CSCU9B1/PDMU9L6: TEXT AND GRAPHICS 1...

CSC9UB1 – ESSENTIAL SKILLS FOR THE AGE OF INFORMATION TEXT AND GRAPHICS 1 -‐ PDMU9L6 STREAM

COMPUTING SCIENCE & MATHEMATICS PAGE 1 OF 12

CSCU9B1/PDMU9L6: TEXT AND GRAPHICS 1 DOCUMENT LAYOUT, IMAGES, AND ORGANISATION

LEARNING OUTCOMES By the end of this practical students should be able to create more stylish Microsoft Word documents including: • Margin control, and use of the ruler. • Create bulleted and numbered lists. • Create tables in Word documents. • Use tables to control the layout of pictures. • Use headers & footers. • Spell check and word count a document. • Use Find and Replace to edit documents. • Add screen images to documents.

Transferable Skills • Knowledge of advanced word processor facilities. • Document formatting, style and layout.

Remember to run the register program.

I strongly recommend that you check your STUDENT email account frequently. If I need to contact the class or individual students I will use your '[email protected]' address.

You should also check the module web pages frequently: useful information, including answers to frequently asked questions, will appear there every week.

Each of these worksheets builds on what you already know, and I will assume that you are comfortable with what has been covered in the worksheets previously. If you don’t understand at any point, just ask. We’re here to help…

DOCUMENT FORMATTING For this workshop, I’ve prepared some files to get us started. » Copy the T&G Worksheet 2 folder from the CSCU9B1 Groups folder to your own

Home folder. Put it beside the T&G Worksheet 1 folder from last week. » Open ‘cats.docx’ inside your T&G Worksheet 2 folder. It contains a document with a

few paragraphs of largely unformatted text.

Indentation Along the top of the document window and down the left side there should be a ruler. » If they are not visible, choose the View tab and select Ruler

from the Show/Hide panel. The ruler can be used to control aspects of document formatting, like indentation. The indentation markers are visible on the left and right of the ruler respectively and can be clicked and dragged to increase or decrease the margin size for the selected text.



» Position the cursor anywhere inside the first paragraph. Move the top triangle on the left end of the ruler (about one centimetre). That tells you how much the start of the paragraph will be indented. This is standard paragraph layout, and looks nice in, say, letters or essays.

» Now place the cursor inside the second paragraph. Move the bottom triangle on the left end of the ruler. Drag it one centimetre to the right. This is called a hanging indent.

You could use this ‘hanging indent’, for example, in a definition: PATRIOTISM, n. Combustible rubbish read to the torch of any one ambitious to

illuminate his name. In Dr. Johnson's famous dictionary patriotism is defined as the last resort of a scoundrel. With all due respect to an enlightened but inferior lexicographer I beg to submit that it is the first. [From Ambrose Pierce’s Devil’s Dictionary]

» Move the cursor to the next paragraph down. Drag the upward pointing triangle, at the right end of the ruler, to the left about a couple of centimetres.

What happens? This time the text is prevented from going beyond the marker on the right. This might be useful if you need to leave space on the right for something. » Click anywhere in the last paragraph. Drag the

small rectangle, under the bottom triangle on the left, about two centimetres to the right. It moves both triangles at once! We’ve indented the whole paragraph (left alignment).

» Now drag the triangle on the right two centimetres to the left. Now the paragraph is indented both sides.

Often, especially in books, the text is both left and right aligned. The text is said to be justified. You can

achieve this effect using the Justify speed button on the Paragraph panel on the Home tab. Check out the other alignment speed buttons too!

Some useful keyboard shortcuts are:

Ctrl+L, Ctrl+R or Ctrl+J to left-align, right-align or justify a paragraph.

Ctrl+T to create a hanging indent and Ctrl+Shift+T to reduce it. If you want to create a standard indent (first line only), then Ctrl+L to indent the whole paragraph followed by Ctrl+Shift+T to 'unindent' everything but the first line.



