Teach Yourself Microsoft Word Topic 10 - Margins, Indents and Tabs

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1 Teach Yourself Microsoft Word Topic 10 - Margins, Indents and Tabs In the previous Level 2 MS Word course: Topic 8 you covered columns, text boxes and tables as well as look at the formatting options when using these. In this session we will cover margins, indents and tabs. If you still have your work from the previous Level 2 MS Word/Excel course, then follow the next two points otherwise you can grab a copy from my website or ask me to place a copy of Task-8a.docx into your MS Word folder. Create a copy of Task-8a.docx Rename this copy as Task-10a.docx Save Task-10a.docx in your Word/Excel folder. Question 1/ Revision: How was Task-8a.docx created? Margins You have already seen that you can alter the top, bottom, left and right margins in MS Word. This is the distance between the edge of the paper and your text. The default settings for these four margins is 2.54cm. The margins can be changed in a number of ways. I find the easiest way is to use the tiny launch Page Setup box which is in the Layout tab, Page Setup group in the bottom-right corner highlighted right: Skills Check 10a In this exercise you will be adjusting margins and paragraph indents using Task-10a.docx: 1. Open Task-10a.docx 2. Alter the top, bottom, left and right margins to 2cm using the launch Page Setup box. 3. In the File tab s backstage area Properties section, click on Show All Properties. 4. Add yourself as the Author (Right-click and choose Edit Property), Manager and Company name. 5. While you are there include the Title: Around the World in 80 Days 6. Include a header containing today s date on the left side at the page margin using Arial size 8. It should update automatically. 7. Using Document Info Author, place your name on the right-hand side of the header, use size 10 Arial. 8. Include a footer containing the file path at the left side page margin, use size 8 Arial. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 1

Alter the distance that both the header and footer sit from the edge to 1.5cm using the Page Setup Layout tab as shown on the right: 11.

2 9. Place a thin red border around the entire page. This will help you to clearly see the effects of changing margins values as well as seeing where the header and footer sit in relation to the margin settings. (Design tab Page Borders button) 10. Alter the distance that both the header and footer sit from the edge to 1.5cm using the Page Setup Layout tab as shown on the right: 11. Move the SPAN advertisement so that the right side of it is lined up with the page margin s right indent. Hint: Turn on the green guidelines to help you with this: Layout tab, Arrange group, button Use Alignment Guides. 12. Insert a new paragraph somewhere (anywhere) just after the SPAN advertisement. Repeat this again a bit further down as shown on the right: 13. Click anywhere in the second-last paragraph. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 2

Your result should look like that shown below: 16. Alter the line-spacing for this second-last paragraph to single as shown on the right: 17.

3 14. Use the Paragraph Indent button in the Home tab s Paragraph group to left-indent the paragraph. 15. Next use the using the tiny launch Paragraph box to alter the rightindentation for this second-last paragraph to the same value as the left indentation. Your result should look like that shown below: 16. Alter the line-spacing for this second-last paragraph to single as shown on the right: 17. Alter this second-last paragraph so that each speaker s text starts on a new line. 18. Alter all of the indented paragraphs so that the paragraph spacing is only 6 points after each paragraph in this indented section and none before each paragraph as shown on the right: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 3

4 19. Now alter the indented lines so that each starts with what looks like a picture of earth. To do this use the Bullets button down-arrow Define New Bullet Picture button Bing Image Search text: earth Find a ball that looks like Earth. My document now looks like that shown below: 20. Save the document naming it: Task 10a.docx D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 4

5 Hanging Indents A hanging indent leaves the first line of a paragraph on the left margin but then indents every line of that paragraph after the first line. Look at this paragraph - it is an example of a hanging indent! A fast way of creating a hanging indent in a paragraph is to place your insertion point in that paragraph and then use Ctrl + T keys. To quickly remove a hanging indent use Shift Ctrl + T keys. 21. Convert the very first paragraph of Task 10a.docx to a hanging indent using the fast method. 22. Convert the very last paragraph of Task 10a.docx to a hanging indent using the fast method. 23. Save the document still naming it: Task 10a.docx Using the Ruler for Custom Hanging Indents Before setting up a hanging indent, it is important to understand the different markers on the ruler. Make sure the ruler is displayed. You may need to click the View ribbon, Show group Tick. First-line Indent Marker Hanging Indent Marker Left Indent Box (Moves both First-line and Hanging Indent markers) Right Indent Marker To create a hanging indent, you will drag the Hanging Indent Marker to the 2cm mark on the ruler. This will allow the first line of text in a paragraph to commence on the left margin, but the remaining lines of the paragraph will be indented right 2cm from the left margin. 24. Click anywhere in the first paragraph of Task 10a.docx 25. Alter the very first paragraph so that the Hanging Indent Marker is dragged right to the 2cm position on the ruler. Your ruler now looks like that shown on the right: Apart from the first line, the paragraph should be indented from the left - that is, every line after the first line should start 2cm in from the left margin. You should notice that your first paragraph now has a different indent to your third paragraph. Anything that you add to your first paragraph will follow your first paragraph indent. Anything that you add to your third paragraph will follow your third paragraph indent. 26. Add the following line to the end of your first paragraph: I recall the time when I was in India. There you could never be a clown because clowns are considered bad omens. There you could however be a man-servant. Alas I am departing from my train of thought. Let s get back on track 27. Make sure that: a) The entire first paragraph is still using the same font and text size as the rest of document. If it is different use the Format Painter tool to paint the formatting of the first paragraph over the added text. b) Your added text should still be indented 2cm within your first paragraph. Your entire first paragraph should still be indented 2cm. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 5

