Unit D Lecture Notes Word 2003

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1 Unit D Lecture Notes Word 2003 Objectives: In this project you will learn: Set document margins Divide a document into sections Insert page breaks Insert page numbers Add headers and footers Edit headers and footers Format columns Insert a table Insert WordArt Insert clip art THE FILE YOU WILL NEED FOR THIS SECTION IS WD D-1.doc Unit Overview In Unit D, you will learn to divide a document into sections and to format documents and sections with page layout options. You will learn how to insert page breaks, change margins, create and modify headers and footers; add page numbers to a document, and format text in columns. You will also learn how to illustrate a document with tables, WordArt, and clip art. and indents, to apply bullets and numbering to a list, and to add borders and shading to paragraphs. Again, before starting Unit D, review that there are three broad types of formatting in Word: Character formatting is applied to individual characters or a string of words. Character formatting includes fonts, font styles, font effects, character spacing, and so forth (settings you can apply using the Font dialog box.) Paragraph Formatting is applied to one paragraph or several paragraphs. Paragraph formatting includes alignment (right, left, center, justified), tabs, indents, line spacing, paragraph spacing, bullets, numbering, borders, shading, and other paragraph settings. Remember that any string of text that ends with a paragraph mark is considered a paragraph. Page 1 of 15

2 Page or Section formatting affects the layout of a physical page and can be applied to a whole document or to parts of a document that are separated by section breaks. Margins, page orientation, columns, and headers and footers are examples of page or section formatting. Setting Document Margins Word D-2 & D-3 The Page Setup dialog box is located under the File menu. To change margins for your document you would utilize the Margins tab in the Page Setup dialog box. This tab is used to change margin settings, gutter margins, change the page orientation, and create mirror margins. Review Figure D-1 on page Word D-3. In addition to using the File menu, you can access the Page Setup dialog box from the Reveal Formatting task pane. See sample below. The Reveal Formatting task pane organizes formatting according to three types Font, Paragraph, and Section. If you expand the Section menu, you will see Margins, Layout, and Paper. By clicking on the Margins link it will take you directly to the Page Setup dialog box, margins tab. The task pane is also a good way to check your margins for your document or different sections within your document. TIP: To move around in a dialog box and to see the new settings in the Preview box, press Tab. Press Shift + Tab to move to the previous margin text box. You can also click your left mouse button or hold down the ALT key while pressing the underlined letter in the dialog box. For example, ALT + R would take you directly to the Right margin text box. Page 2 of 15

3 Gutter and Mirror Margins If your document is going to be bound put together like a book, with printing on both sides of the paper you ll want to use mirror margins and gutter margins. Mirror margins are inside and outside margins on facing pages that mirror one another. Gutter margins add extra space to the inside margins to allow for binding. Gutter margins can only be added on the top or left of a document. On the margins tab, you can change the orientation of a document from Portrait to Landscape. By default, documents are created using portrait orientation. The paper tab in the Page Setup dialog box is used to change the size of the paper used in a document. For example, documents can be Legal size (8 ½ x 14 ), A4 paper size (8.27 x ), or even envelope size. READ--Clues to Use Changing orientation, margin settings, and paper size Dividing a Document into Sections Word D-4 & D-5 Formatting a document into sections allows you to vary the layout of a document within a page or between pages. Students can apply the following formats to a section: Margins Orientation Paper size Paper source for a printer Page borders Vertical alignment Headers and footers Columns Page numbering Line numbering Footnotes and endnotes Review the table on page Word D-4 to see the different types of section breaks available. NOTE: The formatting applied to a section is stored in the section break. If you delete a section break, you also delete the formatting for the text above the section break. For example, if you have a two section document and you delete the section break at the end of section 1, the document becomes one section with the formatting of the previous section 2. NOTE: When working with sections, your status bar will become very important. The status bar shows the section number as well as the page number information. Page 3 of 15

