on the FORMAT menu. Click the Line and Page Breaks tab, and then select the Don't hyphenate check box. An optional hyphen breaks a word or phrase only when it falls at the end of a line. If the word or phrase falls at the beginning or middle of a line, the optional hyphen doesn't appear in the printed document. 1. Click where you want to insert the optional hyphen. 2. Press CTRL+HYPHEN. Insert a non-breaking hyphen to prevent a hyphenated word or phrase from breaking 1. Click where you want to insert the nonbreaking hyphen. 2. Press CTRL+SHIFT+HYPHEN. HYPHENATION The Hyphenation dialog box can be found under the TOOLS, LANGUAGE menu. ADD A BORDER TO A PARAGRAPH, OR SELECTED TEXT On the FORMAT menu, click BORDERS AND SHADING, and then click the Borders tab. Select the options you want, and make sure the correct option is selected under Apply to. You can hyphenate text automatically or manually. If you hyphenate manually, Word searches the document for words to hyphenate and then asks you whether to include a hyphen and where to position it. To specify that only particular sides get borders, click Custom under Setting. Under Preview, click the diagram's sides, or use the buttons to apply and remove borders. To specify the exact position of the border relative to the text, click Options, and then select the options you want.

7 DOCUMENT SECTIONS Sections are used mainly to create different layouts within the same document. For example, from section to section you can modify the margins, headers and footers, page numbers, page orientation, and so on. A Section Break is a mark you insert to show the end of a section. The Section Break contains the section formatting information. A section break appears as a double dotted line that contains the words "Section Break" (seen only in Normal View). TYPES OF SECTION BREAKS Next Page inserts a section break, breaks the page, and starts the new section on the next page. Continuous inserts a section break and starts the new section on the same page. Next page inserts a section break, breaks the page, and starts the new section on the next page Continuous inserts a section break and starts the new section on the same page CHAPTER 2 Text for a new page would begin here. Continuous inserts a section break and starts the new section on the same page Next text would begin here. Section Break HOW TO INSERT A SECTION BREAK Odd Page or Even Page inserts a section break and starts the new section on the next odd-numbered or even-numbered page. Odd page or Even page inserts a section break and starts the new section on the next odd-numbered or even-numbered page CHAPTER 2 Text for a new page would begin here. 1. Click where you want to insert a section break. 2. On the INSERT menu, click BREAK. 3. Under Section breaks, click the option that describes where you want the new section to begin. Use Sections to create the following effects! Pages that have different PAGE MARGIN widths! Pages that have different HEADERS and FOOTERS! Pages that have non-consecutive PAGE NUMBERS! Pages that have a different PAGE ORIENTATION

8 PAGE MARGINS To change the margins for part of a document, select the text and then set the margins on the Margins tab (FILE, PAGE SETUP). In the Apply to box, click Selected Text. Word automatically inserts section breaks before and after the text with the new margin settings. If your document is already divided into sections, you can click in a section or select multiple sections, and then change the margins. HEADERS AND FOOTERS When you create a header or footer, Word automatically uses the same header or footer throughout the entire document. To create a different header or footer for part of a document, divide the document into sections, and then break the connection between the header or footer in the current section and the previous one.! Insert a section break where you want to start a different header or footer. Ensure that your cursor is in this section.! On the VIEW menu, click HEADER AND FOOTER.! On the Header and Footer toolbar, click Same as Previous (to unhighlight).! Change the existing header or footer, or create a new one for this section.! Word automatically makes the same changes to the headers or footers for all subsequent sections. 8

9 PAGE ORIENTATION To change the page orientation for part of a document, select the pages and then change the orientation as usual. In the Apply to box, click Selected Text. Word automatically inserts section breaks before and after the pages with the new orientation. If your document is already divided into sections, you can click in a section or select multiple sections, and then change the orientation. PAGE NUMBERS If you've divided your document into sections, you can restart page numbering for each section. For example, number the first chapter 1 through 5 and the second chapter 1 through 8. Or number the table of contents i through iv and the rest of the document 1 through 25.! Insert a section break where you want to restart page numbering. Ensure that your cursor is in this section.! On the INSERT menu, click PAGE NUMBERS.! Click Format.! In the Start at box, enter 1 9

10 COLUMNS BANNER HEADING TIP: It is best to create and work with columns in Page Layout View. Text in newspaper columns flows from the bottom of one column to the top of the next. To see newspaper columns, switch to page layout view. Section Breaks allow for only part of a document to be formatted into columns, or to have various column formatting in different parts of a document. Columns can be created by clicking the Columns button on the Standard Toolbar. You can specify the number, width and space between columns. You can add vertical lines between columns. Consider using tables for more complex column formatting projects. TO CREATE A BANNER HEADING: At the top of the left-most column, type the heading for your document. Press ENTER. Select the heading you ve just typed. Click the COLUMNS button, and select the single-column layout. REMEMBER! You must click on the section where you want to apply to columnar formatting, or select the multiple sections you wish to format. For additional formatting options, such as setting unequal width of columns or inserting a vertical dividing line between columns, try the FORMAT, COLUMNS dialog box. This dialog box can also be used to modify the existing formatting of your columns. TIP: To make the ends of columns line up evenly, add a Continuous Section Break at the end of the columns. Column width and spacing can be adjusted by dragging the column markers on the ruler. To force a Column Break click INSERT, BREAK, and click on Column Break. By holding down the Alt key while dragging the column markers on the ruler, Word displays 10 the current measurements.