$ii. Move the first-line indent marker back to 0.75cm. iii. Move the hanging indent marker to 1.5cm. The first page of your document should now look like the following: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.$

6 c) If the space before the first dot point has been altered in any way, then fix this up by setting Space before. d) Alter all of your earthy dot points by: i. Highlighting all of these dot points. ii. Move the first-line indent marker back to 0.75cm. iii. Move the hanging indent marker to 1.5cm. The first page of your document should now look like the following: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 6

7 28. Before continuing, move the Hanging Indent Marker back in line with the First-line Indent Marker at the 0cm position on the ruler so that the paragraph does not appear as a hanging indent. The ruler should now appear as shown on the right:. Any text you now add to the first paragraph will not be influenced by the Hanging Indent Marker as you have moved it back to the 0 position (left margin). Tab Stops Tab stops, or tabs, are used to control the alignment of text within a document. Tab stops are markers positioned at intervals across the width of the screen. When you press the Tab key, the insertion point jumps to the next tab stop. Microsoft Word s tab stops have a default setting at every 1.27cm. Tabs align text at a precise location. You should never use the spacebar to line up text. If you do, depending on the font being used, you may find the text will not align correctly. This will definitely be a problem if you decide to change font. You can use Microsoft Word s default tabs (every 1.27cm) or you can set your own custom tab stops. Custom tab stops can be set directly on the ruler or from the Tabs button that you can see when you click on the tiny launch Paragraph Settings button in the Home tab s Paragraph group. Click on the launch Paragraph Settings button to open the Paragraph window shown on the right with the highlighted Tabs button: Click on the Tabs button. This opens the window shown below: More about this window a bit later in this lesson D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 7

8 Microsoft Word provides five kinds of tab stops. Each one aligns text in a different way. The table below illustrates the types of tabs available in MS Word. Types of Tabs Left tab Centre tab Right tab Decimal tab Bar tab text text text The brown line indicates the position of the Tab stop placed on the ruler. Using MS Word s Default Tab Stops You can use Microsoft Word s default tabs to indent the first line of a paragraph. 29. Click at the start of the first paragraph. 30. Press TAB to move the first line indent to the first default tab stop which is1.27cm from the left-hand margin. The remainder of the paragraph should not be indented, the remaining lines should commence aligned to the left margin. 31. Click at the very end of the very last paragraph in Task 10a.docx and press ENTER. You will be creating the following table using the TAB and ENTER keys: SPAN MS Word MS Excel 64 Clyde St Home Page Layout Thornbury Vic 3071 Insert Review Formulas Data 32. Press the ENTER key three times to move down a few lines. 33. Press the TAB key move the insertion point to Word s first default tab stop. 34. Type SPAN 35. Press the TAB key twice to move the insertion point to Word s default tab stop two stops over to the right. This will leave some extra column width below the SPAN text if needed. 36. Type MS Word 37. Press the TAB key twice to move the insertion point to Word s default tab stop two stops over to the right. 38. Type MS Excel 39. Press the ENTER key to move down one line. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 8

9 40. Type out the rest of the table, making sure you use the TAB key to move to the correct column and the ENTER key to move down one line. 41. Highlight the entire table. 42. Set both the spacing before and the spacing after to 0 and set the line spacing to single. Using Custom Tab Stops Microsoft Word allows you to set your own tab stops - these are called Custom Tab Stops. When you set a custom tab stop, MS Word clears all default tab stops to the left of your custom tab. You can insert, remove and move tab stops on the ruler. The following exercise will tell you how to set custom tabs in order to create the table: 43. Press the ENTER key three times to move down a couple of lines past your table. You will be creating the following table by setting custom tabs and then using the TAB and ENTER keys: Start on the left margin First tab: Left tab 4cm Second tab: Right tab 8cm Fourth tab: Decimal tab 10.5cm Third tab: Bar tab 9cm D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 9