4 READ--Clues to Use Changing page layout settings for a selection Inserting Page Breaks Word D-6 & D-7 NOTE: Learning to control pagination is important: without any control in a long document, text will flow inappropriately from the bottom of one page to the top of another. For example, if a long document contains short chapters, each chapter might need to begin on its own page. Pagination can vary depending on printer drivers. Therefore, page breaks might occur in different places when printing actually takes place. Remember you cannot delete a soft page break, but you can delete a hard page break by clicking the page break and pressing BACKSPACE or DELETE. Controlling Line and Page Breaks There are times when using manual page and section breaks are not necessary. To control the way Word breaks paragraphs, choose one of four line- and page-break options from the Paragraph dialog box: Widow/Orphan control A widow is the last line of a paragraph and appears by itself at the top of a page. An orphan is the first line of a paragraph and appears at the bottom of a page. By default, this option is turned on to prevent widows and orphans. Word moves an orphan forward to the next page and moves a widow back to the previous page. Keep lines together This option keeps all lines of a paragraph together on the same page rather than splitting the paragraphs between two pages. Keep with next If two paragraphs need to appear on the same page no matter where page breaks occur, use this option. The option is most commonly applied to titles that should not be separated from the first paragraph following the title. Page break before Use this option to place a paragraph at the top of a new page. To apply these features, choose Paragraph from the Format menu to open the Paragraph dialog box and click the Line and Page Breaks tab. See figure below. Page 4 of 15

5 Widow/Orphan control is on by default. You should never turn this off even when applying another option. When you apply the Keep with next, Page break before, or Keep lines together option to a paragraph, Word displays a small black nonprinting square to the left of the paragraph (if the Show/Hide button is turned on). You may have noticed this nonprinting character before when working in a document and not known why it was there. Sometimes these options have been applied in a Style. See example in figures below. Page 5 of 15

6 Here is an example of a heading being split up from the paragraph following. Scroll down to see what it looks like after applying a Line and Page break option. Page 6 of 15

7 Here s what the document looks like after applying Keep with next. Notice the small black square (nonprinting character) to the left of Sylvia. TIP: You can click the Line and Page Breaks link in the task pane to open the Paragraph dialog box, Line and Page Break tab, if you want to adjust the formatting. READ--Clues to Use Vertically aligning text on a page Inserting Page Numbers Word D-8 & D-9 Page numbers do not appear on a printed document unless you specify that they do. The simplest way to add page numbers is to choose Page Numbers from the Insert Page 7 of 15

8 menu and work with the Page Numbers dialog box. You can see page numbers only in Print Preview, Print Layout view, or on the printed page. You will not see them in Normal view. Page numbers are inserted as fields in the document header or footer. A field is an instructional code that serves as a placeholder for information that changes. When you insert a page number field in a header or footer, the correct page number appears. When you insert a page number it is automatically added to the header or footer. Text in a header or footer area is dimmed when the document is viewed in Print Layout view. READ--Clues to Use Inserting the date and time Adding Headers and Footers Word D-10 & D-11 You should be aware of the following: Header text appears at the top of every page in a document and footer text appears at the bottom of every page. To open headers and footers, either click Header and Footer on the View menu or double-click a header or footer area in the document. To enter text in a header or footer area, simply place the insertion point in the header or footer and begin typing. To move the insertion point between headers and footers, click the Switch Between Header and Footer button on the Header and Footer toolbar. Text in a header or footer area can be formatted just as text in any part of the document. The tab stops displayed on the horizontal ruler for the header and footer areas can be used to align text in headers and footers. By default, a center and right tab stop appear, but the default tab stops correspond to the default margin settings, even if the document margins have changed. If you change the margins in a document, you also need to change the tab stops in the header and footer areas too, so that header and footer text aligns with the document text. Remember to move tabs, just click and drag to new location on the ruler. Document text is dimmed when headers and footers are open; header and footer text is dimmed when headers and footers are closed. Review the Table D-3 on page Word D-11 to see the buttons on the Header/Footer toolbar. The following notes will explain the Link to Previous button in more detail. Instead of using the vertical scroll bar to check headers and footers, I recommend getting in the habit of using the Show Previous and Show Next buttons. These are very helpful when working with headers and footers in sections. Page 8 of 15