Notice that you have got different formatting for every paragraph: interesting, but not usual. » undo all of your paragraph formatting, or try Select All from the Editing panel and

reset the indentation markers. To recap, if you set the margins in an existing paragraph, the rest of the document is unaffected. If you set the margins before inserting text, then all subsequent text will be affected until you change the margins again. This behaviour is just the same as you’d see with, for example, the character formatting buttons (bold, etc.). One other thing, Word doesn’t leave you in the dark about page sizes. Look at the ruler again. Notice the shaded sections at either end; they indicate the original (default) settings, so you can always move the markers back.

Exercise Using what you have just done along with your acquired skills from last week (using WordArt and inserting graphics), have a go at formatting the cats.docx document. I’ve used Comic Sans MS font and a graphic called paw.gif as a paragraph marker. You will find the paw.gif graphic in your T&G Worksheet 2 folder. » When you have finished save your

document. Ask for help if you get stuck. (How did he get that Я character?) We’ll return to this document later.

Presenting Lists of Information When writing formal documents such as dissertations and technical essays (and even this document) it is often convenient to present information in a numbered or bulleted list. Why? Because:

1. It makes things clearer. 2. It breaks up monotonous layout. 3. I can’t think of a third reason.

To convert a series of paragraphs into a list, follow the steps below: » Open the file residence.docx in your T&G Worksheet 2 folder. » Select all the lines you wish to convert to a list (i.e. all but the first line).

Click the numbered list button or the bulleted list button. Alternatively, select the required lines of text, choose Ctrl+Shift+L to apply the list style and then select downward facing arrow on the Bullets or Numbering icons on the Paragraph panel. These drop-‐down menus allow you to customise the types of bullets or numbering used. » Choose from the Numbered or Bulleted examples:



» Add your list (i.e. copy and paste from residence.docx) to the bottom of your cats.docx document and experiment with different bullets and numbers styles.

» Save cats.docx.

Presenting Tables of Information In addition to lists of information, it is often necessary to use grids, or tables of information. A useful example of this would be your class timetable, with days of the week horizontally across the top and hours of the day vertically down the left side. » Open a new Word document. File: New: Blank Document. Else you can use

the keyboard shortcut, Ctrl+N. You should get a new blank page. » To create a table, select the Insert tab and click on the Table

button on the Tables panel. From the drop-‐down menu that appears, select Insert Table. A new window appears to help you create your table:

» Let’s have 6 columns and 12 rows. Fill in the boxes for the number of rows and columns, and press OK.

» You can click on the number to select it and then type over it with the desired number.

» Alternatively, you can mark the desired number of rows and column in the little grid which is part of the Table panel. Word does the rest.

The created table consists of a series of boxes or cells. Typing will fill a cell with text. You can use the Tab key to move to the next cell. The arrow keys can be used to move across rows and up and down columns too. Draw up a timetable for your classes this semester using a table. Use some neutral



colour for the left column and top row and choose a colour for each of your subjects and apply it to the shading of the cells. Play around with the formatting. Is it useful to use different fonts as well as different colours for subjects? Or to distinguish lectures from tutorials? What works for you? You can use the Table Styles panel on the Design tab for Borders and Shading.

Borders You can draw attention to individual pieces of text by placing borders around them. Select the text that the box is to be drawn around and then click the arrow next to the border button in the Paragraph panel within the Home tab. A drop-‐down menu for borders appears, allowing you to choose the type of border you need (all around, top, bottom, left and right, all around and inside, inside only, across only, up and down only or none). If you need more comprehensive options, then select Borders and Shading from the drop-‐down menu. This will let you set (among other things): • the thickness of the line surrounding the text. • around which edges the line is to appear. • if the bordered text is to have any shading applied to it.

I’ve applied borders and shading to the timetable created earlier. Try it!

Tip: Borders and shading can be applied to any text, paragraphs, etc. not just in tables. For instance, the tip boxes (like this) used in this worksheet have the external borders turned on, the internal ones turned off, have the internal fill colour set at 5%, and have shadowing turned on.

