Document Formatting with Word

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1 This activity will introduce you to some common tasks that you ll be doing throughout the semester. Specifically, it will show you how to format your documents in the standard document format. By learning these few tricks, you ll make your documents very professional looking and easier to read and comprehend. You ll impress your professors, your bosses, and your customers. Contents Create a New Word Document...2 Add a Header...3 Different First Page...4 Add a Footer with Page Number...5 Add a Section Heading...7 Modify a Heading Format...8 Fill in the Text...9 Modify the Normal Text Format...9 Create a Table of Contents Updating the Table of Contents... 12

2 Create a New Word Document Start Microsoft Word. (Start Programs Microsoft Office Microsoft Word.) Click the Office Button, and select Save. The first time you save a document, Word needs to know two things: 1. Where do you want the document saved? 2. What do you want the file named? By default, Word saves everything in the My Documents folder. You need to tell it to save the document on your flash drive, and give it a file name. 2

3 Add a Header A header appears at the top of each page. It s a handy way to have the same information repeated on each page without having to type it in every time. Click the Insert tab, and select Header. Select blank. Type in your name and the assignment name so it looks like this (but with your own names): 3

4 Now select that text, change the font to 12-point Arial Black, and underline it: Your header should look like this: Different First Page If you want your first page to look different than the rest, go into the Page Layout tab, open the Page Setup dialog box, and check the Different First Page box. That will give you one header/footer for the first page, and a different header/footer for the remaining pages. That s not required for this class, but feel free to use it if you want. 4

5 Add a Footer with Page Number A footer appears at the bottom of each page. It s a handy way to have the same information repeated on each page without having to type it in every time. Click the Insert tab, and select footer. Select blank. In the footer area, hold down the SHIFT key and press the underscore key 3 times. Hold down: + Then press the ENTER key. This should create a solid line across the entire footer area: 5

6 Now let s add a page number. Here s how: Insert Page Number Current Position Plain Number The number 1 should appear in your footer: Center the page number (Home tab, Center button.) Your footer should look like this: Double-click in the middle of the page to get out of the header/footer area. 6

7 Add a Section Heading The sections of your document should include headings. Using Word s heading styles will help make your document more professional, and it will help you to make a Table of Contents. Let s create a section heading: At the top of your document, type: Topic 1 Then press the ENTER key twice. Highlight Topic 1, and with the Home tab selected, click the Heading 1 button. It should look something like this: 7

8 Modify a Heading Format By default, Word s heading 1 style is not in Arial Black font. We need to change that so our document matches the document standards (as well as the standards of good document layout.) Right-click on the Heading 1 button, and select Modify Make the following settings in the Heading 1 style, and then click OK: Unselect the bold attribute! Use the same procedure (with the appropriate settings) to modify your Heading 2 and Heading 3 styles, if you re using them. 8

9 Fill in the Text Under the heading, type the normal text (paragraph format) that goes with it. For example: Save your file. Modify the Normal Text Format By default, Word s normal style is not in Times New Roman font. We need to change that so our document matches the document standards (as well as the standards of good document layout.) Right-click on the Normal button, and select Modify 9

10 Make the following settings in the Normal style, and then click OK: Your document should now look like this (notice the change in font): Now fill in the remaining sections of your document. Save your file. 10

11 Create a Table of Contents Scroll to the top of your document. Position the cursor before the start of your first heading (Topic 1). Hold down the CTRL key and press the ENTER key. This forces Word to insert a new page. We want the table of contents to appear on the first page by itself. Go to the top of page 1, which should now be blank except for the header and footer. On the References tab, make the following selections: References Table of Contents Automatic Table 1 Your Table of Contents (TOC) should look something like this, but with your own topic names and page numbers: Save your file. 11

12 Updating the Table of Contents If you add information to the document after making a table of contents, you can easily update the Table of Contents (TOC) with the changes. Right-click on the Table of Contents and select Update Field. Select Update entire table and click OK. Save your file and close it. 12

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