9 There are 3 ways to change the position of a header or footer: Adjust the horizontal position of text in headers and footers: To center header or footer text or to align it with the left or right document margin, select the text and then use the alignment buttons on the Formatting toolbar. You can also align text with tabs in the header and footer areas. Adjust the vertical position of text in headers and footers: To change the distance between the top of the header and top edge of the page, drag the top margin boundary for the header on the vertical ruler. To change the distance between the bottom of the footer and the bottom edge of the page, drag the bottom margin boundary for the footer on the vertical ruler. You can also change the vertical position of a header or footer by changing the From edge settings on the Layout tab in the Page Setup dialog box. Adjust the distance between the document text and the header and footer: To change the amount of space that appears between the document text and the bottom of a header, drag the bottom margin boundary for the header on the vertical ruler. To change the amount of space that appears between the document text and top of a footer, drag the top margin boundary for the footer on the vertical ruler. NOTE: Changing the position of a header or footer does not affect the document margins. Editing Headers and Footers Word D-12 & D-13 You should understand the following about headers and footers: You can create headers and footers for specific pages in a document. For example, you can choose not to display a header and footer on the first page of the document or you can create different headers and footers for facing pages. The Show Previous, Show Next, and Switch Between Header and Footer buttons on the Header and Footer toolbar are used to navigate between the various header and footer areas in a document. Two facing pages in a multiple page document can appear with different headers and footers on each page. For example, on the left page, the header and footer text can appear aligned with the left margin. On the right page, the header and footer text can appear aligned with the right margin. Additional Header/Footer Information: Adding Headers and Footers within Sections Section breaks have an impact on page numbers, headers, and footers. For example, you can number each section differently or add different headers and footers. When you add page numbers to a document, it s best to add the page numbers first, and then add the section breaks. Otherwise, you have to apply page numbering to each individual section. Page 9 of 15

10 Steps for Creating Headers and Footers for Different Sections: 1. Divide the document into sections and create a header and footer for the document. You should realize that unless you create headers and footers for different sections, the information you enter in any header or footer area will appear on every page of the document. 2. Place the insertion point in the header or footer area for the section you want to change. You should see the words Same as Previous appear in the upper right corner of the header or footer area for the second and subsequent sections of a document (unless you have already created different headers and footers for different sections). 3. Click the Same as Previous button on the header and footer toolbar to break the link between the header and footer in the current section and the previous section. You will no longer see Same as Previous appear in the upper-right corner. 4. Finally, create the new header and footer for the section (either edit the existing header or footer, or delete it and enter new information). Realize that the header and footer you create will appear on every page that follows, unless you create a different header and footer for each section of the document. Linking Section Headers and Footers By default, the Link to Previous button is on when you work in a header or footer pane. As a result, the text you originally enter in the header (and the footer) for the document is the same from section to section. Any change you make in one section header or footer is reflected in all other sections. You can use the Link to Previous button to break the link between header/footer text from one section to another section and enter different header or footer text for a section. NOTE: Breaking the link for the header does not break the link for the footer. You must unlink them separately. Additional Information about inserting symbols and special characters: You can choose from a wide variety of symbol characters in the Symbol dialog box, such as arrows, mathematical symbols, and even icons. You can use the Font list arrow and the Subset list arrow in the Symbol dialog box to rapidly scroll the list of fonts. You can also use the scroll bars in the Symbol dialog box to scroll the list of available fonts. The symbols displayed in Figure D-12 on page Word D-13 are those found in the (normal text) font. You can modify a symbol just as you would any text. For example, you can apply a font color to a symbol, or increase its size by increasing the font size. The Special Characters tab in the Symbol dialog box includes special characters such as an em dash, ellipsis, copyright symbol, and opening and closing single and double quotation marks. Creating Continuation Page Headers Page 10 of 15

11 It s customary to use a header on the second page of a business letter or memo. A continuation page header for a letter or memo is typically a three-line block of text that includes the addressee s name, the page number, and the date. There are three rules for letters and memos with continuation page headers: Page 1 must have a 2 inch top margin. Continuation pages must have a 1 inch top margin. Two blank lines must appear between the header and the continuation page text. The easiest way to create a continuation page header using the proper business format is to apply these settings to your document: Top margin: 2 inches Header position: 1 inch from edge of the page Page Setup Layout for Headers and Footers: Different First Page Additional spacing: Add two blank lines to the end of the header By default, headers and footers are positioned 0.5 inch from the top or bottom edge of the page. When you change the position of a continuation page header to 1 inch, the continuation page appears to have a 1-inch top margin, beginning with the header text. The document text begins at the page s 2-inch margin, and the two additional blank lines in the continuation header ensure correct spacing between the header and the document text. See the sample below for what the continuation page header should look like. (Remember this is page 2, the header pane on the first page should be empty.) The continuation page header should include the following information: Addressee s Name Page # Date Page 11 of 15