Formatting your table You can select, delete and insert rows or columns using the Rows & Columns which can be found on the Layout tab. This tab is exclusive to Table Tools and only appears when you have a table cell selected. You can choose to: • Insert columns to the left or right of the current column (i.e. the one where the

cursor is). • Insert rows above or below the current row. • Select rows and/or columns using the mouse (click and drag). • Delete selected rows or columns. • AutoFit the table around its contents. • Convert the table to text. • Sort the contents of the table by column. • Split (and merge) individual table cells. • Format the table choosing one of the many exciting AutoFormat options.



Exercise Experiment with the buttons in Rows and Columns panel within the Layout tab. Is this easier or harder to use to make and delete table elements?

Tables and Pictures – back to cats Open your cats.docx document again and insert a table with 2 rows and 5 columns between the WordArt and the first paragraph. » Click in the top left table cell and

select the Insert: Picture. » Choose the file harry.jpg in the T&G

Workshop 2 folder. » The picture should appear in the

table cell and the cell should be resized to accommodate it.

» In the cell below the picture type in Harry. Centre the text in the table cell. » Repeat the above sequence of steps for Puskas, Jetta, Buddy and Barney. Try dragging the lines of the table about, to see what happens to the picture within. Undo any changes you don't like. The images are all exactly the same width and height. If you find that you cannot fit all of them into the page width right-‐click on an image, choose Size, then reduce the width slightly. Do the same with each of the pictures to keep them all the same. The table imposes a layout on our pictures and labels but, on this occasion, actually seeing the table lines does not add anything to the appearance of the document, so let's get rid of them. » Move the cursor over the table. A small rectangle containing crossed

arrows should appear at the top left corner of the table. Click on this ‘smart tag’ to select the whole table.

» Remove all the borders of the table using the Borders button we encountered earlier. Note: you may still see the lines (but in grey). This is because Word is showing you where they are to remind you that the table exists. They will not appear in the printed version of the document.



Editing Pictures in Word Select the picture of Buddy (just click on it) and notice the appearance of a new tab, Format. This tab contains a number of controls for modifying images. What do these controls do?

Under Corrections (in the Adjust Panel), there are options to alter the brightness and contrast of the image. Click on the little arrow next to Corrections, and use the drop down menu to alter the contrast. The Color option in the same panel provides a number of tools. Try some!

You can use the cropping tool (on the Size panel) to trim the pictures so that they are the same size and shape, to produce an even smoother looking table. Use the cropping tool to frame the pictures a little better and then reformat them to make all the pictures the same height.

Before we go any further, I should probably mention that the Reset Picture button (in the Adjust panel) will undo all the changes you’ve

made, if you find everything goes horribly, horribly wrong! The cat pictures are really just thumbnail images (very small and lacking in detail). This allows them to be included in a Word document without making it into a file that is too large to be useful. We will return to image editing next workshop. But before we move on, here’s something useful to make your documents more stylish …

Asking for help is not just a Good Thing for you, it makes us feel useful, and that’s a Very Good Thing. You can, of course try to catch us out by asking really difficult questions and watch while we squirm.

Image Styles and Effects Microsoft Word has built in several effects that can be applied to pictures to make them look more professional. You’ll find Picture Styles in the ribbon, if you select a picture, then select Format under the Picture Tools. » Modify all the cat pictures in your cats.docx to make them look nice. Add a shadow,

bevel the edges, rotate it, use a frame, try all the options! Use a different style for each picture.



» Save your file – you’ll need it for the checkpoint.

Towards more professional documents

Spell Checking Open the file PabloandXavier.docx Word document in your T&G Worksheet 2 folder. You’ll find a few lines of badly spelled text. Use the spell checker to fix it.

» Switch to the Review tab. Press the Spelling and Grammar button within the Proofing panel. The spelling checker window will then appear.