10 Setting and Removing Tab Stops To insert tab stops using the ruler, you must first indicate the type of tab you require by clicking the Tab Alignment button on the left-hand side of the ruler: Tab Alignment button The Tab Alignment button has a default setting of left, so you do not have to click it before setting the first tab. To set the tab stops follow these steps: 44. Make sure that you can see the Left Tab Alignment icon to the left of the ruler. 45. Click on the 4cm mark on the ruler. Note: If you make a mistake when placing a tab stop on the ruler then you can either drag the tab stop off the ruler using your mouse and then set it again; or drag the tab stop to the desired spot on the ruler. 46. Click the Tab Alignment button until the Right Tab icon appears. 47. Click the 8cm mark on the ruler. 48. Click the Tab Alignment button until the Bar Tab icon appears. 49. Click the 9cm mark on the ruler. 50. Click the Tab Alignment button until the Decimal Tab icon appears. 51. Click the 10.5cm mark on the ruler. 52. Now that you have inserted all of your tab stops on the ruler you can now type in the table shown above using the TAB and ENTER keys. 53. Add one line after your table by using the ENTER keys. Notice that the Bar Tab line continues down to this extra line. To remove this line, drag the Bar Tab off the ruler using your mouse. Hmmm. It seems to me that the last two columns of data need to be spaced further apart! 54. Drag the fourth tab stop (Decimal Tab Stop) from the 10.5cm mark to the 12cm mark. 55. Drag the third tab stop (Bar Tab Stop) from the 9cm mark to the 10cm mark. 56. Drag the second tab stop (Right Tab Stop) from the 8cm mark to the 8.75cm mark. Yes much better! Your document should look like this: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 10

11 Using the Tabs Window Besides dragging tab stops off the ruler there is another way to clear tab stops. 57. With your cursor still in the line after your last table, click on the launch Paragraph Settings button in the Paragraph grouping of the ribbon s Home tab to open the Paragraph window. 58. Now click on the Tabs button to open the window shown on the right: The Tabs window can be used to change the Default tab stop spacing, Set a tab, Clear a tab, Clear All tabs, alter a tab s alignment to something else: Left, Centre, Right, Decimal, Bar; as well as set Leader marks which we will come to next. To set a tab stop, type the desired position into the top-left Tab stop position text box and then click on the Set button. To clear a tab: Click on the tab stops that you want to clear from the list, and then click on the Clear button. To change the alignment of a tab: Click on the tab stops that you want to change from the list, and then click on the appropriate Alignment radio button. 59. Click on the Clear All button to remove all tab stops after your last table. Leader Marks Leader marks are used when there is a long gap between data in your table rows and these marks help a reader to visually read/scan across rows. An example of leader marks is shown below: 60. Using your mouse, highlight your last table. 61. Open up the Tabs window. 62. Choose the 2.5cm tab spot in the list and then click on the 2. radio button as shown on the right: 63. Click on OK. 64. Repeat the previous two steps for the next tab spot along your ruler. 65. Save your work with the file name: Task 10b.docx D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 11

12 Question 2/ When the Pilcrow (Show/Hide) button in the Home tab is turned on, what symbol is used to represent: a) A space? b) A tab? c) An ENTER? d) A Section Break? e) A Column Break? f) A Page Break? g) A table? h) The end point of data in a cell in a table? Bonus Task Reproduce the following poster using MS Word. You can download the images (Bridge logo and Background image) from my website. Hints: i. Download the two images from my website and save them to your drive. ii. iii. iv. Add all the text first not worrying about any formatting. Check spelling and grammar. Then add formatting (Top few lines are Calibri (body), size 20 and the rest is size 12). All text is coloured yellow. v. Set the page colour to dark blue. Note: Add the background image and logo last. vi. vii. viii. ix. Add 1 circle shape first holding down SHIFT to keep it a perfect circle shape Format it with a yellow fill and blue thick shape outline Now set the Text Wrapping to In Front of Text Next use CTRL + SHIFT + Drag to drag a copy of your circle to the left or right Repeat the previous step again to make another copy of the circle shape Space your three circles out evenly. For the text sitting on the left, move in the Right Margin s Indent tab. For the text sitting on the right, move in the Left Margin s Indent tab. Now insert the image called moon-rabbit-at-the-bridge background but do not add this as a watermark. Instead, insert it as a picture and set the wrapping to: Behind Text. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 12

13 x. Stretch this image as shown below and then recolour the image as shown on the right: xi. Add The Bridge logo, resize setting the wrapping as shown on the right: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 13

14 xii. Save your masterpiece as: Task 10c.docx xiii. Show your work to Mr Kruyer. Have you backed up your work 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 USB stick or network drive every 10 minutes? Show your MS Word documents to Mr Kruyer for assessment. Due Dates: All tasks and questions from this task should be completed by next week s class. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-3\task10\TYMSWord10.docx Page 14

Teach Yourself Microsoft Word Topic 7 Lists and Columns

http://www.gerrykruyer.com 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,