12 When inserting page numbers always use the insert page number button on the header/footer toolbar so page number will automatically change. If you key the number 2, 2 will print on all pages. Notice 2 blank lines following date The Page setup button on the header/footer toolbar allows you to say different first page for the header. To create alternate headers or footers in a document, you use the Different odd and even check box in the Page Setup dialog box, and then create a header or footer for both even and odd pages. READ--Clues to Use Inserting and creating AutoText entries Formatting Columns Word D14 & D-15 There are two ways to create multiple-column layouts: Use the Columns button on the Standard toolbar. Use the Columns dialog box. (Format menu) You should understand the following about formatting text in columns: Text in columns flows from the bottom of one column to the top of the next column. Page 12 of 15

13 One way to control the flow of text in columns is to balance the columns. You can balance columns by inserting a continuous section break at the end of the last column in a section. Another way to control the flow of text in columns is to insert a column break. A column break forces the text after the break to the top of the next column. A third way to control the flow of text in columns is to adjust the hyphenation settings. This is especially important when columns of text are narrow. The Clues to Use on page Word D-14 of the text describes how to modify the hyphenation zone. A narrow hyphenation zone will result in a greater number of hyphenated words. Be aware that too many hyphenated words in a document can make it difficult to read. Before Continuing Take a few minutes to review the different ways to control the flow of text in a document (that is, the amount of text that fits on a page). Page formatting options include: Changing the margins Formatting text in columns, including changing the width and spacing of columns and changing the alignment of text in columns Hyphenating a document, including adjusting the hyphenation zone Inserting page breaks You can also change the amount of text that fits on a page by: Changing the font or font size of text Changing line spacing Changing the amount of space between paragraphs Apply one of the Line and Page Break options (Paragraph dialog box) Inserting a Table Word D-16 & D-17 Make sure you are familiar with the different parts of a table: cell, row, column, header row, and border. Turn on your show/hide codes so you can identify the end of cell marks and end of row marks. This unit only covers one way of inserting a table. We will review several other ways in Unit E. In addition, we will cover ways to select items in a table and how to add or remove rows and columns. READ--Clues to Use Moving around in a long document Page 13 of 15

14 Inserting WordArt Word D-18 & D-19 Below is a description of the different buttons on the WordArt toolbar: The WordArt Gallery button is used to change the WordArt style applied to an object. The Format WordArt button opens the Format WordArt dialog box, which is used to change the fill color, fill effects (gradient, texture, or pattern), and line color of a WordArt object. It is also used to size and position a WordArt object and to wrap text around WordArt. The WordArt shape button is used to change the shape of the WordArt object. The Text Wrapping button is used to change the text wrapping style applied to a WordArt object. The WordArt Same Letter Heights button is used to make all the letters in a WordArt object the same height. It is a toggle button. The WordArt Vertical Text button is used to change the text direction of a WordArt object from horizontal to vertical and vice versa. It is a toggle button. The WordArt Alignment button is used to change the alignment of a WordArt object. The WordArt Character Spacing button is used to change the amount of space between the characters of a WordArt object, and thus to determine the thickness of the characters. NOTE: The best way to become familiar with WordArt is to create a sample WordArt object and experiment with changing and formatting the WordArt object by using the buttons on the toolbar. Always remember to use your Undo button if you want to undo a change in formatting. I encourage you to experiment on a blank document. Inserting Clip Art Word D-20 & Word D-21 Review the Clip Art task pane (Figure D-22) on page Word D-21. When searching for clip art with an active Internet connection you will return more results. Two key concepts to remember when working with clip art inline and floating graphics. When a graphic is first inserted a document it is an inline graphic, part of the line of text in which it was inserted. An inline graphic can be moved in the same way text can be moved. Once you apply a text wrapping style to a graphic it becomes a floating graphic. A floating graphic can be moved anywhere on a page, independently of text. Page 14 of 15

15 It sometimes takes practice using the mouse to drag a sizing handle to resize a graphic, and to practice dragging a graphic to a new location. The dotted line that appears when you move a graphic represents the outline of a graphic. Page 15 of 15