The top box indicates where Word has found a spelling mistake. Sometimes the word is spelled correctly, but the spell checker does not know it (like your name for instance). If this is the case, then click the Ignore or Ignore All button. (The “all” option means that the next time the same word is encountered, it will not be flagged as a spelling mistake). If the word is actually miss-‐spelled, a list of suggested alternatives is presented. » Choose the correct one of these and click either the Change or Change All buttons.

If you are checking a large section (or a whole document), Word will continue to look for the next mistake until it reaches the end of the section (or the document).

When Word has completed its check, it will let you know. Word typically checks your spelling as you type. When you first opened PabloandXavier.docx, the document may have looked liked this:

Red wiggly lines mean a badly spelled word (at least, as far as Microsoft Word knows). Green wiggly lines means Word thinks there’s some kind of grammatical error. » Complete spell checking for the whole document.



Note: if you use a wrong, but correctly spelled word, for example weak instead of week, Word will knot bee able too help ewe hear!

As an aside, you may notice in the bottom of the screen (in the status bar for Word) a little book type icon.

Double-clicking on this will start the spell checker too, but also, if it appears with a red cross, Word is telling you that there are spelling or grammar errors in the document. If it appears with a red tick, then Word is happy with your spelling and grammar. Personally I think the grammar aspect is a little suspicious, but sometimes the suggestions Word comes up with are useful.

If there’s a word that Word thinks is miss-spelled, and has a wiggly line under it, you can right-click on that word to see any suggested alternatives. » Now insert the picture PabloandXavier.jpg from the T&G Worksheet 2 folder and

position it under the paragraph in the centre of the page. Make sure it's a pleasing size.

» Save the document, we’ll return to it next week.

Word Count Often useful for essays, Word provides a word count facility called Word Count, which you will find in the Proofing panel in the Review tab. » Open the file jasper.docx from your T&G worksheet 2

folder. Choose Word Count to reveal the data about the document.

» Run the Spell Checker through the document. » When the word walkies is highlighted, press the Options buttons and check the Show

readability statistics box. » Click OK and proceed with the spelling check. When the check is complete, you should be presented with a set of statistics concerning the readability (or otherwise) of the document. A Flesch Reading Ease score of 70 and above would be suitable for an audience equivalent to educated 11-‐year-‐olds (US sixth grade) but not for audience of graduate lawyers.

Find and Replace The Find option in Editing panel within the Home tab allows you to find words



in the document you are working on. Try it. » Choose Find and click on the Replace tab. » Type the word brilliant into the Find what box and the word fantastic into the

Replace with box. » Useful options appear under More. » Check the Find whole words only box and leave the rest unchecked. » Click the Find Next button. Word will find the first occurrence of the word in the

document. At this point, you can choose to Replace this occurrence of the word, Replace All occurrences of the word or just simply ignore the present occurrence of the word by pressing Find Next. The Replace All option can be very useful but take care that the word that you are replacing does not occur in different contexts.

By checking the Find whole words only box, you avoid replacing, e.g. brilliantly with fantasticly etc.

Drawings Lines and Shapes (labelling diagrams) The drawing toolbar allows you to insert simple lines and shapes into your documents. This can be useful for creating your own diagrams to illustrate your text or for adding explanations to graphics. Let’s try that! » Go to the University external web site in Internet Explorer. » Resize the window so that it is just big enough to display the content. » Now grab a screenshot of this window. Use Alt + Print Screen. » Open a new Word document and paste the screenshot into it. This will eventually

become page 2 of the fascinating Visitor’s Guide to Stirling University that you made last time.

» Use WordArt to give the page a title; Stirling University on the Web.

Next we want to add a few labels to highlight different parts of the picture. » Make sure that no part of the diagram is currently selected (look for any handles). If

necessary, click somewhere away from any of the bits of the diagram. » Switch to the Insert tab and choose the Shapes button. » Click on the Text box button in the drop down menu. Now move the

mouse over the image of the web page (the cursor should look like a thin cross). Click somewhere around the middle-‐right of the picture. A text box should appear with the cursor flashing inside it!

» Type Useful Links inside the text box. Move and resize the text box until you are happy with its appearance.

» Your window may have switched to the Format tab. Switch back to the Insert tab. Now click on the Arrow button on the Shapes drop-‐down menu. To place an arrow on the page, we need to click and drag from the starting point to the finishing point (the end that the arrowhead appears at).



» With the arrow tool selected, position the cursor exactly over the middle of the left edge of the text box, click and drag from there to the middle of the picture (where all the useful links are!) and release the mouse button.

» Add a few more text boxes, arrows and shapes; be adventurous! Don’t worry if they are not exactly in the right place, you can reselect them and move them around again.

Word also has other useful formatting tools and writing tools. In these workshops we’ve introduced you to most of the basic features of Word, but you can explore all the others in your own time. A good place to look for more information is Word Help. Save your document as unidiagram.docx but don’t close it yet! » Now open your uniguide.docx from last week. Make sure you can see at least some

of both documents. » Paste your completed diagram from unidiagram.docx, at the end of uniguide.docx.

Why make the picture in a separate document first? Sometimes it’s just better to be able to focus on one thing at a time. This way, you do all your experimenting in unidiagram first, and don’t mess up what you’ve already done in uniguide.

» Save uniguide.docx. If you are happy with the result, you could delete unidiagram.docx.

Checkpoint Show the tutor your cats.docx complete with fancy pictures, timetable.docx illustrating you can use tables, and uniguide.docx with your diagram with text boxes, arrows etc. Make sure we get a note of your user name. Then carry on with the rest of the worksheet – it’s all stuff that we think you will find useful later on.

Some General Tips Because word processors give the author such freedom in producing and manipulating text, it is actually quite hard to produce a well-‐formatted document. Here are a few tips to help you to produce neat and stylish documents. • Type a single space after each comma and full-‐stop instead of two or even three,

which was the norm with typewritten text. This just allows Word to have more control over the layout.

• Don’t put a space between the last letter of a word and any punctuation following it. • Try not to use underlining unless absolutely necessary -‐ modern word processors

provide much more sssuuubbbtttllleee and elegant ways of drawing attention to text. • Use a maximum of 2 to 3 fonts per document. The more fonts you include in your document the uglier it looks (and the longer it takes to print).

• Don’t mix too many character styles (Bold, Italic etc.) It can look fussy and the emphasis you were trying to achieve is lllooosssttt.



• Don’t cram text and use white space effectively. • Don’t go wild with diagrams and text effects. They should be used to enhance the

text, not overpower it.

Headers and Footers Headers and footers help to give a document identity. Let’s put in a footer in uniguide.docx. » Open your uniguide.docx. » Make sure you're in Print Layout View (View: Print Layout). Headers and footers are

only visible in this view. » Switch to the Insert tab and look for the Header and Footer panel. Select Footer. » This brings up a drop down menu which contains a number of different footer

formats. For simplicity, select a Blank footer. Note that a new Design tab has appeared. The body of the page should become greyed out and the footer box should be visible.

» Choose a slightly smaller font and type ©Stirling University. You can find the copyright symbol and a lot of other stuff besides, if you choose Symbol from the Symbols panel on the Insert tab.

» Press the tab key. Headers and footers are normally set up with a left, centre and right tab position, so type your name in the centre, and press tab again.

» Switch to the Design tab. If this is not visible, select the Footer button again. Locate the Insert panel and click Date & Time. A dialogue appears with a number of date formats. Choose one and click OK to insert the date and time into the footer.

The Design tab contains a number of useful feature for entering page numbers and other document specific information. In addition, if you make changes to the document, such as adding extra pages, then the numbers are automatically updated. There are some other useful things on the toolbar too. Try to work out what these are for. » Click Close and you should get back to the Print Layout View again. The footer

appears in grey, so you know where it is, but it doesn’t interfere with the rest of the text. To edit the footer, just double click on it.

Creating and modifying the header is very similar; it’s just at the top of the page instead of at the bottom! Try inserting a header with the text Text and Graphics on the left and IT Skills on the right. » Save your document.

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